Draft Statement of Work Cafeteria.docx

DRAFT STATEMENT OF WORK – CAFETERIA

September 11, 2024

SUBCONTRACT NO. TBD

I. Introduction Subcontractor shall provide Food Services (hereinafter also called “Services”) for the Lawrence Berkeley National Laboratory (LBNL or University).

Services shall be performed by the Subcontractor at the main LBNL site in Berkeley, CA and with the possibility of certain off-site laboratory facilities. The main cafeteria is located in building 54. Currently, off-site locations include facilities in West Berkeley, Emeryville, and Richmond.

Well-balanced, wholesome, nourishing daily menus shall be provided. All food must be displayed and merchandised in an attractive manner. Food must be freshly prepared on the University's premises, from fresh ingredients. The Subcontractor is expected to be flexible and attuned to changing food trends. At minimum, daily menus should include: hot vegetarian option, soup and salad bar, hot entrees, and deli style sandwiches.

The University is committed to the wellness of its employees; therefore, attention must be given to menus that promote wellness. A "healthy alternative" is required for all service stations. Subcontractor is expected to provide a healthy selection of foods that are low in fat, high in fiber, and contain less salt and sugar.

Services shall be provided at a minimum between 7:00 a.m. to 3:00 p.m., Monday through Friday, except for the University’s observed Holidays, located at https://hr.lbl.gov/resource/berkeley-lab-holiday-calendar/.

II. General Requirements for Cafeteria, Catering Operations and Vending Services

The Subcontractor shall provide the following general requirements for cafeteria, catering, and vending operations:

A. Personnel

The Subcontractor shall provide prompt, efficient service response continually and willingly offered by well-trained personnel. Personnel should be courteous and offer a pleasant demeanor and attitude at all times. The Subcontractor is expected to create a working atmosphere that fosters pride, teamwork and productivity.

The Subcontractor shall provide skilled personnel, in adequate numbers to provide the required Services. The Subcontractor shall be responsible for recruiting, training, supervising and disciplining all of its personnel and, when necessary, discharge any personnel providing Services to the University. In addition, the Subcontractor shall require its employees to comply with all instructions and regulations as specified by the University. Subcontractor will promptly remove an employee upon request of the University.

1. Management

The Subcontractor’s District Manager (or equivalent) shall oversee the management of all aspects of the Cafeteria/Catering and Vending Services. The Subcontractor shall obtain the approval from the University prior to assignment or replacement of any on-site manager. The University reserves the right to require the Subcontractor to end an assignment and replace any on-site manager.

The Subcontractor shall have appropriate Subcontractor management personnel available on call, 24-hours/day, M-F, for emergencies. The Subcontractor shall provide and maintain a listing that identifies the names and phone numbers of Subcontractor personnel whom the University may contact in such situations. The listing shall be provided to the University’s Technical Representative.

2. Cafeteria and Catering On-site Management and Supervision

The Subcontractor shall provide qualified on-site managers to administer and manage all aspects of the cafeteria and catering. The Subcontractor shall obtain the approval from the University prior to assignment or replacement of any manager.

Cafeteria and Catering On-site Management Qualifications - Managers will have a minimum of three (3) years prior experience in an operation, with similar or related management duties and responsibilities before assignment to LBNL. The University reserves the right to interview the management candidate(s) before assignment to LBNL.

Two Year Commitment: Subcontractor is required to make a commitment to maintain the approved management in the account for a minimum of two years. Exceptions would be resignations or removal for cause. The managers shall not be transferred or reassigned without notification to the University’s Technical Representative, and no transfer or reassignment shall take place until the University approves a suitable replacement. The replacement shall be thoroughly trained at the Subcontractor's expense.

On-site Managers: On-site management shall be on duty in the serving areas during all meal periods and shall monitor Subcontractor personnel performance to assure a high quality of service is continuously provided.

In addition, on-site management shall also be on duty to oversee any functions outside normal business hours and special events, i.e., VIP dinners, award ceremonies, dignitary receptions, etc.

3. Training

The Subcontractor shall have a formal training program to ensure that Subcontractor personnel have the knowledge, skills and abilities to perform their jobs safely. Subcontractor personnel will be required to complete LBNL on-site training requirements.

4. Uniforms

Subcontractor employees shall be appropriately uniformed while on duty. The term "appropriate" is interpreted to include all apparel, visible nametags, hats, and/or hairnets, as standard in the industry. Uniforms shall be distinctive and identify them as Subcontractor employees. The University reserves the right to approve the type and design of all uniforms.

At all times the Subcontractor's cafeteria and catering staff shall maintain a clean and neat appearance.

5. Food Handling Requirements and Health Examinations

The University requires that all Subcontractor's employees engaged in the preparation, handling, serving and storage of food meet both state and local Health Department requirements and the University's health requirements for such activity. Subcontractor shall certify to the University that all employees assigned to the University meet the requirements stated above and follow prescribed sanitation procedures, i.e., hand washing, personal hygiene, hair restraints, etc.

The University reserves the right to require the Subcontractor's employees assigned to the University undergo annual physical examinations and further reserves the right to require additional tests for communicable diseases as may reasonably become necessary. Subcontractor shall remove from the premises any of Subcontractor's employees who impose a health or safety threat upon any of its patrons.

If one of the Subcontractor's employees, assigned to the premises under this Subcontract, contracts a communicable disease (other than the common cold or flu), it will be the Subcontractor's responsibility to notify the University within 4 hours. Any such employee must satisfactorily undergo all appropriate medical examinations conducted by the University's medical facilities before returning to or continuing work.

6. Equipment

· Maintenance, repairs and replacement of moveable equipment are to be at the the responsibility of the Subcontractor

· Major equipment (e.g. stoves, ovens, refrigerators, pizza ovens, steaming kettles, etc.) when no longer functional shall be replaced by the University.

· Maintenance, repairs and replacement of non-moveable equipment (equipment fixed to the building) are to be the responsibility of the University. This includes all hoods, exhaust ducts, walk in refrigerator/freezer, boiler, etc.

B. Minimum Food Quality Standards

The minimum food quality standards shall be as follows:

1. Meat Products

The Subcontractor shall comply with the current “Meat Buyer Guide”, a publication of the National Association of Hotel and Restaurant Meat Surveyors, for all primal and fabricated meat cuts. All meat products shall be obtained from slaughtered, processed, and manufactured in plants operated under a USDA inspection program and shall bear the appropriate USDA seal, and shall be free of objectionable odors or other signs of deterioration. No preservatives, tenderizers, or coloring agents shall be added to any fresh meat products. Sanitary processing information shall be obtained upon delivery of meat products. Subcontractor shall maintain documentation assuring that meat providers/subcontractors meet sanitary processing requirements and shall be made available to the University upon request.

2. Fish and Seafood

Depending upon market availability, fresh fish and seafood shall be offered by the Subcontractor. When not available, frozen fish may be provided, as a substitute for fresh, however, it shall be from nationally distributed name brand products packed under continuous inspection of the U.S. Department of the Interior.

3. Coffee

The Subcontractor shall only provide PEET’s coffee.

4. Other Items

For other items not specifically identified above, the Subcontractor shall only provide nationally distributed name brand products or University approved Subcontractor in-house brand products.

C. Minimum Grading Requirements

The Subcontractor shall provide the following minimum grading requirements for all graded meat cuts, dairy products, fruits, vegetables, baked items and juices:

Item Grade

or less.

b. Lamb, Provisions Choice or Prime and Variety Meats, Fresh Fruits and Vegetables Pork Quality cuts

c. Poultry, USDA Grade A Fruits, Vegetables and Juices (canned or frozen)

d. Eggs and Dairy Products Cage Free, Fresh USDA; or State Graded “AA” (Eggs: Large)

e. Fish and Seafood If available, fresh fish and seafood are preferred. Frozen fish must be a nationally distributed brand, packed under continuous inspection of the U.S. Department of Interior.

f. Sausage Products Grade Number "1" from Federal, State or city inspected plants

g. Baked Goods Ready to serve - top quality

h. Baked on Site Freshly prepared from quality products.

All other food products shall be of comparable quality. The University may forbid the sale of any commodity, which if, in its sole opinion, may deem inappropriate.

D. Environmental, Safety and Health Requirements

1. Sanitation and Food Safety Programs

Impeccable cleanliness and sanitation is required of all food service equipment and facilities. Facilities shall be maintained in a clean and sanitary condition at all times before, during and after all meal services. Food service facilities and ancillary equipment, e.g., microwave ovens, vending machine areas, and catering equipment, shall be subject to the University's inspection at any and all times.

The Subcontractor shall comply with the U.S. DEPARTMENT OF HEW PUBLICATION NO. FDA 78-2081, “FOOD SERVICE SANITATION MANUAL” AND CHAPTER 4, DIVISION 22 OF THE CALIFORNIA HEALTH AND SAFETY CODE, “CALIFORNIA UNIFORM RETAIL FOOD FACILITIES LAW.” for all food preparation, serving, and storage.

In accordance with the California Uniform Retail Food Facilities Law (CURFFL), located at http://www.acgov.org/aceh/food/curffl.pdf, the Subcontractor shall report all suspected or alleged cases of food poisoning to the University Technical Representative and the University’s Hazards Control Department. The University shall be notified within four (4) hours of suspected or alleged cases of food poisoning.

The Subcontractor shall conduct monthly sanitation self-assessment inspections of the cafeteria and submit monthly reports to the University Technical Representative within 5 days of the inspection. The University’s Facilities Department will conduct semiannual cafeteria inspections to assure the Subcontractor is in compliance with applicable standards for food preparation, handling, serving and storage. Subcontract shall contact the University Technical Coordinator to make arrangements. Costs associated with this inspection shall be borne by the Subcontractor (approximately $2,019 each). The Subcontractor shall take immediate corrective action to resolve all non-compliance issues as determined by the University.

The Subcontractor shall establish and adhere to a Hazard Analysis Critical Control Point, HACCP for each unit. To prevent the growth of harmful bacteria, the Subcontractor shall ensure that easily perishable food and beverages are continuously stored below 7 degrees C (41 degrees F) when not in use and the Subcontractor shall keep heated foods continuously above 60 degrees C (140 degrees F) during all serving periods.

In addition to the testing of food that Subcontractor conducts in providing the Services, Subcontractor shall immediately report to the University's Technical Representative and promptly have food products tested whenever claims of putrefaction or illness or injury are made in connection with such food.

2. Workplace Safety

The Subcontractor shall comply with its corporate safety plan and participate in the Safety Program at the University and all other required safety training for Subcontractor personnel.

Subcontractor is expected to provide a safe environment for all personnel and its customers, with safety inspections conducted on a regular basis no less frequent than every three months. Any safety concerns regarding equipment and/or premises must be reported at once to the University's Technical Representative. Copies of all safety inspections shall be sent to the University's Technical Representative.

Subcontractor shall conduct monthly safety meetings and provide employee training in such areas as, but not limited to, the University's "Stop Work Policy," building evacuation procedures, use of fire extinguishers and Material Safety Data (MSD) sheets, handling of hazardous materials in the workplace, back injury prevention, CPR, and food handling, storage and preparation health hazards and appropriate health precautions.

Subcontractor will prepare and maintain an employee Injury and Illness Prevention Program (IIPP) in compliance with current requirements of the Labor Code of the State of California.

3. Chemical Inventory and Storm Water Pollution Prevention

The Subcontractor shall comply with the LBNL CHEMICAL TRACKING INVENTORY AND PROCEDURES and the LBNL STORM WATER POLLUTION PREVENTION PROGRAM’S BEST MANAGEMENT PRACTICES, in all operations (refer to LBNL website for these documents). All chemicals will be stored in an isolated area away from food. A chemical storage cabinet will be provided.

A chemical inventory of cleaning products will be required annually.

4. Sustainability and Waste

The Subcontractor shall comply with the University’s Sustainability and Standards for Operations related to food services, food service ware, and food waste.

The Subcontractor shall participate in the University’s recycling program. The Subcontractor shall be responsible for sorting cans, paper, foam, glass, compostable and plastic items used within the cafeteria and catering operations. The Subcontractor shall break down all cardboard boxes. The University provides collection receptacles.

The Subcontractor shall provide a reusables program for to-go containers. All food service ware shall be compliant with the Acceptable Food Service Ware guidelines.

E. Graphics

The Subcontractor shall not display corporate identity graphics on the University’s premises or conduct promotions or giveaways, without prior written approval of the University.

F. Janitorial Service

In accordance with the University’s SANITATION AND MAINTENANCE SCHEDULE as attached in Table 1 below, the Subcontractor shall provide janitorial service in those University areas specified in the table.

The Subcontractor shall exercise all reasonable precautions to minimize insect and rodent harborage other than abatement. Abatement will be conducted by the University.

G. Work Space Restrictions Subcontractor's activities shall be limited to areas necessary to provide food and vending services at the LBNL site, unless otherwise authorized. LBNL facilities may be used only to service LBNL functions.

The University facilities shall not be used in connection with any operations not included as part of University operations.

H. Management Meetings Subcontractor shall hold quarterly “Management Meetings” to inform the Technical Coordinator, Procurement Specialist(s), and key users of the catering services of issues and or topics of importance, concern and/or news. The list of invitees shall be coordinated with the University Technical Representative.

I. Pricing and Portions A price and portion guide will be maintained by the Subcontractor so that the cafeteria on-site manager will have the latest prices and portions on file in his/her office.

Subcontractor will accept credit card, ATM and cash payments.

J. Point of Sale Subcontractor will ensure adequate staffing and technology to minimize wait times in all areas of the cafeteria.

TABLE 1 - CAFETERIA SANITATION AND MAINTENANCE SCHEDULE FOR BUILDING 54

INSIDE (Serving & Dining)

Responsible Party

Recommended Schedule

Bug & Fly control inside and 3 foot perimeter outside building (according to Laboratory policy on the use of chemicals)

Pest Control Subcontractor

LBNL

Rubber floor mats picked up in service are Rubber floor mats steam cleaned in service area Food Subcontractor Food Subcontractor Daily Daily

Recycling containers in dining & serving areas (emptied and wiped) Trash and recycling containers emptied and wiped as required during service hours

Custodians (LBNL) Food Subcontractor Daily As required

Party Recommended Schedule

Cobwebs on walls & spot cleaning as needed (Above 5') Cobweb on walls & spot cleaning as needed (Below 5' Custodians (LBNL) Food Subcontractor Weekly Weekly

Furniture arranged to meet ADA & Fire Code (all cafes) Tables & Chairs washed & cleared before & after lunch Food Subcontractor Food Subcontractor Daily Daily

Recommended Schedule

Recommended Schedule

Recommended Schedule

RESTROOMS

Responsible

Recommended Schedule

INSIDE INFESTATION

Responsible

Recommended Schedule

Recommended Schedule

Abatement

LBNL

Monthly

Delivery entrances washed down Use spill absorbent (kitty litter) to contain material/liquid and mopped Food Subcontractor Food Subcontractor Weekly As Needed

Trash compacted Food product (wet & dry garbage) trapped in screen liquids in sink Food Subcontractor Food Subcontractor Daily Daily

Recommended Schedule

Paid by LBNL Group

As Needed

Paid by LBNL Group As Needed