DC Catered meals PWS.pdf

Performance Work Statement (PWS) – DCNG Catered Meals/Services

1.0 INTRODUCTION

This Performance Work Statement (PWS) outlines the requirements for catering meals/services to support the District of Columbia National Guard (DCNG). The contractor shall provide high-quality, nutritious meals to approximately 2,300 service members, with potential reductions based on weekly provided by the Contracting Officer Representative (COR). These meals are essential to maintaining the readiness and morale of DCNG personnel during scheduled training events, drills, and potential emergency operations within the National Capital Region (NCR).

2.0 SCOPE OF WORK

2.1 General Requirements: The contractor shall provide complete catering services, including but not limited to meal planning, food preparation, delivery, setup, service, and breakdown/cleanup. All services shall be performed in accordance with applicable federal, state, and local health and sanitation regulations. The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to perform all aspects of this PWS. The DCNG requires catered meals at multiple locations (District of Columbia National Guard (DCNG) & Logistical Support Area (LSA), and Joint Base Anacostia-Bolling (JBAB). The contractor will provide full catering meals/services— including personnel, supplies, setup, service, breakdown, and cleanup of serving lines—in compliance with all applicable sanitation laws. Dining and kitchen area cleaning is excluded.

2.2 Personnel contractor shall be capable of providing a variety of meal types, including: * Breakfast * Lunch * Dinner *Midnight (see below for specific dietary requirements) Boxed Lunches/catered meals/ Ready to Eat style alternatives for field training. * Special dietary accommodations as requested (see Section 4.0). All meals must include a designated vegetarian option. The COR shall provide at a minimum 24-48 hours in advance the types of meals (breakfast, lunch, dinner, and midnight) needed. Vegetarian options will be available for all meals.

Breakfast Service. Breakfast shall consist of a full American breakfast, including a choice of one (1) entrée from the following: eggs (box meals), bacon, sausage, pancakes, or waffles. Breakfast also includes coffee, tea, juice, toast, and a side of fruit.

Eggs and all items shall be pre-cooked off-site. No meals will be prepared to order or served in buffet-style unless expressly approved by the COR. All items will be boxed individually for service. Each service member shall receive the following minimum portion sizes:

• Protein (eggs, bacon, sausage): 2 units or 4 oz

• Protein side (bacon or sausage): 2 strips or patties or 2 oz

• Fruit: ½ cup fresh or 4 oz packaged

• Bread (toast, pancakes, waffles): 2 slices or 1 roll

• Juice: 8 oz | Coffee/tea: 8 oz | Water: 8 oz

Lunch Service. Contractor shall provide a hot lunch daily between. Lunch shall include a choice of one (1) entree from the following example: roast beef with gravy, baked chicken, or vegetarian lasagna. Lunch also includes a choice of one side dish (mashed potatoes, green beans, or salad) and one beverage (iced tea, lemonade, or water). Contractor shall accommodate reasonable dietary restrictions with 24 hours’ advance notice. The Government reserves the right to inspect the lunch service to ensure compliance with this specification. Failure to provide lunch as defined shall result in a deduction of money from the invoice.

All lunch meals shall include at least two protein options, two vegetables, one starch, and a dessert item. Portion sizes and packaging must be consistent with guidance under Section 6. Canned and bottled beverages are acceptable and preferred (including cold coffee). Minimum lunch portion sizes per person are:

• Entrée protein (beef, chicken, vegetarian): 6 oz cooked weight

• Vegetable: ½ cup per vegetable item (total 1 cup)

• Starch (rice, potatoes, pasta): ½ cup minimum

• Bread/roll: 1 each

• Dessert: 1 portion (e.g., 1 cookie or 3"x3" brownie or ½ cup fruit-based item)

• Beverage: 12 oz

Dinner Service. Contractor shall provide a complete and balanced dinner daily, adhering to the nutritional guidelines outlined in the USDA Dietary Guidelines for Americans (2020 edition). Dinner shall be served boxed, labeled and consist of a protein (minimum 4oz), a starch (minimum ½ cup), a vegetable (minimum ½ cup), bread/rolls, and a beverage.

Contractor shall maintain a weekly menu available for Government review and approval at least one week in advance. Contractor shall accommodate documented dietary restrictions and allergies with 24-48 hours’ notice by the COR. All food shall be prepared and served in accordance with applicable health and sanitation standards, including HACCP principles. The Government reserves the right to inspect the food preparation and service areas at any time.

24-hour advance notice is required for all dietary restrictions, with a baseline of 2% vegetarian, 2% kosher, and 2% halal meals per service. Minimum dinner portion sizes per person are:

• Entrée protein: 6 oz cooked weight

• Vegetable: ½ cup

• Starch: ½ cup

• Bread/Roll: 1 roll or equivalent

• Dessert: 1 portion (same standards as lunch)

• Beverage: 12 oz

Midnight Service. Midnight meals shall be nutritionally equivalent to dinner. Lighter alternatives may be allowed with COR approval. Minimum midnight meal portion sizes are the same as dinner, unless otherwise modified by the COR.

2.3 Service Locations: Meal service will be required at multiple locations at DCNG facilities within the District of Columbia and potentially surrounding areas within the NCR.

Specific locations will include, but are not limited to: * DCNG Armory, 2001 East Capitol St., SE, Washington DC 20003 * USPFO (LSA), 189 Poremba Ct SW (Bldg 350), Joint Base Anacostia-Bolling (JBAB), DC 20373 The COR will communicate specific locations and schedules with reasonable advance notice.

Entry at JBAB requires either Unescorted Access (via DBIDS, CAC, etc.) or Escorted Access with a qualified sponsor. Escorted Access is suspended daily between 2000 and 0500. See JBAB visitor center for detailed requirements needed.

2.4 Quantity: The contractor shall be prepared to cater meals for approximately 2,300 personnel. The actual number of meals required per event will fluctuate based on attendance. The COR will provide a report on a weekly basis, allowing the contractor to adjust quantities accordingly. A minimum 24-48-hour notice will be provided for meal quantity adjustments. The COR will monitor consumption and waste levels and may decrease meal quantities within a 24-48-hour window.. The contractor shall be prepared to adjust meal production based on the updated reports.

2.5 Timing: Meal service times will vary depending on the event schedule. The contractor shall be flexible and able to meet specified delivery and service deadlines as communicated by the COR. The COR shall provide meal serving times. The Contractor shall have access to Government facilities 7 days a week, 24 hours a day. Contractor personnel are expected to conform to customer agency normal operating hours; however, the Contractor may be required access to Government facility outside of duty hours based on the customer agency’s needs. The Contractor shall plan for increased attendance expected at Thanksgiving and Christmas as well as well as other Federal Holidays with additional service hours if necessary. The Government will provide holiday schedules during Thanksgiving, the Christmas season, and other special occasions to the Contractor at least five (5) days before the date of the event. Upon notification by the FSM/COR, the Contractor shall provide the services specified within this PWS to support activation or exercises of contingency plans 7 days a week, 24 hours a day, if required, for the duration of the contingency.

Standard drop-off and service times are as follows:

Breakfast: Drop-off: 0400–0430 | Serving: 0500

Lunch: Drop-off: 1030–1100 | Serving: 1130

Dinner: Drop-off: 1630–1700 | Serving: 1730

Midnight Meal: Drop-off: 2300–2330 | Serving: 0000

2.6 Supplies: The contractor will provide all required serving utensils, cutlery, plates, tableware, napkins, condiments, and other necessary items for complete meal service.

(Sections 3.0 through 11.0 remain the same as above, but key portion-related notes in Section 4.0 are included again below for clarity.)

3.0 PERFORMANCE REQUIREMENTS & STANDARDS

3.1 Food Quality: Meals shall be prepared using fresh, high-quality ingredients. Menus shall be varied, balanced, and meet or exceed established nutritional guidelines for active-duty military personnel.

3.2 Food Safety: All food handling and preparation shall adhere to strict food safety standards, including Hazard Analysis and Critical Control Points (HACCP) principles. The contractor shall maintain valid food handler certifications for all personnel involved in food preparation and service. The Contractor shall visually inspect all items received, checking for deterioration and damage. Temperatures shall be physically checked on all refrigerated and frozen foods for compliance with the current Army approved Food and Drug Administration (FDA) Food Code. Receiving personnel shall reject all items that appear damaged and not delivered at the proper temperature as specified in the US Food Code.

The Contractor shall also put away food in stockroom upon receipt using First in First out (FIFO) procedures.

3.3 Presentation: Meals shall be presented in a clean, appealing manner. Contractor employees shall not loiter in any working or patron area. Upon completion of their assigned shifts and after eating employees shall promptly depart from the food service facilities.

3.4 Management. The Contractor shall provide a Program Manager, who will be responsible for assisting and/or executing the following tasks including, but are not limited to, the following: Manages, leads and oversees kitchen operations, maintaining the facilities in accordance with public health standards, cooking, food preparation, facility and equipment cleaning, overall cost controls, inventory and supply management, shopping, developing and maintaining new menus, maintaining quality control, giving instruction on preparation of high quality meals, and in the event of contingency, performs all required tasks to include continued service. Participates in and attends departmental meetings, staff development and meetings directly related to meals/menu quality and/or related expenditures. Collaborate with a team to ensure seamless service experience between contractor and kitchen staff, and customers, addressing customer meal complaints expeditiously.

3.5 Personnel. The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest, nor shall the Contractor employ any person who is an employee of the Department of the Air Force, either military or civilian, unless such person seeks and receives approval according to the DOD5500.7-R, Joint Ethics Regulations (JER). In addition, the Contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies contained in AFI 64-106, Air Force Industrial Labor Relations Activities. The Contractor is cautioned that off-duty active military personnel hired under this contract may be subject to permanent change of station, change in duty hours, or deployment. Military reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the Contractor's ability to perform. Their absence at any time shall not constitute an excuse for nonperformance under this contract.

3.6 Delivery: The contractor shall provide reliable and timely delivery of meals to the specified locations. Meals shall be maintained at safe temperatures during transport.

Meals shall be delivered to the locations identified by the COR as well as the specified number of meals for each location and meal.

4.0 SPECIAL REQUIREMENTS

4.1 Dietary Restrictions: The contractor shall be able to accommodate various dietary restrictions, including but not limited to: * Vegetarian * * Allergies (e.g., peanuts, dairy, shellfish) * Religious dietary requirements (e.g., Halal, Kosher – if requested).

A minimum of 2% of each dietary option (Vegetarian, Kosher, Halal) is expected per meal unless otherwise directed by the COR. Dietary meals shall match standard meal portion sizes for proteins, sides, and beverages.

4.2 Packaging: For boxed lunches and field meals, packaging shall be durable, leak-proof, and appropriate for transport. For Carryout Services, the Contractor shall make up boxes or containers assemble and pack the meal components for pickup. The Contractor shall provide all supplies (cups, straws, napkins etc.) and commercial carryout boxes and containers for the main dining facility. All meals shall be clearly marked with the contents, especially for dietary meals.

4.3 Equipment: The contractor shall provide all necessary equipment for food preparation, service, and cleanup, including but not limited to: * Chafing dishes * Serving utensils * Tables and chairs (if required for special meals), coolers/warmers, Trash receptacles. At each location, tables, warmers, refrigeration, and electrical outlets are available.

Additional contractor equipment may supplement these as needed.

5.0 GOVERNMENT FURNISHED PROPERTY/INFORMATION (GFP/GFI)

Access to DCNG facilities for meal service.

The government shall provide weekly reports for meals needed. May readjust as needed providing a 24-48 hour notice of change(s). The Government retains the authority to modify this reporting requirement and will provide the Contractor with a minimum of 24-48 hours’ advance notification of any changes.

Specific event locations and schedules provided by the COR.

6.0 CONTRACTOR QUALIFICATIONS

6.1 The contractor shall possess a valid business license and all required permits to operate a catering business in the District of Columbia and have sufficient past performance experience when providing these types of meals in this type of environment.

6.2 The contractor shall demonstrate experience in providing catering services to large groups, preferably including military personnel.

6.3 The contractor shall maintain adequate liability insurance coverage.

7.0 Government Designated Personnel

The COR will be designated in writing and will serve as the primary point of contact for the contractor. The COR will be responsible for:

Providing meal quantity requirements and reports.

Communicating event locations and schedules.

Monitoring contractor performance.

Approving invoices.

8.0 REPORTING REQUIREMENTS

The contractor shall submit the following reports to the COR:

Weekly Meal Summaries: A summary of meals provided each daily and weekly, including dates, locations, quantities, and costs.

Exception Reports: Immediate notification of any issues that may affect the contractor's ability to meet the requirements of this PWS.

Within 3-4 calendar days of contract award, the Contractor shall participate in a kickoff meeting with the Government. The purpose of this meeting is to collaboratively discuss the Contractor’s proposed approach, project plan, key personnel, reporting requirements, and any initial coordination necessary for successful contract performance.

9.0 QUALITY ASSURANCE

The Government will evaluate the contractor’s performance under this contract in accordance with FAR 52.246-4. This evaluation is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards outlined in this PWS. The COR/Government representative will conduct regular observations of meal service, review meal quality, and solicit feedback from DCNG personnel.

Quality Control Plan (QCP): The Contractor shall have a planned and systematic QCP that outlines the quality control process covering every aspect of the Contractor’s operation under this contract. The Contractor shall submit a QCP to the COR. The contracting officer will approve the QCP in writing. The Contractor shall submit changes to an approved QCP to the COR for approval throughout the life of the contract.

SERVICE SUMMARY

Service Summary: Service shall be prompt, courteous, and professional. Contractor personnel shall be neatly dressed and maintain a professional demeanor.

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement and will be assessed on an

“Acceptable” or “Unacceptable” basis. These thresholds are critical to mission success.

Performance Objective PWS

Paragraph

Performance Threshold Method of

Surveillance

Prepare food in accordance with (IAW) PWS

2.2

95% of menu items/meal period

Random and

Customer Complaints

Deliver meals IAW the PWS

3.6

95% of meal periods Random

Maintain subsistence meals issues to kitchen within

AFMAN 34-240 requirements and safe temperatures.

3.2

No more than one failure in any three (3) consecutive monthly periods

Random

Comply with sanitation requirements of the food code, state and local laws/regulations, which result in satisfactory or better rating in Health Inspections.

3.0-3.6

100% of the time Random and

Customer Complaints

Maintain proper conduct, appearance, and customer service

3.4 95% of the time; no more than three (3) valid customer complaints per month

Random

Provide Daily sheet summary for number of meals and drinks at drop-off location(s)

3.6 100% of the time Random

Approximately current number of meals being served daily

Meal Quantity Breakfast 1,910

Commented [EH1]: Ensure that everything listed here is also stated above in the referenced paragraph. Move this to the end of the PWS

Lunch 2,200 Dinner 2,100 Midnight 150

Services Contract Reporting (SCR) requirements apply to this contract. The contractor shall report required SCR data fields using the SCR section of the System for Award Management (SAM) at following web address: https://sam.gov/SAM/.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk, linked at https://sam.gov/SAM https://sam.gov/SAM/