DRAFT Statement of Work_DARPA Food Service Concessions_9.25.24.pdf

25 September 2024

DRAFT

Statement of Work Food Service Concessions at the

Defense Advanced Research Projects Agency in Arlington, Virginia

1. Introduction

The Defense Advanced Research Projects Agency (DARPA) aims to enhance the amenities available to its tenants by establishing a fully functioning cafeteria. The cafeteria will serve as a vital resource for providing daily meal options to employees and visitors promoting convenience and satisfaction within the workplace environment. There is no direct public access to the café.

Only cleared visitors and DARPA staff have access. The DARPA facility houses ~1,300 badged personnel (~850 onsite daily) along with ~1,000 per month.

DARPA’s objective is to have an operating cafeteria that will be able to serve breakfast, lunch, and a multitude of snacks available to the workforce. This SOW is to outline the responsibilities and expectations under this contract.

2. Project Objectives

The Contractor shall ensure/provide:

• High quality delicious real, whole, and minimally processed food items are prepared with fresh ingredients, minimal sugar, and local sustainable sources including high quality proteins and plant-based options.

• Cleanliness and hygiene standards meet or exceed federal health department requirements.

• All required personnel, management, insurance, and other items necessary to provide services to DARPA are available.

• All labor, supervision, management, management support, transportation, equipment (other than DARPA building provided equipment), tools and materials for the kitchen and serving area.

• Prompt and courteous customer service is executed.

The DARPA Facilities and Logistics Directorate (FLD) will oversee the project and provide necessary approvals via a Contracting Officer’s Representative (COR). The contractor’s proposed program should include a program to mitigate outside competition and maximize operational success of the contractor’s program in the DARPA cafeteria.

3. Scope of Work

The Contractor shall establish and operate the food service facilities for the purpose of dispensing food, nonalcoholic beverages, and such other items as may be authorized by the COR, in accordance with all terms and conditions specified in this Statement of Work (SOW). The food service will be provided at 675 N. Randolph Street Arlington, VA. The food service will be held in the cafeteria on the first floor, and it will be optional for the Contractor to provide catering for events happening in other parts of the building.

The Contractor shall staff all food service five days a week, Monday through Friday, times ranging from 6:30 a.m. – 2:00 p.m. Eastern Time (ET). The Contractor shall provide the required service with foods of high quality and reasonable prices comparable to that available from similar type providers of food service operations, to consist of serving breakfast, lunch, and Grab n Go.

The scope of this project includes but is not limited to:

• Outfitting the current cafeteria kitchen space within the premises, i.e., kitchen equipment not included as part of the space (pots, pans, cooking utensils, mixing bowls, etc.).

• Breakfast, Monday through Friday (6:30 a.m. to 11:00 a.m. ET). Menu shall include but not limited to pastries, muffins, assorted fruit, parfait, hot/cold cereal, breakfast sandwiches, hot breakfast meals, Grab n’ Go items, and a beverage assortment to include water, juices, soft drinks, energy drinks and coffee services. Coffee barista offering specialty beverages preferred.

• Lunch, Monday through Friday (11:30 a.m. to 2:00 p.m. ET). Menu shall include but not limited to grill sandwiches, at least one Specialty of the Day (to include sushi) and one hot meal option, salads, deli-style sandwiches, soup of the day, Grab N’ Go, desserts, and an assortment of beverages.

• Grab and Go, 24 hours, 7 days a week. Menu shall include but not limited to freshly prepared salads, sandwiches, snacks, fruit desserts, and beverages.

• An assortment of snacks and beverages available for purchase throughout the hours of operation.

• Managing food preparation, storage, serving, and disposal in compliance with healthy and safety regulations.

• Implementing efficient service operations, including cashiering, cleaning, and customer service.

• Operating during specified hours (6:30 a.m. – 2:00 p.m. for breakfast and lunch, 24/7 snack and drink options) to accommodate peak demand times.

• Providing catering services for office events and meetings upon request.

DARPA will provide initial cafeteria equipment. Please reference Attachment A, 675 Café Floor Plan for information on what will be provided. The contractor shall propose pricing for food items that align with market rates and DARPA expectations.

Regular inspections and audits to ensure compliance and operational standards will be conducted for quality assurance responsible for implementing a customer feedback mechanism to gauge satisfaction and make necessary improvements. This will be a continuous survey that will be able to address issues promptly.

It shall be the responsibility of the Contractor to provide a variety of quality prepared foods that are a model for wellness and sustainability and in accordance with 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, organic, healthy, and light eater. 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 the Health and Sustainability Guidelines for Federal Concessions and Vending.

During each serving period, easy-to-read menus with prices listed shall be prominently displayed. Menus shall be posted at or near the cafeteria entrances and at the service points. All customer signage, menus, etc. must be printed (no hand-written signs are permitted).

The Contractor shall be required to conduct/attend an initial kick-off meeting with the COR and the FLD within fifteen (15) calendar days of award.

4. Contractor Responsibilities

4.1. Liability

4.1.1. The Government will 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 or the contractor loss of revenue as a result thereof. 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.

4.1.2. At the Contractor’s expense, the Contractor shall obtain and maintain all permits and licenses, and comply with all federal, municipal, and state laws, rules,

4.2. Sanitation and Quality

4.2.1. 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. To the degree possible, the Contractor will purchase food that is produced locally and regionally of certified organic products that can be offered at market comparable prices (financially sustainable) that should be available on the menu.

4.2.2. The most recently published Food Code, U.S. Public Health Service publication1 and all local codes and regulations relating to food service sanitation and procedures shall be adhered to by the Contractor.

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

4.2.4. This contract requires that a certified food handler (as required by Health Department) to be on the premises during all operating hours.

4.2.5. Any suspected outbreak of illness, whether involving employees or visitors, is to be reported immediately to the Agency and COR and investigate to determine the source of the outbreak. (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).

4.3. Food Transportation

4.3.1. Food Transportation/Deliveries must be consistent with Public Health Code. The

Contractor will be responsible for making sure that all perishable foods will be ordered from a licensed food distributor, which will guarantee that the food is protected against physical, chemical, and microbial contamination as well as against deterioration of the food and the container.

4.4. Procedures for Future Price Adjustments/Changes

4.4.1. DARPA FLD must be notified when price adjustments/changes exceed 25%

(promotional menu items are excluded). There must be a minimum of a 10-day notice so that the customers can be made aware of the change.

4.4.2. 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 is 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.

4.4.3. If the price change/adjustment is accepted by the COR, 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.

4.5. Sustainability

4.5.1. The Contractor shall provide "Green" disposable products including products that are petroleum-free, containing 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, ect.) constructed of Polystyrene Foam is prohibited.

4.6. Recycling

1 https://www.fda.gov/food/retail-food-protection/fda-food-code , https://www.fda.gov/food/fda-food-code/food-code-2017

4.6.1. The Contractor shall participate and integrate with the recycling program (i.e.

cardboard, aluminum, metal cans, plastic, glass, etc) operated by DARPA in the building. DARPA is responsible to collect, store, and recycle grease and cooking oils.

4.7. Personnel and Supervision

4.7.1. The Contractor shall employ sufficient personnel to maintain sanitary conditions and satisfactory service which will ensure prompt and efficient service. All employees must be sober, conscientious, neat, courteous, and free from communicable diseases. The Contractor must provide training to employees to ensure competent performance in all areas associated with these services.

4.7.2. The Contractor is required to provide a professional, full-time, qualified food service person to act as manager of the facility. The Contractor’s Manager will be delegated the authority, and shall be able to effectively manage the day-to-day operation of the facility relative to supervision and training of personnel, menu planning, purchasing, cost control, sanitation, customer satisfaction, etc.

4.7.3. At all times while on duty, the Contractor's employees shall wear a distinctive professional looking uniform, wear a hair net and or other suitable lined covering, appropriate gloves while handling food, and a legible name badge.

4.7.4. The COR reserves the right to direct the removal from the building of any employee(s) from assignment under this contract if it is in the best interest of the operation of the concession.

4.7.5. The Contractor must provide adequate, trained relief personnel to substitute for the regular employees when they are absent (scheduled or unscheduled) in order that a high-quality service operation will be always maintained with consistency of standards.

4.7.6. The Contractor and the on-site Contract Manager shall demonstrate the necessary knowledge and abilities to effectively operate, manage, and supervise food concessions and a catering program to include:

4.7.6.1. Physical security, cash accountability, property accountability, key control, marketing, safety, environmental policies, personnel management, quality control, and quality assurance requirements.

4.7.7. All personnel used in the performance of this contract shall be able to read, write, and speak English at a fluency level sufficient for efficient performance.

4.7.8. This contract is covered by the Service Contract Act of 1965 (Service Contract Labor Standards). The Contractor shall comply with all requirements of the Act(s) and shall pay wages and fringe benefits not less than those specified in the wage determination issued by the Department of Labor for the areas in which the concession operation is located. The Contractor shall be responsible for paying all applicable federal, state, and local taxes, fees, and assessments throughout the performance.

4.7.9. Equal Employment Opportunity. Federal and State laws governing worker's compensation, equal employment opportunity, and discrimination are applicable in full force, and DARPA incurs no obligations or liability for labor disputes, worker compensation, or resultant litigation.

4.8. Security Requirements

4.8.1. DARPA retains full and complete authority over granting, denying, withholding, or terminating clearances for employees. The Operator will submit personal information (e.g., full name, social security number, date of birth, etc.) of everyone who will be working under the permit. These forms will be submitted for new and replacement employees before entrance on duty. Employees that fail to submit all the required documents and are found working at the 675 N. Randolph Street, Arlington VA facility will be immediately removed from the building until all the required documents have been submitted.

4.8.2. The Contractor and their employees will have a background check prior to the start of contract performance. When the period of performance is complete or individual contractor personnel leave work on this contract, personnel will return all access cards and DARPA identification cards within 5 business days.

4.9. Maintenance, Repairs and Replacement of Equipment

4.9.1. The Contractor is responsible for the maintenance, repairs, and servicing of all government owned equipment it uses at the 675 N. Randolph Street, Arlington VA location. Preventive maintenance should be in accordance with the manufacturer's suggested maintenance guide for each individual piece of equipment. The Contractor will submit to the COR an annual preventive maintenance schedule.

4.9.2. 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.

4.9.3. 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.

4.9.4. DARPA is responsible for Fume Hood Maintenance. The FLD will coordinate needs and ongoing maintenance support on an as needed basis.

4.10. Cleaning and Janitorial Services

4.10.1. The Contractor agrees to furnish all labor, supplies, materials, equipment, and supervision sufficient to maintain the Grab n’ Go areas and food service equipment (excluding hoods) within its areas of responsibility in a clean, orderly, and sanitary condition always. The Contractor shall be responsible for the cleaning and maintenance of the serving area floors and cafeteria floors. The Contractor shall maintain the serving area floors in a clean condition and spillage free during service hours.

4.10.2. The Contractor shall establish and maintain a “Kitchen Best Practices Program” to ensure cleanliness standards are followed. The program shall include proper cleaning, storage, and disposal procedures for biodegradable, slow biodegradable, and non-biodegradable items 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 follow the standards set forth in ASTM E 1971-98 Standard Guide for Stewardship for the Cleaning of Commercial and Institutional Buildings or choose products that are certified by Green Seal Standards for “Industrial and Institutional Cleaners (GS-37)”.

4.10.3. DARPA will be responsible for the maintaining and cleaning dining room and be responsible for removing trash from the dining room collections points during and after service periods. The Contractor shall be responsible for keeping the cafeteria seating area orderly during service hours.

4.10.4. The contractor daily/as needed should:

4.10.4.1. Clean the serving line as required during service hours and clean tables, chairs and floor areas.

4.10.4.2. Sweep and damp mop kitchen floors, including walk-in coolers and floors in serving areas.

4.10.4.3. Clean floors in service and kitchen areas.

4.10.4.4. Spot clean reachable area of the tile walls and posts in the kitchen areas.

4.10.4.5. Clean tray rails and glass sneeze guard over serving and salad lines.

4.10.4.6. Clean trash can and/or dump containers.

4.10.4.7. Thoroughly clean inside of coffee urns, all beverage dispensers, hot and cool food pass throughs.

4.10.4.8. Stock sufficient level of plastic ware, paper goods, paper cups, and trays which shall be maintained during hours of operation.

4.10.4.9. Clean all cooking equipment in server and kitchen areas.

4.10.4.10. Cardboard boxes shall be broken down and placed in recycle bins or placed in a location designated under the building recycling program.

4.10.5. The contractor weekly should:

4.10.5.1. Clean tray stands, areas, and hood filter.

4.10.5.2. Damp wipe all doors.

4.10.6. The contractor monthly should:

4.10.6.1. Coordinate with DARPA for the removal of used grease from the premises.

4.11. Telephone and Internet Connection.

4.11.1. The contractor is responsible to install and pay for the telephone system, POS systems, computers and other computer connections/lines etc. as needed to fulfill obligations under this permit.

4.12. Rodent Control

4.12.1. The Contractor will contract, pay for, and maintain an effective foodservice related program for Rodent/Pest Control.

4.13. Trash Removal

4.13.1. The Contractor is responsible for transporting back of house trash (material that cannot be composted) to building trash container location.

4.14. Inspection

4.14.1. The Contractor is responsible for the day-to-day inspection and monitoring of all contract services performed to ensure compliance with contract requirements. The results of all inspections conducted by the Contractor shall be documented on inspection reports (warranted as presented) and made available to the COR as required, or on the last workday of each month.

4.14.2. The Contractor shall ensure that this contract’s required services meet the quality standards outlined herein. All work performed under this contract shall be highest quality, be consistent with best industry practices, assure timely provision of services, and achieve optimum tenant Agency satisfaction.

5. Deliverables

Prior to the start of food service at the DARPA café, the Contractor shall provide the following:

• Valid Certificate of Insurance, Attachment B.

• A diverse menu offering breakfast, lunch, snacks, and beverages to include but are not limited to:

o Bottled fruit juices and blends, sodas, water, milk, and energy drinks.

o Coffee barista offering specialty beverages preferred.

o Pre-packaged snack items to include pretzels, baked potato chips, granola bars, low-fat cookies, and crackers.

o Daily hot entree selections such as to include baked or roasted meats and vegetables.

o Self-service salad bar with an assortment of fresh vegetables, fruits, and other healthy options.

o Freshly made mixed salads with fresh toppings and deli sandwiches in quick service

Grab 'n Go containers.

o Hot grilled items such as cheeseburgers, grilled chicken sandwiches, Philly cheesesteak sandwiches, breakfast sandwiches, breakfast meats, and fresh cooked eggs.

o Limited and select low sugar/keto dessert options.

• Daily operational schedule outlining:

Staffing plan including roles, responsibilities, and staffing levels during peak and off-peak hours.

• Documentation of sanitation procedures for kitchen areas and dining spaces.

o Procedures for monitoring food quality, freshness, and presentation.

o Pricing structure for food items that align with market rates and DARPA expectations.

o Regular maintenance plan for kitchen equipment.

o Cleaning schedule for dining areas, including daily cleaning routines and periodic deep cleaning.

o Documentation of compliance with occupational health and safety regulations.

o Emergency procedures and protocols for incidents related to food service operations.

o A Hazard Analysis and Critical Control Point (HACCP) plan as required by the

Health Department.

6. Audit and Review

Once the operation begins, the Contractor shall provide quarterly reports on sales volume and operational efficiency. Annual reviews to evaluate service delivery against agreed-upon standards and goals will also be mandated. Any deliverable defined in this contract shall be submitted under official company letterhead signed by a designated company representative.

The cover letter shall include as a minimum the title of the applicable deliverable, date performed, and the contract number. All deliverables must be provided to the COR.

The Contractor shall meet annually or as needed with the COR, FLD, and supporting stakeholders to discuss mutual objectives, including but not limited to:

• Service Levels

• Wellness

• Sustainability

• Menus

• Promotions

• Customer Communications

• Marketing Programs

• Financial Obligations

7. Place of Performance

The effort will be performed at the DARPA facility located at 675 North Randolph Street, Arlington, VA 22203.

8. Government Surveillance Program.

The Government will establish a Quality Assurance Surveillance Plan (QASP) to surveil the Contractor’s performance to assure that the Contractor meets the requirements as outlined by the SOW and the Contractor’s Quality Control Plan. The annual evaluation will measure the overall performance on the contract.

8.1. Non-Conformances

8.1.1. The Contractor shall identify and control non-conformances through root cause analysis, corrective actions, and preventive actions. The Contractor shall focus on proactive identification and transparency of issues, and on eliminating the cause to prevent reoccurrences. The Contractor shall maintain records of non-conformities and actions taken. The Contractor shall correct and provide response to all Government-identified non-conformances IAW timeframes specified by the Contracting Officer. The contract identifies two types of non-conformances: minor and major. The Government will document all records of non-conformance and corrective actions.

8.2. Minor Non-Conformance

8.2.1. A minor non-conformance is a non-conformance, which by itself does not adversely affect the overall mission, safety of personnel and/or equipment, performance (quality), schedule (delivery), or cost. Minor non-conformances are typically low risk; the Government will communicate these using a Corrective Action Report (CAR) form with the minor box checked or another documented Government communication method. Minor CARs are normally issued for any identified non-conformances, second notice minor CARs are normally issued for repeat non-conformances or failing to correct issues within a reasonable amount of time or non-conformances that increases risk to one specific technical element or program. Upon receipt of a minor CAR or another documented Government communication method addressing minor non-conformance, the Contractor shall complete applicable sections and return it to the COR, as specified, within the time specified in the notice. A formal corrective action plan is not required for minor CARs. The CPAR rating will document minor non-conformances.

8.3. Major Non-Conformance

8.3.1. A major non-conformance is a non-conformance that adversely affects (or has the potential to impact) mission, safety of personnel and/or equipment, performance (quality), schedule (delivery), or cost. This type of non-conformance increases risk to the Government and therefore has a risk assessment rating of moderate or high.

For example, a Contracting Officer may find that a situation of increasing risk exists where there are a significant number of recurring minor non-conformances creating an indication of inadequate preventive measures/actions which lowers the Government’s confidence that the Contractor can provide quality services on time and within cost.

8.4. Corrective Action Report (CAR)

8.4.1. The Contracting Officer may communicate major non-conformances on a CAR form with the major box checked. A suspense date for the Contractor’s corrective action plan will be included as well as a summary of the minor CARs and documented customer complaints, if any, that have preceded this issuance. Major Non-conformances shall be documented to be used in support of a quarterly surveillance or performance assessment. The Contractor shall generate a formal corrective action plan for major CARs and other documented Government complaints/concerns that will address at a minimum:

Action taken to fix the immediate problem.

Root cause analysis of the problem to determine cause.

Corrective action on the cause of the problem Actions taken to prevent recurrence.

8.5. Cure Notices

8.5.1. The COR may issue a Cure Notice for a validated unresolved major non-conformance issue. The COR will determine if a cure notice is appropriate for a validated unresolved major non-conformance issue, which negatively affected a major or high visibility program. Any unresolved, validated division or directorate level major non-conformance issues will result in potential non-exercise of options or early termination of the contract.

9. Government Furnished Property and Services

The Government will provide the facilities and equipment below. Facilities include cafe spaces as identified in Attachment A, 675 Cafe Floor Plan. All equipment is electric; the facility does not have gas connections.

10. Observance of Legal Holidays and Facility Closures

10.1. Federal Holidays.

10.1.1. The list below are Federal holidays observed under this contract. This includes any other day/time designated by Federal statute, Executive Order, or Presidential Proclamation. The Contractor’s employees are not required to perform services on legal holidays and/or the day the United States Government observes that holiday if it falls on the weekend. The Contractor may follow their corporate policy for holiday leave.

New Year’s Day, January 1 Martin Luther King’s birthday, the third Monday in January President’s Day, the last Monday in February Memorial Day, the last Monday in May Juneteenth National Independence Day, June 19 Independence Day, July 4 Labor Day, the first Monday in September Columbus Day, the second Monday in October Veteran’s Day, November 11 Thanksgiving Day, the fourth Thursday in November Christmas Day, December 25

10.1.2. Service should be provided every day that the Government in Washington DC is not in "FEDERAL OFFICES ARE CLOSED TO THE PUBLIC" status (Per the Office of Personnel Management; reference http://www.opm.gov/status).

10.1.3. As defined in DARPA Instruction No. 58, DARPA Operational Status and Emergency Notification, in the event of a government site shutdown such because of inclement weather, the Contractor will follow the guidance provided by the Office of Personnel Management.

10.1.4. Grab n’ Go operation shall always be open for business during scheduled operating hours. The term “open for business” means ready to serve the customer.

Activities such as preparing cash registers and sales forms will be completed prior to opening.

11. Milestone Chart for Contractor’s Deliverables:

ITEM DESCRIPTION DUE TO DATE DUE

Safety Data Sheets (SDS) Prior to start of service On site N/A Certificate of Insurance Prior to start of service COR N/A Hazard Analysis Critical Control Point (HACCP) plan Duration of Contract On site N/A

Certification of Food Handler Duration of Contract On site N/A Profit and Loss Statement Monthly COR 20th of next month

Certified Year End Statement Fiscal Year COR Within 90 days after end of Fiscal Year

Equipment Inventory verification

30 days after start of service

COR 30 days after start of contract

Subcontracts Duration of Contract COR As requested Contractor Inspection Reports Duration of Contract On site As requested Identify Contractor Representative

5 days prior to start of service

COR 5 days prior to start

Contractor Staff Roster Report-terminations, new hires, furloughs

Monthly COR 5th day of each month via email

Health Inspection record 1 day after inspection COR On request Licenses Prior to start of service On site N/A SAM.gov Registration Prior to start of service CO Prior to start of service Insurance Requirements Prior to Notice to

Proceed CO Prior to Notice to Proceed

Bi-Annual Review Duration of Contract COR/EOP January 5th & August 5th Food Safety Inspections Quarterly COR 5th day after end of quarter Profit & Loss Statements Monthly COR 20th of the Month for previous month http://www.opm.gov/statusO