CJIS CAFE PWS_111720 DRAFT.pdf

DRAFT – PWS

11/17/2020

SECTION C – PERFORMANCE WORK STATEMENT

FBI CJIS DIVISION

CAFETERIA SERVICES

CLARKSBURG, WV 26306

C.1 INTRODUCTION

This request is to establish a full food service contract for 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 Contractor shall establish and operate, in the Contractor’s name, the FBI CJIS Division’s food service for the purpose of dispensing freshly prepared food, non-alcoholic beverages and such other items as may be authorized by the Government, in accordance with all terms and conditions specified herein. The food service facilities include a cafeteria and a coffee shop in CJIS Main Building, on-campus catering services, and a cafeteria in the Biometric Technology Center (BTC) Building.

Food services are to be operated for the benefit of approximately 3700 personnel on the CJIS Division campus. Approximately 2400 (65%) are housed at CJIS Main with the remaining 1300 at the BTC. The Government shall not be held responsible for any variation from the estimated population figure since the extent of occupancy cannot be guaranteed. Note: Anticipated 2021 occupancy is approximately 75% of the population due to COVID. The CJIS Campus is not open to the general public due to security considerations; therefore, dining facility usage is limited to the building populations and approximately 60 daily authorized visitors.

C.2 BACKGROUND

The FBI CJIS Division is located at 1000 Custer Hollow Road, Clarksburg, WV. The CJIS campus is classified as Open-Secret Space, however the cafeterias and coffee shop are Unclassified Space.

Break rooms contain snack and beverage vending machines, microwave ovens, and refrigerators.

Vending machine offer snacks and bottled beverages. Vending machines are open and operated under a separate contract under the Randolph Sheppard Act.

CJIS Main consists of five modules, with three floors per module. Break Room areas are located in four modules. The cafeteria in CJIS Main is in the process of relocation and redesign.

Completion is scheduled for March 31, 2021. The new cafeteria will occupy 8,200 square feet and is centrally located on the main entrance of the building. This includes a 2,000 square foot food preparation area, a 2,200 square foot serving area, and a 4000 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 BTC consists of four floors of office space and an unfinished basement. There are two breakrooms on each floor. The cafeteria in BTC occupies 11,200 square feet and is located at the end of the main corridor (Main Street). This includes a 2,000 square foot food preparation area, a 2,200 square foot serving area, and a 7,000 square foot dining area is 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.

The majority of personnel are limited to a 30-minute lunch/dinner break.

The CJIS Division campus operates 24 hours per day, 7 days per week. However, cafeteria hours shall be Monday through Friday, 6:00am until 8:00pm, with specified service times.

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

Table 2.2 provides the average monthly gross sales and the approximate annual sales from 2016 forward. Complete 2020 data is unavailable due to COVID.

C.3 OBJECTIVES

The objective of this effort is to establish a value based, full service cafeteria with freshly prepared food options. 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

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 - Sales

Calendar Year Average Monthly Gross Sales Approximate Annual Sales

2016 $107,000 $1.2M 2017 $126,000 $1.5M 2018 $151,000 $1.8M 2019 $153,000 $1.8M 2020 $158,000 (through Feb 2020) Unavailable employees use the cafeteria. The Government is open to new ideas and fresh concepts.

The Government does anticipate a menu with freshly prepared, healthful food choices offering patrons a wide variety of hot and cold foods, to include items grilled, baked, fried, and fresh (i.e., fruit and vegetables/salads). In addition, menu selections for patrons with special dietary considerations like heart healthy, lower sugar, reduced fat, allergen, and low sodium meals and snacks are expected.

In addition to the food service, the Contractor shall employ personnel to support this contract, secure and maintain general liability insurance (per contract clauses), maintain records (e.g., accounting, employee, health inspection reports, etc.), submit operational reports, and comply with all contract requirements, Food and Drug Administrative (FDA) food codes and .

C.4 FOOD SERVICES

C.4.1 The Contractor shall provide food service five (5) days per week, Monday through Friday (except holidays observed by the Federal Government), to include Breakfast, Lunch, and Dinner meals. The government requirement for the minimum operating food service hours by the Contractor are listed in the schedule below. The Contractor may extend these times as mutually agreed to by the Contractor and the Contracting Officer (CO).

Breakfast: 6:00 a.m. – 9:30 a.m.

Lunch: 10:45 a.m. – 2:00 p.m.

Dinner: 5:30 p.m. – 8:00 p.m.

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. Any request for modifying the hours or days of service shall be submitted to the COR and approved by the CO. All hours may be adjusted by the CO, as necessary, to accommodate the requirements of the FBI.

C.4.3 The variety and appearance of food in the cafeteria on each operating day shall be consistent with approved food service industry standards for comparable “business and industry” cafeterias.

C.4.4 The Contractor shall offer menu selections for patrons with special dietary considerations like heart healthy, lower sugar, reduced fat, allergen, and low sodium meals and snacks.

C.4.5 PRICING

C.4.5.1 The Contractor shall develop a pricing policy describing how to establish and maintain a fair and reasonable pricing strategy throughout the life of this contract.

C.4.5.2 The menu, the portion size and the price, as submitted in the Contractor’s proposal, shall be contractually binding upon award. Any change (including the addition of new items) shall be provided to the COR for consideration with an explanation of the change to include the reason for the change. Upon approval, the Contractor shall provide the CO/COR with a new menu, price, and portion guide prior to implementation of the change through a two-week notification to patrons of such change.

C.4.5.3 During each serving period, easy-to-read menus with prices listed shall be displayed for the information of patrons. Menus shall be posted near the cafeteria entrance points as well as the service points.

C.4.6 Nutrition and Healthy Eating habits. The Contractor shall have an overall goal to increase the offerings of nutritious and healthy food and beverage choices, allowing individuals to make informed choices about what they are purchasing through labeling of menu items. The Contractor shall maximize the use of healthier cooking techniques in all food preparations. The Contractor shall provide specific nutritional information (including allergen, caloric, sodium, fat content, etc.) on food items at the point of choice to educate consumers about healthier food options. The Contractor shall utilize media/technology to provide easily accessible nutrition information for the customers and the strategic placement of useful nutrition information about the products served. The Contractor shall utilize the USDA’s Dietary Guidelines for Americans in food labeling and food promotions.

C.4.7 The Contractor shall provide a full service coffee bar at CJIS Main.

C.4.8 The Contractor shall provide the ability to package take-out food from all menu items from the cafeteria.

C.5 STAFFING

C.5.1 KEY PERSONNEL

Key personnel include, at a minimum, a Certified Chef, an on-site manager and assistant manager.

C.5.1.2 A representative of the Contractor, other than the key personnel listed above, shall visit both facilities periodically (once per quarter) for general supervisory purposes.

C.5.1.3 The Contractor must provide an adequate staff of food service employees to perform the duties inherent to a successful food service operation. All contractor employees assigned to perform work under this contract shall be physically able to do their assigned work and shall be free from communicable diseases. The Contractor shall employ sufficient personnel to maintain sanitary conditions and satisfactory service to ensure prompt and efficient service at all times. Contract employees who will have contact with customers must speak and understand the English language.

C.5.1.4 The Contractor’s employees shall wear proper uniforms as a means of identification during the time they are in the building. In addition, disposable gloves, hairnets, and/or head covers for food handlers are required while performing their duties.

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

C.5.2 TRAINING

The Contractor is required to develop and implement an employee training program that will continue for the duration of this contract and any extensions thereof, to ensure that their employees perform their jobs with the highest standards of efficiency and sanitation. Records of all employee training, including attendance rosters, shall be maintained by the Contractor and be furnished to the COR for review upon request.

The training program shall be permitted to utilize the food service area to conduct the training.

This has proven to be an effective means of training whereby actual food service equipment and utensils can be demonstrated.

The Contractor shall provide a list of substitute employees. The substitute employees shall be available to perform the functions of regular employees when they are absent to ensure quality food service operation will be maintained at all times.

C.5.3 SECURITY

All Contractor employees performing food service functions within the FBI CJIS Campus are subject to a limited background investigation, as conducted by the FBI Security Programs, before being granted permanent access to work at the FBI CJIS Division cafeterias.

C.6 OPERATIONS

C.6.1 The Contractor shall operate and manage the cafeteria in its own name. The Contractor shall obtain all licenses and permits as required by the federal, state, and local authorities. All applicable building, health, sanitary, and other regulations and laws shall be observed and followed.

C.6.2 The Contractor shall accept debit and credit cards in addition to cash for transactions.

C.6.3 The Contractor shall provide the following week’s menus to the COR to be electronically published on the CJIS intranet site by Monday of each week.

C.6.4 The Contractor shall acknowledge receipt of the Government-owned equipment, located in the Contractor’s designated areas. The Contractor shall exercise reasonable care in the use of space and Government-owned equipment. The Contractor shall be responsible for any charge incident to or resulting from operations under the contract. This includes payments to the Government as required under special contract requirements including but not limited to the failure of the Contractor to use and care for (as recommended by the manufacturer of the product) the equipment which may result in the Government obtaining required repair services from a recognized maintenance provider. Upon contract completion, the Contractor shall yield 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.6.5 Contractor furnished Equipment. All equipment furnished by the Contractor shall be subject to Government approval. All items provided by the Contractor shall be of good quality, suitable for the purpose of its intended use, and consistent with the quality of the various items provided by the Government. At the beginning of each contract period, the Contractor shall submit to the CO/COR a list of the equipment and utensils (inventory) the Contractor will provide. The Contractor shall maintain this list (inventory) used in the cafeteria operation, properly indicating additions, replacements, and removals. Equipment and utensils not provided by the Government (under the provision entitled “Responsibilities of the Government”), shall be provided by the Contractor. 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 Five (5) 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.6.6 Compliance

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. 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.

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, Executive Order 13514, “Federal Leadership in Environment, Energy, and Economic Performance,” Executive Order 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” and the Federal Acquisition Regulation to provide biobased products.

Biobased products that are designated for preferred procurement under USDA’s BioPreferred 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 products such as biobased content. In addition to the biobased products designated by the U.S.

Department of Agriculture in the BioPreferred Program, the Contractor is encouraged to use other commercially available biobased products. The Contractor shall comply with the provision at FAR 52.223.1, Biobased Product Certification and FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts.

C.6.7 The Contractor shall maintain and control food accounting of all receipts of foods and supplies. 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.

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. Contractor vendor(s) shall follow all FBI procedures, including pre-registration of all delivery vehicles. All drivers shall have a security access conducted, prior to admission to the CJIS Campus. The Contractor shall provide the drivers full name, date of birth, place of birth, and social security number to the COR, 48 hours prior to the delivery of the goods or services.

C.6.8 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.6.9 Grease removal from the CJIS Division’s site 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 of 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. The Contractor shall not store any used or discarded grease within the Contractor’s assigned areas.

C.6.10 MEETINGS

The Contractor shall meet monthly or as needed with the CO/COR to discuss 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 menu calendars for use on the FBI Intranet.

C.6.11 SAFETY/SECURITY

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 that http://www.biopreferred.gov/ all equipment has been turned off, lights and fans turned off, and doors locked when the food services is 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.6.11.1 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.6.11.1.1 In the event of a fire, the Contractor shall ensure that 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 available in the office of the Facilities Management Unit.

C.6.11.1.2 The Service Contract Act of 1965 (as amended) states that the Contractor shall be responsible for unsanitary or hazardous conditions that are 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.6.12 SANITATION

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

C.6.12.1 The Contractor shall clean the cafeteria kitchen preparation, serving areas, and clean up spills during the service hours of the contract.

C.6.12.2 In the food preparation areas, sinks shall be kept free of chipping, dust, dirt, debris, and soap build-up at all times.

C.6.12.3 Each sink shall have a soap dispenser and hand towel dispenser immediately adjacent which shall be kept fully serviced at all times. A trash can must be located immediately adjacent to the sink.

C.6.12.4 The Contractor shall be responsible for the maintenance of the floors in the kitchen and serving areas. The floors shall be mopped daily by the Contractor. Note: The floors will be thoroughly stripped and sealed quarterly by the Government.

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

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 warning; on the second occasion within six months, the Contractor will be given notice and then the cleaning shall be performed by others and assessed to the Contractor.

C.6.13 DAMAGES

The Contractor shall be responsible for all costs associated with repairs and replacement of equipment damaged as a result of Contractor negligence or misuse. The Government will be responsible for normal wear and tear. Normal wear and tear includes 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.6.13.1 The Contractor shall be responsible for all cost associated with repairs and replacement due to damage occurring from unreasonable use or accidents. Damage may include extreme build up 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.6.13.2 At the beginning of the contract period, the Contractor shall inspect the premises thoroughly and note all problems in writing to the CO/COR. The Contractor and the CO/COR shall sign and date the list of inspection findings. At the end of the contract, the Contractor and the CO/COR shall inspect the premises and compare any damages found with the original inspection list.

C.6.13.3 The Government will not be responsible for damage or loss caused by fire, theft, accident, or otherwise to the Contractor’s stored supplies, materials, or equipment, or the Contractor’s employees’ personal belongings.

C.6.13.4 Any personal injury or physical damage to the building or equipment resulting from fire or other causes shall be reported to the COR immediately.

C.6.14 INCENTIVE

The Contractor shall be evaluated quarterly as defined by meeting the requirements as listed in the solicitation and Incentive Fee Plan (attached). Performance measures will include:

Employee utilization rates Quality of the food service

- Taste of food as reflected in Customer Satisfaction Cards, randomly distributed by the Contracting Officer’s Representative (COR) or designated POC during operating hours

- Food Prices (with consideration to volume pricing)

- Temperature of food

- Serving sizes as compared to advertised menu sizes

Prompt service as measured by observable queue size in the serving and check out areas

Cleanliness and sanitation of contractor controlled areas

- Government inspection

- Health Department inspections and ratings

Timely operational reports to the Government

C.7 REPORTS

C.7.1 The Contractor shall supply monthly reports of cafeteria sales (income) and expenses in softcopy, specifically MS Excel format, within 15calendar days of the end of the month.

C.7.1.1 The cafeteria sales information shall be reported on an hourly basis and by meal service (i.e., breakfast, lunch, dinner).

C.7.1.2 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.7.2 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 Department of Labor wage determination dated

XX/XX/XXXX.

C.7.2.1 The Contractor shall identify key personnel for this contract to include Certified Chef, On-site Manager, and Assistant Manager(s) as proposed in the Staffing Plan. The Contractor shall supply a resume for all key personnel highlighting the knowledge and skills for each.

C.7.2.2 The Staffing Plan shall include plans for coverage during employee absenteeism, including planned and unscheduled time off.

C.7.3 The Contractor shall provide a Quality Assurance Surveillance Plan (QASP) to describe how the Contractor plans to measure the quality of all work performed (Section C).

C.7.3.1 The Contractor’s QASP 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.7.3.2 The Contractor shall develop and implement a performance management system with processes to assess and report its performance to the designated government representative each quarter in softcopy, specifically MS Excel format, within 15 calendar days of the end of the month of that quarter.

C.7.4 The Contractor shall establish a pricing policy plan and provide to the Government.

C.7.5 The Contractor shall certify its end-of-fiscal year profit/loss statement of sales and expenses for submission to the CO/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.7.6 The Contractor shall provide to the CO/COR monthly, patronage (number of sales) and dollar value of sales reports indicating the date of sales, schedules, times, patronage daily counts, average daily checks, and total daily sales of operations in the CJIS cafeterias. The information shall be provided by the Contractor in softcopy, specifically in an Excel formatted spreadsheet, within fifteen (15) calendar days after the end of the monthly accounting period.

C.8 GOVERNMENT RESPONSIBILITIES

C.8.1 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.8.2 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 5.6), 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 CJIS Safety Officers/COR.

C.8.3 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 Section J: Attachment B – CJIS Main Equipment List and Attachment C – BTC Equipment List.

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.8.4 RIGHTS AND AUTHORITY OF THE GOVERNMENT: Subject to the detailed provisions stated herein, and in the 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.8.5 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.8.6 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.9 RESTRICTIONS

C.9.1 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.9.2 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.9.3 WEEKENDS AND FEDERAL HOLIDAYS: No work shall be performed weekends or Federal holidays without prior approval of the COR and/or the CO. Federal holidays include:

New Year’s Day, Martin Luther King’s Birthday, Presidents’ Day, Memorial Day, July 4th, Labor Day, Columbus’ Day, Veteran’s Day, Thanksgiving, Christmas, and additional days as proclaimed by the President.

C.9.4 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. Prices charged to the operation for items obtained from these sources shall not exceed the actual cost of procurement and/or storage, preparation and distribution.

C.9.5 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.

C.9.6 NON-ALLOWABLE EXPENSES: The following are non- allowable as operating expenses under the terms of the contract, but are to be recovered as part of the administrative expense:

Payroll computations and disbursements of employee salaries provided by a private payroll service.

Wages and salaries of home-office employees and general administrative, executive, and management officials for general supervision of the contract.

Accounting expenses, including costs of preparing financial reports.

Supervision of facilities by Contractor’s home office personnel.

Other wages and salaries to the extent that they exceed those normally paid for similar work in the locality, unless approved by the CO.

Payment for forms and other supplies or stationery.

Other expenses incurred without the approval of the CO.

Repairs necessary as the result of negligence of the Contractor or Contractor employees.

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(s) 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, and a smooth transition from contract performance in the current term to performance, perhaps by a different Contractor, in another term.

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 the solicitation in order 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. 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 thirty (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 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 would be unsuitable for the purpose, or harmful to the surfaces to which it is to b e 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 thirty (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.

SECTION C – PERFORMANCE WORK STATEMENT