DRAFT SOW_MicroMarket_Vending 445590.pdf

BROOKHAVEN NATIONAL LABORATORY

STATEMENT OF WORK

MANAGEMENT AND OPERATION OF ON-SITE MICRO-MARKETS

Prepared by: Aisha Thomas, Guest Services Division Manager

03/22/2024

Contents

INTRODUCTION

FACILITIES, SERVICES AND HOURS OF OPERATION

1. Population

2. Micro-Market s

3. Additional Micro-Marts

4. Days and Hours of Operations

GENERAL OPERATING REQUIREMENTS

CONTRACTOR RESPONSIBILITIES

1. Food Requirements

2. Disposable Products

3. Health Regulation

4. Training

5. Services Provided by BSA

6. Equipment

7. Audits

8. Rules and Security Requirements

9. Changes to BSA Facilities

10. Deliverables / Schedule:

OPTIONAL VENDING SERVICES:

1. Provide Vending Machines, and Vending Services Onsite:

APPENDIX A: MAP OF BROOKHAVEN CAMPUS

APPENDIX B: MAP OF NORTH AREA FACILITY AND APARTMENT AREA

BROOKHAVEN NATIONAL

LABORATORY STATEMENT OF WORK

INTRODUCTION

Brookhaven Science Associates (BSA) is seeking a qualified Contractor to operate Micro- Markets at the Brookhaven National Laboratory (BNL) site.

FACILITIES, SERVICES AND HOURS OF OPERATION

1. Population

a. BNL's staff numbers approximately 2,800 people which includes scientists, administrators, managers, technical, and support personnel. Of the 2800 employees, the average onsite population is between 1400 – 1600 people per day. This number does not include the different contractors working onsite or the Housing population numbers.

b. BNL has Housing accommodations for a semi-permanent population on site which averages an additional number of approximately 150 people which include employees, spouses, children, and companions. During the summer, an additional 200+ students are accommodated onsite for summer programs.

c. In addition, throughout the year the population can increase with Users, Guests, and Visitors from around the world coming on site to utilize BNL facilities for their experiments. In FY23 (October 1 – September 30), approximately 5,700 Users, Guests, and Visitors visited the site.

d. From June through September, the guests and users onsite significantly increase and during the Holiday season the onsite population significantly decreases.

2. Micro-Market s

a. The Contractor shall have Micro-Markets in the following areas:

• Building 400, multi-department office building.

• Building 911, at the Collider Accelerator Department (C-AD).

• Building 740, at the National Synchrotron Light Source II

(NSLS-11).

b. The Contractor shall supply their own equipment.

c. The Micro-Markets are designed to be unattended, reducing labor cost to only servicing of the facility.

3. Additional Micro-Marts

a. In the event that BSA identifies a need or request for additional micro-market installations, the Contractor shall perform a site assessment and make recommendations for the potential additional Micro-Market locations on the BNL campus. If acceptable to both parties, the Contractor shall operate and maintain any additional Micro- Markets as agreed.

4. Days and Hours of Operations

a. The Micro-Markets shall be open 24 hours a day, 7 days a week and 365 days a year.

b. BSA's Holiday schedule can be found at the following link and is updated annually, http://www.bnl.gov/bnlweb/Admin/holidays.php. The Contractor shall follow all notifications regarding site openings and closings due to any weather or emergency requirements.

Notifications can be found on the BNL homepage website at www.bnl.gov.

GENERAL OPERATING REQUIREMENTS

1. The Contractor shall maintain adequate stock to provide sufficient product to accommodate service demand and fluctuations.

2. Fresh stock shall be delivered regularly to ensure all Micro-Markets are stocked consistently. There will be no Contractor access on weekends or holidays. Therefore, all deliveries should take into consideration being stocked enough to last the entire weekend including extended holiday weekend.

3. All work shall be performed in strict accordance with the Suffolk County Department of Health Sanitary Code Article 13.

4. The Contractor shall be able to accept payments for purchases by major credit/debit cards (e.g. Visa, MasterCard, American Express, etc.).

CONTRACTOR RESPONSIBILITIES

1. Food Requirements

a. The Contractor shall supply the Micro-Markets with fully stocked food items such as fresh sandwiches, salads, assorted beverages, assorted frozen food products, assorted breakfast style products, assorted fruit selections, entree type products and other appropriate food items to represent the diverse populations throughout the site. No http://www.bnl.gov/bnlweb/Admin/holidays.php http://www.bnl.gov/ http://www.bnl.gov/ food shall be prepared on site.

b. All packaged foods shall be properly labeled with ingredients and any potential allergens. All packaged foods shall have an expiration date clearly visible on the label and not offered for sale beyond the expiration date.

c. The Contractor shall provide condiments including, but not limited to; ketchup, mustard, mayonnaise, sugar, half-and-half, and other related items. The Contractor shall ensure that all such products are not kept past their expiration date.

2. Disposable Products

a. The Contractor is responsible for providing all disposable products (no Styrofoam) that are bio-based/EPP unless extenuating circumstances are provided in advance and approved, in writing, by BNL. Products shall include, but are not limited to;

napkins, utensils, beverage containers, bags, and other related items.

3. Health Regulation

a. The Contractor must conform to any applicable NY State or local regulations and industry standards/guidelines pertaining to transport and storage of food.

4. Training

a. All personnel doing construction-type work on site must attend Contractor/Vendor Orientation training (CVO) (may be up to a 1/2 day) and any applicable training that may be associated with the type of work being performed.

b. Non-construction personnel performing work onsite (e.g. deliveries) are required to attend Guest Site Orientation (GSO) and any applicable training that may apply to the type of work being performed.

c. The Contractor must submit a Job Hazard Analysis (JHA) for all tasks being performed. This JHA must be reviewed and approved by a BNL Environmental Safety and Health Representative (ESHR) before any work is started. BNL can provide a template for a typical JHA for informational purposes.

d. Contractors must provide their staff with all required Personal Protective Equipment necessary for the work being conducted. Additionally, the Contractor must review all BNL Work Permits with a BNL ESH and acknowledge this by signing the permit.

5. Services Provided by BSA

a. The Contractor will have use of specified locations in

Buildings 400, 911, and 740 and any other.

b. BSA assumes the following responsibilities:

1. Provide and maintain electricity, internet access, and such utility services as may be reasonably required for the efficient operation of the Micro- Market

2. Provide each Micro-Market space with microwaves

3. Vector Control Services

4. General security and fire protection

5. Provide and empty waste and recycle containers

6. Equipment

a. BSA approval is required for all equipment the Contractor furnishes. The Contractor shall submit a list of equipment to the designated BSA Technical Representative for consideration and approval.

7. Audits

a. The Contractor shall be subject to periodic audits and inspections of Food Services by a representative of BSA.

The audit may include a review of:

1. Food quality, presentation, merchandising;

2. Food delivery temperature upon arrival;

3. Operational performance from a scheduling/supply perspective;

4. Other related conditions and/or practices.

8. Rules and Security Requirements

a. It shall be the responsibility of the Contractor to return to the BSA Technical Representative any and all personnel identification badges to BSA within one (1) business day of personnel no longer employed with the Contractor or for employees removed from the premises at the request of

BSA.

b. The Contractor shall control keys issued by BSA to prevent loss or use by unauthorized persons. Lost keys shall be reported to the BSA Technical Representative immediately after awareness of the loss. The Contractor shall not duplicate BSA provided keys.

9. Changes to BSA Facilities

a. The Contractor shall not make any alterations, additions, or improvements in or to BSA facilities without first contacting their BSA Technical Representative and obtaining prior concurrence of the Guest Services Division Manager or designee, and subsequent written approval by Procurement and Property Management (PPM) in the form of a properly executed Contract modification.

b. No signs, advertisements, or notices of any kind shall be inscribed, printed, or affixed to any part of the space occupied by the contractor, or anywhere else within the BSA site, without prior written approval of the BSA Technical Representative.

10. Deliverables / Schedule:

a. The Contractor shall provide quarterly reports regarding sales data by the 5th business day after the quarter ends.

The quarters are Oct. -Dec., Jan.-Mar., Apr.-June, and July- Sept.

b. The Contractor shall provide, to the Technical Representative, a Safety Data Sheet (SDS) for any chemicals used onsite in the performance of the resultant contract to be approved by the Chemical Evaluation team.

c. The Contractor shall obtain and maintain all permits, licenses, and insurance required by BSA, of its vendors to keep on record and up to date for BSA review at any time.

OPTIONAL VENDING SERVICES:

1. Provide Vending Machines, and Vending Services Onsite:

In the event that the NYSCB provides written refusal to provide Vending Machines and Vending Services, Brookhaven Lab may offer an opportunity to the contractor to provide and service vending machines onsite at, but not limited to, the following locations:

B400, B179, B488, B740, B743, B745, B911, B510

Under the Randolph-Sheppard Act, the New York State Commission for the blind (NYSCB) has first right of refusal to provide Vending Machines and Vending Services onsite at Brookhaven National Laboratory.

APPENDIX A: MAP OF BROOKHAVEN

APPENDIX B: MAP OF NORTH AREA FACILITY AND

APARTMENT AREA

Guest Services Division Building # 400 P.O. Box 5000 Upton, NY 11973-5000 www.bnl.gov