RFP_CC17HQR0012.docx

Request for Proposal (RFP)

CC17HQQ0072

Request for Proposal (RFP)

CC17HQR0012

PART I - SUPPLIES OR SERVICES AND PRICES/COSTS

1.0 DESCRIPTION OF SERVICES

1.1 Scope of Work

The scope of this Performance Work Statement (PWS) is to provide all activities necessary to provide the Office of the Comptroller of the Currency's (OCC) Conference Office with catering and conference services. The Contractor shall have the capability to meet all requirements specified in the PWS and is responsible for providing all services and materials in performance of the scope of this Contract. The Contractor shall provide all personnel required for the performance of this Contract.

1.2 Price

This performance-based service contract will consists of Firm Fixed Price (FFP), Labor Hour (LH), and Materials Contract Line Item Numbers (CLINs).

2.0 TERM OF SERVICES

The Contractor shall furnish all personnel, materials, and information except as specified herein to be furnished by the Government, and shall do all that which is necessary or incidental to the satisfactory and timely performance of the requirements. The contract period of performance is for a base period and four (4) twelve month option periods. Option periods will be exercised at the sole discretion of the Government consistent with FAR 52.217-9.

3.0 PRICING

Base Period: Date of Award – February 4, 2019

$300,000.00

$300,000.00

Option Period 1: February 5, 2019 – February 4, 2020

$400,000.00

$325,000.00

Option Period 2: February 5, 2020 – February 4, 2021

$400,000.00

$350,000.00

Option Period 3: February 5, 2021 – February 4, 2022

$400,000.00

$375,000.00

Option Period 4: February 5, 2022 – February 4, 2023

$400,000.00

$400,000.00

TOTAL of ALL CLINs: $_______________

PART II – PERFORMANCE WORK STATEMENT (PWS)

1.0 BACKGROUND

1.1 There are approximately 1,800 employees and Contractors who work at the OCC’s headquarters office. Although it is anticipated that the number of OCC employees and Contractors working at Headquarters will remain relatively stable, changes in the population are possible. Such changes will not affect the terms, conditions, and pricing of this Contract.

1.2 The OCC’s headquarters office is located at 400 7th Street, SW, Washington, DC (hereinafter referred to as Headquarters). Headquarters (HQ) is a non-smoking facility.

2.0 SCOPE OF WORK

2.1 General

2.1.1 The Contractor shall oversee the OCC’s catering, Multi-Purpose Room, Conference Center, conference rooms, pantries, and vending for Headquarters in accordance with the terms and conditions specified herein. Catering and conference services include:

· Catering Services – Comptroller and Other OCC Executives

· Catering Services – General

· Multi-Purpose Room Services

· Conference Center and Conference Room Services

· Coffee to Pantry Services

· Vending Machine Services

NOTE: OCC does not have a facility on-site to prepare food. A small catering area is available in the Conference Center for staging. Food preparation shall occur off-site. The OCC will provide refrigeration and hot boxes in the Conference Center location only.

2.1.2 Catering Services may require rental of the following items:

· Tables and chairs,

· Linens and napkins,

· Table decorations,

· All catering needs (silverware and plates, etc.),

· Any other items needed in conjunction with the event.

2.1.3 The Contractor shall have a minimum of fourteen (14) calendar days for the Transition In Period. Full contract performance shall begin by February 5, 2018. The Transition In Period will allow the Contractor to have all vending and coffee machines, including coffee supplies by February 4, 2018. All start-up costs, including labor and materials, necessary to perform the transition requirements shall be on a FFP basis. The transition costs shall only apply to the Base Period of this Contract and is a onetime charge to be billed after the transition process is completed. The Contractor shall be responsible for coordinating with the incumbent Contractor on the removal of existing machines and supplies to allow for placement of the Contractor's machines and supplies. Upon completion of the contract or the OCC’s decision not to exercise all Option Periods, the Contractor shall be responsible for transitioning this requirement to another Contractor. The transition out process will be dictated in part by the incoming Contractors’ transition period as well as transition guidance provided by the OCC.

2.1.4 The physical facilities made available to the Contractor shall not be used in connection with any operations not included as part of this Contract.

2.1.5 The Contractor shall avoid undue interference with the operation of the Headquarters’ building.

2.1.6 The Contractor shall provide all catering and conference services in accordance with all applicable building, health, and sanitation regulations, codes, and laws.

2.1.7 The Contractor shall exercise reasonable care in the use of the Government provided space and all Government furnished property. Upon contract termination or completion, the Contractor shall return such space and property to the Government in as good a condition as when received, except for ordinary wear and tear and damage or destruction beyond the Contractor’s control, and not due to the Contractor’s fault or negligence.

2.2 Performance Requirements Summary (PRS)

2.2.1 This performance-based contract describes the services to be performed and the areas that the services cover. The Contractor shall be responsible for achieving the stated results. The Contractor shall fulfill the requirements of this Contract and requirements in the PRS.

2.2.2 After contract award and during the performance of the contract, the Contractor may recommend changes to the PRS to improve services or reduce costs which shall be submitted to the Contracting Officer's Representative (COR). Proposed changes, accepted by the OCC, will become part of the PRS by written modification to the contract by the Contracting Officer (CO).

2.2.3 The table below includes the key performance requirements required for the performance of this Contract. Each "Performance Requirement" is related to a task in the PWS. The "Standard" is the function that the Contractor shall perform and the "Acceptable Quality Level" describes the level the government will accept. The "Surveillance Method" shall be the method of surveillance the government will use. If any of the Acceptable Quality Levels are not met during performance evaluation, the government will determine if a "Disincentive" is applicable and may note this in the Contractor’s performance evaluation. NOTE: If more than three (3) offensives occur in a performance period then the Contractor, COR, and CO shall meet to determine the appropriate contract action.

3.4, 3.5, and 3.6 Catering Services

AQL: Acceptable ratings on 95% of returned annual customer reviews Random Inspection, Customer Feedback

1st time- Action Plan is developed 2nd time- COR oversees corrective action 3rd time- monetary penalty of 10%-50% of material cost for the event based on the issue.

To reset monthly.

3.7 Multi-Purpose Room Services (Cleaning)

AQL: Room is clean on 95% of random inspections

2nd time- Senior Management oversees corrective action 3rd time - 3% off the monthly amount for Daily Support Staff CLIN.

To reset monthly.

3.8.1 Conference Center and Conference Rooms (Reconfigure)

AQL: Rooms are properly reconfigured on 95% of random inspections

2nd time- Senior Management oversees corrective action 3rd time - 3% off the monthly amount for Daily Support Staff CLIN.

To reset monthly.

3.8.2 Conference Center and Conference Rooms (Cleaning)

AQL: Rooms are clean on 95% of random inspections

2nd time- Senior Management oversees corrective action 3rd time - 3% off the monthly amount for Daily Support Staff CLIN.

To reset monthly.

3.9 Coffee to Pantry Services

AQL: Pantries are clean and stocked on 95% of random inspections

2nd time- Senior Management oversees corrective action 3rd time - 3% off the monthly amount for Daily Support Staff CLIN.

To reset monthly.

3.10 Vending Machine Services

AQL: Vending Machines are clean and stocked on 95% of random inspections

2nd time- Senior Management oversees corrective action 3rd time - monetary penalty of 0.5% for the 3rd time from Management Services CLIN.

4th – 1.0% for the 4th time from Management Services CLIN.

To reset monthly.

2.3 Quality Assurance Plan & Performance Standards

2.3.1 The Contractor’s Quality Assurance Plan (QAP) shall be a deliverable under this Contract. The purpose of this plan is to assure quality and timeliness of services by the Contractor. This plan provides a basis for the COR to evaluate the quality and timeliness of the Contractor’s performance. The oversight provided will help to ensure that required service levels are maintained throughout the contract term. Further, this plan provides the COR with a proactive way to avoid unacceptable or deficient Contractor performance, and provides verifiable input for the required annual past performance evaluation.

2.3.2 Within 30 calendar days after contract award, the Contractor shall provide the COR with the QAP, including performance, and quality standards. The Contractor shall work with the COR to specifically tailor the standards to this Contract and to address all aspects of running OCC’s catering and conference operations. Such performance and quality standards shall be based on the requirements of this Contract and the provisions of the Contractor’s current, corporate performance and quality standards.

2.3.3 The Contractor’s performance standards shall align with the Government’s Quality Assurance Surveillance Plan (QASP) and may require addressing issues such as: conference center and catering service standards, personnel qualifications and training; corporate audits; inspections and oversight; cleaning and sanitation; equipment maintenance for coffee and vending machines; and security. These standards shall as appropriate, identify schedules and time frames; designate responsible parties; describe performance measurement and evaluation tools; and reporting schedules.

2.3.4 The COR will review the Contractor’s performance and quality standards and request revisions as deemed necessary to the QAP. The COR will monitor the Contractor's work and performance in accordance with the QASP.

2.4 Customer Service Objectives

2.4.1 The Contractor’s personnel shall assist OCC customers at all times to ensure their catering and conference service requirements are met.

2.4.2 The Contractor’s personnel shall:

· Be able to communicate with the customers in English;

· Be pleasant, courteous and helpful at all times; and

· Be appropriately trained for their positions and present themselves in a business-like manner

2.5 Contractor Provided Labor and Supplies

2.5.1 Except for the items to be provided by the OCC, as specified herein, the Contractor shall provide all services and materials necessary to perform the requirements of this Contract – at the prices specified in Section B, as follows:

2.5.1.1 The Contractor shall provide Management Services on a FFP basis. Management Services shall include the cost for the Key Personnel under 4.2 of the PWS.

2.5.1.2 The Contractor shall provide Daily Support Staff on a FFP basis. Contractor Daily Support Staff shall include the cost for staff under 3.4, 3.5, 3.6, 3.7, 3.8, and 3.9 of the PWS.

2.5.1.2a The Contractor shall provide a Banquet Captain. The Contractor Banquet Captain shall be responsible for all services under 3.4, 3.5, and 3.6 of the PWS. The Banquet Captain shall be the staff member who is also responsible for providing catering services to the Comptroller in the Comptroller’s private conference/dining room. The Contractor Banquet Captain shall have previous experience providing similar services as those described under this Contract.

2.5.1.3 The Contractor shall provide the Catering Materials on a not-to-exceed, actual cost basis. The Contractor shall not exceed the ceiling for Catering Materials and does so at its own risk. Materials are limited to the following:

· Catering, i.e. – food, linens, flatware, glassware;

· Consumable supplies, i.e. – paper products;

· Laundering, i.e. – aprons, rags; and

· Equipment and smallwares rentals and purchases

2.5.1.4 The Contractor shall provide all Miscellaneous Materials, which are not covered under any other CLIN, but which are necessary to perform the requirements of the contract on a not-to-exceed, actual cost basis. The Contractor shall not exceed the ceiling for Miscellaneous Materials and does so at its own risk. Miscellaneous Materials shall include the pantry supplies under 3.9 of the PWS. If the Contractor requests reimbursement for any additional direct costs, other than those specified herein, the payment will require the advance approval of the COR.

2.5.1.5 The Contractor shall provide On-Call Labor on a LH basis. On-Call Labor shall be at a not to-exceed basis. The Contractor shall not exceed the ceiling for On-Call Labor and does so at its own risk. On-Call Labor shall be approved in accordance with 3.3.4 of the PWS.

2.5.1.6 The Contractor shall provide Conference Registration Software on a FFP basis.

2.5.1.7 The Contractor shall provide Transition Services (Base Period ONLY) on a FFP basis.

2.5.2 The Contractor shall provide approximately 10 snack vending machines and 20 soda vending machines at HQ.

2.5.3 The Contractor shall provide approximately 125 K-Cup or comparable coffee machines for HQ. The machines shall be of a current model, utilize a water line hook-up, and provide for individual servings. The Contractor shall supply the coffee and related supplies as detailed in 3.9 of this PWS.

2.6 Government Furnished Property/Access

2.6.1 The OCC will provide the following access in support of the Contractor’s contractual responsibilities:

· Headquarters’ facilities;

· Loading dock and freight elevator;

· Comptroller’s kitchen, Conference Center and conference rooms;

· Approximately 40 coffee pantries;

· Multi-Purpose Room;

· Approximately 20 vending locations; and

· Approximately 103 conference rooms.

2.6.2 It is the responsibility of the Contractor to coordinate access to the facilities with the COR. If the COR is unavailable, an alternate will be identified.

2.6.3 The Contractor shall not remove any OCC-furnished property without the written approval of the COR.

2.7 Government Furnished Hardware and Software

2.7.1 The OCC will provide the following in support of the Contractor’s contractual responsibilities:

· Computer(s);

· Printer;

· Microsoft Office Suite;

· LAN e-mail;

· Intranet and Internet access; and

· Event Management System (EMS) software.

2.7.2 The OCC currently uses EMS software to book all in-house meeting space. This system is used as the primary in-house system for booking all meeting room requirements such as room sets, catering and audio visual needs for the OCC customer. The Contractor shall have access to this system to verify all catering requests and room sets as needed. The Conference Office will provide training on use of the system and daily/weekly reports to the Contractor.

2.7.3 The Contractor is not allowed to install any un-approved software or hardware on the OCC network. If there is a business case that warrants the installation of non-OCC software on the OCC network, the COR must request approval in writing from Information Technology Services (ITS). ITS will evaluate the software for configurations settings, security features, viruses and or any other services that can potentially impact the OCC network operations.

2.7.4 The Contractor shall use EMS as its primary source to determine all conference and catering needs.

2.7.5 The OCC reserves the right to periodically assess all desktops connected to its networks to validate the effectiveness of its security controls and preserve operational activities.

2.7.6 All software will be installed on OCC government-furnished equipment (GFE) by the OCC. The Contractor shall not alter the configuration settings unless approved by ITS.

2.8 Description of Facilities (Headquarters Facilities)

2.8.1 Conference Center. The OCC has a full service Conference Center which includes 4 large conference rooms, 3 small conference rooms, pantry/kitchen, and snack and soda machines. See Attachment 1 for list of items included in the Conference Center pantry/kitchen.

The Conference Center is a full service conference facility with various catering requirements such as coffee, tea, sodas, lunches, dinners, and receptions.

In addition to this Conference Center, the lessor also has a conference facility located within Constitution Center that the OCC will utilize and require the Contractor to provide catering, such as coffee, tea, sodas, lunches, dinners, and receptions.

2.8.2 Pantries. The OCC has approximately 40 coffee pantries, located throughout the building. The panties shall include K-Cup brewers or comparable (all of which are to be provided and maintained by the Contractor). The machines shall be of a current model, utilize a water line hook-up, and provide for individual servings.

2.8.3 Vending Machines. The OCC has approximately 10 snack machines and 20 soda machines.

2.8.4 Conference Rooms. The OCC has approximately 103 conference rooms located throughout the building.

2.8.5 Comptroller’s Kitchen. The Comptroller’s Kitchen and the private conference/dining room are located on the 10th floor of the building. The kitchen contains heating, refrigeration, and cleaning equipment. See Attachment 2 for list of items included in the Comptroller’s Kitchen.

2.8.6 Multi-Purpose Room. The OCC has a Multi-Purpose Room located on the 4th floor used by all employees. The Multi-Purpose Room has K-Cup or comparable coffee machines.

2.8.7 Floor Plans. A typical floor plan for the OCC’s Headquarters building is provided in Attachment 3 of this Contract.

2.9 Days and Hours of Operation

2.9.1 Performance is required Monday through Friday 6:00 am to 6:00 pm, hereafter referred to as normal workdays) except on any Federal holiday that falls on a normal workday. Hours of operation for specific services are detailed in 3.1.

2.10 Equipment and Smallwares

2.10.1 The Contractor shall be responsible for renting equipment and smallwares as needed. The OCC may, however, acquire equipment and smallwares from other sources, if it is in the OCC’s best interest. The Contractor shall notify the COR, in writing, of all needed equipment and smallwares. The advance notification will identify the equipment and smallwares that is needed, the cost of the item, and the reasons for the purchase. Under no circumstance shall the Contractor purchase any equipment/smallwares without the approval of the COR and the CO.

2.10.2 The Contractor shall be responsible for replacing at its own expense any equipment that must be replaced due to the fault or negligence of the Contractor.

2.10.3 The OCC will review and approve the purchase of any equipment that no longer functions due to ordinary wear and tear or is unsuitable for use due to the expiration of its useful life. The Contractor shall provide the materials as specified in 2.5. Any equipment purchased on behalf of the OCC becomes the property of the OCC.

2.11 Licenses and Fees

2.11.1 The Contractor shall obtain all required licenses and permits necessary to provide the required catering and catering related services. Since alcoholic beverages may be served, the Contractor shall maintain any necessary licenses and provide the qualified personnel to fulfill such services.

2.11.2 The Contractor shall be responsible for all fees, costs, or other charges, incidental to or resulting from operations under the contract, except for those specified in herein.

2.12 Security

2.12.1 The Contractor shall be responsible for securing OCC facilities that are under the control of the Contractor.

2.12.2 Keys to the Comptroller’s Kitchen and cabinets in the pantries are available for emergency use from the OCC’s Office of Security.

2.12.3 The Government will not be responsible in any way for damage or loss caused by fire, theft, accident, or otherwise to the Contractor’s stored supplies, materials or equipment, or Contractor employees’ personal belongings.

2.12.4 The Contractor shall bear financial responsibility for any vandalism or loss due to negligent acts, omissions, or willful misconduct of its personnel.

2.13 Safety Conditions

2.13.1 The Contractor shall implement a safety program that complies with all Federal and State Occupational and Safety and Health Acts and all safety provisions of this Contract. Within twenty-four (24) hours of occurrence, the Contractor shall prepare and submit a report of all job-related accidents and injuries to the COR. The Contractor shall maintain an accurate record of all reports and causes of any accident(s).

2.14 Fire and Civil Defense Drills

2.14.1 In the event of a fire, the Contractor shall contact the fire department immediately by dialing 9ll and then calling OCC’s Office of Security (when safe to do so).

2.14.2 All of the employees of the Contractor shall participate in fire and Civil Defense drills, in cooperation with the Building Manager.

2.14.3 The Contractor’s employees shall be organized and trained to assist patrons in the facilities under the Contractor’s jurisdiction in the event of fire, injury, or other emergency situation.

2.14.4 Any personal injury or physical damage to the building or equipment resulting from fire or other causes shall be reported to the COR immediately.

2.15 Insurance

2.15.1 The Contractor shall obtain all insurance necessary for performance of this Contract.

2.15.2 The Contractor shall be responsible for all fees, costs, or other charges, incidental to or resulting from operations under the contract, except for those specified in herein.

3.0 CATERING AND CONFERENCE SERVICES

3.1 Hours of Operation

3.1.1 The Contractor shall provide catering and conference services as requested and approved by the COR.

3.1.2 Service shall be classified as either 1) falling inside/outside normal hours of operation or 2) falling inside/outside Catering & Conference Support Staff employees’ hours of service.

3.1.3 The following are the normal hours of operation for the catering and conference services:

Service Normal Hours

Executive Catering Functions 6:30 am – 5:00 pm Monday-Friday

Catering Functions 6:30 am – 5:00 pm Monday-Friday

OCC Conference Center 6:30 am – 5:00 pm Monday-Friday

Conference Rooms 6:30 am – 5:00 pm Monday-Friday

Multi-Purpose Room 6:00 am – 6:00 pm Monday-Friday

Coffee Delivery to Pantries 6:30 am – 3:30 pm Monday-Friday

Vending Machines 6:30 am – 4:30 pm Monday-Friday

3.2 General Operational Requirements

3.2.1 The Contractor shall provide the following kinds of catering and conference services under the scope of this Contract:

· Catering Services – Comptroller and Other OCC Executives

· Catering Services – General

· Multi-Purpose Room Services

· Conference Center and Conference Room Services

· Coffee to Pantry Services

· Vending Machine Services

3.2.2 It shall be the responsibility of the Contractor to contract outside caterers, as necessary, and to coordinate with, and pay for services provided. OCC does not have an on-site facility within its space to prepare food. All caterers shall be approved by the COR.

3.2.3 It shall be the responsibility of the Contractor to coordinate the delivery and set up of all catering items.

3.3 Staffing

3.3.1 The Contractor is required to provide the labor for OCC functions under the scope of this Contract.

3.3.2 The Contractor’s designee shall be on duty to oversee certain catered functions as determined by the COR.

3.3.3 The Contractor shall be entitled to compensation as specified in Section 2.6.

3.3.4 The Contractor is entitled to compensation, at the rates specified for providing On-Call Labor for catering services, provided that the Contractor provides justification to and receives in advance, written approval from the COR. On-Call Labor shall be for catering services outside the levels of service under 3.6.

3.4 Catering Services – Comptroller and Other OCC Executives

3.4.1 The Contractor shall provide catering services for the Comptroller and other OCC Executives at HQ, in the Comptroller’s private conference/dining room.

3.4.2 The Contractor shall provide catering services for the Comptroller and other OCC Executives during normal hours of operations. A minimum twenty-four (24) hours advance notification (or a mutually agreed upon time) will be provided.

3.4.3 The Contractor shall provide catering services for the Comptroller and other OCC Executives falling outside normal hours of operation. At a minimum twenty-four (24) hours advance notification will be provided or by the time specified by the Contractor.

3.5 Catering Services – General

3.5.1 The Contractor shall provide catering services for functions falling within normal hours of operation as ordered. At a minimum twenty-four (24) hours advance notification will be provided excluding the Comptroller and other OCC Executives.

3.5.2 The Contractor shall provide catering services for functions falling outside normal hours of operation. At a minimum twenty-four (24) hours advance notification will be provided or by the time specified by the Contractor.

3.5.3 The Contractor shall be responsible for rearranging the furniture in the rooms in which functions will be held. The Contractor shall configure the rooms in accordance with guidance provided by the COR or an alternate as identified by the COR. All meeting room configurations shall be completed thirty (30) minutes before the function’s schedule start time unless directed otherwise by the COR or an alternate identified by the COR.

3.5.4 Catering services for functions include, breakfast, luncheons, am/pm breaks, dinners, and receptions. The Contractor shall be responsible for supplying, if requested by the COR, alcoholic beverages and special menus.

3.5.5 If applicable, the Contractor shall be responsible for contracting with outside caterers and coordinating all food and beverage requirements for all catering functions.

3.6 Catering Services - Levels of Service

3.6.1 The Contractor shall provide the following levels of service:

· Breakfast, luncheons, and dinners. Meeting room set-up and clean-up are required.

· Deliver/Remove. The Contractor shall place food and beverages on a table/counter in the function room approximately twenty (20) minutes prior to the designated start time and remove at the designated completion time.

· Full Service. The Contractor shall set the food and beverages buffet style or provide plated service. Contractor personnel shall be on-hand during the function to set, serve, replenish, and clear. Full Service events generally last 1 ½ hours.

· Refreshment Breaks:

· Deliver/Remove. The Contractor shall set refreshment breaks, in the mornings and afternoons, in any of the OCC’s Conference Center or conference rooms. Breaks generally consist of coffee, tea and water and may include other food and beverages.

· Receptions: Meeting room set-up and clean-up are required.

· Buffet. The Contractor shall place the food and beverages on table/counter for self-service by the attendees. The contactor shall provide service personnel to serve alcoholic beverages and to replenish food and beverages as necessary. Receptions requiring buffet service generally last 1 ½ hours.

· Butler. The Contractor shall provide service personnel to dispense beverages and pass food on trays. Receptions requiring butler service generally last 1 ½ hours.

3.6.2 Estimated usage. The OCC estimates that the following catering services will be required. There is no minimum guarantee for the actual catering services to be provided on a monthly basis.

3.6.2.1 Inside normal hours of operation:

· Breakfast – Executive breakfast 2-3 per week averaging 2-4 people, other breakfast 5-10 per month averaging 20-25 people (most breakfasts occur on Tuesday, Wednesday and Thursday). Typically, the following level of service will be required:

· Luncheons – Executive luncheons 3-5 per week averaging 2-20 people, other luncheons 5-10 per month averaging 20-25 people each (most luncheons occur on Tuesday, Wednesday, and Thursday). Typically, the following level of service will be required:

· Refreshment Breaks – in the mornings and afternoons. On average, there are 10-15 breaks per week. Typical attendance is 12-20 people per meeting. Peak periods are Tuesday, Wednesday and Thursday.

Dinners – None

· Receptions – 2 per month averaging 50-150 people (most receptions occur on Tuesday, Wednesdays and Thursdays). The OCC Holiday Reception in December (generally from 3:00 – 6:00 pm) is for 600 – 700 people. Typically, the following level of service is used:

3.6.1.2 Outside normal hours of operation:

· Breakfast – none

· Luncheons – none

· Breaks – none

· Dinners – 5-10 per year with an average of 20-40 people. Typically, the following levels of service will be required:

· Receptions – 5 per year with an average of 50-150 people; 3 per year with an average of 100-300 people.

3.7 Multi-Purpose Room Services

3.7.1 Overview. The Multi-purpose Room is open and available to all OCC employees from 6:00 am – 6:00 pm. The Multi-Purpose Room shall have coffee and vending services.

3.7.2 Monitoring. The Contractor shall monitor the Multi-Purpose Room on a daily basis to ensure that the space is neat and clean. The Contractor shall inspect the Multi-Purpose Room as necessary in order to maintain it as a safe, clean, and sanitary environment. The Contractor shall be responsible for the cleanliness of the coffee machines (including empty coffee dispensers), counters, ice machines, condiment holders, and trash (if needed).

3.8 Conference Center and Conference Rooms Services

3.8.1 Reconfigure Room Set-Up. The Contractor shall provide the services described under 3.8.1 for approximately 103 conference rooms, including those in the Conference Center, as well as the Multi-Purpose Room. These services shall be provided during normal hours of operation.

3.8.1.1 In order to accommodate daily meetings, the Contractor shall be responsible for rearranging conference room furniture on a daily basis for approximately fourteen different conference rooms.

3.8.1.2 The Contractor shall be responsible for changing the standard setup of conference rooms to styles such as but not limited to schoolroom, hollow-square, and theater. The COR or an alternate identified by the COR shall specify the setup required for each event.

3.8.1.3 Conference room furniture may be rearranged, on average, six times per week, per conference room. Typically, the Contractor shall have only thirty (30) minutes to one hour to complete any necessary room changeovers between meetings. The COR or alternate will generally provide the Contractor with a weekly schedule of room changeovers by 2:00 pm on Tuesday of the week preceding the week of the schedule. Daily updates will be provided by 2:00 pm of the preceding day.

3.8.1.4 In addition to rearranging conference room furniture, the Contractor shall be required to remove, rearrange or add furniture in the Multi-Purpose Room for a meeting or special function.

3.8.1.5 Contractor shall be required to provide placement and removal of easels and signage.

3.8.2 Cleaning Schedule

3.8.2.1 The Contractor shall be responsible for cleaning the Conference Center and conference rooms when either breaks or meals are served in the rooms during a scheduled meeting. When breaks or meals are served, the Contractor shall clean the conference room within 30 minutes after the meeting ends unless the meeting ends after normal business hours. The room shall then be cleaned the next morning before the first scheduled event in that room.

3.8.2.2 The Contractor shall be responsible for cleaning and/or straightening the following in the Conference Center and conference rooms:

· Food and beverage station(s);

· Tables and chairs;

· Carpets and floors, if spills and spots are present – major spills shall be brought to the COR’s attention;

The Contractor shall provide any materials left behind in the rooms to the COR.

3.8.2.3 Conference Center and Conference Room Quality Inspection. The Contractor shall monitor the conference rooms daily to verify that their condition is suitable for scheduled meetings and shall report any damages, temperature, or lighting problems to an alternate as identified by the COR. The Contractor shall ensure that each conference room is inspected prior to the scheduled start time of the first meeting of the day.

3.8.3 Food and Beverage Functions.

3.8.3.1 The Contractor shall provide food and beverages in accordance with the requirements of 3.4, 3.5, and 3.6 of this PWS. These services shall be provided as requested for the Conference Center, conference rooms, and Multi-Propose Room.

3.9 Coffee to Pantry Services

3.9.1 Overview. The building has approximately 40 pantries, including 1 each in the Conference Center, the Comptroller’s Kitchen and the Comptroller’s private conference/dining room, in which complimentary coffee and tea are provided.

3.9.2 Monitoring. The Contractor is responsible for the following: supplying and maintaining all coffee equipment, regular and decaf coffee, biodegradable cups and lids, sugar and sugar substitutes, tea bags, non-dairy creamers, stirrers and paper towels; and monitoring in order to maintain a constant supply of coffee. The Contractor shall monitor the pantries on a daily basis to ensure that supplies are fully stocked and that the stations are neat and clean in order to maintain a safe, clean, and sanitary environment. The Contractor shall be responsible for the cleanliness of the coffee machines (including emptying coffee dispensers), counters, ice machines, condiment holders, and trash (if needed).

3.9.3 Maintenance. The Contractor shall be responsible for maintaining and repairing the coffee machines located in the pantries. Although the Contractor is not responsible for the maintenance and repair of the other equipment in the pantries, the Contractor shall immediately notify the COR if other equipment appears to be non-operational.

3.10 Vending Machine Services

3.10.1 The Contractor shall provide Vending Machine Services.

3.10.2 The Contractor shall ensure that all vending machines provided under the contract, shall be constructed, maintained, and operated in accordance with the recommendations of Public Health Service Publication No. (FDA-78-2091), the Vending of Food and Beverage. Additionally, all vending machines must be able to accept $1.00 coins, per the Presidential Coin Act of 2005 and be energy efficient according to the Energy Star Program.

3.10.3 The Contractor shall locate vending machines in key positions throughout Headquarters, as specified by the COR or an alternate as identified by the COR.

3.10.4 The Contractor’s vending responsibilities shall include the following:

· Interface with major soft drink and vending subcontractors as necessary;

· Ensure the proper operation of the vending machines; and

· Provide procedures for customer cost reimbursement due to machine malfunction.

NOTE: Under no circumstance shall a customer reimbursement take longer than twenty-four (24) hours.

3.10.5 All vending machines shall be installed, stocked, and repaired at no cost. The Contractor shall be entitled to the revenue from the vending machine sales.

3.10.6 The Contractor shall consult with the COR on the prices for sodas and snacks in the vending machines.

3.11 Conference Registration Software

3.11.1 The Contractor shall provide a web based application to manage online registration, badge printing, unlimited custom reports, and real-time registration data information with no limitation on the number of “accounts” created by each license. The web based application shall not require the collection of Personally Identifiable Information (PII).

4.0 PERSONNEL

4.1 General

4.1.1 For purposes of this Contract, “personnel” shall mean the employees of, and any other persons engaged by the Contractor.

4.1.2 The Contractor shall require that its personnel comply with the requirements of this Contract and generally accepted standards of conduct.

4.1.3 The Contractor shall, at the request of the COR, allow the COR or other authorized OCC employee to examine any certifications and/or documents that the contract (or other applicable statues or regulations) requires the Contractor to have for its personnel.

4.1.4 The Contractor shall employ a sufficient number of employees to perform the services required by this Contract and shall ensure that staffing is adequate at all times to perform the varied and essential duties inherent to a successful catering operation. The Contractor shall, at no additional cost to the OCC, increase staffing if an increase is necessary to perform the requirements of this Contract.

4.1.5 The Contractor shall use only experienced, trained employees on this Contract to maintain the high quality of services required by the OCC. The Contractor shall provide qualified, trained relief personnel to substitute for its employees when absent.

4.1.6 The Contractor shall immediately notify the COR and CO of any anticipated labor, employee, or vendor problems or any other circumstances that could adversely affect the OCC’s catering and conference services operation. The Contractor shall continue to provide services under the terms of the contract in the event of strikes and/or other labor disturbances.

4.1.7 The OCC has sole discretion to determine if, as a result of the Contractor’s or its employee’s actions, there is a threat to the health, safety, security, general well- being, or operational mission of the OCC and its population. The OCC can insist appropriate action be taken by the Contractor, including removal of any Contractor employee posing a threat.

4.1.8 The Contractor’s employees shall be required to meet minimum security clearances established by the OCC in Section H of this Contract.

4.1.9 Subcontractors must be authorized into the building on an individual basis as a Visitor. The Contractor’s employees designated with the word “Escort” on their OCC badge may escort subcontractors while they are in the building. The Contractor shall be totally responsible for the conduct of the subcontractors.

4.1.10 The Contractor’s employees shall wear uniforms during the time they are performing their duties in the building. Employee uniforms shall always be clean, pressed, and neat. The Contractor’s uniforms shall be subject to the approval of the COR. Uniforms shall include company identification and nametags identifying each employee. Any OCC issued badges shall be visible at all times to allow for immediate identification of the individual as authorized Contractor employee.

4.1.11 The Contractor shall bear financial responsibility for any vandalism or loss due to negligent acts, omissions, or willful misconduct of its personnel.

4.1.12 The Contractor shall require all personnel to utilize authorized and designated entrances and exits during working hours.

4.2 Key Personnel (Manager)

4.2.1 The Manager is designated as Key Personnel under this Contract.

4.2.2 To ensure satisfactory performance, the Key Person must be on site on all normal workdays. The Contractor shall ensure that the Key Person or a suitably qualified non-supervisory person, is on site during normal hours of contract operation (6:00 am to 6:00pm). The hours to be covered by the suitably qualified non-supervisory person, shall be approved by the COR.

4.2.3 The Contractor shall be responsible for replacing the key person on a temporary basis, with a person with similar/same qualifications as the key person, if the key person is absent for longer than two weeks (e.g. on vacation, sick).

4.3 Corporate Level Visits

4.3.1 The Contractor shall have a Senior Management official at a level higher than the Manager, visit Headquarters on a quarterly basis. The Corporate Office shall ensure that the Contractor’s employees are complying with the terms and conditions of this Contract as well as with applicable Contractor policies and procedures. The Contractor shall coordinate such visits with the COR.

4.3.2 The Contractor shall have a Senior Management official visit Headquarters to address matters requiring immediate attention, within twenty-four (24) hours’ notice from the COR.

4.4 Labor Utilization

4.4.1 The Contractor shall resubmit its initial Labor Utilization Matrix (Attachment 4) within seven (7) calendar days of contract award The Contractor shall submit its Labor Utilization Matrix for the next period of performance (if applicable), thirty (30) calendar days prior to the end of the current period of performance.

5.0 CONTRACTOR RECORDS

5.1 The Contractor shall keep accurate and complete written records of all expenses in connection with the OCC operation. The records of all expenses shall be kept for the life of the contract (base period and all option periods (if exercised)) and shall be available for inspection and review by the COR.

5.2 All expenditures must be supported by appropriate vendor invoices. The Contractor shall pay, on a timely basis and in accordance with all vendor terms, all proper bills, and other expenses incurred in the normal operation of the OCC’s operation.

6.0 MONTHLY REPORTS

6.1 Catering and Miscellaneous Materials Costs Report

The Contractor shall provide to the COR reports of all catering and miscellaneous materials costs, to include food and beverage, decorations, labor, paper, linens, etc. The report shall include:

· Individual report per catering function;

· Monthly summary report of all catering functions;

· Monthly summary report of coffee to pantry services only;

· Monthly summary report of physical inventory of all paper products on hand; and

· Monthly summary report of all other miscellaneous materials not captured under any other report.

The Contractor shall submit such report to the COR within seven (7) calendar days after the end of the month.

6.2 On-Call Labor Report

The Contractor shall furnish the COR with a monthly on-call labor report identifying for each event the cost for on-call labor. At a minimum the report shall include the name of the event, event date, number of hours for on-call labor, and cost for on-call labor. The Contractor shall submit such report to the COR within seven (7) calendar days after the end of the month.

6.3 Vending Commission Report

The Contractor shall furnish the COR with a monthly vending commission report by product and floor within seven (7) calendar days after the end of the month.

7.0 DELIVERABLES

The following table summarizes the deliverables that shall be submitted in the performance of this Contract. All deliverables shall be submitted electronically

8.0 ACCESSIBILITY REQUIREMENTS

The Contractor must ensure all Electronic Information Technology (EIT) meets the applicable standards of Section 508 of the Rehabilitation Act of 1973, as amended. Each product considered must have a completed Contractor self-assessment on how well the product (Software, Web-portals, etc.) meets applicable standards. The Contractor shall be required to submit a “Voluntary Product Accessibility Template (VPAT)”. If no VPAT is available, the Contractor shall complete and submit OCC Government Product Accessibility Template (OCC GPAT) as an alternative. Specifically, the following standards apply:

1194.22 – Web-based Intranet and Internet information and applications

1194.31 – Functional Performance Criteria

PART III - OTHER CONTRACTUAL TERMS AND CONDITIONS

1.0 TYPE OF CONTRACT

This is a Time-and-Materials Contract consisting of Firm Fixed Price (FFP), Labor Hour (LH), and Materials CLINs.

2.0 WAGE DETERMINATION

The current Wage Determination No. 2015-4281, Revision No. 7, is available as Attachment 5. Consistent with FAR 52.222-43, the wage determination in effect at the beginning of each renewal option period, shall apply to this contract.

3.0 INVOICING

The Contractor shall invoice monthly for services performed. The FFP CLINs for Management Services and Daily Support Staff shall be invoiced at the monthly unit price. Catering Materials and Miscellaneous Materials shall be invoiced on a monthly basis. The materials amount shall be consistent with the Catering and Miscellaneous Materials Costs Report for the given month. On-Call Labor shall be invoiced on a monthly basis. The labor amount shall be consistent with the On-Call Labor Report for the given month. The FFP CLIN for Conference Registration Software is a one-time payment to be invoiced annually at the beginning of each performance period. The FFP CLIN for Transition Services is a one-time payment in the base year to be invoiced after the completion of the Transition In Period.

Refer to DTAR 1052.232-7003 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (APR 2015) for information on the submission of invoices.

4.0 FEDERAL ACQUISITION REGULATION (FAR) CLAUSES

FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): www.acquisition.gov

(End of Clause)

FAR Clause

(End of Table)

FAR 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR INFORMATION SYSTEMS (JUN 2016)

(a) Definitions. As used in this clause– “Covered contractor information system” means an information system that is owned or operated by a contractor that processes, stores, or transmits Federal contract information.

“Federal contract information” means information, not intended for public release, that is provided by or generated for the Government under a contract to develop or deliver a product or service to the Government, but not including information provided by the Government to the public (such as on public websites) or simple transactional information, such as necessary to process payments.

“Information” means any communication or representation of knowledge such as facts, data, or opinions, in any medium or form, including textual, numerical, graphic, cartographic, narrative, or audiovisual (Committee on National Security Systems Instruction (CNSSI) 4009).

“Information system” means a discrete set of information resources organized for the collection, processing, maintenance, use, sharing, dissemination, or…