DOL Dining Services Solicitation 2023 07 06.pdf

PROJECT:

LOCATION:

CONTACT PERSON:

TELEPHONE NUMBER:

EMAIL:

ISSUANCE OF RFP:

PROPOSAL DUE DATE

& TIME:

ISSUING OFFICE AN

WHERE TO SUBMIT

QUOTATION TO:

SOLICITATION NO.:

GENEAL SERVICES ADMINISTRATION

IN ACCORDANCE WITH GSA’s AFFRIMATIVE PROCUREMENT PROGRAM AND THE STATUTES, REGULATIONS, AND EXECTIVE ORDERS OF THE UNITED STATES, THE CONTRACT IS TO USE

GREEN PRODUCTS AND SUPPLIES IN THE ACCOMPLISHMENT OF THIS CONTRACT.

PROPERTY OF THE UNITED STATES GOVERNMENT COPYING, DISSEMINATION, OR

DISTRIBUTION OF THESE DRAWING, PLANS, OR SPECIFICATIONS TO UNATHORIZED USERS IS

PROHIBITED. PROPERLY DESTROY DOCUMENTS WHEN NO LONGER NEEDED.

REQUEST FOR

PROPOSAL

DINING SERVICES - DEPARTMENT OF LABOR

Francis Perkins Building

Washington, DC

Theodore Bonwit, Contract Specialist

(202) 793-0343 theodore.bonwit@gsa.gov

Thursday July 6, 2023

Thursday August 10, 2023 9:00 A.M. EST

General Services Administration

National Capital Region, Public Services Building

Office of Acquisition Special Services Team

VIA E-MAIL ONLY to Theodore Bonwit

EQWPMAB-23-0013/47PM0923R0049

mailto:theodore.bonwit@gsa.gov

THIS PROCUREMENT IS OPEN TO ALL BUSINESSES.

In accordance with GSA’s Affirmative Procurement Program and the Statutes, Regulations, and

Executive Orders of the United States, the Contractor is to use green products and supplies in the accomplishment of this contract.

SOLICITATION NO: 47PM0923R0049

PROJECT: DINING SERVICES

LOCATION: Department of Labor

200 Constitution Avenue, NW

Francis Perkins Buildings

Washington, D.C. 20210

SOLICITATION ISSUE DATE: July 6, 2023

OFFER DUE: General Services Administration (GSA)

National Capital Region (NCR)

Public Buildings Service (PBS)

Office of Acquisitions

1800 F Street N.W.

Washington, DC 20407

DATE AND TIME DUE: August 10, 2023 by 2:00 PM EST.

DELIVER TO: Via E-mail Attention: Patricia Davis and Theo Bonwit

General Services Administration (GSA)

National Capital Region (NCR)

Public Buildings Service (PBS)

Office Of Acquisitions

Regional Acquisition Support

1800 F Street, N.W.

Washington, DC 20407 patricia.davis@gsa.gov and theodore.bonwit@gsa.gov

NOTE: ANY QUESTIONS REGARDING THIS SOLICITATION MAY BE DIRECTED TO:

Theo Bonwit

E-mail: theodore.bonwit@gsa.gov

General Services Administration

National Capital Region

Public Buildings Service

Washington, DC

SPECIFICATIONS AND BID FORMS

mailto:patricia.davis@gsa.gov

DEPARTMENT OF LABOR

RFP for Dining Services Page 2

TABLE OF CONTENTS

PAGE

NUMBER

TABLE OF CONTENTS

SPECIAL NOTICE TO OFFERORS

Special Notices to Offerors

Pre-Bid Conference at the Dining Facility

DESCRIPTION/SPECIFICATION

1. Statement of Work

A. Description of Services

B. Scope of Work

C. Term of Contract

2. Description of Facilities

A. Area and Location in the Building

B. Seating Capacity

C. Historical Sales Data

D. Randolph/Sheppard Facilities

3. Effective Date

4. Hours of Service

A. Service Schedule

B. Modification to Service Schedule

5. Contractor Responsibility

A. Service

B. Menus

C. Menu Calorie Labeling Rules

D. Food Service Guidelines for Federal Facilities.

E. Procedures for Future Price Adjustments/ Changes

F. Equipment and Utensils Furnished by the Contractor

G. Sanitation and Quality

H. Personnel and Supervision

I. Recycling

J. Preventative Maintenance

K. Repairs

L. Equipment Replacement

M. Cleaning and Janitorial Services

N. Security Areas

O. Hazardous Conditions

P. Liability

Q. Occupant Emergency Program

R. Reporting Requirements

S. Operating Expenses

T. Energy Conservation Guidelines

U. Telephone and Computer Systems

RFP for Dining Services Page 3

V. Building Space

W. LEED Requirements and Sustainable Design requirements and Preferences

6. Continuity of Operations

7. Contracts and Subcontracts

8. Responsibilities/Furnished by the Government

A. General

B. Property

1. Government Furnished Space

2. Vending Stands

3. Facilities

4. Parking

5. Windows

6. Trash Removal

7. Rodent/Pest Control

8. Government-owned Equipment

9. Rights and Authority of the Government

A. Approval

B. Public Space

C. Restrictions

D. Records

E. Cash Register Readings

F. Modification of Contract

G. Discrepancy in the Specifications

10. Protection and Damage

INSPECTION AND ACCEPTANCE

1. Contractor Responsibility

2. Quality Standards

3. Contractor Representative

4. Role of Government Personnel and Responsibility for Contract Administration

A. Contracting Officer (CO)

B. Contracting Officer’s Representative (COR)

C. Representatives of the Government

5. Inspections

6. Reviews

DELIVERABLES

1. Milestone Chart for Contractor’s Deliverables

2. Government Deliverables Due the Contractor

CONTRACT ADMINISTRATION DATA .......................................................................................... …… 35

1. Administrative Expenses and Loss

2. Payment in Lieu of Rental

3. Purpose of Payment in Lieu of Rent and Payment Schedule

4. Failure to Perform

5. Proprietary Marks

RFP for Dining Services Page 4

6. Business Licenses, Taxes & Assessments

7. Payment of Postage and Fees

8. Markings

9. Termination of Contract by Contractor

10. Wage Determination

SPECIAL CONTRACT REQUIREMENTS

1. Personnel

A. Qualifications of Employees

2. Security Requirements

3. Standards of Conduct

CONTRACT CLAUSES

52.222-42 Statement of Equivalent Rates for Federal Hires Comparable Hires

Commercial Items Contract Clauses Index

52.252-2 Clauses Incorporated by Reference

52.212-4 Contract Terms and Conditions - Commercials Items

52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders - Commercial

Items

552.212-72 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to GSA Acquisition of Commercial Items

52.204-7 Central Contractor Registration

52.204-8 Annual Representations and Certifications

52.204-9 Personal Identity Verification of Contractor Personnel

52.204-24 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or

Equipment. (Aug 2019) (Section 889(a)(1)(A) of Pub. L. 115.232)

552.212-71 Contract Terms and Conditions Applicable to GSA Acquisition of Commercial Items

52.223-4 Recovered Material Certification

52.223-10 Waste Reduction Program

52.223-15 Energy Efficiency in Energy-Consuming Products

52.223-16 IEEE 1680 Standard for the Environmental Assessment of Personal Computer Products

52.223-17 Affirmative Procurement of EPA-designated Items in Service and Construction Contracts

52.223-1 Biobased Product Certification

52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts

Addendum to FAR 52.212-4, FAR 52.212-5 and 552.212-71

INSTRUCTIONS, CONDITIONS AND NOTICES TO

OFFERORS

1. Insurance Requirements

A. Worker’s Compensation and Employer’s Liability

B. General Liability Insurance

2. Instructions to Offerors

A. 52.212.1 Instructions to Offerors – Commercial Items

B. Instructions on Submitting Proposals

RFP for Dining Services Page 5

C. Contents of the Proposal

D. Period for Acceptance of Offerors

E. Product Samples

F. Late Submissions, Modifications, Revisions, and Withdrawals of Offerors

G. Contract Award

H. Multiple Awards

FAR 52.212-2 Evaluation--Commercial Items

FAR 52.212-3 Offeror Representations and Certifications - Commercial Items

FAR 52.233-2 Service of Protest

552.233-70 - Protests Filed Directly With the General Services Administration

ATTACHMENTS

1. Listing of Attachments

Attachment 1 - Wage Determination

Attachment 2 - Standard Form LLL – Certification Regarding Lobbying

Attachment 3 - Standard Form 527 - Contractor's Qualification & Financial Information

Attachment 4 – Sales Generation Model

Attachment 5 – Staffing and Labor Cost Model

Attachment 6 - Monthly Profit/Loss Statement Pro-Forma Operating Statement

Attachment 7 - Health and Sustainability Guidelines for Federal Concessions and Vending Operations

Attachment 8 - Presidential Memorandum entitled, “Creating a Preference for Meat and Poultry Produced

According to Responsible Antibiotic-Use Policies” (CRAU).

Attachment 8A - Certified Responsible Antibiotic-Use Extension Template; dated 9/10/2015

Attachment 8B - Certified Responsible Antibiotic-Use Waiver Template; dated 9/9/2015

Attachment 8C - Quarterly Certified Responsible Antibiotic-Use Report Template, Dated 9/10/2015

Attachment 8D - USDA Process Verified Program – GVD 1001 dated 4/16/2004

RFP for Dining Services Page 6

Special Notice to Offerors

A. The successful Contractor shall be fully responsible for providing and accomplishing the required services as outlined in this solicitation. The Contractor is responsible for the operation of the food service facilities at the:

Department of Labor (DOL or Agency)

Francis Perkins Building

200 Constitution Avenue, NW

B. The Offeror must submit an offer/bid referencing each evaluation factor to be considered for award.

C. To be considered for award, the offeror must acknowledge receipt of each amendment issued (if any) under this solicitation by submitting one (1) signed and dated copy of the Standard Form 30

(Amendment of Solicitation/Modification of Contract) issued for each amendment.

D. Facsimile (FAX) bids are unacceptable in response to this solicitation.

E. Deficiencies and Unacceptable Proposals Offerors are cautioned that an offer may be rejected as non-responsive if it is deficient and thereby unacceptable because it does not answer the evaluation factors completely or meet GSA requirements.

F. Interruptions in Government Should inclement weather, interruption in Government operations or other unanticipated events occur that interrupt normal Government processes or require the closing of the Government on the bid due date, the bid will be due at the same time of the next Government workday unless notice is given to the contrary by the Contracting Officer.

G. Executive Order 12989 Economy and efficiency in Government procurement through compliance with certain immigration and naturalization act provisions, is in effect and must be complied with under any contract(s) resulting from this invitation for bids. In accordance with Executive Order 12989, Contractors are responsible for compliance with immigration laws and are hereby notified that all suspected infractions shall be reported to the Immigration and Naturalization Service.

H. Contract Award The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial offer should contain the offeror's best terms.

RFP for Dining Services Page 7

PRE-BID CONFERENCE at the DINING FACILITY

The purpose of the Pre-Bid Conference is to provide a briefing on the contracting concept, the scope of work, and the specifications, so that offerors can ascertain the complexities of the services to be performed.

Offerors will also be briefed on the vision of GSA to have a Dining that is consistent with Federal work/life programs, including employee wellness, the use of meat and poultry produced according to responsible antibiotic-use policies, customer satisfaction and environmental sustainability.

Questions can be submitted after the Pre-Bid Conference and an addendum to the Request for Proposals will be submitted with responses. Dates for submitting questions will be established at the Pre-Bid

Conference.

MEMORANDUM TO: All Prospective Offerors

SUBJECT: Request for Proposals (RFP) 47PM0923R0049

Dining Services

The General Services Administration invites you to attend a Pre-Bid Conference which will be held at the time and place listed below:

LOCATION: Department of Labor

200 Constitution Avenue NW

Francis Perkins Building

Room: Cafeteria

DATE: July 18, 2023

Pre-Bid Conference at 10:00am

A walk-thru of the facility (back and front of the house) will be part of the pre-bid meeting. Prospective

Offerors are allowed to sketch the facility and take pictures only during the pre-bid walk-thru.

It is advantageous for each offeror to have qualified representation at the Pre-Bid Conference to understand the total result desired by the Department of Labor (DOL) and General Services Administration

(GSA).

Contractors are requested to notify the individual listed below by letter or e-mail (e-mail is preferred) of the names of person(s) who will attend the Conference. Notification should be made at least two working days before the scheduled meeting:

Point of Contact:

Name: Cheryl D. Williams

Email: cheryl.d.williams@gsa.gov

Mobile: 202.525.8655

All offerors attending the Pre-Bid Conference must submit their full name and current citizenship via email to the Point of Contact above for security clearance into the building 2 business days in advance for

RFP for Dining Services Page 8 clearance. Entry will not be granted to persons who do not have identification with their picture. All attendees must be U.S. citizens.

Entry will not be granted to persons who do not have a valid driver’s license or Government issued identification with their picture. Persons will also have a 100% security screening (bags thru x-ray and walk through magnetometer) before entrance is granted.

All questions are to be submitted via e-mail to Patricia Davis at patricia.davis@gsa.gov and to Theo

Bonwit at theodore.bonwit@gsa.gov, after the pre-bid meeting and must be submitted by July 28, 2023 by 12:00 PM EST. Any questions submitted after this date will not receive a response.

DESCRIPTION/SPECIFICATION

1. Statement of Work:

A. Description of Services

The Contractor shall establish and operate the food service facilities described herein for the purpose of dispensing food, nonalcoholic beverages, supporting catering events as requested, and such other items as may be authorized by the Contracting Officer (CO) in accordance with the terms and conditions of this contract.

B. Scope of Work

The Contractor is responsible to ensure full execution of the terms of the contract between GSA and the

Contractor. The following documents constitute the full contractual agreement between GSA and the

Contractor:

1. Contractor’s Response to Request for Proposal (RFP) that is accepted by GSA and upon which the contract was awarded to the Contractor.

2. The RFP used by GSA during the bid process that outlines the work statement and GSA expectations related to the award of the contract; and,

3. Any amendments and documents issued by the CO to the contractor

This dining facility will be operated for the benefit of approximately 1600 to 1800 staff that are assigned to the DOL facility on a full time basis. Approximately 800 on Mondays 11am to 2:00pm, and 1200 to

1600 on Tuesday, Wednesday, and Thursday,11:00am to 2:00pm and 530 on Fridays

The DOL utilizes Telework (TW) and/or Alternate Work Schedules (AWS). AWS provides employees one day or more off (typically a Monday or Friday) every week or every other week depending on their work schedule. Telework supports employees who works from home on select days of the week.

In addition, the building has on average approximately 20 to 100 visitors during the day that attend on-site meetings and other functions. These visitors have access to the Dining but may not necessarily

“overlap” the breakfast or lunch period.

mailto:patricia.davis@gsa.gov

RFP for Dining Services Page 9

Restaurants, amenities, and other competition in the area should be studied and evaluated by the prospective Contractor. The Contractor’s proposed program should include a foodservice program to mitigate outside competition and maximize operational success of the Contractor’s proposed food service program. Innovation, Flexibility, and Agility in the program are the main elements of its success.

The DOL and GSA shall not be held responsible for any variation or annotations regarding building and/or visitor population figures or any other assumptions noted herein.

C. Term of Contract The contract shall be for a period of 5 years, effective with the beginning date specified in the Notice to Proceed, subject to the rights of termination set forth in the termination clauses. At the option of the Contracting Officer, and in concurrence with the Contractor, the contract may be extended thereafter for a term or terms of one to five years, provided that the Contracting

Officer shall give written notice to the Contractor at least 180 days before the end of contract, or any extensions thereof, would otherwise expire. In no event shall the contract period, as extended, exceed a period of 15 years from the beginning date of the original contract.

2. Description of Facilities:

A. Area and Location in the Buildings: Francis Perkins Building

Dining Facility

The Kitchen and Servery are located on the Sixth floor and occupy a total of approximately 13,000 square feet of storage and prep area. Elevator access is provided to loading dock/street level for receiving product and removing trash.

Randolph-Sheppard Facilities

The Randolph-Sheppard program operates the snack bar on the 4th floor and a MicroMarket on the

6th floor, all vending machines in the DOL building and a Coffee Bar in the lobby at the building main entrance.

Building occupancy Pre-COVID:

Average daily PIV swipe-in: 3550

Average weekly visitor count: 1300

Average daily visitor count: 300

B. Seating Capacity

Dining area: approximately 280 seats

RFP for Dining Services Page 10

Historical Sales Data (Pre-COVID 19 conditions) –

2023 Sales $ - closed -

2022 Sales $ - closed -

2021 Sales $ - closed -

2020 Sales $ - closed - 3/20/2020

2019 Sales $1,694,539

2018 Sales $1,760,414

2017 Sales $1,793,922

3. Effective Date:

Service will begin on or about November 6, 2023

4. Hours of Service:

A. Service Schedule

Dining services will be provided five (5) days per week, Monday through Friday (except for holidays observed by the Federal Government), as follows:

Dining

Period Opening Closing

Breakfast 7:00 AM 9:30 AM

Coffee Break (prepackaged items, drinks, snacks available for purchase)

9:30 AM 11:00 AM

Lunch 11:00 AM 2:00 PM

PM Break 2:00 PM 3:00 PM

Coffee Bar operating hours are subject to the service program being offered

The above hours are minimum hours to which the Contractor must adhere; if the Contractor wants to extend the service schedule to increase its financial viability, the hours can be extended by submitting to the COR, a Request for Modification to Service Schedule, in accordance with Section B. Modification to

Service Schedule below.

The Telework (TW) and/or Alternate Work Schedule (AWS) programs impacts sales levels on specific business days (typically Mondays and Fridays). The Contractor shall propose, based on location experience, their alternate operating hours and identify the venues to remain for service.

RFP for Dining Services Page 11

B. Modification to Service Schedule

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

Contracting Officer’s Representative (COR) prior to start of requested service date. The Contractor shall submit a request for reduction in service during Government holiday periods 14 days in advance.

5. Contractor Responsibilities:

1. The Contractor shall provide prompt, efficient, and courteous service, and avoid undue interference with the operation of the building in which services are provided. The Contractor shall employ sufficient and suitable personnel to support this contract, and observe contract requirements, as set forth herein.

2. The Contractor shall pay all fees, expenses, or other charges incident to or resulting from operations under the contract as more specifically set forth herein.

3. Contractor shall meet monthly or as needed with the GSA Representative and designated DOL representatives to discuss mutual objectives, including but not limited to service levels, wellness, sustainability menus promotions, customer communications and marketing programs as may be noted in Contractor accepted proposal.

A. Service

Patrons shall be encouraged to remove trays, containers, and utensils from tables to the trash/recycle stations that will be strategically located in the dining area. Contractor will monitor dining room during service hours, service area and assure that tables, chairs, and carpet are kept clean throughout the breakfast and lunch service periods. Contractor is responsible for cleaning and maintaining kitchen area, emptying trash (designated area), as applicable, recycling and composting from dining room collection points during and after service.

B. Menus

It shall be the responsibility of the Contractor to provide a variety of quality prepared foods that are a model for wellness and sustainability, to offer meat and poultry products that are in line with the responsible use of antibiotic polices in accordance with the Presidential memo to monitor and implement industry trends, industry standard practices and the industry’s latest innovative concepts.

The Contractor shall offer food that provides wide variety to customers, including Vegetarian, Vegan. Menus must also include items for people with dietary restrictions and offer “low fat”, "low sodium", "low calorie" and "reduced sugar" menu items as defined in Attachment #7 - “Food

Service Guidelines for Federal Facilities”

Considering the emphasis placed on the wellness program in this solicitation, and to ensure optimum visibility of the healthy menu offerings, the Contractor should take into consideration the positive effects of priority placement of the products in the Dining and on the serving lines.

Examples of product placement may include placement of healthy menu offerings as the first thing the customer encounters at each serving line, or at the cash register or at key places on serving lines that are closest to eye level.

RFP for Dining Services Page 12

For Contractor standard menu items only: The Contractor shall comply with the nutritional information requirements of the 2010 and all subsequent revisions of U.S. Dietary Guidelines for

Americans (www.health.gov/dietaryguidelines), including the following:

1. Prior to the start date of service, the Contractor shall provide to the COR, a complete price/portion book, accounting for all standard menu offerings only (e.g., hamburger - list patty size; list ounces of meat, toppings included, and selling price).

2. During each serving period, easy-to-read menus with prices and nutrition data listed shall be prominently displayed for the information of patrons at the Dining. Contractor shall identify menu items that offer meat and poultry products that are in line with the responsible use of antibiotic.

It is incumbent upon the Contractor to be creative in the development of the menu profile in the facility and utilize all the service points within the serving area keeping in mind the latest market trends.

C. Menu Calorie Labeling Rules

The U.S. Food and Drug Administration established two rules requiring that calorie information be listed on menus and menu boards in retail food establishments to provide consumers with more nutritional information about the foods they eat outside of the home. The rules are required by the 2010 Patient Protection and Affordable Care Act.

1. Food establishments are required to display calorie information clearly and conspicuously for standard items on menus and menu boards, next to the name or price of the item.

Seasonal menu items offered for sale as temporary menu items, daily specials, and condiments for general use typically available on a counter or table are exempt from the labeling requirements.

2. The menu labeling rule also requires covered establishments to provide, upon consumer request and as noted on menus and menu boards, written nutrition information about total calories, total fat, calories from fat, saturated fat, trans fat, cholesterol, sodium, total carbohydrates, fiber, sugars, and protein.

3. To help consumers understand the significance of the calorie information in the context of a total daily diet, under the rule, menus and menu boards will include the statement: “2,000 calories a day is used for general nutrition advice, but calorie needs vary.”

4. To obtain additional information the full rules are available in the Federal Register:

https://www.federalregister.gov/articles/2014/12/01/2014-27833/food-labeling-nutrition-labeling-of-standard-menu-items-in-restaurants-and-similar-retail-food https://www.federalregister.gov/articles/2014/12/01/2014-27833/food-labeling-nutrition-labeling-of-standard-menu-items-in-restaurants-and-similar-retail-food https://www.federalregister.gov/articles/2014/12/01/2014-27833/food-labeling-nutrition-labeling-of-standard-menu-items-in-restaurants-and-similar-retail-food

RFP for Dining Services Page 13

D. Food Service Guidelines for Federal Facilities: – See Attachment 7

Introduction

The U.S. Department of Health and Human Services (HHS) and the U.S. General Services

Administration (GSA) collaboratively released the first food service guidelines for Federal facilities in March 2011 to assist employees in making healthier food and beverage choices and to create an efficient and environmentally beneficial food service system. Those guidelines, ‘Health and Sustainability Guidelines for Federal Concessions and Vending Operation’

(referred to here as the 2011 HHS/GSA Guidelines) have been updated and renamed ‘Food

Service Guidelines for Federal Facilities’ . Any future modifications of the existing guidelines as issued by HHS shall apply in its entirety.

E. Procedures for Future Price Adjustments/Changes

Future price adjustments/changes must be submitted with supporting documentation for approval in a spreadsheet format that includes:

1. Any changes to standard menu prices, portions, or items offered for sale shall be submitted to the Contracting Officer’s Representative 30 days in advance. Daily or weekly promotional menu items are excluded.

2. Date of proposed price adjustment.

3. A market basket survey of at least 3 similar non-commercial food facilities in the local area

(COR accepted locations).

4. In situations where one or more critical food or supply items have sudden upward price fluctuations due to an “Act-of-God” or other situation considered by the Contractor to be out of its control, the COR/CO are to be contacted with a request for a temporary surcharge or menu change. Once the subject item cost has stabilized, the former approved price is to be reestablished or the item returned the menu as specified.

If the price change/adjustment is accepted by the COR/CO, a notice to the customers is then created by the Contractor and posted in prominent locations at least 14 working days prior to the on-site implementation. Every effort will be made by the COR to reach consensus on the final price adjustment within 45 days.

It should be noted that the GSA’s expectation for pricing menu items be less than regional pricing of similar commercial facilities by a minimum of 10% due to the Government providing a fully furnished facility and not charging rent or utilities.

RFP for Dining Services Page 14

F. Equipment and Utensils Furnished by the Contractor

1. All required Contractor equipment and utensils (sample list below) shall be provided by the Contractor who shall replace such equipment and utensils when necessary. Equipment and utensils provided by the Contractor shall be of a quality in keeping with that provided by the Government.

Sample items expected to be provided by Contractor:

Can Openers

Storage Containers

Condiment Dispensers

Napkin Dispensers

Office Furniture

Steam table pans

Utensils and kitchenware

Merchandising Equipment

Safe

Machines - office

Scales, food preparation

Menu boards

Electronic menu boards and electronic customer communication systems

Sharpeners

China (as required)

Glassware (as required)

Silverware (as required)

Trash receptacles

Trays

Telephone

POS System including credit card/debit card system

Necessary communication lines for POS, telephone, and computer

Computer system and necessary software

Station signage

All other kitchen smallwares/equipment to meet contract requirements

2. Equipment deemed necessary by the Contractor for the execution of proposed food programs and/or concepts shall be provided and installed by the Contractor at no cost to the

Government. Contractor provided equipment shall be subject to CO approval.

3. The Contractor shall provide “Green” disposable products including products that are petroleum-free, contain post-consumer recycled content and processed chlorine free. All disposable products must be “compostable” and compatible with the recycling/compost system that will be or is in use within the building. The use of disposable products (including plates, cups, bowls etc.) constructed of Polystyrene Foam is prohibited.

RFP for Dining Services Page 15

4. The Contractor shall provide complete Point of Sale (POS) system to include the acceptance of patron’s use of credit and debit cards in an expeditious manner at Dining. A pre-paid debit card system and a self-checkout system are highly encouraged. Pre-ordering and paying for selected menu items via web or e-mail is encouraged to speed customer processing.

5. Trash receptacles shall be of hard non-toxic plastic material. Single service compostable liners shall be used in conjunction with these receptacles. All trash containers will be provided with self-closing tops.

6. Contractor should maintain a physical inventory of all Contractor owned equipment on site. All Contractor owned equipment shall remain the property of the Contractor throughout the contract term and be repaired or replaced in a timely manner at no cost to the Government.

7. 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 and meeting current business and industry standards.

8. As may be required, the Agency shall provide informational display or electronic boards at recycling/trash stations that will identify material and instruct customers to sort recyclable and/or compostable material from general waste material.

G. Sanitation and Quality

1. The Contractor shall serve quality food under clean and sanitary conditions in accordance with the provisions and recommendations contained in the most recently published Food

Code, U.S. Public Health Service publication. All foods served shall be wholesome and free from spoilage, free from adulteration and misbranding, and safe for human consumption.

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

The minimum specifications the Contractor will use as a guide when purchasing food products are:

• Meat

Beef U.S. Department of Agriculture (USDA) Choice

Pork USDA Number 1

Veal USDA Select and Choice

Lamb USDA Choice

Poultry USDA Grade “A” for all graded fresh or frozen poultry and poultry products as a minimum specification

RFP for Dining Services Page 16

• Seafood

Frozen Fish Monterey Bay Aquarium’s Seafood Watch guidelines

Fresh Fish Monterey Bay Aquarium’s Seafood Watch guidelines

• Dairy

Eggs Fresh USDA or State Grade “A” Butter USDA Grade “A” (92) Score

Cheese USDA Grade “A” for all graded cheeses

Milk and milk products USDA Grade “A” Fresh

Soy products FDA guidelines

Produce USDA Grade “A”

Dry Stores Grade “A” Fancy

Canned goods Grade “A” Fancy

Products containing high fructose corn syrup, modified corn starch, and other similar additives, as well as products including preservatives, are highly discouraged from wholesale ingredients to be incorporated in menu items that will be prepared onsite.

Products purchased must meet the sodium level recommended in the 2010 and all subsequent revisions of U.S. Dietary Guidelines for Americans. If such products are not available in the marketplace, alternative products should be used and may include fresh prepared products.

Freshly prepared menu items (soups, entrees, side dishes, salads etc.) are highly desirable.

These are minimum specifications for sanitation and quality. Offeror may propose additional and higher standards that meet the goals of providing an environmentally sustainable, healthy Dining for Café customers.

1. The most recently published Food Code, U.S. Public Health Service publication and all local codes and regulations relating to food service sanitation and procedures shall be adhered to by the Contractor.

2. The Contractor is to develop a Hazard Analysis and Critical Control Point (HACCP) plan as required by Health Department. A copy is to be available on site for COR review.

3. Material Safety Data Sheets (MSDS) shall be onsite prior to the start date of the contract and remain updated on site.

4. The Government requires that a certified food handler (as required by Health

Department) to be on the premises during all operating hours.

5. Any suspected outbreak of illness, whether involving employees or visitors, is to be reported immediately to the DOL and COR and to a public health consultant. A suspected outbreak of human illness results when two or more persons have common symptoms that could be associated with contaminated water or food sources or other adverse environmental conditions.

RFP for Dining Services Page 17

H. Personnel and Supervision

1. The Contractor shall employ sufficient professional personnel to maintain sanitary conditions and satisfactory service which will ensure prompt and efficient service. All employees must be sober, conscientious, neat, and courteous. All employees assigned by the Contractor to perform work under this Dining contract must be physically able to do their assigned work and shall be free from communicable diseases.

It is recommended that all Contractor personnel be able to communicate with patrons. The

Contractor must provide training to employees to ensure competent performance in all areas associated with these contracted services.

2. The Contractor is required to provide a professional, full-time, qualified food service

Manager at the facility. The manager will be subject to the approval of the GSA. The

Contractor's manager will be delegated the authority, and shall be able to effectively manage the day-to-day operation of the Dining relative to supervision of personnel and training, execution of the Contractor’s RFP response, menu planning, purchasing, cost control, sanitation, and customer satisfaction, etc. The manager must be onsite when the Dining is open for the entirety of this contract. The Contractor's manager will be replaced, on 30 days’ notice, upon request of the COR.

A representative of the Contractor leadership, such as a District Manager, regional director, Regional Vice president and or Vice president shall visit the facility periodically and adjust or respond to significant matters requiring attention upon 48 hours’ notice from the

Government to facilitate feedback or concerns.

Contractor should establish an online or e-mail customer feedback program with comments being sent directly to the on-site manager and the GSA COR. The establishment of this program will be coordinated with the DOL. The on-site manager will monitor daily the customer comments and/or complaints received via such program and respond appropriately.

3. Always while on duty, the Contractor's employees shall wear a distinctive professional looking uniform that displays the company logo, wear a hair net and or other suitable head covering, appropriate gloves while always handling food and a legible name badge as a means of identification while they are in the building.

4. The Contractor must provide security cleared (HSPD-12) trained relief personnel

(management and hourly) to substitute for the regular employees when they are absent

(scheduled or unscheduled) in order that a high-quality food service operation will be always maintained with consistently of standards.

Per HSPD-12 regulations, Contractor must submit to the COR, a roster whenever staff is terminated, resigns, or joins this contract.

RFP for Dining Services Page 18

5. The Contractor shall require the employees to comply with such instructions pertaining to conduct and building regulations as are in effect for the control of persons in the building, or as may be issued for that purpose by Government representatives.

6. The Contractor is required to schedule 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, customer service and sanitation excellence.

7. Contractor must keep on site a record copy of training including topics, employee attendance records and subject matter reviewed for all employees. GSA and DOL personnel are to be invited to attend training sessions

8. All articles found by the Contractor, the Contractor's agents, or employees, or by patrons and given to the Contractor shall be turned in to the front entrance security desk as lost and found items. Contractor is to post signage to notify customers of lost and found location.

I. Recycling

1. The Contractor shall participate and integrate with the building’s recycling program (i.e., cardboard, aluminum, metal cans, plastic, glass, etc.) composting operated by GSA or DOL in the building (if available). The Contractor is responsible to collect and transport recyclables or compostable material to the loading dock.

2. When composting, the following roles and responsibilities will apply when applicable: The

Agency shall provide the composting-collection bins and service. Contractor shall make collections from each bin in the dining area as needed during and after food service periods, at a minimum, at least once each day. The Contractor is responsible to collect compostable material from the kitchen and transport all collected composting material to the loading dock. The Contractor shall report to the Building Manager monthly the amount in pounds/tons of diverted waste from the composting and waste oil disposal.

The Agency shall store and arrange for pickup of any materials to be composted. The

Agency, in conjunction with the Contractor, shall encourage and educate the customer on the composting program and necessary sorting of customer’s materials.

3. The Contractor is responsible to collect, store and recycle grease and cooking oils. The containers and surrounding space are to be kept clean and orderly by the Contractor. The

Agency shall be responsible for the proper storage and marking of containers of grease and cooking oils. The kitchen grease will be collected in containers that are waterproof, vermin-proof, covered with working lids, and well-labeled to indicate what should be deposited in the container. Contractor is responsible to establish and pay for the contract that meets this requirement.

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J. Preventive Maintenance

1. The Agency shall perform preventive maintenance on all Government-owned equipment.

Contractor shall perform a preventive maintenance on all Contractor provided equipment.

In the event the Contractor does not have maintenance department or qualified maintenance personnel, the Contractor is required to contract with a qualified equipment maintenance source.

2. If the Contractor fails to perform or follow proper operation or cleaning of Government owned equipment, the CO has the right to obtain the services of a recognized maintenance company and bill the Contractor for the cost of such services. The Contractor will be responsible for all equipment PM costs due to improper use, vandalism, or abuse by

Contractor employees.

The preventive maintenance will be in accordance with the manufacturer’s recommendation.

K. Repairs

The Contractor shall continuously operate in a satisfactory condition, all equipment and utensils used under the contract, The Agency shall be responsible for the repair cost (material, parts, and labor) of each Government-owned equipment. However, The Contractor will be responsible for all Contractor equipment repair costs. Any repairs needed for Government owned equipment due to improper use, vandalism, or abuse by Contractor employees shall be paid by the

Contractor.

L. Equipment Replacement

The Agency shall be responsible for the replacement (material, parts, and labor) of all

Government-owned equipment. The Contractor is responsible for government equipment replacement in the event of Contractor noted negligence, abuse, or vandalism.

M. Cleaning and Janitorial Services

1. The Contractor agrees to furnish all labor, supplies, materials, equipment, and supervision sufficient to maintain the Dining areas and foodservice equipment (i.e., visible hoods, hood filters and/or water wash down system, water wash detergent, etc.) within its areas of responsibility in a clean, orderly, and sanitary condition, In connection with the performance of this contract, the Contractor shall not use any material which the Agency solely determines would be unsuitable for the purpose, or harmful to the surfaces to which it is applied. The Contractor shall maintain Safety Data Sheets (SDS) for all cleaning/janitorial materials utilized. The use of pressure washing is prohibited as a cleaning method to prevent “potential” damage to spaces below the Dining.

2. The Contractor shall maintain the Serving areas flooring within the kitchen fence line, in a clean condition and spillage free during service hours. The Agency shall be responsible for daily cleaning of all serving area floors that are considered “public areas” outside of the

RFP for Dining Services Page 20 kitchen fence line and a periodic deep cleaning and maintenance of serving area flooring outside of the kitchen fence line, as necessary.

3. The Agency shall maintain the Dining room area flooring/carpet in a clean condition and spillage free during service hours and thereafter.

4. The Agency will be responsible for maintaining and cleaning dining room equipment including but not limited to: tabletops and bases, chairs, booths, counters, dining tray carts, and collection stations. The Contractor will be responsible for removing trash, recycling, and compostable material (if applicable) from the dining room collection stations during and after breakfast and lunch service periods.

5. The Contractor will be responsible for the cleaning and maintenance of the entire kitchen areas, serving lines and areas behind serving stations.

6. It is the responsibility of the Contractor to keep building areas and items utilized by the

Contractor in a clean and sanitary condition, including but not limited to: entire kitchen and serving area equipment, walls, floors, and floor drains, Serving areas, storage areas, et al.

(excluding, above ceiling level, Building heating ventilation, duct work, fire suppressions systems, fire extinguishers hood mechanical connections plumping, and air conditioning louvers, ceilings, lighting fixtures or other building equipment that is part of a general building mechanical system or building structure, grease traps, grease interceptors all underground pluming mechanical systems for repair or normal maintenance etc.) The Contractor shall immediately notify the building manager and GSA if any of the systems that are to be maintained by the Agency require service.

7. The Contractor will be responsible for complying with GS-42 Green Seal Environmental

Standard for Cleaning Services during the term of this contract. For program details and additional information on Green Seal or any of its programs please contact www.greenseal.org.

8. Failure to keep any of the facilities that are the responsibility of the Contractor in a clean and sanitary condition satisfactory to the Contracting Officer or the Contracting Officer's

Representative may result in the following:

a. At The direction of the Contracting Officer the Contracting Officer's Representative may have the facility cleaned by other means and the cost of such work is directly charged to the Contractor for payment.

No work shall be performed on weekends or Federal holidays, without prior approval of the

Building Manager and Contracting Officer or the Contracting Officer Representative.

N. Security Areas

The Contractor shall be responsible for the security of all areas under the jurisdiction of the

Contractor. Designated employees shall have the responsibility for determining that all equipment has been turned off, that windows are closed, lights and fans turned off, and doors http://www.greenseal.org/

RFP for Dining Services Page 21 locked when the Dining is closed. A key shall be always available for emergency use in the building security office.

O. Hazardous Conditions

The Contractor shall be responsible for identification, the prevention of, or cleanup of, unsanitary or hazardous conditions that are dangerous to anyone using the food facility to include any portion of the facility that is under the jurisdiction of the Contractor. The Contractor will adhere to guidance and direction from the designated Agency safety representative to ensure the safety of employees in the facility.

1. Hazardous Conditions: The Contractor is responsible for identifying any hazardous conditions that may develop in the space assigned to him and shall immediately notify the

COR of the condition. The Government does not warrant or guarantee that no other possible safety hazards exist.

2. Compliance with OSHA: Compliance with the Occupational Safety and Health Act and other applicable laws and regulations for the protection of Contractor employees and subcontractor employees performing the requirements defined in this specification is exclusively the obligation of the Contractor. The Government will assume no liability or responsibility for the Contractor’s compliance or noncompliance with such requirements.

P. Liability

The Government shall not be held responsible in any way for damage or loss occasioned by fire, theft, accident, or otherwise to the Contractor's stored supplies, materials, or equipment, or to the employees' personal property. The Government shall not be held responsible in any way for negligence or accidents involving Contractors, Contractor’s on-site vendors, or any other entity conducting business with the Contractor.

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

Q. Occupant Emergency Program

All Contractor employees shall be organized and trained to participate in Fire, Shelter in Place

(SIP) and drills including the reporting of fires. This shall be accomplished with the cooperation of the Designated Representative and the Occupant Emergency Plan. A copy of this plan is available through the Designated Representative. Upon activation of the Occupant Emergency

Plan, the Contractor will immediately cease all operations and comply with instructions given by the designated safety representative.

R. Reporting Requirements

1. Monthly (or four week) Operating Statements:

The Contractor shall furnish copies of the monthly (or four week) profit and loss operating statement to the COR within twenty (20) days after the end of the monthly (or four week) accounting period. The Contractor shall not under any circumstances make changes, RFP for Dining Services Page 22 adjustments, or escrow funds that are not included in the monthly operating statement that is provided to GSA unless this action is discussed and approved by the CO.

The Contracting Officer (CO) or representatives shall, as required and necessary, examine and audit all phases of the financial operation of the food services provided by the

Contractor.

On a monthly basis, the Contractor is also required to provide the following information relating to patronage and sales for each location:

Department of Labor - EXAMPLE

BREAKFAST LUNCH

Week of 8/1 Sales Customer

Count

Check

Average Sales

Customer

Count

Check

Average

8/1 M

8/2 T

8/3 W

8/4 TH

8/5 FR

WEEKLY TOTALS

2. Contractor 3rd party certification of end-of-fiscal year statement:

Contractor shall certify their end-of-fiscal-year profit/loss statements for submission to the

COR no later than 90 days after end of each fiscal year.

3. Equipment records:

The Contractor shall provide GSA with a full inventory of all Government-owned equipment on location provided for the Contractor use at the contract start date. The Contractor shall provide the inventory list of all Contractor provided equipment, within 30 days of the contract start date, to the COR. During the term of this contract the Contractor has the responsibility to properly track all additions, replacements, and removals of Government owned equipment or Contractor provided equipment within the facility and report changes to GSA COR.

S. Operating Expenses

1. The Contractor is permitted to incur the usual type of operating expenses for Dining services as detailed in section below. Expenses listed under Other Costs must be detailed by

Contractor. Operating expenses are the actual net costs after deduction of trade discounts, cash discounts, rebates, etc., which accrue or which the Contractor becomes obligated to pay because of operations under the contract.

2. The following are not allowable as operating expenses under the terms of the contract, but are to be recovered as part of the administrative expense or General Overhead in an amount not to exceed 4.0% of sales:

a. Computations and disbursements of employee salaries.

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

c. Wages and salaries of home-office employees and general administrative, executive, and Payroll management officials for opening expenses at startup of the contract.

d. Accounting expenses, including costs of preparing financial reports.

e. Supervision of facilities by Contractor's home office personnel.

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

g. Home Office management costs, such as DM management, overhead, transportation of management personnel, and any other indirect management costs, as related to this contract.

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

I. Home office Payment for forms and other supplies or stationery.

j. Depreciation (unless project/investment is approved by CO or COR)

k. Corporate staff costs including marketers, dieticians, chefs, trainers etc.

T. Energy Conservation Guidelines

The Contractor shall be responsible for…