DRAFT PWS.pdf

FEDERAL BUREAU OF INVESTIGATION

FINANCE AND FACILITIES DIVISION | PROCUREMENT SECTION

Attachment D – Performance Work Statement Version 2.3 Page 1

J. Edgar Hoover Cafeteria Services for the

Finance and Facilities Division

DRAFT Performance Work Statement

For Industry Day

7/31/2024

Attachment D – Performance Work Statement Version 2.3 Page 2

1 BACKGROUND:

The purpose of this requirement is for a food services provider (“the Contractor") to establish, manage, and operate in its own name, a food service contract for the J. Edgar Hoover (JEH) FBI Headquarters Building, located at 935 Pennsylvania Avenue, N.W., Washington, DC. The food service facilities include a large cafeteria food preparation area with dry and cold food storage, a cafeteria food service area with an embedded Dunkin Donuts Cafe, a separate infrequently used executive dining room, a cafeteria patron seating area, a special function rooms, and a standalone Starbucks Cafe with patron seating area centrally located off the street-level interior courtyard. The food services are to be operated for the benefit of approximately 4,000 occupants (Federal Government employees and supporting contractors) of the JEH. The Government shall not be held responsible for any variation from the estimated population figure since the extent of occupancy and cafeteria visitation cannot be guaranteed. Due to security considerations, the building is not open to the public. The dining facilities, and all accessible locations are limited to authorized visitors.

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 JEH as described herein and in connection therewith to prepare and sell food, beverages, and such other products authorized by the Government. The Government will provide JEH spaces and utilities for consumption as identified in this SOW without rental or lease charge. At the time of the contract’s effective date, 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.

It will, as it deems necessary, provide space heating, space lighting, ventilation, and utilities.

2 SCOPE:

The primary cafeteria area, with embedded Dunkin Donuts Cafe, occupies 33,872 square feet and is located on the 8th floor. This area includes the following: a 27,600-square foot food preparation, storage area, and serving area along with a 6,272-square foot dining area with a mixed indoor and outdoor seating capacity of approximately 480 persons that is adjacent to the serving area. Food service shall be served "cafeteria style" in the serving area. "Cafeteria style" is defined as a service model in which patrons carry their food to tables from the counters where it is displayed and served and otherwise wait on themselves. The cafeteria's minimum hours of operation shall be weekdays only, Monday through Friday (M-F), excluding Federal Holidays.

The Contractor shall assume operation of the incumbent food services of the cafeteria and shall enter into licensing agreements all franchised business located at JEH (Starbucks Café, Dunking Donuts, and all other franchisees). The Dunkin Donuts Cafe offers an assortment of baked

Attachment D – Performance Work Statement Version 2.3 Page 3 goods that are prepared off-site, coffee-based beverages, juices, and teas as is customary at commercial Dunkin Donut locations. The Starbucks Cafe occupies 2,914 square feet and has a seating capacity of approximately fifty-six (56) persons. The Starbucks Cafe offers an assortment of coffee, teas, baked and packaged goods as is customary at commercial Starbucks locations. Online ordering is available at this location but only to customers who have access to JEH. The Contractor shall abide by the terms and conditions of each licensing agreement respectively.

3 HISTORICAL METRICS:

2024 CY Total Cafeteria Sales Total Dunkin Donuts Sales Total Starbucks Sales

Jan $ 165,146.53 $ 32,452.27 $ 92,752.38

Feb $ 165,488.64 $ 36,431.20 $ 99,189.01

Mar $ 137,031.76 $ 30,200.99 $ 79,235.33

Apr $ 203,665.08 $ 44,200.02 $ 108,631.04

May $ 208,405.19 $ 45,550.47 $ 109,492.50

Jun $ 190,434.20 $ 39,281.91 $ 96,681.12

Jul $ 118,669.09 $ 24,275.87 $ 61,241.94

(Note: data is as of 7/19/2024 sourced from the current contractor; prices have changed several times throughout calendar year 2024 and the data includes food and beverage tax)

2024 CY Total Cafeteria Transactions

Total Dunkin Donuts Transactions

Total Starbucks Transactions

Apr 27,153 8,075 15,639

May 25,253 8,239 15,541

Jun 22,974 6,954 13,363

Jul 15,902 4,442 9,288

(Note: data is as of 7/19/2024 sourced from the current contractor; prices have changed several times throughout calendar year 2024)

4 RESPONSIBILITIES OF THE CONTRACTOR

The Contractor shall provide prompt, efficient, and courteous food service within JEH. The Contractor shall continuously employ enough suitably trained personnel, maintain general liability insurance (per contract clauses), maintain full financial accounting, employee rosters, health inspection records, timely operational reports as requested by the Government, and comply with all contract requirements. The Contractor shall obtain and successfully maintain all licenses and permits as required by the state and local authorities. All applicable building, health, sanitary, and other regulations and laws shall be observed. The successful passing of all applicable health inspections shall be the complete responsibility of the Contractor. In addition

Attachment D – Performance Work Statement Version 2.3 Page 4 to the regularly scheduled health inspections by the District of Columbia Office of Health, the Government may conduct random inspections.

During each serving period for all facilities, the Contractor shall provide current, easy-to-read, prominently displayed menus with prices. The menus shall be posted at or near the cafeteria and Starbucks entrances as well as near the service points. The Contractor shall accept debit and credit cards in addition to cash in all of its locations at JEH.

4.1 CUSTOMER SERVICE AND PERSONNEL

The Contractor shall provide courteous, qualified, well-trained employees to prepare and serve menu items. The Contractor shall employ sufficient personnel to maintain sanitary conditions, satisfactory, prompt, efficient services, and essential duties inherent to a successful food service operation. All employees shall be sober, lucid, conscientious, neat, courteous, and physically able to perform their assigned duties. Employees who will have contact with customers must understand and have conversational English language skills.

The Contractor shall provide a focus on timely service to minimize patron wait times and length of queues during peak breakfast hours (7:30 a.m. - 9:00 a.m.) and peak lunch hours (11:30 a.m.

- 1:00 p.m.). The Contractor shall staff check out registers at the appropriate levels to minimize wait times beyond an unreasonable amount of time. Acceptable queuing times will be discussed between the Contractor and the CO/COR prior to the start of the contract and with dual-party agreement, can be changed as needed to accommodate the changing population of

JEH.

The Contractor shall have a separate full-time manager and/or a management representative under the contract in the cafeteria and all franchised locations. Any changes in management personnel must be given advance notice by submitting a resume with similar or greater qualifications to those that were submitted and accepted with the original proposal. Effective day-to-day operations of the food facilities includes personnel supervision and training, menu planning, purchasing, cost control, dietary selection, sanitation, etc. A Contractor manager shall be replaced, on thirty (30) days’ notice, upon request of the COR and/or CO for operational deficiencies determined to be a result of inferior direct management. A corporate representative of the Contractor, other than the above managers, shall visit all facilities periodically, at mutually agreed times by the Government and the Contractor, for general supervisory purposes and for deficiencies that cause a significant disruption of services to food service operations at JEH.

The Contractor’s employees shall wear a clean Contractor-provided uniform as a means of identification when they are in the JEH. The Contractor’s employees shall wear accessories appropriate for sanitary food preparation and serving, including disposable gloves, hairnets, Attachment D – Performance Work Statement Version 2.3 Page 5 and/or head covers for food handlers during the time they are performing their duties in the building. Contractor employees shall change their clothing in the locker area and restrooms provided for this purpose and to maintain the locker area in a neat and clean condition. Legible nameplates identifying each employee shall be provided by the Contractor and displayed as part of the uniform.

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

The Contractor shall provide adequate, trained relief personnel to substitute for the regular employees when they are absent to ensure the continued maintenance of a high-quality food service operation. These relief personnel shall maintain a current required Government security clearance.

The Government encourages innovative approaches by the Contractor to increase the employees' use of the cafeteria. These innovative approaches could include free samples, loyalty programs, discounts, special menu selections, and/or "quick pay" options (e.g., Freedom Payor or other NFC-type system).

4.2 HOURS OF SERVICE

The Contractor shall provide cafeteria food service five (5) days per week, M-F, excluding Federal Holidays, to include breakfast and lunch meals at the times listed below. The Contractor may modify these times as mutually agreed to by the Contractor and the CO.

Breakfast: TBD Lunch: TBD Starbucks: 6:00am to 4:30pm Dunkin Donuts: TBD

The Contractor shall keep the cafeteria open between breakfast and lunch hours to serve continental breakfast and allowing patrons to purchase coffee/tea, soft drinks, juices, pre-packaged goods, and other available items for purchase. The Contractor may choose to operate continuously during cafeteria hours.

4.3 CAFETERIA MENU PLANNING AND WELLNESS

Attachment D – Performance Work Statement Version 2.3 Page 6

The Contractor shall provide a variety of high quality, freshly prepared foods to accommodate most customers. The Contractor shall involve a registered dietician or nutritionist in the preparation of the menus, recipes, and quality control process (recipe adherence, proper handling, etc.). The Contractor shall reference United States Department of Agriculture (USDA) guidelines for appropriate food assortments and preparations.

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. The Contractor shall have an overall goal of increasing the offering of healthy and sustainable food and beverage choices, allowing individuals to make informed choices about what they are purchasing and eating through labeling of menu items. The Contractor shall maximize the use of healthy cooking techniques in all food preparations and shall provide organic foods whenever possible and practicable. The Contractor shall offer menu selections for patrons with special dietary considerations like heart healthy, lower sugar, reduced fat, and low sodium meals and snacks. The Contractor shall utilize the USDA’s Dietary Guidelines for Americans in food labeling and food promotions to include providing specific nutritional information to assist individuals with food allergies and dietary restrictions (including gluten, nuts, vegan, etc.). The Contractor shall provide specific nutritional information (including caloric, sodium, fat content, etc.) on food items at the point of selection to educate consumers about healthier food options.

The Contractor shall provide weekly menus to the COR to be published electronically on the JEH Intranet by 4:00 p.m. each Thursday for the following week’s offerings.

4.4 PRICING

The Contractor shall charge reasonable prices for all the cafeteria food in accordance with the pricing policy it submitted with its proposal which describes how it will establish and maintain fair and reasonable prices that incorporate sufficient consideration to the Government understanding that the Contractor is not assessed leasing fees for the facility, leasing fees for government owned equipment, and is not charged for utilities. The cafeteria’s (excluding franchised locations) menu and prices as submitted in the Contractor’s proposal shall be binding upon the Contractor. Any change in the menu, including additional items for sale, shall be coordinated with the COR. Any change in price and portion shall be submitted for CO approval via certified mail. The CO will respond to the request within thirty (30) calendar days of the receipt of all pertinent data; however, if no response is received by the end of the thirty-day period, the Contractor shall resubmit the request and shall not incorporate the change until final approval is granted by the CO. The Contractor shall subsequently provide a three-business day notification to the patrons of such changes along with a brief statement of the reason. The Contractor shall also provide the CO with a new menu, price, and portion guide thirty (30) business days prior to such effective changes.

Attachment D – Performance Work Statement Version 2.3 Page 7

The Contractor shall maintain the franchise product discounts set forth in its proposal for all franchised locations at JEH. Examples of franchise product discounts are Dunkin Donuts rewards, Starbucks rewards, and providing a free same refill for all Starbucks customers who present their Starbucks receipt from the same day. All requests for changes in deviating from franchisee product discounts shall be submitted for CO/COR approval via certified mail.

4.5 FRANCHISED LOCATIONS

All staffers of all franchised stations shall have received, at the Contractor's expense, at least the minimum franchise-approved training as required by the franchise's corporate policies.

The Contractor shall be financially responsible for all costs associated with franchise remodeling requirements – it is incumbent on the Contractor to coordinate such requirements with the franchise grantor.

4.5.1 STARBUCKS

The Contractor shall adhere to all Starbucks corporate policies to include providing a Starbucks certified manager with trained baristas who have successfully completed the minimum amount of training required.

The Contractor shall operate the Starbucks Café in accordance with the terms and conditions of the service agreement between the Contractor and Starbucks Inc. The minimum hours of operation are M-F, excluding Federal Holidays, from 6:00 a.m. - 4:30 p.m. The FBI will retain ownership of the Starbucks Café, but the Contractor shall hold the license.

The Contractor shall provide a focus on timely service to minimize patron wait times/length of queues. During peak hours of 6:30 a.m. - 10:30 a.m. and 1:30 p.m. - 3:30 p.m., the Contractor shall staff enough Starbucks-trained baristas on duty to minimize queuing and wait times.

4.6 CATERING AND SPECIAL FUNCTIONS

The Contractor shall offer catering services to JEH for special events, which may occur outside of normal operating hours, including evenings and weekends. The Contractor may be requested to provide catering services at special functions, such as luncheon meetings, special events, executive-style functions in the executive dining room, evening service, and weekend service.

This service shall meet the specialized needs of informal gatherings (appetizers, vegetable trays, sandwiches, hot and cold beverage service, etc.) as well as more formal events (hors d’oeuvres, salads, entrées, desserts, hot and cold beverage service, etc.). Such catering services will be requested as needed by the Government and the Contractor will have the option to support the requirements 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

Attachment D – Performance Work Statement Version 2.3 Page 8 when it is in the best interest of the Government. Special functions occur throughout the year on an as needed basis, approximately fifteen (15) times per year.

It is the responsibility of the Contractor to ensure payment is collected from various Government POCs (not the CO/COR) for catering services either before the catering is offered or immediately afterwards. The Contractor shall invoice the Government POC with the COR cc-ed no later than 30 days from the event.

Approximately two (2) times per calendar year, the Government will request special food events in the courtyard for the benefit of JEH employees/supporting contractors. These events may include, but are not limited to, family days, social gatherings, or the provision of an array of food trucks for the customers’ choice. The Government is committed to working with the Contractor on details related to logistics and security for these special events. The Government reserves the right to bring third party vendors to JEH for such events.

The Government reserves the right to use 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.

4.7 SANITATION, QUALITY AND FOOD SAFETY

The Contractor shall furnish all labor, supplies, materials, equipment, and supervision sufficient to clean and maintain the cafeteria, all franchised locations and their assigned offices, storage areas, locker rooms, kitchen preparation, serving areas, and consumables area in a clean, orderly, and sanitary condition always. The cleaning products used should be bio-degradable or Green Seal labeled. Cleaning and all janitorial services for which the Contractor is responsible for shall be performed on a regular schedule and shall meet the highest standards of sanitation common to the food service industry. The schedule of cleaning services shall be provided to the CO/COR no later than thirty (30) days from the contract award date.

The Contractor shall be responsible for cleaning up spills during the service hours of the contract. Patrons will be to remove trays, dishes, utensils from their tables in the cafeteria, and the JEH janitorial services contractor is responsible for ensuring the cafeteria eating area is vacuumed/mopped, the tables are cleared and wiped clean. The Contractor is responsible for cleaning all floors, tables, chairs, and floor surfaces within the Starbucks Café.

In all food preparation areas and food serving areas, sinks and counters shall be kept free of chipping, dust, dirt, debris, misplaced food, and soap build-up at all times. 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 and shall be located immediately adjacent to the sink.

Attachment D – Performance Work Statement Version 2.3 Page 9

The Contractor shall serve food under clean and sanitary conditions, in accordance with the provisions and recommendations contained in the current Food and Drug Administrative (FDA) Food Code manual. The COR or authorized designee shall 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. 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 and stored, be correct in temperature and consistency when served.

All employees assigned by the Contractor to perform work under this contract shall be free from communicable diseases. The FDA Food Code, all local codes, and regulations relating to food service sanitation and procedures shall be adhered to by the Contractor. A health official from the District of Columbia will inspect the food, preparation, and serving areas for the cafeteria and all franchised locations periodically throughout the year and at times as requested by the Government. The certification indicating successful passage of inspection will be available for viewing on demand.

The Contractor shall provide, maintain, and be responsible for all the costs of an effective program for the extermination of pests, rodents, and vermin in areas assigned to the Contractor (cafeteria and all franchised locations) and coordinate the full treatment pest control service with the Government. The Contractor shall adhere to federal, state, and local environmental codes. Any exceptions to this provision must be directed in writing by the COR and CO.

The food service Contractor shall be responsible for the maintenance of the floors in the kitchen, serving, cashier check out areas, and consumables areas: quarry/ceramic tile floors shall be mopped daily and thoroughly stripped and sealed quarterly. All products used in the cleaning, stripping, sealing of quarry/ceramic tiles will be approved by the CO/COR prior to use.

Any alternate floor maintenance systems which will achieve the same results may be substituted subject to the approval of the CO/COR. If floor maintenance is to be performed by a subcontractor, a copy of the subcontract is to be forwarded to the CO and COR within thirty

(30) calendar days of receipt of notice to proceed. All carpeted floors will be maintained by the JEH janitorial services contractor.

4.8 GOVERNMENT’S RESPONSIBILITY

The Government will provide cleaning of the dining area’s floors, tables, chairs and remove trash from the cafeteria’s dining area. (Note – this does not apply to the Starbuck’s Cafe)

Attachment D – Performance Work Statement Version 2.3 Page 10

As it deems necessary, the Government will provide on-going maintenance and repair to building structure in cafeteria space minor painting touch-ups and counter restorations; the maintenance of gas, water, steam, sewer, and electrical lines; ventilation; electrical lighting fixtures (including re-lamping); and walls and ceilings. The Government will perform repairs whenever required on the aforementioned areas above and shall notify the Contractor at least within twenty-four (24) hours prior to any work which can disrupt cafeteria operations. This excludes expenses of repairs necessary because of negligence on the part of the Contractor or its employees.

4.9 ROUTINE OPERATIONS, JEH SECURITY, AND LIMITATIONS

The Contractor will be provided access to the loading dock facilities for the immediate unloading or receipt of all food and supplies for the cafeteria. The Contractor shall establish standardized receiving methods to ensure the Government operations are not delayed because of inappropriate actions of the Contractor’s personnel. Deliveries shall take place M-F, excluding Federal Holidays, between 6:00 a.m. and 5:30 p.m. The Contractor shall maintain and control food accounting of all receipts of foods and supplies. Outside vendors or the Contractor’s delivery personnel are restricted to the loading dock area with their vehicle, unless prior access approval has been granted by the COR/CO through normal security clearance procedures.

The Contractor’s vendors who make deliveries to the JEH and all visitors invited by the Contractor to JEH shall follow all FBI procedures, including pre-registration of all delivery vehicles. All visitors, delivery drivers included, shall have a security clearance conducted, prior to admission to JEH. The Contractor shall provide the driver’s full name, date of birth, country of birth, country of citizenship, and Social Security Number to the COR at least forty-eight (48) hours prior to the delivery of the goods or visit. The Contractor shall provide any necessary escorts for deliveries and visitors.

All Contractors and employees thereof, operating within JEH are subject to and must pass, a background investigation, as conducted by the FBI Security Program, before being granted unescorted access to work under this contract. Employees and delivery drivers included, may be granted a limited security background clearance to work on an escorted basis while undergoing the full background check. While the durations fluctuate depending on the individual, the limited security background clearance (escorted access) is approximately granted two weeks after fingerprinting and the unescorted full background process can take anywhere from 6 months to a year or longer.

The Contractor’s employees may have personal communication devices with them in their work areas only for communication purposes, but all appropriate security measures apply to their use. Security measures include, but are not limited to, all personal portable electronic and

Attachment D – Performance Work Statement Version 2.3 Page 11 communication devices must be registered with FBI Security, and Wi-Fi and Bluetooth capabilities shall be turned off on all devices while in JEH.

4.10 INVOICES

The Contractor shall ensure all vendors and bill payments are paid on time as determined by the vendor and there shall be no lapses in services provided to JEH due to late or unpaid bills.

Any bills which are owed by the Government to the Contractor (urgent facility requests) must be informed to the CO/COR no later than 15 days of the invoice arrival. All services which the Contractor expects the Government to either partiality or pay in entirety shall have received prior approval from the CO/COR.

4.11 LIMITATIONS

No work shall be performed on weekends or Federal holidays without prior approval of the COR/CO. Federal holidays include New Year’s Day, Martin Luther King’s Birthday, Washington’s Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas, and additional days as proclaimed by the President of the United States.

The physical facilities made available to the Contractor under this contract shall not be used in connection with operations not included in the contract.

Since the facilities to be provided hereunder are for the benefit and conveniences of Federal employees, support contractors and authorized visitors, patronage from other sources is prohibited unless permitted in writing by the CO.

Contractor employees who are not involved with performance of this contract shall not be in the JEH 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 JEH site only when scheduled to work and must confine their movement to and from their duty station. All JEH spaces not specifically requiring Contractor access in the performance of a food service function is off limits to Contractor’s employees. Except when instructed by a government employee for catering purposes, entry into FBI working offices is strictly prohibited.

4.12 TRASH, RECYCLING, AND GREASE REMOVAL

Trash removal and cardboard recycling from the JEH will be provided by the Government. A trash dumpster will be located at the loading dock on level 1B of the JEH. The Contractor shall take the trash from the food preparation, food serving, checkout areas for the cafeteria, and all franchised locations to the dumpster location. All trash shall be removed daily from the Contractor’s assigned areas. A cardboard recycling dumpster will also be located at the loading

Attachment D – Performance Work Statement Version 2.3 Page 12 dock level 1B of the JEH and the Contractor shall place the cardboard there. The emptying of the recycling bins and appropriate disposal of the contents will be the responsibility of the Contractor.

Grease removal from the JEH shall be the responsibility of the Contractor. The Contractor may hire a subcontractor for grease removal, but the Contractor shall be ultimately responsible for appropriate removal and disposal. The Contractor shall not store any used or discarded grease within JEH property.

4.13 EQUIPMENT

At the time of solicitation, the Government will provide a list of all equipment which is owned by the Government. (To include sq footage space of the freezer and cooler)

The Government will furnish for the Contractor’s use all necessary large equipment related to cafeteria operations and Starbucks Café operations. Preventative maintenance (PM) on all equipment (Government and Contractor owned) shall be performed by the Contractor or authorized vendor in accordance with the OEM’s recommended maintenance guidelines and per terms of the warranty for each equipment. The Government reserves the right to modify the PM plan on Government owned equipment with proper communication and agreement of the Contractor. PM shall be performed during regular working hours but may be performed during off-hours with appropriately cleared personnel and CO/COR permission. The Contractor shall submit the PM plan for all equipment no later than thirty (30) days of contract award to the CO/COR for review and final approval. All equipment in the cafeteria and Starbucks, and that located outside the cafeteria or Starbucks but related to cafeteria or Starbucks Café operations shall be maintained by the Contractor.

The Contractor shall be responsible for all fees, costs, or other charges incident to or resulting from equipment use under the contract – both Government and/or Contractor owned. The failure of the Contractor to perform PM on the equipment, misuse Government property, and/or acting negligently during equipment operation, may result in the Government obtaining the required services from a recognized maintenance provider and the associated costs will be assessed to the Contractor. Reasonable care shall be exercised in the use of space and Government-owned equipment, and, upon contract termination, the Contractor will yield such space and equipment back to the Government in the same condition as when it was received, except for wear and tear resulting from ordinary use, and damage or destruction beyond the Contractor’s control and not due to the Contractor’s fault or negligence.

The Contractor shall perform PM on all ducts and fans associated with the cafeteria’s grease hoods, in both the cafeteria and the roof of the JEH. The PM shall be performed as often as

Attachment D – Performance Work Statement Version 2.3 Page 13 necessary to prevent visible grease accumulation and in accordance with the Original Equipment Manufacturers (OEM’s) specifications.

The Government will be responsible for normal wear and tear including 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. The Contractor shall be responsible for all cost associated with repairs and replacement due to damage that occurs from unreasonable use or accidents. Damage may include extreme buildup of dirt or mold, stains on carpet or tile, 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 written permission of the CO/COR.

The Government is looking for an innovative cost-partnership approach of how equipment can be fixed or replaced when it breaks down. The Government wants to ensure all PM has been completed and any breakage of equipment is due to the natural life of the machine, not due to deliberate mishandling. The following draft is a sample of how a partnership approach could work. DRAFT - The Contractor shall be responsible for the cost of all minor equipment repairs.

Only individual equipment costs and/or replacements that are estimated to exceed ($) for materials or are estimated to exceed ($) in labor shall be presented to the COR for consideration for Government paid repairs where the Contractor shall cover the first ($) and the Government shall cover the rest. The Contractor shall obtain three (3) competitive quotes for each such repair for selection and authorization by the COR. If it is determined the cost of the repair is due to deliberate mishandling and/or failure to maintain PM, the Contractor shall be liable for the complete repair.

All required food service equipment and utensils not provided by the Government shall be provided by the Contractor. The Contractor shall provide maintenance and replace such equipment/utensils when necessary due to loss, depreciation, wear, breakage, or obsolescence including those as listed: carry-out plates, bowls, containers, beverage containers, disposable eating utensils, appropriate number of Point-of-Sale systems, menu boards, letters, price markers, napkins, napkin holders, small wares, safe, food preparation scales, sharpeners, utensils, kitchenware, appetizer plates, baking pans, baking sheets, chef’s knives, cleaning rags, cleaning supplies, dessert plates, entrée plates, fire extinguishers, hand soap, ladles, mixing bowls, pasta bowls, pizza paddle, pizza screens, plastic inserts for coolers, rubber floor mats, salad plates, sanitizer dispenser, stock / soup pans, sauce pans, spatulas, tongs, whisks, mixers, blenders, and any other equipment which was not provided by the Government but is needed to run successful food services at JEH.

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All items provided by the Contractor shall be of good quality, suitable for its intended use, and consistent with the quality of the various items provided by the Government. All equipment furnished by the Contractor shall be subject to approval of the CO/COR.

The Government owns a full set of serving dishes for formal occasions that the Contractor shall maintain and use when directed by the COR. The Contractor will wash and maintain the Government-owned dishes at no extra cost to the Government. The Contractor will provide appropriate napkins/linens for any informal gatherings and formal events for which the Contractor provides catering support.

The Contractor shall be responsible for the safety and security of all areas under the jurisdiction of the Contractor. The Contractor shall designate employees to ensure that all equipment has been turned off, lights and fans turned off, and doors locked when the food services is closed.

FBI Security, the CO, the COR, and the JEH Facilities Operation Unit personnel will have routine access to the food service facilities as needed for JEH building operations and building security purposes.

4.14 METHODS OF SURVEILLANCE:

The Government has the right to exercise surveillance methods by regularly scheduling health inspections by the District of Columbia Office of Health and conducting random inspections by the COR or a designated third-party inspector. The designated inspector will report solely to the COR and will not have any communication with the Contractor. Inspections results conducted by the COR, or any other party will not be addressed until the next scheduled meeting between the Contractor and the Government. The only exception to the COR communicating deficiencies to the Contractor at the time of inspection is due to a blatant disregard of safety or health to the customers of JEH.

4.15 FEDERAL REGULATIONS - BIOPREFERRED REQUIREMENTS

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 bio-based products.

Bio based products that are designated for preferred procurement under USDA’s Bio Preferred program must meet the required minimum bio-based content as stated in the USDA Final Rule available at www.biopreferred.gov. The Contractor should provide data for their bio-based products such as bio-based content.

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In addition to the bio-based products designated by the U.S. Department of Agriculture in the Bio Preferred Program, the Contractor is encouraged to use other commercially available bio-based products.

The Contractor shall comply with the provision at FAR 52.223.1, Bio based Product Certification.

The Contractor shall comply with the clause at FAR 52.223-2, Affirmative Procurement of Bio based Products under Services and Construction Contracts.

In addition to paragraph (f) of the Service Contract Act of 1965 (as amended), the Contractor shall be responsible for correcting unsanitary and / or hazardous conditions within the cafeteria and all franchised locations.

5 MODIFICATIONS AND LIABILITY

Any Contractor requests to modify the hours or days of service shall be submitted, in writing, to the CO/COR for approval. All hours may be adjusted by the CO/COR, as necessary, to accommodate the requirements of the FBI. The Contractor shall follow OPM guidance in the event of delayed openings and/or early closures. In the event of a Government-wide closure(s) or delay(s) due to weather events, the Contractor’s requirement to provide full or partial provisioning of hot foods shall be at the discretion of the COR or designee.

Subject to the detailed provisions stated above, 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. The Government assumes no liability for food loss as a result of equipment failure.

In the event of a fire, the Contractor shall ensure the facilities’ fire suppression and alarm systems are activated and following activation, immediately notify JEH security personnel and then the COR. 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 JEH Evacuation Plan. A copy of this plan will be provided to the Contractor upon award.

The Government will not be responsible in any way for damage or loss resulting from fire, theft, accident, or otherwise to the Contractor’s stored supplies, materials, or equipment, or the Contractor’s employees’ personal belongings. Any personal injury or physical damage to the JEH building or equipment resulting from fire or other causes shall be reported to the COR immediately. For all other accidents, the Contractor shall prepare and submit a report to the COR and the JEH Safety and Occupational Health Specialists within 24 hours of the accident/incident.

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6 DELIVERABLES AND OPERATIONAL REPORTS TO THE GOVERNMENT

The Contractor shall provide the COR or designee with regular financial reports related to the cafeteria and all franchised locations. All reports shall be provided to the COR or designee in softcopy in a Microsoft Excel version compatible with JEH information systems.

The Contractor shall meet monthly or as needed with the COR or designee to discuss mutual objectives, including but not limited to, service levels, wellness, sustainability menus, and marketing programs.

6.1 WEEKLY REPORTS

The Contractor shall provide a weekly report for the cafeteria and all franchised locations to the COR or designee within three (3) calendar days after the week’s end. The weekly report shall contain the total number of transactions per day and the dollar value of these transactions per every point of order system (cafeteria, Dunkin Donuts, and Starbucks Cafe).

6.2 MONTHLY REPORTS

The Contractor shall provide a monthly report for the cafeteria and all franchised locations to the COR or designee within fifteen (15) calendar days after the month’s end. The monthly report shall contain weekly overhead costs and profit labor statistics (to include number of employees, number of hours worked, and hourly wages); weekly expenses (to include labor costs, cost of products, cost of supplies, and other direct or indirect expenses); total number of catering services provided with their associated $ values; and overall weekly profit to the Contractor. The monthly report will also include any preventative maintenance completed on Government and Contractor owed equipment as described in Section 4.13 EQUIPMENT.

6.3 QUARTERLY REPORTS

The Contractor shall provide maintenance logs for all equipment, Government and Contractor owned, and all logs associated with the changing, inspection, or servicing of pest control measures. The contractor shall provide logs of quarterly floor maintenance as described in Section 4.7 - SANITATION, QUALITY AND FOOD SAFETY.

6.4 AS REQUESTED

As requested by the Government, the Contractor shall provide a report to the COR no later than five (5) business days after the request. An example of a report which could be requested several times a year is detailing the number of transactions per hour and dollar value of these transactions for five consecutive days.

7 COLLECTIVE BARGAINING AGREEMENT (CBA):

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At the time of this PWS’s development, an active CBA exists with the current Contractor. A copy of the CBA will be provided for the official solicitation.

8 TRANSITION-IN AND TRANSITION-OUT REQUIREMENTS

The Contractor shall provide a smooth transition from contract award to full operational status, and a smooth transition from the end of the contract’s period of performance to the phase in of a new food services contract if applicable. There shall be absolutely no breaks in cafeteria service at any point during the Transition-In and Phase-In processes.

8.1 CONTRACT INITIATION

Immediately after contract award, the Contractor’s key personnel identified in its proposal will be provided an opportunity to observe the food service facility to become knowledgeable in and familiar with their assigned areas of responsibility. Key personnel shall meet the requirements of franchise’s agreements and shall have experience related to operating cafeterias of similar size and fashion. All key personnel are subject for review by the CO/COR.

The Contractor shall provide an update to the transition in plan (TIP) it submitted with its proposal within fifteen (15) calendar days of award that outlines the process the Contractor will use for starting full cafeteria services and all franchised locations at JEH. The Contractor shall take into consideration the security requirements as listed in the contract that covers access to the JEH and determine a reliable date it can start providing services at full capacity at JEH.

The TIP shall include the transition team, its organization, and responsibilities, and shall minimize disruption to any services being provided by the incumbent. The TIP shall contain a complete listing of activities and milestones that must be completed before cafeteria and all franchised locations operations begin. The TIP shall include a transition schedule that clearly indicates the time required between contract award and cafeteria opening. The TIP shall contain logical work breakdown, key milestones, key personnel, and dependencies during transition and deployment. The TIP shall include communications with the Government to include periodic status updates and notification of milestone completions. The Contractor shall include identification of risks in the TIP and schedule, to include how the Contractor will mitigate the possible risks. The TIP will be important to the evaluation of cafeteria proposals because the Government wishes to minimize any down time between food service providers.

The Contractor shall provide an update to the Staffing Plan it submitted with its proposal within fifteen (15) calendar days of award. The Contractor shall staff the cafeteria, Starbucks, and Dunkin’ in accordance with the Staffing Plan it submitted with its proposal. Any changes and/or reductions in staffing are subject to CO/COR approval. On an as needed basis, as identified by the CO/COR, the Contractor shall provide a monthly staffing report.

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A physical inventory, of all equipment other than small wares, shall be made and provided by the Contractor to the Government within thirty (30) calendar days of award. An approved copy, signed by the CO or authorized designee, will be retained by the CO. At the beginning of the contract period, the Contractor shall inspect the premises thoroughly and note all problems in writing to the CO not later than five (5) business days of assumption of full responsibility for operations from the incumbent contractor. The Contractor and the CO shall sign and date the list of inspection finding and acknowledging the receipt of Government-owned equipment. At the end of the contract, both the Contractor and the CO shall inspect the premises and compare any damages found with the original inspection list. Throughout the contract period, and extensions thereof, the Contractor shall maintain current records of all equipment used in the cafeteria operation and properly indicating thereon all additions, replacements, and removals.

Within thirty (30) days after award, the Contractor shall submit an environmental plan that describes its system for identifying, complying with, and exceeding where possible, the various environmental, energy conservation, affirmative procurement program, recycling, use of environmentally preferable products and recycled content products, and other green standards set forth in the SOW.

Within fifteen (15) calendar days following contract award, the Contractor shall submit to the COR the brand name or manufacturer of any materials proposed for use in connection with the cleaning and janitorial services specified herein.

Within fifteen (15) calendar days following contract award, the Contractor shall submit to the CO and COR a list of the small wares and utensils which the Contractor will provide at the beginning of assumption of full responsibility from the incumbent contractor. Any small wares and utensils that the CO/COR determines would be unsuitable for the purpose, insufficient, or harmful to food service operations, will be rejected and replaced.

8.2 TRANSITION OUT

The Contractor shall provide a plan for the transition-out 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 if applicable; inventory and accountability procedures necessary to close out the contract.

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.

9 INQUIRIES FOR INDUSTRY DAY

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A list of questions the Government is interested in asking industry experts. (If additional information is needed to answer the questions, please inquire)

How much of a lead time is needed for there not to be a disruption of services?

Approximately how much staff is needed to run the cafeteria at JEH?

Is there any specialized equipment that would be required to operate the JEH Cafeteria?

Is it feasible to operate a cafeteria with a net profit?

What should be the appropriate hours of the cafeteria? (Determinations based on total sales, transactions/hour, or average check sales?)

What should be the appropriate hours dedicated to breakfast and lunch?

What is the appropriate amount of catering revenue and orders needed per week or month to offer catering services?

What would be the appropriate commission % (sales or profit) the FBI should receive from the performance of this contract?

How much of a lead time is needed to host catering events for groups of 20, 40, and 60 people?