DRAFT PWS Food Inventory and Management System 04NOV2026.pdf

PERFORMANCE

WORK

STATEMENT

FOR

Food Inventory and Management Service at

Joint Base Andrews

PERFORMANCE-BASED WORK STATEMENT

TABLE OF CONTENTS

SECTION PAGE

1 DESCRIPTION OF SERVICES

2 GENERAL INFORMATION

3 SERVICES SUMMARY

4 GOVERNMENT FURNISHED PROPERTY (GFP) AND SERVICES

1 DESCRIPTION OF SERVICES: The contractor will provide all personnel, software, cloud hosting, training, and services necessary to perform cloud-based food and beverage inventory management and individualized billing for the 89 Operations Group (OG) (1st Airlift Squadron and 99th Airlift Squadron) at Joint Base Andrews (JBA) and globally via remote access.

Performance will be in accordance with all applicable laws, standards, commercial IT security practices, and requirements contained in this Performance Work Statement (PWS).

1.1 SPECIFIC REQUIREMENTS

1.1.1 OVERVIEW: The contractor will provide a cloud-based Software-as-a-Service (SaaS) inventory and management solution that supports in-flight meal preparation and delivery for the 1st Airlift Squadron and 99th Airlift Squadron. The primary place of performance is the cloud-hosted environment accessed via Government workstations and government mobile devices globally.

1.1.2.1 Accounts: The 89th OG requires an account for all flight attendants and contractors (chefs). 20 Administrative accounts and 160 general accounts. Administrative accounts have access to all functions while general accounts only need access to the mobile application.

1.1.2.2 Vendor Item Scanning and Food Billing System Integration: Provide the capability to scan purchased food and supply items from vendors (i.e. U.S Foods) using barcode scanning.

Scanned items will be added to the food billing system, including applicable product information, item description, unit of measure, and purchase price, to ensure accurate inventory tracking and food billing. The system must be able to print an inventory report to excel and

PDF.

1.1.2.3 Food Loss/Spoilage: The system must be able to track food spoilage that is entered by the administrator accounts. This food will be removed from the inventory and create a bimonthly food loss/spoilage report showing items lost and total cost.

1.1.2.4 Vendor Product Catalog and Price Updates: Maintain a complete catalog of all vendor products (currently U.S Foods), including item descriptions, product numbers, and pricing.

Prices will automatically update to reflect current vendor pricing to ensure accurate food billing.

The service must be able to interface with other local vendors if the government chooses to switch vendors.

1.1.2.5 Recipe & Billing Integration: The system will have two billing functions. One, allows users to create customizable recipes from available food inventory using a prebuilt menu database built by the user. Function two will be able to create bills from individual items pulled from the current inventory into an itemized shopping cart. The system must be able to handle multiple carts at once.

1.1.2.6 Invoice Reconciliation/Approval: The system will also generate itemized billing receipts using product information and pricing from the item database. Once the invoice is approved by the admin bill approvers it will be viewable as a printable PDF. Bills must be stored in the system for two years.

1.1.2.7 Mobile App Scanning & Integration: The mobile app will have two (2) functions.

Administrative and general user. The Administrative accounts will be able to scan vendor items into inventory and approve invoices. General users will be able to build recipes and scan items into a cart. The mobile application must be available on the Air Force “Comp Portal” on government devices

1.1.2.8 Training Requirements: Annual training on system capabilities, functionality, and best practices tailored to the user. This training can be done virtually. Initial training will be held virtually once per week for the first month.

1.1.2.9 Transition and Site Up: Within 30 days the contractor will supply a computer application and IOS Comp Portal application for government devices. Go-live support must be available for the first 30 days with a phone helpline if needed. The government will conduct validation and acceptance and submit feedback for the contractor to fix any discrepancies in the application.

1.2 CONTRACTOR REQUIREMENTS: The core service is a 24/7/365 cloud-hosted software platform. To ensure uninterrupted mission support for global 89th OG flight operations, the contractor will provide 24-hour customer service and technical support capability for system outages or critical software errors.

2 GENERAL INFORMATION:

2.1 HOURS OF OPERATION: While the software must be available 24/7, routine administrative support and training will be conducted during normal business hours: 8:00 A.M. - 4:00 P.M., Monday through Friday excluding Federal holidays.

2.2 SECURITY REQUIREMENTS: As a cloud-based service handling Government billing data, the contractor's SaaS platform must comply with standard commercial data protection protocols (e.g., PCI-DSS for billing environments) to protect Government data.

2.3 CONTINUATION OF ESSENTIAL DEPARTMENT OF DEFENSE (DOD)

CONTRACTOR SERVICES DURING CRISIS: In the event the contractor is unable to perform daily operations due to emergency disturbances, the CO will coordinate with the contractor.

However, as a cloud-hosted software, the platform itself is considered mission-critical to global 1st and 99th AS operations and must maintain commercial uptime standards regardless of local JBA base closures.

2.4 GOVERNMENT REMEDIES. The Contracting Officer (CO) will follow FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, for contractor’s failure to perform satisfactory services or failure to correct non-conforming software services.

2.5 SPECIAL QUALIFICATIONS:

2.5.1 Training: The contractor will provide yearly comprehensive web-based training to the using organization’s personnel on the software’s functionality.

3 SERVICES SUMMARY:

Performance Objective (The Service required))

PWS Reference Performance Threshold (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Method of Surveillance

Cloud Software Uptime & Availability The contractor will ensure the cloud-based inventory and billing system is accessible to 89 OG personnel.

1.1.1 No more than 1%

unscheduled downtime per month (99% uptime).

Periodic Surveillance & Validated Customer Complaint.

Technical Support Responsiveness The contractor will provide 24-hour customer service and technical support.

1.2 No more than two (2)

missed outage service requests times per quarter.

Validated Customer Complaint & Helpdesk logs.

Invoice & Pricing Accuracy The system will calculate menu recipe costs using the most current invoice cost.

1.1.2.6 No more than two (2)

system-generated calculation/logic errors identified per quarter.

Random Sampling & Validated Customer Complaint.

Accounts: Provide 20 administrative and 160 general user accounts with appropriate access levels.

1.1.2.1 100% of required accounts provisioned with appropriate access permissions.

Account roster reviews and functional testing.

Vendor Item Scanning and Food Billing System Integration: Provide barcode scanning, food billing integration, and inventory reporting.

1.1.2.2 Minimum 98% scanning

and inventory accuracy.

100% of required Excel and PDF reporting functions operational.

Inventory audits, functional testing, and verification of exported reports.

Food Loss/Spoilage: Track food spoilage, update inventory, and generate bimonthly loss reports.

1.1.2.3 100% of recorded spoilage deducted from inventory and included in required reports. Zero deviations in cost calculations.

Inventory audits and review of bimonthly reports.

Vendor Product Catalog and Price Updates: Maintain vendor catalogs, update pricing, and support vendor database changes. The contractor must update vendor database within 2 weeks of government informing they are using a new vendor.

1.1.2.4 100% of required vendor pricing updates completed within the established timeframe. Vendor transitions completed without loss of required functionality.

Database audits, vendor price comparisons, and functional testing.

Recipe & Billing Integration: Provide customizable recipe billing, individual item billing, and multiple shopping carts.

1.1.2.5 Minimum 99% billing

calculation accuracy. 100% of required billing functions operational.

Functional testing and billing audits.

Invoice Reconciliation/Approval:

Generate itemized invoices, support administrative approval, and retain billing records.

1.1.2.6 100% of required invoice approval, PDF generation, and two-year record retention functions operational.

Invoice audits, functional testing, and record reviews.

Mobile App Scanning & Integration:

Provide role-based mobile scanning, billing, and invoice approval capabilities.

1.1.2.8 100% of required mobile functions operational with correct user permissions and availability through the Air Force Comp Portal.

Mobile application testing, access audits, and Comp Portal verification.

Training Requirements: Provide initial and annual system training for authorized users.

1.1.2.8 100% of required training sessions delivered, including weekly sessions during the first month and annual training thereafter.

Training schedules, attendance records, and completion reports.

Transition and Setup: Deploy desktop and iOS applications and provide initial operational support.

1.1.2.9 Applications delivered

within 30 calendar days.

Go-live support and phone assistance available for the first 30 days.

Deployment verification, acceptance testing, support logs, and discrepancy tracking.

4 GOVERNMENT FURNISHED PROPERTY (GFP) AND SERVICES: The US Government will not provide any equipment, personnel, utilities, or facilities to the contractor for the execution of this contract. All software hosting is the responsibility of the contractor.

5. CONTRACTOR OPERATIONAL REQUIREMENTS

5.1. AFDW Ombudsman

(a) An ombudsman has been appointed to hear and facilitate the resolution of concerns from offerors, potential offerors, and others for this acquisition. When requested, the ombudsman will maintain strict confidentiality to the source of concern. The existence of the ombudsman does not affect the authority of the program manager, contracting officer (CO), or source selection official. Further, the ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of protests or formal contract disputes. The ombudsman may refer the interested party to another official who can resolve the concern.

(b) Before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution.

Consulting an ombudsman does not alter or postpone the timelines for any other processes (e.g., agency level bid protests, GAO bid protests, requests for debriefings, employee-employer actions, contests of OMB Circular A-76 competition performance decisions).

(c) If resolution cannot be made by the contracting officer, the interested party may contact the ombudsman, Ms. Deleashawn Johnson, AFDW/PK 1500 W. Perimeter Rd. Concerns, Suite 5750 Joint Base Andrews, MD 20762 Commercial Phone: (240) 612-6112 / (202) 498-0727, Email:

deleashawn.johnson@us.af.mil , Fax: (240) 612-2177issues, disagreements, and recommendations that cannot be resolved at the Center/MAJCOM/DRU/SMC ombudsman level, may be brought by the interested party for further consideration to the Air Force ombudsman, Associate Deputy Assistant Secretary (ADAS) (Contracting), SAF/AQC, 1060 Air Force Pentagon, Washington DC 20330-1060, phone number (571) 256-2395, facsimile number (571) 256-2431.

mailto:deleashawn.johnson@us.af.mil