CJIS CAFE 2025.12.03.pdf

FEDERAL BUREAU OF INVESTIGATION

FINANCE AND FACILITIES DIVISION | PROCUREMENT SECTION

CJIS CAMPUS CAFETERIA

Request for Proposal

December 5, 2025

TABLE OF CONTENTS

SECTION A – CONTRACT FORM -SF-33 2

SECTION C – PERFORMANCE WORK STATEMENT 4

SECTION D – PACKAGING AND MARKING 20

SECTION E – INSPECTION AND ACCEPTANCE 20

SECTION F – DELIVERIES OR PERFORMANCE 21

SECTION G –ADMINISTRATION DATA 24

SECTION H – SPECIAL CONTRACT REQUIREMENTS 26

SECTION I – CONTRACT CLAUSES 43

SECTION J – LIST OF ATTACHMENTS 55

SECTION K – REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

OFFERORS OR RESPONDENTS 56

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFEROR 58

SECTION M – BASIS OF AWARD AND SOLICITATION EVALUATION CRITERIA 73

SECTION A – CONTRACT FORM -SF-33

Offerors are required to complete Contract Form SF-33 which is included in this solicitation as

Attachment J10

SECTION B – SUPPLIES OR SERVICES AND PRICE

B.1 This effort covers the services detailed in Section C.

B.2 PROCUREMENT OBJECTIVES

The objective of this procurement is to establish cafeteria services at no cost to the Government.

The Contractor will operate, manage, and maintain food service facilities as specified in this solicitation. No direct payment will be made by the Government to the Contractor for services rendered.

B.3 PROFIT AND RISK

The Contractor acknowledges that operation of the cafeteria is at its own profit and risk. The

Government assumes no responsibility for the Contractor’s financial performance.

SECTION C – PERFORMANCE WORK STATEMENT

RANDOLPH-SHEPPARD ACT PRIORITY

In accordance with the Randolph-Sheppard Act (20 U.S.C. § 107 et seq.), priority shall be afforded to blind persons licensed by a State Licensing Agency (SLA) in the operation of cafeterias on Federal property. The Contracting Officer will consult with the designated SLA to ensure that the SLA is provided the opportunity to respond to the solicitation.

• Compliance

The Contractor shall comply with all applicable provisions of the Randolph-Sheppard Act, its implementing regulations, and agency directives. The Government reserves the right to terminate negotiations or award if compliance with the Act is not achieved.

C.1 INTRODUCTION

The purpose of this RFP is to award a no-cost contract, with a twelve-month base period and four one-year option periods, for cafeteria/food services at the Federal Bureau of Investigation (FBI)

Criminal Justice Information Services (CJIS) Division’s campus, located at 1000 Custer Hollow

Road, Clarksburg, West Virginia (WV). The CJIS campus is classified as Open-Secret Space;

however, the cafeterias and integrated coffee bar are within Unclassified Space. The Contractor shall establish and operate, in the Contractor’s name, the FBI CJIS Division’s cafeteria/food service facilities, providing freshly prepared food, grab-and-go items non-alcoholic beverages and such other items as authorized by the Government, in accordance with all terms and conditions specified herein. The cafeteria/food service facilities include (1) a cafeteria with an integrated coffee bar in CJIS Main Building (CJIS Main), (2) a cafeteria in the Biometric

Technology Center Building (BTC), and (3) on-campus catering services.

Food services are to be operated for the benefit of approximately 3,700 personnel on the CJIS

Division campus. The Government shall not be held responsible for any variation from the estimated population figure since the extent of occupancy cannot be guaranteed. The CJIS

Campus is not open to the public due to security considerations; therefore, dining facility usage is limited to the building populations and approximately 60 daily authorized visitors.

The agency periodically organizes events such as craft fairs or food truck visits that introduce outside food options. The Government reserves the right to continue hosting these types of events at its discretion.

C.2 BACKGROUND

The CJIS Main cafeteria and integrated coffee bar occupy 8,200 square feet and is centrally located on the main entrance of the building. The cafeteria includes a 2,000 square foot food preparation area, a 2,200 square foot serving area, and a 4,000 square foot dining area adjacent to the serving area. The CJIS Main dining area will be cleaned and maintained by the Government.

Food service will be “cafeteria style” at CJIS Main.

The cafeteria in BTC occupies 11,200 square feet and is located at the end of the main corridor

(Main Street). The BTC cafeteria includes a 2,000 square foot food preparation area, a 2,200 square foot serving area, and a 7,000 square foot dining area adjacent to the serving area. The

BTC dining area will be cleaned and maintained by the Government. Food service will be

“cafeteria style” at the BTC.

“Cafeteria style” is defined as a restaurant in which patrons wait on themselves, carrying their food to tables from food service counters.

Food is permitted at desks and breakrooms. Breakrooms contain snack and beverage vending machines, microwave ovens, and refrigerators. Vending machines offer snacks and bottled beverages. Vending machines are open and operated under a separate contract subject to the

Randolph Sheppard Act.

Most personnel are limited to a 30-minute lunch/dinner break.

The CJIS Division campus operates 365 days per year, 24 hours per day, 7 days per week

(365/24/7). Outside of the current cafeteria service hours, grab-and-go items are available to ensure continuous food access.

Table 2.1 illustrates the average percentage of personnel present during current cafeteria service hours.

Table: 2.1 - Personnel

Breakfast

(6:00am-9:30am)

Lunch

(10:45am-2:00pm)

Dinner

(5:30pm-8:00pm)

Monday: 61% 85% 9%

Tuesday: 64% 89% 10%

Wednesday: 63% 88% 11%

Thursday: 63% 87% 10%

Friday: 58% 82% 9%

Table 2.2 provides the average monthly gross sales and the approximate annual sales from 2022 forward.

Table: 2.2 - Sales

Calendar Year Average Monthly

Gross Sales

Approximate

Annual Sales

2022 $152,000 $1.8M

2023 $167,000 $2.0M

2024 $159,000 $1.9M

2025 $178,000 $2.1M

C.3 OBJECTIVES

The objective of this effort is to establish a value based, full-service cafeteria/food service with freshly prepared food options, grab-and-go items for our 365/24/7 campus. The Government encourages contractor innovation to increase the use of the cafeteria. Innovative approaches could include such ideas as value meals, samples, loyalty programs, discounts, and special menu selections. It is important to the Government that the employees use the cafeteria. The

Government is open to new ideas and fresh concepts.

The FBI CJIS Division seeks new and innovative options of providing food service for our

365/24/7 on campus across multiple occupied buildings.

The Government expects the Contractor to provide menus that have been reviewed and approved by a registered dietitian or nutritionist. The menu shall feature freshly prepared, nutritious food options and offer patrons a diverse selection of hot and cold items, including grilled, baked, fried, and fresh choices such as fruits, vegetables, and salads. In addition, menu selections for patrons with special dietary considerations like heart healthy, lower sugar, gluten free, reduced fat, allergen, and low sodium meals, and snacks are expected.

In addition to delivering cafeteria and food services, the Contractor shall staff personnel to support contract operations, obtain and maintain general liability insurance as outlined in the contract clauses, and ensure proper recordkeeping (including accounting, personnel files, health inspection reports, etc.). The Contractor is also responsible for submitting operational reports and adhere to all contract terms, applicable Food and Drug Administration (FDA) food codes, and bio-based product compliance requirements.

C.4 FOOD SERVICE

C.4.1 The Contractor shall provide food service for our 365/24/7 staff to include freshly prepared meals and serve Breakfast, Lunch, and Dinner meals in accordance with the designated service times listed in Table 2.1, above.

The Contractor shall ensure food options (e.g., grab-and-go, etc.) are available during all holidays (see Section H.8 OBSERVANCE OF LEGAL HOLIDAYS AND EXCUSED

ABSENCE) and throughout designated non-meal service hours, specifically from 9:30 a.m. to

10:45 a.m., 2:00 p.m. to 5:30 p.m., 8:00pm to 6:00am, and when the cafeteria is closed. Grab and go food options refer to meals, snacks, or beverages that are pre-packaged or prepared for quick and convenient consumption without the need for lengthy preparation. The Contractor shall provide innovative options to ensure continuous food access.

Any request for modifying the hours or days of service shall be submitted to the Contracting

Officer Representative (COR) and approved by the Contracting Officer (CO). All hours may be adjusted by the CO, as necessary, to accommodate the requirements of the FBI.

C.4.2 The Contractor may be requested to provide catering services at special functions such as service on weekends, luncheon meetings, and special events. This service shall meet the needs of informal gatherings (hors d’oeuvres, appetizers, sandwiches, vegetable trays, etc.) as well as more formal dinners (appetizers, salads, entrée, desserts, etc.). Potential catering services may be requested as needed and the Contractor shall have the option to perform this work on a case-by-case basis. However, the Government and/or its employees reserve the right to request and/or permit other vendors to provide such catering services when it is in the best interest of the

Government and its employees.

C.4.3 The Contractor shall maximize the use of healthier cooking techniques in all food preparations.

C.4.4 MENUS AND LABELING

C.4.4.1 The Contractor shall provide a daily cafeteria menu that includes a diverse selection of food options with appropriate nutritional value. The menu must be reviewed and approved by a by a registered dietitian or nutritionist and shall conform to established food service industry standards consistent with those observed in comparable business and industry cafeteria settings.

C.4.4.2 The Contractor shall offer menu selections for patrons with special dietary considerations like heart healthy, gluten free, lower sugar, reduced fat, allergen, and low sodium meals and snacks.

C.4.4.3 The Contractor shall have an overall goal to increase the offering of healthier and sustainable food and beverage choices, allowing individuals to make informed choices about what they are purchasing and eating through labeling of menu items.

C.4.4.4 The Contractor shall submit the upcoming week's menus to the COR by the Monday of the preceding week, for electronic publication on the CJIS intranet site.

C.4.4.5 The Contractor shall utilize the USDA’s Dietary Guidelines for Americans in food labeling and food promotions.

C.4.4.6 The Contractor shall provide specific nutritional information (including allergen, caloric, sodium, fat content, etc.) on food items at ordering location to educate consumers about healthier food options.

C.4.4.7 The Contractor shall provide and utilize media/technology to display nutritional information for the customers regarding the products served.

C.4.5 The Contractor shall establish and operate, at minimum during cafeteria operating hours, in the current space provided by the Government, an integrated, full-service coffee bar (e.g., Starbucks, 7 Brew, Dunkin, etc.) within the unclassified space (CJIS Square) in the CJIS main building. The coffee brand to be determined by the Offeror. The coffee bar shall provide a broad selection of beverages (including coffee and tea varieties, cappuccino, latte, and blended specialty drinks such as Frappuccino-style offerings) as well as freshly prepared pastries and related food items. All products shall be of high quality, prepared in a sanitary manner, and offered at fair and reasonable prices.

C.4.6 The Contractor shall establish and operate, at minimum during cafeteria operating hours, in the current space provided by the Government, a self-service coffee bar within the unclassified space (Mainstreet) in the BTC building to provide a broad selection of beverages

(including coffee and tea varieties, cappuccino, latte, and blended specialty drinks such as

Frappuccino-style offerings) as well as freshly prepared pastries and related food items. All products shall be of high quality, prepared in a sanitary manner, and offered at fair and reasonable prices.

C.4.7 The Contractor shall ensure that all cafeteria menu items are available for take-out by providing appropriate food containers and disposable utensils to support packaging and transport.

C.5 OPERATIONS

C.5.1 The Contractor shall accept debit and credit cards in addition to cash.

C.5.2 The Contractor shall pay all fees, costs, or other charges incident to or resulting from operations under the contract.

C.5.3 The Contractor shall exercise care in the use of space and Government-owned equipment.

C.5.4 The Contractor shall operate and manage the cafeteria in its own name. Patrons will be required to remove trays, dishes, and utensils from the dining area tables.

C.5.5 The Contractor shall obtain all licenses and permits as required by the federal, state, and local authorities.

C.5.6 The Contractor shall observe and follow all applicable building, health, sanitary, and other regulations and laws.

C.5.7 All equipment provided by the Contractor, including but not limited to appliances and utensils, shall be of high quality, appropriate for its intended use, and comparable to the standards of equipment furnished by the Government, as referenced in Attachment J3 – CJIS

Kitchen Equipment. All Contractor-furnished equipment shall be subject to Government review and approval.

C.5.8 The Contractor shall acknowledge in writing to the COR, receipt of the Government-owned equipment, located in the Contractor designated areas.

C.5.9 At the beginning of the contract period, the Contractor shall submit to the CO and COR a list of the equipment and utensils that the Contractor will provide.

C.5.10 Throughout the contract period the Contractor shall maintain current records of all equipment and utensils used in the cafeteria operation, properly indicating thereon all additions, replacements, and removals.

C.5.11 The Contractor shall provide all required equipment and utensils not provided by the

Government under the provision entitled “Responsibilities of the Government.”

C.5.12 The Contractor shall provide and replace all necessary food service equipment and utensils of general character as listed below:

▪ Carry-out plates, bowls, containers, beverage containers, and disposable eating utensils to include following current Executive Orders (example, Executive Order

14208 - Ending Procurement and Forced Use of Paper Straws, etc.)

▪ Six (6) Point of Sale (POS) Systems

▪ Office furniture

▪ Computers, printers, software, and office machines (to include electronic transactions) adequate to produce required reports to the Government.

▪ Menu boards, letters, and price markers

▪ Napkins and napkin holders

▪ Small wares

▪ Safe

▪ Food preparation scales

▪ Sharpeners

▪ Utensils and kitchenware

C.5.13 A physical inventory, with items priced, shall be made of all equipment provided by the

Contractor. An approved copy, signed by the CO or authorized designee, will be filed with the contract.

C.5.14 The Contractor shall serve freshly prepared food; under clean and sanitary conditions, in accordance with the provisions and recommendations contained in the current Food and Drug

Administrative (FDA) Food Code manual. The COR or authorized designee will inspect service operation, taste food, and take other actions that may be necessary to ensure that the food served and the conditions under which it is served are consistent with the standards in the FDA Food

Code manual.

C.5.15 All foods served shall be wholesome and free from spoilage, free from contamination and misbranding, and safe for human consumption.

C.5.16 Uncooked items, such as fresh fruits, shall be clean and free from blemish. All foods shall, when served, be attractive in appearance and correct in temperature and consistency.

C.5.17 The Contractor shall adhere to the FDA Food Code and all local codes and regulations relating to food service sanitation and procedures. A public health official will inspect the food, food serving area(s), kitchen, and cafeteria periodically throughout the year.

C.5.18 The Contractor must comply with Section 9002 of the Food, Conservation and Energy

Act of 2008, Section 9002 of the Farm Security and Rural Investment Act of 2002, and the

Federal Acquisition Regulation to provide biobased products.

C.5.19 Biobased products designated for preferred procurement under USDA’s Bio Preferred program must meet the required minimum biobased content as stated in the USDA Final Rule available at www.biopreferred.gov. The Contractor should provide data for their biobased http://www.biopreferred.gov/ products such as biobased content.

In addition to the biobased products designated by the U.S. Department of Agriculture in the Bio

Preferred Program, the Contractor is encouraged to use other commercially available biobased products.

C.5.20 The Contractor shall comply with the provision at FAR 52.223.1, Biobased Product

Certification.

C.5.21 The Contractor shall comply with the clause at FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts.

C.5.22 The Contractor shall establish standardized receiving methods for the immediate unloading or receipt of all food and supplies for the cafeteria to ensure the Government operations are not delayed because of inappropriate actions of the Contractor’s personnel.

C.5.23 The Contractor shall maintain and control food accounting of all receipts of foods and supplies. Outside vendors or the Contractor’s delivery personnel are restricted to the loading dock area with their vehicle, unless prior access approval has been granted by the COR/CO through normal security clearance procedures.

C.5.24 The Contractor shall be responsible for trash removal and disposal from the food preparation, food serving, and checkout areas to the dumpster. All trash shall be removed daily from the Contractor’s assigned areas. The Government will provide trash removal, from the

CJIS Division’s site. A trash dumpster will be located at the main building, on the west end of

Module E, near the small loading dock. A trash dumpster will be located at the BTC at the loading dock.

C.5.25 Grease removal from the CJIS Division’s cafeterias to the grease pit shall be the responsibility of the Contractor. In the main building, a grease pit will be located on the west end of Module E, near the loading docks. In the BTC, the grease pit is located approximately 20 to 30 feet off the fire lane that circles the BTC on the north side, between the outside dining area and the walking path. The grease pits shall be used for grease disposal, only.

C.5.26 The Contractor shall not store any used or discarded grease within the Contractor’s assigned areas.

C.5.27 MEETINGS

C.5.27.1The Contractor shall meet monthly or as needed with the COR to discuss mutual objectives, including but not limited to, service levels, wellness, sustainability menus, and marketing programs. At a minimum, the Contractor will supply the COR or designated representative with electronic calendars for use on the FBI Intranet.

C.5.28 SAFETY

C.5.28.1 The Contractor shall be responsible for the security of all areas under the jurisdiction of the Contractor. Designated Contractor employees shall have the responsibility for determining equipment has been turned off, lights and fans turned off, and doors locked when the food services are closed. The FBI Security, the CO, the COR, and Facilities Management Unit personnel will have access to the food service facilities as needed for CJIS Division building operations and building security purposes.

C.5.28.2 The Contractor shall prepare and submit a report (OSHA 300) of all accidents to the

CO/COR and the CJIS Division’s Safety and Occupational Health Specialists within 24 hours of the accident/incident.

C.5.28.3 In the event of a fire, the Contractor shall ensure facilities fire suppression and alarm systems are activated and following that, notify FBI security personnel. All Contractor employees shall be organized and trained to participate in fire and evacuation drills, including the reporting of fires. This shall be accomplished with the cooperation of the COR and the CJIS

Division’s Building Evacuation Plan. A copy of this plan will be given to the Contractor upon award and is also available in the office of the Facilities Management Unit.

C.5.28.4 In addition to FAR 52.222-41(f) of the Service Contract Labor Standards, the

Contractor shall be responsible for unsanitary or hazardous conditions dangerous to anyone using the food facility. This shall include any employee, agent or representative of the Contractor, Federal employee, or other patrons of the food service facility and shall be applicable to any portion of the facility that is under the jurisdiction of the Contractor.

C.5.29 SANITATION

C.5.29.1 The Contractor shall furnish all labor, supplies, materials, equipment, and supervision sufficient to maintain the cafeteria kitchen preparation and serving areas in a clean, orderly, and sanitary condition at all times.

C.5.29.2 The cleaning products used should be biodegradable or Green Seal labeled.

C.5.29.3 The Contractor shall clean the cafeteria kitchen preparation, serving areas, and clean up spills during the service hours of the contract.

C.5.29.4 The Contractor shall mop daily, the quarry/ceramic tiles in the kitchen and serving areas.

C.5.29.5 Cleaning and janitorial services shall be performed on a regular schedule and shall meet the highest standards of sanitation common to the food service industry.

C.5.29.6 Except where otherwise noted, the cleaning and janitorial requirements shall be in the kitchen and serving areas.

C.5.29.7 In the food preparation areas, sinks shall be kept free of chipping, dust, dirt, debris, and soap build-up at all times.

C.5.29.8 Each sink shall have a soap dispenser and hand towel dispenser immediately adjacent which shall be kept fully serviced at all times.

C.5.29.9 A trash can must be located immediately adjacent to the sink.

C.5.29.10 Failure to keep any of the facilities in a clean condition or follow the schedule may result in the termination of the contract and/or the CO may have the facility cleaned by other means and the cost of such work assessed to the Contractor. On the first occasion, the

Contractor will be given a verbal warning; on the second occasion within six months, the

Contractor will be given written notice, and on the third occasion, the cleaning shall be performed by others and assessed to the Contractor.

C.5.30 DAMAGES

C.5.30.1 The Contractor shall be responsible for all costs associated with repairs and replacement of government-owned or furnished equipment damaged because of Contractor negligence or misuse. Failure of the Contractor to use and care for (as recommended by the manufacturer of the product) the equipment may result in the Government obtaining the required services from a recognized maintenance provider and the associated costs, assessed to the

Contractor. The Government will be responsible for normal wear and tear. Normal wear and tear include the deterioration of the premises that occurs during normal conditions. For example, paint will fade, electrical switches may wear out and break, and carpet and tile may wear down.

C.5.30.2 The Contractor shall be responsible for all cost associated with repairs and replacement of government property due to damage occurring from unreasonable use or accidents. Damage may include extreme buildup of dirt or mold, stains on carpet, and broken equipment and facilities. Intentional alterations to the premises may be considered damage. If the Contractor wants to make changes to the premises that will remain after the Contractor leaves, the Contractor shall do so only with the permission of the CO.

C.5.30.3 At the beginning of the contract period, the Contractor shall inspect the premises thoroughly and note all problems in writing to the CO. Both the Contractor and the CO shall sign and date the list of inspection findings. At the end of the contract, both the Contractor and the CO shall inspect the premises and compare any damages found with the original inspection list.

C.5.30.4 The Contractor shall leave such space and equipment in as good condition as when received, except for ordinary wear and tear per manufacturer’s guidelines, and damage or destruction beyond the Contractor’s control that is not due to the Contractor’s fault or negligence.

C.5.30.5 The Government will not be responsible for damage or loss caused by fire, theft, accident, or otherwise to the Contractor stored supplies, materials, or equipment, or the

Contractor’s employees’ personal belongings.

C.5.30.6 Any personal injury or physical damage to the building or equipment resulting from fire or other causes shall be reported to the COR immediately.

C.6 PRICING

C.6.1 The menu, price, and portion sizes, as submitted in the Contractor’s proposal shall be contractually binding for the base year of performance upon award.

C.6.2 The Contractor shall develop a pricing policy describing how to maintain fair and reasonable pricing strategy throughout the life of this contract.

C.6.3 The Government reserves the right to request changes in price during the life of the contract.

C.6.4 Any change in the menu, including additional items for sale, shall be coordinated with the

COR.

C.6.5 Any change in price and/or portion size shall be submitted for approval to the CO and approval is granted at the CO’s discretion.

C.6.6 The Contractor shall provide the CO with a new menu, price, and portion guide prior to effective dates of change.

C.6.7 The submission of price or portion changes must detail the reason for the change. The

CO will respond to the request within 14 calendar days of the receipt of all pertinent data;

however, if no response is received at the end of the 30-day period, the Contractor shall not incorporate the change until the CO grants final approval. The Government reserves the right to review and approve food service contractor’s policies on pricing, portions, and food cost controls.

C.6.8 Upon CO approval, price and portion changes shall not become effective until the

Contractor has notified the patrons with a two-week notice of such changes along with a brief statement of cause.

C.6.9 During each serving period, easy-to-read menus with prices listed shall be prominently displayed for the information of patrons.

C.6.10 Menus shall be posted at or near the cafeteria entrance as well as near the service points.

C.7 STAFFING

C.7.1 The Contractor shall provide a Staffing Plan to the Government which describes the number of people the Contractor plans to employ, the position titles, and the wages and salaries to be paid in accordance with the attached Department of Labor wage determination

(Attachment J2 - Department of Labor Wage Determination).

C.7.1.1 The Contractor shall identify key personnel for this contract to include the on-site certified chef, manager, and assistant managers as proposed in the Staffing Plan.

C.7.1.2 The Contractor shall supply a resume for all key personnel as identified in the Staffing

Plan.

C.7.1.3 The Contractor shall include a description of methods used to recruit, train, and retain the Contractor’s employees.

C.7.1.4 The Staffing Plan shall include plans for coverage during employee absence, including planned and unscheduled time off.

C.7.1.5 The Staffing Plan shall include retention rate of cafeteria staff for the past 36 months.

C.7.2 KEY PERSONNEL

C.7.2.1 The Contractor shall provide prime contractor employees, as key personnel, as defined in SECTION H.3 KEY PERSONNEL, a full-time Certified Chef, Manager, and assistant Manager in both cafeteria locations. The day-to-day effective operation of the cafeteria is relative to personnel supervision and training, menu planning, purchasing, cost control, dietary selection, sanitation, etc.

C.7.2.2 The Contractor shall provide an on-site, certified chef in the preparation of the menus, meals, recipes, and quality control processes (recipe adherence, proper handling, etc.).

C.7.2.3 The Contractor shall provide, at minimum, one onsite manager or one onsite assistant manager at both locations responsible for daily operation of the cafeterias.

C.7.2.4 The Contractor’s full-time Certified Chef, Manager, or assistant Manager shall be replaced, within 30 calendar days, upon request of the COR and/or CO for operational deficiencies determined to be a result of inferior direct management.

C.7.2.5 Key Personnel shall possess and maintain industry accredited food management certification.

C.7.3 A representative of the Contractor, other than the key personnel listed in Section C.5.1, shall visit all facilities periodically, at times agreed upon by the Government and the Contractor, for general supervisory purposes.

C.7.4 A Contractor’s senior-executive shall visit the facilities to adjust matters requiring attention within 48 hours notification from the Government.

C.7.5 The Contractor shall employ sufficient personnel to maintain sanitary conditions and satisfactory service, which will ensure prompt and efficient service at all times.

C.7.5.1 All employees assigned by the Contractor to perform work under this contract shall be physically able to do their assigned work.

C.7.5.2 Contractor employees shall possess and maintain industry accredited food handler certification.

C.7.5.3 All Contractor employees shall be sober, conscientious, neat, courteous, and free from communicable diseases.

C.7.5.4 The Contractor must at all times provide an adequate staff of food service employees to perform the varied and essential duties inherent to a successful food service operation.

C.7.5.5 Employees who will have contact with customers must speak and understand English.

C.7.6 The Contractor’s employees shall wear a distinctive item of clothing such as a badge, cap, armband, blouse, or uniform as a means of identification during the time they are in the building.

C.7.7 The Contractor’s employees shall wear proper uniforms, including disposable gloves, hairnets, and/or head covers for food handlers during the time they are performing their duties in the building.

C.7.8 Legible nameplates identifying each employee shall be provided by the Contractor and displayed as part of the uniform.

C.7.9 The Contractor’s employees shall be required to change their clothing, if needed, in restrooms provided for that purpose.

C.7.10 TRAINING

C.7.10.1 The Contractor is required to schedule an employee training program that will continue for the duration of this contract to ensure that their employees perform their jobs with the highest standards of efficiency and sanitation.

C.7.10.2 When feasible, a portion of the training program shall be presented in the food service area. This provides an effective means whereby actual food service equipment and utensils can be utilized to demonstrate correct and incorrect usage.

C.7.10.3 Records of all employee training, including attendance rosters, shall be maintained by the Contractor and be furnished to the COR for review upon request.

C.7.10.4 The Contractor shall provide adequate, trained relief personnel to substitute for the regular employees when they are absent in order to maintain a high-quality food service operation at all times. This includes personnel who maintain a current Government security clearance requirement.

C.7.11 The Contractor shall provide surge employees (positive/negative), as needed, for the contract.

C.7.12 All Contractors and Contractor employees, not identified as Key Personnel, operating within the FBI CJIS Division Cafeteria and associated facilities are subject to and must pass, a

Limited Access Request (LAR), see SECTION H.5.5.1 LIMITED ACCESS, as conducted by the

FBI Security Programs, before being granted permanent clearance to work at the aforementioned cafeterias.

C.7.13 Contractor vendor(s) who make deliveries to the CJIS Division shall follow all FBI procedures, including pre-registration of all delivery drivers.

C.7.13.1 The Contractor shall provide the drivers full name, driver’s license information (Real

ID), date of birth, place of birth, citizenship, and social security number to the COR, 48 hours prior to the delivery of the goods or services.

C.8 INCENTIVE

C.8.1 The FBI reserves the right to incorporate an incentive award fee plan for this contract.

C.9 REPORTS

C.9.1 The Contractor shall supply monthly reports of cafeteria sales (income) and expenses in softcopy, specifically MS Excel format, within 15 calendar days of the end of the month.

C.9.1.1 The cafeteria sales information shall be readily available for reporting on an hourly basis and by meal service (i.e., breakfast, lunch, dinner).

C.9.1.2 The cafeteria expenses shall be categorized by labor, cost of product (food), cost of supplies, and other direct and indirect expenses, and profit or loss.

C.9.2 The Contractor shall provide a Quality Assurance Plan (QAP) to describe how the

Contractor plans to measure the quality of all work performed in this Performance Work

Statement.

C.9.2.1 The Contractor’s QAP shall set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in this Performance Work Statement.

C.9.2.2 The Contractor shall develop and implement a performance management system with processes to assess and report its performance to the COR each quarter in softcopy, specifically

MS Excel format, within 15 calendar days of the end of the month of that quarter.

C.9.3 The Contractor shall establish a pricing policy plan and provide to the Government.

C.9.4 The Contractor shall certify its end-of-fiscal year profit/loss statement of sales and expenses for submission to the CO and COR. The purpose of this requirement is to place greater emphasis on the Contractor’s responsibility to submit accurate and timely reports, while significantly reducing the need and frequency of administrative contract audits by agency personnel.

C.9.5 The Contractor shall provide the patronage (number of sales) and dollar value of sales indicating the date of sales, schedules, times, patronage daily counts, average daily checks, and total daily sales of operations in the CJIS cafeterias to the COR in softcopy, specifically in an

Excel formatted spreadsheet, within fifteen (15) calendar days after the end of the monthly accounting period.

C.10 TRANSITION

It is important to the Government the transition time for the Contractor be as concise as possible.

The operation of the CJIS cafeteria has a profound impact on employee morale; therefore, the

Contractor shall provide a well-thought-out Transition Plan that offers a short transition period.

C.10.1 The Contractor shall provide a smooth Transition-In phase from contract award to full operational status.

C.10.2 The Contractor’s Management Proposal shall include a detailed Transition Plan describing activities to ensure the orderly assumption of duties by the Contractor.

C.10.3 The Contractor shall take into consideration the security requirements as listed in

SECTION H – SPECIAL CONTRACT REQUIREMENTS to gain access to the FBI CJIS Division campus and propose this into their transition timeline.

C.10.4 The Transition Plan shall include the transition team, its organization, and responsibilities.

C.10.5 The Transition Plan shall contain a complete listing of activities and milestones that must be completed for the cafeteria operations to begin.

C.10.6 The Transition Plan shall include a transition schedule that clearly indicates the time required between contract award and cafeteria opening.

C.10.7 The Transition Plan shall contain logical work breakdown, key milestones, and dependencies during transition and deployment.

C.10.8 The Transition Plan shall include communications with the Government to include periodic status updates and notification of milestone completions.

C.10.9 The Contractor shall include identification of risk to the Transition Plan and schedule, to include how the Contractor will mitigate the possible risks.

C.10.10 The Transition Plan will be important to the evaluation of Cafeteria proposals because the Government wishes to minimize the time between Cafeteria vendors. It is important that food service be restored for the FBI CJIS employees as soon as possible.

C.10.11 The Transition Plan shall include at a minimum the following elements:

▪ A detailed plan and timetable for familiarization with the requirements.

▪ A detailed recruiting plan timetable.

▪ A list of employment openings with associated pay scales.

C.10.12 The Contractor and the Government will mutually agree upon the final approved

Transition Plan after contract award but prior to the commencement of the transition period.

C.10.13 The Contractor shall assume responsibility for all operations required by the contract as of the first day of the contract period.

C.10.13.1 On the initial day of performance, the Contractor shall provide a work force which is qualified and capable of performing all work required under this contract.

C.10.14 Beginning 30 days prior to the contract start date, the Contractor’s key personnel identified in the Contractor’s proposal will be given an opportunity to observe the food service facility to become knowledgeable in and familiar with their assigned areas of responsibility.

C.10.15 Thirty (30) days prior to the contract start date, the Contractor shall submit to the COR the brand name or manufacturer of any materials proposed for use in connection with the work performed under this contract. Any material in which the COR determines unsuitable for the purpose, or harmful to the surfaces to which it is to be applied, may be rejected.

C.10.16 Prior to the contract start date, the Contractor shall meet with Government representatives at meetings, scheduled by the Government, to ensure a mutual understanding regarding work scheduling, administration of work, quality assurance and control, Contractor responsibilities, and other issues relevant to contract performance.

C.10.17 For the Transition-Out phase of the contract, the Contractor shall coordinate activities associated with the transition of the incoming Contractor performance to ensure smooth and orderly transition at the end of the contract period.

C.10.18 The Contractor shall provide a plan for the Transition-Out phase of the contract, during the last 30 days of the contract. At a minimum, the plan shall cover the following areas:

▪ Plan and schedule for training and/or orientation of the incoming Contractor’s personnel.

▪ Inventory and accountability procedures necessary to close out the contract.

C.10.19 The Contractor shall remove all Contractor-owned equipment, tools, parts, and belongings from the Government furnished space by midnight on the last day of the contract.

C.10.20 The FBI CO and COR shall be the Points of Contact for the Contractor during the

Transition Period.

C.11 GOVERNMENT RESPONSIBILITIES

C.11.1 CONTRACT TO OPERATE THE FACILITY: The Government will grant to the Contractor, for the stipulated period subject to the contract requirements and conditions herein, the right to establish, manage and operate in its own name, a cafeteria at the FBI CJIS Division’s Main complex and BTC as described herein and in connection therewith to prepare and sell food, nonalcoholic beverages, and such other products as the Government may authorize. The

Government will provide this space to the Contractor without a rental charge to the benefit of its employees.

C.11.2 FACILITIES: At the beginning of the contract period, the Government will provide space for operations under the contract, as indicated and thereafter, such space as it may deem necessary or desirable. The Government will provide adequate, ingress, and egress, including a reasonable use of existing elevators, corridors, passageways, driveways, and loading platforms.

The Government will, as it deems advisable, provide space heating, space lighting, ventilation, and the utilities. The Government will provide all pest control (Section C.11.6), and large equipment maintenance. The Government will provide cleaning of the dining areas, not to include food preparation areas. The Government will remove the garbage from the dining areas, not to include food preparation or serving areas.

The Government will as it deems necessary, provide:

▪ Improvements and alterations to prepare or recondition assigned space for its intended purpose, including applicable sanitary requirements.

▪ Provide communication lines to allow the contractor to connect to the internet.

▪ Maintenance and repair to building structure in cafeteria space, including painting and redecoration, the maintenance of gas, water, steam, sewer, and electrical lines, ventilation, electrical lighting fixtures (including re-lamping); floors and floor coverings, walls and ceilings. This excludes expenses of repairs necessary because of negligence on the part of the Contractor or the Contractor’s employees.

▪ Equipment as listed. The CO or COR may expand, replace or reduce the equipment list, as the Government deems necessary. Subject to adequate maintenance and repair of equipment by the Contractor (if required) the Government will replace component parts of and make repairs to such equipment.

▪ Training to the Cafeteria staff on emergency evacuation routes, fire extinguisher training, and emergency equipment operation, administered by Criminal Justice Information

Services Division (CJIS) Division Safety Officers/COR.

C.11.3 GOVERNMENT-OWNED EQUIPMENT: The Government will maintain a preventive maintenance program on all Government-owned equipment. The Government will contract with a qualified equipment maintenance source.

The Government will furnish and maintain for the Contractor’s use, all necessary large equipment of the character listed in Attachment J3 - CJIS Kitchen Equipment.

The Government will provide and maintain other food service equipment that is constructed as part of the building and affixed to the structure.

Preventive maintenance shall be in accordance with the manufacturer’s suggested maintenance guidelines or the Government’s maintenance guidelines for each individual piece of equipment.

Preventative maintenance may be performed during regular working hours or on the off hours.

The COR will inform the Contractor of planned maintenance actions seven days prior.

The Government will perform required repairs and will notify the Contractor within 24 hours, when such work has been accomplished.

C.11.4 RIGHTS AND AUTHORITY OF THE GOVERNMENT: Subject to the detailed provisions in this solicitation, Description/Specifications/Work Statement, menus, recipes, the quality of food and services, prices charged, the type, quantity, and condition of equipment, and all other phases or operations shall be subject to the review and approval of the CO at all times.

C.11.5 CONTRACTOR AVAILABLE SPACE: The Government reserves the right to use dining areas and other space assigned to the Contractor, at other than serving periods, for meetings of

Government employees and/or other assemblies; provided, that after each use, the space will be cleaned and rearranged without expense to the Contractor by said Government employees.

C.11.6 PEST CONTROL: The Government will maintain an effective program for the extermination of pests, rodents and vermin in areas assigned to the Contractor and coordinate the full treatment pest control service with the cafeteria contractor. Pest Control for the kitchen and areas assigned to the Contractor shall be scheduled approximately the same times as the pest control for the CJIS Division’s main facility. The Contractor shall adhere to federal, state, and local environmental codes. Any exceptions to this provision must be directed in writing by the

CO or the COR.

C.12 RESTRICTIONS

C.12.1 EQUIPMENT: Unless otherwise permitted by the CO, the Contractor shall not install and/or operate any equipment (e.g., automatic vending equipment, etc.) or remove any

Government-owned equipment from the premises.

C.12.2 PATRONAGE: Since the facilities to be provided hereunder are for the benefit and conveniences of Federal employees, patronage from other sources may be regulated by the

Government.

C.12.3 FACILITIES: The physical facilities made available to the Contractor under this contract shall not be used in connection with operations not included in the contract. However, the

Contractor may utilize centralized food preparation and storage sources located elsewhere from which distribution is made to facilities operated by the contract, including the facilities included in this contract.

C.12.4 CONTRACTOR EMPLOYEES: Contractor employees who are not involved with performance of this contract shall not be in the FBI CJIS Division’s site or facilities, nor shall contract employees working on this contract escort visitors on the site who are not involved with the performance of the contract. Contractor employees shall enter the FBI CJIS Division’s site only when scheduled to work and must confine their movement to and from their duty station.

All FBI CJIS Division’s facilities, not specifically requiring Contractor access in the performance of a food service function, are off limits to Contractor’s employees.

SECTION D – PACKAGING AND MARKING

D.1. Packaging and Marking

Preservation, packaging, and marking for all items delivered hereunder shall be in accordance with commercial practices and adequate to ensure acceptance by common carrier and safe arrival at destination.

SECTION E – INSPECTION AND ACCEPTANCE

E.1 Inspection and acceptance of services to be furnished hereunder shall be performed at the

FBI Complex, Clarksburg, West Virginia by the COR or designated representative, in accordance with FAR Clauses 52.246-2 through 52.246-6 and any other provision specified in this Solicitation. The Government reserves the right to conduct any inspection and test it deems reasonably necessary to assure that the services and supplies provided conform in all respects to the specified requirements. Services and supplies, which upon inspection are found not to be in conformance with contractual requirements, will be promptly rejected and the COR will provide notice of rejection, together with appropriate instructions, to the Contractor.

E.2 Written notification of negative inspection results will be furnished within 15 calendar days after completion of the inspection. Government failure to accept or reject within these 15 calendar days shall not be construed as acceptance.

E.3 The Contractor shall establish appropriate organizations and processes to execute Contractor quality assurance responsibilities listed in FAR 46.105 and other applicable FAR Sections.

E.4 Clauses incorporated by reference

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 CO will make their full text available. Also, the full text of a clause may be accessed electronically at this address: FAR | Acquisition.GOV.

FAR Reference Title

52.242-15 Stop-Work Order (AUG 1989)

52.242-15 Alt I Stop-Work Order (Aug 1989) - Alternate I (APR 1984)

52.246-16 Responsibility for Supplies (APR 1984)

52.247-34 F.O.B. Destination (NOV 1991)

SECTION F – DELIVERIES OR PERFORMANCE

The Contractor shall comply with the terms and conditions as cited in the contract. In addition, the following apply: FAR Clause 52.242-15, Stop Work Order, is incorporated by reference.

F.1 PERIOD OF PERFORMANCE

The Government anticipates the base period of performance for this effort to begin no later than

July 31, 2026, and extend for twelve months and shall include four (4) one-year option periods of performance.

Option Year One Period of Performance: July 31, 2027, through July 30, 2028

Option Year Two Period of Performance: July 31, 2028, through July 30, 2029

Option Year Three Period of Performance: July 31, 2029, through July 30, 2030

Option Year Four Period of Performance: July 31, 2030, through July 30, 2031

F.2 DELAYS

Any circumstances which may hinder any completion date or required services delivery shall be immediately reported in writing to the COR and the CO for consideration.

F.2.1 For this tasked effort, a critical delay is defined to include any actual or anticipated occurrence meeting one or more of the following criteria:

• The delivery of services to the CJIS Division will not be within 30 days of the proposed scheduled due date.

• Required services will not be available at the beginning of the period of performance.

https://www.acquisition.gov/browse/index/far

F.2.2 Within five (5) days of discovery, for each occurrence of any actual or anticipated critical delay, the Contractor shall deliver to the COR and CO a corrective action plan containing the following information:

• Critical delay description and date of discovery.

• For anticipated critical delays, description of corrective/mitigation actions taken or to be taken to meet Contract requirements. If the critical delay cannot be completely mitigated, include a description of expected contractual impact/extent of the partially mitigated critical delay.

• For actual critical delays, description of correction/mitigation action taken or to be taken.

Include a description of expected contractual impact/extent of the critical delay.

For all critical delays, description of corrective actions taken or to be taken to preclude future critical delays. Include descriptions of metrics put in place to preclude recurrence or allow discovery of potential delays earlier, allowing effective delay mitigation.

F.3 DELIVERABLES

Name Frequency

Weekly Menus Previous Monday of each week

Cafeteria Sales (Income) and

Expenses

Monthly (15 calendar days after month end)

Annual (End of Fiscal Year)

Pricing Policy Plan Start of each Option Period

Patron or Employee Utilization…