Q A Jun 2012.pdf

RFP FA3010-12-R-0005

FULL FOOD SERVICE

QUESTIONS AND ANSWERS

1. Question: Would you specifically clarify the preference that the SLA will receive in competing for this food service contract?

Answer: Refer to solicitation Provision 52.212-2, Evaluation-Commercial Items.

2. Question: Solicitation Provision 52.212-2, Paras G through G5. Will the Government provide copies of all directions, instructions or other guidance, oral or documents that give credence to Paragraph G in its entirety?

Answer: 34 C.F.R. 395.33 requires the appropriate State Licensing Agency (SLA) be invited to respond to solicitations for offers when a cafeteria contract is contemplated. The law allows the Contracting Officer latitude to establish evaluation criteria under which all responses will be judged. To ensure the SLA is being considered for "final" award, the evaluation criteria is structured to ensure the SLA's proposal will be considered prior to any "final" award decision.

3. Question: Please share with me the contract dollar value for FY 2011? Can you provide us the value of the current contract? Is there a history of what has been paid for this contract in the, and can it be posted?

Answer: The annual and total contract amounts are: FY08 - $7,681,390.63; FY 09 -

$7,876,240.29; FY10 - $7,986,489.52; FY11 - $8,068,772.01; and FY12 - $8,227,866.92

4. Question: Would it be possible to get a breakdown of how many employees are currently working in each one of the facilities and their job function?

Answer: This information is proprietary to the current contractor, and therefore, is not releasable. Since this requirement is performance based, the Government does not direct how many employees the contractor must have on staff.

5. Question: Your Janus system runs on old Windows operating system, and if there was any trouble there is very little that can be done even with an expensive maintenance agreement.

Does the Government contemplate upgrading system during the life of this contract?

Answer: The Government is not contemplating an upgrade to the Janus menu system at the present time.

6. Question: What is the estimated annual cost of the Janus Menu Board Maintenance

Agreement?

Answer: Estimated $6,000 per year.

FA3010-12-R-0005

7. Question: How will the contractor be compensated for the expense of the Janus Board

Maintenance Agreement?

Answer: The contractor will submit the invoice and the Government will reimburse the contractor.

8. Question: PWS, Para 1.3.3, Food Preparation, how many “Signature Style” sandwiches are available on sandwich lines? What types of "signature sandwiches" are prepared by the contractor on the sandwich line?

Answer: Subway® Style – customer builds sandwich request, from a variety of meats and breads.

9. Question: Addendum to 52.212-1, Instruction to Offerors – Commercial Items, Para D, seems to imply that the only required information for the Past Performance section of the proposal is the Past Performance Questionnaires that are sent out to the references. Is a text volume also required for Past Performance, i.e., a volume explaining the offerors history and past performance information? Is a past performance proposal needed?

Answer: A past performance proposal is not required to be submitted with your proposal.

The Past Performance Information Retrieval System (PPIRS) and any past performance questionnaires (Attachment 3 of the RFP) received will be reviewed in order to evaluate past performance.

10. Question: Are commercially prepared pastry items ready to serve, or will they require baking and/or prep duties from the contractor?

Answer: Pastries are ready to serve – some are pre-sliced some require slicing – all require plating – no baking required

11. Question: The following questions pertain to the Central Prep Kitchen (CPK) –

a. Please provide more detail as to how the Central Kitchen works. As an example is all food prepared at the central kitchen and distributed to the other facilities?

b. Can you identify all specific menu items that are prepared at the Central Preparation

Facility? (The solicitation only identifies three menu items.)

c. PWS, Para 1.3.10, Central Preparation Kitchen, it is our understanding that all or most of the food preparation is completed in this facility and with some preparations in the other facilities. Is this a correct statement?

d. On Form 1449, item #0004, central prep kitchen, a dollar amount is requested. I don't see a number of people being fed from that location. 0001 looks to be the same facilities. There is a number to be fed in 0001. Did I miss something?

Answer: This answer pertains to all of the CPK questions above. The Central

Preparation Kitchen (CPK) prepares bulk items like meatloaf, lasagna, stuffed peppers, and all the items needed for the salad bar. These items are then delivered to the dining facilities by the contractor. In addition, bulk fruits and vegetables are received at the CPK and delivered to the dining facilities, in quantities ordered by the dining facility manager.

12. Question: In Azalea Flight Kitchen, the 550-750 ground support box meals, is this headcount a daily headcount?

Answer: The Keesler Flight Kitchen provides approximately 550-750 ground support box meals and flight meals per month to authorized customers during a normal duty day.

13. Question: What is the Christmas meal headcounts in Azalea Bldg. 6960?

Answer: 150

14. Question: PWS, Appendix A, Magnolia Bldg, 7409 in Note 5 regarding student parades breakfast time of 0430-0630 occurs 10x per year. Is this 10x/yr in addition to the weekday breakfast served from 0415-0600?

Answer: No

15. Question: Who provides the refrigerator truck/vehicle(s) for transporting food from the central preparation kitchen? Besides a refrigerated truck for CPK transport are any additional vehicles needed for this contract? Is the contractor responsible for any transportation of food?

If, yes, out of which building?

Answer: The contractor provides and maintains all of the vehicles for food and supply transportation.

16. Question: How many feet away from entryways is the contractor’s responsibility for outside cleanup and yard maintenance?

Answer: Refer to Appendix D

17. Question: PWS, Para 1.3.16, Grounds Maintenance, who is responsible for mowing the grass around the facilities?

Answer: The Government is responsible for all mowing around the facilities.

18. Question: How many short range and long range closures have occurred the past five years?

Answer: One long range and one short range. Causes of closures were damages due to

Hurricane Katrina, and one facility (Magnolia) had repairs to the drains.

19. Question: On average, how many days do the short range and long range closures last, per occurrence?

Answer: Depends on the severity of the issue. The Magnolia facility was closed 1 May

2008 – 18 Aug 2008 for drain repairs.

20. Question: Does the contractor invoice separately per each short range and long range closure occurrence?

Answer: Yes

21. Question: How many ANG/Reserve UTA's per month? Is this only one weekend a month?

What is the annual frequency for UTA weekends in Live Oak?

Answer: Eleven per year. Yes, one weekend per month. Monthly.

22. Question: What is the average headcount per meal for the UTA drill weekend?

Answer: Breakfast: 300, Lunch: 500, Dinner: 200

23. Question: Does the Government provide holiday decorations and replace used worn out items?

Answer: No, the contractor supplies all decorations.

24. Question: Are tablecloths provided by the Government?

Answer: No, the contractor supplies all tablecloths.

25. Question: Do all facilities require linens?

Answer: No, linens (tablecloths and napkins) are only required for special functions

(monthly birthday meal, Distinguished Visitor (DV) breakfast, lunch or dinner etc.).

26. Question: Is there a number of tablecloths that needs to be on hand and are they used in all facilities?

Answer: The contractor determines the number of tablecloths/napkins required according to the event scheduled by number of people scheduled to attend.

27. Question: Will the Government reimburse contractor for replacement of expendable supplies, such as, food prep utensils, tableware that is broken due to customer negligence, or beyond its lifespan?

Answer: No, the contractor will replace expendable supplies such as, food prep utensils, tableware that is broken due to customer negligence or beyond its lifespan.

28. Question: PWS, Para 1.3.12, Cashier Services, are cashiers required for all open serving lines or do you only need cashiers to meet customer flow? Are the numbers of cashiers equal to the line open in each meal?

Answer: Yes, cashiers are required for all open serving lines.

29. Question: How many cashier stations are required for each meal period at each facility?

Answer: Refer to Appendix A.

30. Question: Please provide the name of the current (or last) contractor.

Answer: Mississippi Dept of Rehabilitation

31. Question: How long has the Mississippi Dept of Rehabilitation held this contract?

Answer: Approximately 15 years.

32. Question: Please provide the Schedule B CLIN pricing for the current (or last) contract.

Answer: Unit pricing is protected by Freedom of Information Act Exemption 4. Therefore, this information is not releasable. Refer to Question/Answer number 3 for annual pricing (of all

CLINs) for each fiscal year.

33. Question: Please include the Contract Number, and the time period that the pricing represents.

Answer: FA3010-08-C-0002, FY08 through FY12

34. Question: Please provide the Abstract/list of bids from the last competition.

Answer: That information is source selection sensitive, and is therefore, not releasable.

35. Question: Can we get access to local regulation and directives such as KAFB 34-401?

Answer: Hard copies are not available for distribution. Regulations and directives are available at http://www.e-publishing.af.mil/. However, access may be restricted to Government use only.

36. Question: PWS, Para 1.2.14.7, Other Housekeeping Tasks, does the Contractor supply the light bulbs for lights over 10 feet in facilities?

Answer: Contractor supplies all light bulbs. However, all light bulbs over 10 feet will be replaced by the Government’s Base Operation Support (BOS) contractor, Computer Services

Corp. (CSC), with light bulbs furnished by the Food Service contractor.

http://www.e-publishing.af.mil/

37. Question: PWS, Para 1.3.14.7, Other Housekeeping Tasks, what is the number of bulbs and tubes in the facilities and what are their types? Is there a height restriction of 10 feet as in most locations?

Answer: Please see answer to question #36 in reference to the height. In reference to the light bulbs, the number and types of bulbs vary for each facility. Contractors were given the opportunity to visit/survey each facility.

38. Question: PWS, Para 1.3.14, Housekeeping Services, what is the area of responsibility in regards to height the contractor is responsible for? For example, if there are light fixtures above

12 feet high is the contractor responsible for the replacement of those fixtures? Are there any restrictions as to how high a contractor is required to maintain an area, i.e., cleaning, etc?

Answer: The contractor is responsible for maintaining areas up to 10 feet. A work order will must be submitted to CSC for work over 10 feet.

39. Question: PWS, Para 1.3.17, Grounds Maintenance, who is required to supply fertilizer, mulch, flowers, shrubbery, etc?

Answer: The Government supplies the mulch for the existing flower beds and shrubbery.

The contractor submits a work order to CSC to request the mulch, and then the Food Service contractor spreads the mulch.

40. Question: PWS, Para 1.5.4, VIP and Inspection Team Visits, does the Government really anticipate twelve special set-ups per month?

Answer: It’s a possibility.

41. Question: PWS, Para 1.5.4, VIP and Inspection Team Visits, this section states “…

Contractor support, such as special table set-up, dining room rearrangement, use of special dishware, clean up and tear down of table settings, sanitation, and general appearance.” Will the

Government furnish special dishware?

Answer: If special dishware is required, the Government will provide it.

42. Question: PWS, Para 1.8, Training 1.8, ServSafe Certification for managers is longer than two hours, in fact its closer to two days. Is this training required, and if so when do current managers expire and who pays for this expense?

Answer: The training is required, and the Government pays for the training. It is unknown as to the expiration date for the current managers.

43. Question: PWS, Para 1.12.2, Decorations for Special Functions, how many holidays and special occasions will require decorations per year? Does the contractor decorate for any special meals besides the birthday meal?

Answer: All federal holidays and special occasions, such as Easter, Air Force Birthday, etc.

44. Question: In the solicitation there are 10 holidays, are there any other holidays?

Answer: Not currently, and there are no projections that another federal holiday will be instituted.

45. Question: There is only one reference in the contract to the Birthday Meal that is in the

Magnolia Dining Facility. Do any of the other facilities have birthday meals? What is the headcount for those meals and what is the headcount for the birthday meal in the Magnolia

Dining Facility? What is the normal menu selection for the Birthday meal?

Answer: The Birthday Meal is only held at the Magnolia, and the headcount averages 120.

The menu consists of steak, shrimp, starch, vegetable, rolls, butter, soft drinks, shrimp cocktail, and salad.

46. Question: Are tablecloths and decorations required for the Birthday Meal?

47. Question: Could we be provided with a list of the contractors that attended the site visit?

Answer: Information will be posted on FedBizOpps.

48. Question: PWS, Appendix 4, Magnolia Dining Facility, Note 4 BBQ, if the contractor is to supply charcoal who is required to supply outside serving units and tables for outside service?

Answer: The contractor sets up tables (Government furnished) to place the food on, customers go thru the line, and sit on the ground or go inside the facility. No tables and chairs outside for customers. Steam table pans and chaffer dishes are used with sterno on the tables, which are all supplied by the contractor.

49. Question: Will customers be allowed in facility after being served outside for BBQ?

50. Question: For the BBQ, what will customers be served on outside? Plates, paper?

Answer: Paper plates, plastic forks, plastic knives, and plastic spoons.

51. Question: PWS, Appendix A, Hours of Operation, meals, number of serving lines, number of dining rooms, and number of dish rooms required - if meal count warrants, can all of these areas be reduced as contractor sees fit?

Answer: No

52. Question: PWS, Appendix E1, there is no contractor’s office listed in E1. Will the

Government provide an office for contractor on base?

53. Question: PWS, Appendix B, what is the estimated headcount for CWS at the Magnolia?

Answer: Breakfast: 295 - Lunch: 950 - Dinner: 825.

54. Question: PWS, Appendix E3, Government Furnished Initial Supplies, some of these numbers listed are very high. Is the contractor responsible for maintaining all of these items?

55. Question: PWS, Appendices A and B, reference is made to CWS days and down days.

How many estimated CWS days are there, and how many estimated down day can we expect for each facility? This information is needed to properly cost the number of days expected for each facility.

Answer: CWS days are down days, and there are approx 26 CWS/Down days per year

56. Question: Who is responsible for replacing broken dishes and lost flatware and is there an allowance made or is it 100% replacement?

Answer: The contractor is responsible for 100% replacement.

57. Question: Is the Government contemplating changing from the bone china to less breakable china?

Answer: No, the Government is not contemplating changing from bone china.

58. Question: Who is responsible for making up the inventory shortages on Appendix E3?

Answer: The contractor is responsible for any shortages to Appendix E3

59. Question: Are carry out meals available to training students at all meals?

60. Question: PWS, Para 1.7, Security Requirements, can potential applicants come on base to fill out applications without a sponsor?

Answer: No, all individuals are subject to Base Access procedures.

61. Question: PWS, Para 1.5.9.5, “Contractor shall properly identify customers prior to customer entering the facility during Base exercises or real world situations when Threatcon

Bravo or above is declared by competent authority.” How many times a year is this necessary, and what kind of additional employee is required to perform this task?

Answer: Number unknown. This is necessary when the US Government determines a threat is likely. Keesler may have two exercises per year or more, if the Wing Commander determines there is a need. Contractor employees would have to check ID cards at the door, to ensure the ID belongs to the person carrying the ID card and the individual is authorized entrance.

62. Question: PWS, Para 1.3.17.3, is the contractor going to be able to setup transportation through base system for transport/deliver of equipment/furniture or should contractor budget for additional truck and fork lift for transportation too base supply?

Answer: Base Transportation provide truck and forklift support for the transportation of old equipment to the Defense Reutilization and Marketing Office (DRMO), etc.

63. Question: PWS, Appendix H states that contractor will provide “Replacement of initial expendable supplies furnished by the Government.” What initial supplies are furnished by the

Government?

Answer: Refer to Appendix E3 for applicable items.

64. Question: On the SF 1449, you require Block 26 to be filled in. (Sol: Page 60, Para C.1)

Please clarify, is the total dollar value proposed offer you ask for the total of the base year CLINs only or the total of all years extended CLINs? (We ask this because normally this block is filled in by Government personnel for only the base year price, upon award of the contract.)

Answer: Write in the total proposed dollar value for all CLINs (base year plus all option years).

65. Question: PWS, Appendix A, you show the serving hours and lines for the Triangle Dining

Facility. It is my understanding we do not serve this facility as part of this contract and if this is true, why was this information included in the solicitation?

Answer: This refers to the dining facility in the Triangle which will remain open during the holiday season in December, due to the decrease in student load. The Food Service Officer

(FSO) will determine which facility (Magnolia or Azalea) will remain open.

66. Question: PWS, Appendix A, concerning Christmas Student Leave Period in which you indicate that in December during the holiday season two of the dining facilities will close for approximately 10 days. Can you identify which two will be closed?

Answer: The FSO will determine which facilities will be open and or closed.

67. Question: The personnel who work in the A&A Office are not part of the Collective

Bargaining Agreement. It is my understanding they are covered by the SCA, and therefore, we should have an applicable Wage Determination to cover these individuals. Will you provide this for us? Will it have the new H&W rate as issued by the DOL for the next fiscal year?

Answer: The contract is covered by the SCA, but only those employees directly related to providing food services (all positions listed on the Collective Bargaining Agreement) are covered by a wage determination. The employees in the A&A Office are not required by the PWS or directly related to providing food services, therefore, there is no applicable wage determination.

It’s up to the contractor to determine if they will have office employees on or off base, and establish their own wages for those employees.

68. Question: It is my understanding that effective 31 May 2012 the Air Force has initiated their new Go-for-Green Program. Please provide details as to what is required of us as a vendor, plus will we be required to introduce bio-degradable paper and plastic products as well as chemicals into the program? As you are aware the cost of going "Green" can be very expensive.

Answer: This is a food program (menu selection program) not a biodegradable program.

69. Question: Do you have a usage history for consumable supplies for each of the dining facilities for the last fiscal year?

Answer: No.

70. Question: PWS, Appendix E2, throughout the appendix there are printers listed; can you supply the number and type of prints so the toner supplies can be ascertained? Equipment furnished by vendor, is this a prime vendor or the contractor?

Answer: Government supplies printers (see Appendix E2 for the number of printers and type), and contractor supplies toner. Neither, these are machines provided by individual companies (Coca-Cola, Heinz Soup Stations, etc).

71. Question: PWS, Para 1.7.2.4, Background Checks. Is there a cost to the contractor for the background checks?

Answer: No cost. On base Security Forces will perform all background checks.

72. Question: PWS, Para 1.7.3, Security Clearance. Is the contractor responsible for the cost of the NACI.

Answer: Para 1.7.3 is self explanatory.

73. Question: PWS, Para 1.3.18, Exhaust Systems, when facility hoods are being cleaned will the Government have a representative present or will contractor need to have representative present for this after hours cleaning?

Answer: The contractor will need to have a representative present for this after hours cleaning.

74. Question: We have several questions in relation to the Service Summary, in particular to the Performance Standard. How does the Government decide when a Standard is Defective?

What tool (checklists, etc.) is used to measure for contractor defect?

a. As an example, in Performance Standard 1, the Performance Standard states that this requirement is met when the contractor does not exceed two (2) defects per month at each facility. How are those defects measured and what tool is used?

b. What guidance was used to set the standard for how many defects in a specific objective, and to set the standard for allowable defects?

Answer: The tool used to measure defects in the PWS Performance Standards is the

Quality Assurance Surveillance Plan (QASP). The QASP is designed to measure whether acceptable standards defined by the Air Force Golden Eagle Standards for food service, standards for equipment maintenance, standards for facility upkeep etc., are followed. In addition, the US Food Code standards (which are mandatory) are incorporated in the QASP. If a performance standard is critical (food safety, personnel safety, funds accountability etc.) the defects allowed would be different than finding dust on the window sill. Periodic inspections are used in conjunction with the QASP.

75. Question: PWS, Para 1.3.1, Menu Boards, this section states “….The Contractor shall post menu and price changes within five minutes of notification.” Please clarify who is authorized to give the contractor the notification. It also states “….The contractor shall be responsible for maintaining the authorized Janus maintenance agreement financially.” Please clarify what is meant in this area. For costing purposes, what is the cost of the financial agreement?

Answer: When the facility sells out of a product and has to replace the food item with a like item, they will make the change on the menu board within 5 minutes. Estimated maintenance cost for menu boards is $6,000 per year.

76. Question: PWS, Para 1.3.3, Food Preparation, this section states “…The Contractor shall obtain foods from the senior cook for each meal and accomplish the food preparation tasks as defined in the Corporate Food Service (CFS) program, or any AF program that supersedes the

CFS program and IAW the recipe cards.” Could we get clarification on this?

Answer: The contractor should know the Corporate Food Service program inside and out – no clarification needed.

77. Question: PWS, Para 1.3.4, Service of Food, this section states “….The Contractor shall set up and close down serving lines IAW the hours defined in Appendix A, Hours of Operation, and with the Food Service Production Log.” Appendix A, Hours of Operation does not state the set up and close down time of the serving line. Could we get clarification in this area?

Answer: The contractor shall have the food on the serving line IAW Food Codes in time to open the doors for the meal period, and close the serving line when the meal period concludes.

78. Question: PWS, Para 1.3.5, Table Bussing Service. This paragraph describes table bussing.

Will the use of bussing carts or tray carts be allowed?

79. Question: PWS, Para 1.3.6, Meals Served Away from the Dining Facilities, with the additional expense needed for these types of services, how is the contractor to cost these types of services?

Answer: The Contractor shall tell the Government how they will accomplish it and at what cost.

80. Question: PWS, Para 1.3.7, Flight Kitchen, this section states “...The Contractor shall ensure that no-notice meals shall be available within 30 minutes of notification; bulk food within one hour of notification.” Please define a no-notice meal and who gives the notification.

Answer: No notice meals are meals needed for flight operations. Base Operations will call ahead with the meal request.

81. Question: PWS, Para 1.3.9, Hand Sanitizer, this paragraph requires the contractor to provide hand sanitizing solution for each facility at all customer entrances. What type of dispensers are currently being used and what type of solution? This information is needed to properly cost the contract.

Answer: Standard dispensers and it’s the Contractor’s option for the type of solution.

82. Question: PWS, Para 1.3.12, Cashier Services, this section states “…The Contractor shall reconcile cash drawers in a secure office.” Does the Government furnish the needed safes for all facilities?

83. Question: PWS, Para 1.3.14, Housekeeping Services, this section states “….The Contractor shall clean up those areas that immediately affect customer service, to include appearance of the dining hall.

Answer: Self explanatory, wherever customers frequent.

84. Question: PWS, Para 1.4.1, Management, part of this paragraph states “The contract manager or alternate shall be available at all times to meet with ….” and another section states

“…. after normal duty hours within one hour.” These areas seem to conflict with each other, could we get clarification?

Answer: Self explanatory.

85. Question: PWS, Paras 1.5.7 and 1.5.8, Phase-In and Phase-Out. What period of time is expected for Phase-In and Phase-Out? Could we get that time period so we can properly develop the plans as required in these paragraphs?

Answer: The resulting contract will be awarded at least 15 days prior to the expiration of the current contract. That time period may be used to plan phase-in and phase-out.

86. Question: PWS, Para 1.8.3, who will provide initial CFS training to contractor personnel?

How long in duration will that training be?

Answer: The Government provides training through web based programs, manuals, and on the job training. Training times vary, from 30 minutes to 2 hours.

87. Question: PWS, Para 1.8.4, what is the duration of the Information Awareness Training?

Answer: Approximately 30 min.

88. Question: PWS, Para 1.8.5, what is the duration of the Food Handlers’ Training?

Answer: Approximately 30 min.

89. Question: PWS, Para 1.8, Training, is there one facility normally utilized for contract support training to Services Squadron personnel and 403rd Reserve Unit personnel? In similar connection, who supplies these personnel with knives, thermometers, and other supplies needed by the Cooks for their training?

Answer: Training will normally be held at the Live Oak Dining Facility. The Contractor shall provide sufficient personnel at the Live Oak Dining Facility to handle monthly Reserve week. All supplies will be provided by the contractor, at no additional charge to the

Government.

90. Question: PWS, Appendix D has a layout of the Contractor’s warehouse, Bldg 4605.

Could the Government give us the size of the building?

Answer: Approximately 7,940 sq. ft.

91. Question: PWS, Appendix C, there is reference to other directives and Air Education and

Training Command Forms? Where can we access those handbooks, forms, other material such as the CFS Handbook, Menu, etc? There is reference in several areas to the Air Force Food

Service Corporate Gold Eagle Standard. To understand the requirements and to properly staff and cost this facility using the Gold Eagle Standard as the baseline, could we be provided a copy of the Standard?

Answer: Hard copies are not available for distribution. You may go to http://www.e-publishing.af.mil/ or Google for some items. However, some sites may be restricted to

Government use only.

92. Question: There is no separate CLIN for Site Overhead costs. Is this an oversight or are these costs to be allocated among the remaining CLINs? Our concern with the lack of a site of an overhead CLIN is the fact that if facilities close and the costs are spread over all CLINs the contractor will be operating at a loss.

Answer: This is a firm fixed priced contract, not cost reimbursable. Therefore, all overhead should be factored into each CLIN accordingly.