FA282321Q3001 QandAs v2.pdf

FA2823-21-Q-3001-DFAC Questions and Answers

1) Is this a new requirement?

No. This is not a new requirement.

2) If not, what is the current contract number and incumbent contractor?

The incumbent contractor is Acorn Services Inc., currently performing under contract # FA2823- 21-P-0003.

3) Does the Randolph Sheppard Act apply to subject solicitation when it comes to award?

Yes. The Randolph Sheppard Act does apply to this requirement (solicitation # FA2823-21-Q- 3001)

4) RFQ Ref: f) Volume III – Past Performance Information: Provide four (4) recent (performed within the last three years) experience examples of past performance similar in magnitude and complexity as the work described in the PWS. In order to meet 4 references, would the government be willing to open the three year limit to five years?

Past Performance Recency has been changed to: performed within the last four years.

5) PWS Ref Pg 10: 1.10.1.a. Required Shift Staffing, 33 FW Lightning Dining Facility, Eglin AFB. Is this PWS section reference a specific position minimum manning requirement needed to rate technically acceptable or just a suggested staffing?

PWS page 10: 1.10.1.a. lists the required shift staffing the contractor shall provide.

6) With respect to the solicitation, it does not state whether lack of past performance will be "technically acceptable or unacceptable," when evaluating offers. Can you please clarify if the offer’s rating will be unfavorable or acceptable based on lack of past performance submissions that would be commensurate with the work performed at Eglin AFB.

Lack of past performance will not be considered Unacceptable. It puts the offer in a Neutral status. Neither Favorable nor unfavorable.

7) Is the accountant position a CPA, a bookkeeper, or not required to have any certification? Which wage determination classification is it?

01011 - Accounting Clerk I 14.12 01012 - Accounting Clerk II 15.84 01013 - Accounting Clerk III 17.72

The person filling the position does not need to be a CPA nor certified, however I would suggest they have some fundamental bookkeeping knowledge; it would be very beneficial as they learn AF accounting procedures.

8) Is the cold food Storage (fridge and freezer) controlled/locked?

It has the ability to be locked

9) Is there a lot of fluctuation in the head count day to day?

Yes, depending on the class schedules and other staff on base at the time.

10) What is the Dine in seating capacity?

Pre Covid- 256 With Social Distancing- Approx 50

11) Is there a delivery service?

No, boxed lunches are sometimes required due to training requirements or quarantines but all boxed lunches are picked up, not delivered.

12) Is the midnight meal a significant head count?

Not generally but the 96 TW dining facility does not run a midnight meal. Therefore, all staff, students, first responders and third shift workers will need this as an option.

13) Is the facility open to all diners?

No, you must have a specific ID classification to eat at the Lightning Dining Facility.

14) What service structure is being used?

Legacy dining (a more traditional cafeteria style) as opposed to Stations.

15) How do you know how many heads to plan for?

A POC at the training facility is able to keep the manager appraised of the training schedules.

You also get a list from other Authorized personnel and financial allotments based on the level of activity that is expected, giving you a good idea of how many people that will need meals.

-Students will tell you that they are on the meal card but that has to be reconciled to the finance roster. Meals can be billed to students but after being “invalid” 3 times, the student can be turned away for a meal if they refuse to pay after the invalid limitation.

16) What happens in the case of small shortages?

You can request supplies from other dining facilities and replace them with your next order or shipment. The 33 FW provides a GPC account/cardholder to use at the commissary for other small shortages or needs. The mission comes first and we must feed our required diners.

17) Do we issue MREs in the case of emergencies?

Yes, but we do not store them on the property, they must be ordered on an ‘as needed’ basis.

18) The Combo mentions Phase 1 and Phase 2 Square footage, what does this pertain to?

Phase II is in case student throughput increases and exceeds the current dining facility servicing capacity driving the need for a second dining facility on the 33 FW campus. Phase II building has been removed from the PWS.

19) Can the timing of meals change at this facility?

Yes, the priority is feeding trainees and trainers on their academic Schedules. This facility works around class schedules and those needs can change.

20) Would you please provide a list of attendees at the December 17, 2020 site visit?

Brevard Achievement Center Southern Food Management Blackstone Consulting Gana-A’Yoo Services Corporation Super-Natural Eats LLC ECI Management Group Acorn Food Services

21) Reference Solicitation Section 1.9.2. This section requires a minimum of three quotes for any equipment repair exceeding $1,000. It does not seem practical to expect repair companies to routinely submit quotes on small repairs after losing on the first attempt. It might be possible to pay for quotes, but that could cost 50% of the repair. Please consider making cost of repairs the responsibility of the contractor. Please provide the age and condition of all government furnished equipment.

Since repairs are reimbursable through the contract, this requirement will remain so the government can review quotes to ensure we’re paying a fair and reasonable cost for the repairs. Historically, the DFAC contractor has not had to pay for quotes. Additionally, the government does not consider a repair over $1,000 as a small repair.

22) Reference Solicitation Section 1.10.1.a. A baker is not identified in the Required Shift Staffing. Will baking be required?

A dedicated baker position is not required due to most of our baking products being frozen.

23) Reference Solicitation Section 3.2 (9). This section indicates that the government will repair equipment. This section appears to be inconsistent with Solicitation Section 1.9.2. Please clarify.

The government is ultimately responsible for repairing the equipment that’s why we require the three quotes if the repair is $1,000, based on the cost and age of the equipment and replacement cost, the government makes the determination if the item will be repaired or replaced.

24) Reference Solicitation TE 5.4. This TE indicates that facility space will be made available in phases. Please elaborate as to why all space will not be available at contract start, and when the balance of the space is expected to be available.

This language has been amended from the contract. It was intended for use in the case of a necessary expansion but that will not be applicable during this contract Term.

25) The $20,000.00 amount in Price Table - PWS states there is a reimbursement process, for repair costs what is the $20,000 allocated for?

The $20,000.00 is allocated to cover/reimburse the maintenance and repair costs. It’s currently limited to $20,000.00 annually but if needed to be increased based on increased annual repairs, the government will mod the contract to increase funding.

26) Please provide (if available) historical workload volumes for holiday meals

See Attached comprehensive head counts documents provided.

27) Please provide (if available) a scaled drawing of Bldg. 1362 Phase I and Phase II

The Phases are no longer applicable and have been removed from the PWS.

28) Is there an existing stock of small wares and china?

Yes, there is existing stock of small wares and china.

29) Can you provide a list of Historical Head counts for diners in the Facility?

See Attached head counts documents provided. (UPDATED TO INCLUDE 3 YEARS WORTH OF

DATA)

30) Was a minimum staffing requirement provided during the 2015 solicitation? If so, can it be shared with the potential bidders?

- No, it was not provided during the 2015 solicitation, this is new for this solicitation.

31) What is the government’s estimate of the number of carryout meals served, as a percentage of total meals served, pre Covid-19?

- There is no government estimate for the number of carryout meals and it’s not tracked by the government.

32) What is the government’s estimate of the number of carryout meals served, as a percentage of total meals served, during Covid-19? Did a Contract Modification occur as a result of any additional carryout service requirements or any other requirements? Are there quarantined meals served?

- There is no government estimate for the number of carryout meals for COVID-19, carryout meals are not tracked by the government and there was no contract mod as the result of additional carryout service. When we extended the contract, there was a contract price increase due to the additional carryout meals. Yes, there are quarantined meals served, the member’s unit is responsible for placing the order and picking up the meals for quarantined personnel, quarantined meals only apply to meal card holders and students, not permanent party or instructors.

33) Has the DFAC been closed in the last 3 years for any extended periods of time? If so, can the length and reason for closures be shared?

- No, the DFAC has never been closed for any extended period of time.

34) Question 19, in the previous Q/A, acknowledges that the timing of the meals changes in the facility, as the priority is feeding trainees and trainers on their academic schedules. Further that the facility works around class schedules and those needs can change.

- No, the timing of meals have not changed, also, the meals periods have not changed but we have extended meal periods in the past via a contract mod. Current meal periods support the students’ current training schedule, we don’t foresee any changes in the near future.

35) Do the schedules change to the point that any of the meal service periods are not necessary and as a result are cancelled? For example, are Breakfast or Mid Night Meals ever cancelled due to schedule changes? Could historical data or further clarification be provided as to how often this may have occurred in the last few years?

- No meal periods have ever been deemed unnecessary or cancelled.

36) It is also mentioned that the meal periods are extended in order to accommodate mission needs. Can the government provide data or an estimate of the number of meal periods that were extended and the average amount of time they were extended in the last few years.

- The breakfast and midnight meal were extended to meet training schedules, we extended both by an half hour since the 2015 solicitation/contract award but don’t foresee any further meal period extensions at this time.

37) The NTE (Not to Exceed Number) for maintenance appears to be pre-set at $20,000.00. Please provide any information that can better define the purpose of this number? I understand the processes as defined in the PWS in terms of obtaining quotes of over $1,000.00 and the timing of such, and also the reimbursement process, but not sure how that ties into the $20K NTE number. ECI has an extensive preventive maintenance program for the equipment and full expects to bear the cost of this preventive maintenance, so any clarification you can give to this NTE number is appreciated.

- The NTE $20K is to cover only reimbursable maintenance and repairs payable to the contractor, this figure does not cover preventative maintenance which is the responsibility of the contractor at no cost to the government. The amount will be increased if needed for a base/option year to cover reimbursable maintenance and repairs via a contract mod.

38) Concerning paper goods like carry out containers, plastic ware (forks, knives, spoons), napkins, paper cups, etc…: Are these items provided by the government through the same requisition process as other food products, or is the contractor responsible to purchase these paper products at their cost?

- The contractor is responsible for procuring these items via commercial means at their cost.

39) Can a contractor submit multiple bids?

-No, Multiple bids won’t be accepted.

FYI

-There is a separate Storage room in another building, to get access you have to go through the wing POC.

-The system at the Lightning dining facility does not “Talk” to other food systems on base. Any information that would need to be shared would need to be input manually.