Q_&_A_posted_8_Dec_17.pdf

RFP FA301018R0001

FULL FOOD SERVICE

Questions & Answers

Posted 8 December 2017

1. Question: CLIN X009 for the 403rd UTA Weekends requires a daily price. Is this price for the entire day of service or only for the 1.5-hour early Breakfast service?

Answer: The price is only for the 1.5-hour early Breakfast service.

2. 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 when facilities close and the costs are spread over all CLINs the contractor will be operating at a loss.

Answer: This is not an oversite. No separate CLIN for overhead cost will be established. No long range closures are anticipated. Per PWS paragraph 1.5.9, short or long range openings and closure will be negotiated with the CO and the FSO.

3. Question: Paragraph 1.3.1 Menu Boards. It states in this paragraph: “The contractor shall be responsible for maintaining the authorized JANUS maintenance agreement financially.” What is the current cost for the JANUS Maintenance agreement?

Answer: The current cost is $3,000 per year for all three facilities.

4. Question: PWS paragraph 1.3.4 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 lines IAW Food Codes in time to open the doors for the meal period, and close the serving lines when the meal period concludes, with the exception of one main line which will remain open 15 minutes after the facility is closed.

5. Question: Paragraph 1.3.5 describes table bussing. Will the use of busing carts or tray carts be allowed?

Answer: Yes.

6. Question: Paragraph 1.3.9 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?

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

7. Question: Paragraph 1.3.10 states that all food deliveries must be accomplished in a refrigerated vehicle. Is this vehicle government provided or contractor provided?

Answer: The refrigerated vehicle is contractor provided.

8. Question: PWS paragraph 1.3.12 states the Contractor shall reconcile cash drawers in a secure office.

Does the government furnish the needed safes for all facilities?

Answer: Yes.

9. Question: PWS paragraph 1.3.14.7 states the Contractor must contact Civil Engineers (CE) to replace lights over 10 feet. Who does the required cleaning above 10 feet for light fixtures, ducts, louvers, vents, etc.?

Answer: The Contractor is required to clean light fixtures, ducts, louvers, vents, etc. over 10 feet.

10. Question: PWS Paragraph 1.3.16 Grounds Maintenance. How far from each building is the contractor responsible?

Answer: 5 feet from the building and all areas referenced in PWS Appendix D.

11. Question: Paragraph 1.3.16.2 states the contractor will water and fertilize. Who provides the fertilizer?

Answer: The Contractor.

12. Question: Paragraph 1.3.16.2 states Water and fertilize grass, flowers, shrubbery, and replace mulch in flower beds as required to maintain a neat appearance and promote growth or IAW local base schedule. Who provides the mulch?

Answer: The Contractor.

13. Question: In Appendix A and B, reference is made to CWS days and down days. How many estimated CWS days are there and how many estimated down days can we expect for each facility?

Answer: CWS days are down days (non-training Fridays), and there are approximately 26

CWS/Down days per year.

14. Question: Paragraph 1.4.1 states the Project Manager shall possess a minimum of five years of experience in managing dining facilities. Part of the prior experience must be achieved within the last five years and include managing several facilities and serving at least 100,000 cafeteria style meals monthly. A Bachelor of Science or Bachelor of Arts degree in food or hospitality management may substitute for five years of total experience. Is there any military experience allowed in lieu of education or experience?

Answer: No.

15. Question: Paragraphs 1.5.9, 1.5.9.1, and 1.5.9.2 all discuss opening and closing of dining facilities.

Will CLINs be established for the opening and closing of facilities, so the contractors can capture those extra costs?

Answer: No separate CLINs will be established for the opening and closing of facilities. No long range closures, other than those already identified in the PWS, are anticipated. Per PWS paragraph 1.5.9, short or long range openings and closures will be negotiated with the CO and the FSO.

16. Question: PWS Paragraph 1.8.3. How long in duration is the CAFÉ training?

Answer: Two hours.

17. Question: PWS Paragraph 1.8.4. What is the duration of the Information Awareness Training?

Answer: 45 minutes.

18. Question: PWS Paragraph 1.8.5. What is the duration of the Fund Handlers Training?

Answer: 45 minutes.

19. Question: Paragraph 1.14.2 states the Contractor shall decorate the dining facilities with decorative, non-flammable materials for holidays and special occasions. This will include the decoration of the entranceways, dining areas, and serving line areas of the dining facilities. Who provides the holiday decorations for special functions?

Answer: The Contractor.

20. Question: In the event of a breakdown of dishwashing equipment, does the government reimburse the contractor for the unexpected use of paper supplies?

Answer: No.

21. Question: Will there be any government provided vehicles, forklifts, etc. for the contractor’s use? If not, what vehicle requirements does the contractor have? There were several pallet jacks noted during the site visit, were those government provided?

Answer: The government will provide the pallet jacks, but not vehicles or forklifts.

22. Question: In Appendix C there is reference to other directives and Air Education and Training Command Forms, Keesler forms and directives. Where can we access those directives, supplements, handbooks, forms and other material such as the CFS Handbook, Menu, etc.?

Answer: Hard copies are not available for distribution. A number of these publications may be found at: http://www.e-publishing.af.mil.

Google may also be searched for some items; however, some sites may be restricted to Government use only.

23. Question: 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?

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

Answer: The training is OJT and is normally conducted at the Azalea Dining Facility. All supplies will be provided by the contractor, at no additional charge to the government.

24. Question: To properly price the contract, can the government be more specific on the number of days and the exact facilities that will be closed and the duration of the closure?

Answer: Other than those already identified in the PWS, no long range closures are anticipated.

Per PWS paragraph 1.5.9, short or long range openings and closure will be negotiated with the CO and the FSO.

25. Question: We have several questions in relation to the Service Summary, in particular the Performance Standard. How does the government decide when a Standard is Defective? What tool (checklists, etc.) is used to measure for contractor defects?

Answer: This information will not be provided.

26. Question: 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 for all inspections in a month.

How are those defects measured and what tool is used? This is just an example, we have that same question for all 13 Performance Objectives.

Answer: This information will not be provided.

27. Question: What guidance was used to set the standard for how many defects in a specific objective and to set the standards for allowable defects?

Answer: This information will not be provided.

28. Question: Can a copy of the QASP be provided?

Answer: The QASP is not part of the RFP and will not be provided.

29. Question: Appendix A lists the number of serving lines to be operated.

a. Are these number of lines the minimum to be operated?

b. Does the contractor have the option to close or consolidate lines if the projected headcount does not warrant opening all lines?

Answer:

a. The exact number of lines to be operated are listed in Appendix A.

b. No.

30. Question: PWS Page 9, Section 1.3.14 – Housekeeping. Please confirm that the frequency of housekeeping tasks is to be determined post-award based on site-specific needs, as no set frequency is detailed in the PWS.

Answer: Correct, there is no set frequency. Housekeeping tasks are to be completed at a frequency that ensures compliance with the stated requirements contained in PWS Section 1.3.14.

31. Question: PWS Page 12, Section 1.3.17.2. The PWS states, “The Contractor shall then be reimbursed … at actual invoice cost to the Contractor, for all parts used, plus any related special handling costs.” Will the government reimburse labor costs incurred in performing this work?

Answer: No, parts only.

32. Question: PWS Page 13, Section Paragraph 1.3.17.4. Please clarify the items that can be included in “Special Handling Costs.”

Answer: Examples would include tax and shipping.

33. Question: PWS Page 6, section 1.3.2 and PWS Page 33, Section 3.1.2.4. The PWS states, “The Government will provide all food.” Please clarify this statement as it appears inconsistent with our understanding of PWS Section 1.3.2 Subsistence and Material Handling.

Answer: The government provides a food vendor, and the contractor orders from the vendor. The government pays for the food.

34. Question: RFP Page 76, Section 4 – Relevancy Definitions. The RFP states, “Performance duration must be 3 or more years.” Is “Performance duration” synonymous with the contract’s “period of performance”?

Answer: No, actual performance must be 3 or more years.

35. Question: RFP Page 70, Paragraph 7 – Past Performance Questionnaire. The RFP states that Past Performance Questionnaires (PPQs) must be submitted by the personnel completing the PPQ, “directly to the Government not later than the date established in the RFP for receipt of proposals.” The contractor will not have access to completed PPQs sent to their past performance references. Please confirm that the proposal will be compliant without the inclusion of PPQs.

Answer: Yes, the proposal will be compliant without the inclusion of PPQs.

36. Question: RFP Page 70, Paragraph 7 – Past Performance Questionnaire. The contractor is unable to locate the RFP Attachment “Transmittal Letter” (Attachment 9), which must be used by the “offeror in sending out the Past Performance Questionnaires.” Please confirm the PPQs can be sent without the Transmittal Letter referenced as Attachment 9.

Answer: Yes, the PPQs can be sent without the Transmittal Letter. Section L of the RFP will be amended to remove the reference to the Transmittal Letter.

37. Question: RFP Attachment 7 – Client Authorization Letter. RFP Attachment 7 states “A response to this questionnaire is requested to the above address by: November 20, 2017 12:00 pm Central.” Please confirm the date by which PPQs must be submitted to the Government.

Answer: 18 December 2017.

38. Question: PWS Page 14, Section 1.4.1 – Management. The PWS discusses the two Key Personnel (full-time contract manager on site and an alternate) who shall be responsible for the performance of the work. There are also minimum requirements stated for the Contract Manager. Please clarify if resume(s) need to be submitted for the Contract Manager and/or the alternate.

Answer: No, your proposal does not need to provide resumes.

39. Question: Per Section L, para I.A.-General, “However, offerors are requested to submit Volume III, Past Performance Information, so that it is received ten (10) calendar days prior to the required due date for proposals. Failure to submit Volume III by the earlier date will not result in offeror disqualification.”

Does this mean just the Volume, or also the completed PPI Tool?

Answer: Both. The PPI tool information is part of Volume III.

40. Question: PWS paragraph 1.2 - Flight Kitchen is identified as being open 16 hrs; 0600-2200 hrs.

Appendix A, note 6 identifies Flight kitchen as 13 hrs; 0600-1900 hrs, please clarify.

Answer: The correct hours are 13 hrs: 0600 – 1900 as specified in Appendix A, note 6. Paragraph 1.2 will be corrected via amendment.

41. Question: PWS Paragraph 1.3.9 - How many hand sanitizing stations need to be maintained?

Answer: 23

42. Question: PWS Paragraph 1.3.16.2 –

a. Who is responsible for providing mulch in flower beds?

b. If contractor is responsible will government provide initial mulching?

Answer: a. The Contractor.

b. The government will not provide initial mulching.

43. Question: PWS Paragraph 1.3.18.1- Is Contractor required to have a representative in facility during quarterly hood and duct cleaning performed after hours?

Answer: Yes, and the contractor will coordinate the cleaning schedule with the Hood Cleaning Representative.

44. Question: PWS Paragraph 1.4.3- Are Contract employees going to have to leave facilities on their breaks between meals?

Answer: Yes

45. Question: PWS Paragraph 1.5.1- Normal hours of Operation. With the contractor requirement to “ensure food remains on one serving line for 15 minutes after facility is closed” which line is required to remain open for the additional 15 minutes past serving hours and is this requirement for Breakfast, Lunch, Dinner and Midnight?

Answer: One main serving line for each meal period.

46. Question: PWS Paragraph - 1.8.1 ServSafe certification is an 8 hrs class that costs approximately $200 per employee for the test plus time away from work. Is the contractor responsible for this cost?

Answer: Yes

47. Question: Are copy paper, ink cartridges, and cash register tape for Government printers and registers reimbursable items? If no, will the Contractor be in control of these items?

Answer: No, these items are not reimbursable. Yes, the Contractor will be in control of these items.

48. Question: PWS Appendix A- Hours of Operation; how long after closing meal period does the Government feel Contractor should serve lines of patrons before Contractor can request extended hours?

Answer: The contractor is able to request extended hours after 15 minutes past the closing of the meal period.

49. Question: How long has the MS Department of Rehabilitation Services held the contract at Keesler

AFB?

Answer: Approximately 20 years.

50. Question: What are the number of operating days of weekdays and weekend days for each dining facility?

Answer: See Appendix A- Hours of Operation

51. Question: We understand that Triangle Dining Facility is a separate facility from the ones listed on Section B. PWS states that we are to provide Thanksgiving meal at this dining facility. Where should we include this cost?

Answer: The Triangle is not a separate facility from the ones listed in Section B. The Triangle is an area within Keesler AFB. The Azalea and Magnolia Dining Facilities are both located within The Triangle.

52. Question: How many days does the Bldg. 6960 serve on Holidays using the Holiday hours of operations?

Answer: If you are referring to the Christmas Student Leave Period (Exodus), it is approximately 10 days. During this period, one of the Triangle Facilities (Azalea or Magnolia) will be open. The schedule for this period just happens to be listed under Azalea.

53. Question: What is the average meal count at Central Prep Kitchen?

Answer: Refer to PWS Appendix B- Workload Estimates

54. Question: What is the average meal count at Flight Kitchen?

Answer: Average 550-750 meals per month.

55. Question: Please confirm on the UTA weekend, Bldg. 6960 is providing 3 meals (breakfast, lunch and dinner).

Answer: Yes.

56. Question: PWS paragraph 1.5.1: The contractor shall ensure food remains on one serving line 15 minutes after the facility is closed. This allows all customers additional time for second servings. Who determines which serving line remains open after the meal is closed? Should there be a combination of main line and short order items on the line? Does this include salad bar and self-service items?

Answer: The Contractor will keep the main serving line open and yes, this includes the salad bar and self-service items.

57. Question: PWS paragraph 1.5.5. VIP and Inspection Team Visits. VIPs, Management Assistance Teams, Commander’s Annual Facility Inspection Teams, and other operational commitments will require additional 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. (Estimated: 12 times per month). Can you please explain the use of a special dishwasher?

Answer: PWS paragraph 1.5.5. references special “dishware”, not “dishwasher”.

58. Question: Note 1. Ice cream serving hours: Lunch and Dinner same as above. One ice cream station for lunch, one for dinner. Can you please explain the ice cream serving program? Is the ice cream served from bulk containers or a self-serve machine? Are there a toppings required? Is there a separate cashiers required for the ice cream station?

Answer: Ice cream will be served from bulk containers and soft serve machine, with topping requested by customers. Cashier will give customer receipt showing charge for ice cream. No separate cashiers required.

59. Question: Flight Kitchen: The Keesler Flight Kitchen provides approximately 550-750 ground support box meals and flight meals per month to authorized customers during a normal duty. Are the box meals prepared from in-house ingredients or commercially packaged items?

Answer: Meals are prepared with both in-house and commercially packaged items.

60. Question: PWS paragraph 1.3.3 Food Preparation: The Contractor shall obtain foods from the senior cook for each meal and accomplish the food preparation tasks as defined in the CAFÉ program or any AF program that supersedes the CAFÉ program and IAW the recipe cards. Is the Senior Cook a government official who works in the dining facilities?

Answer: The Senior Cook is the contractor lead cook in charge of kitchen operations.

61. Question: Is there a requirement for the contractor to deliver food produced in the Central Prep Kitchen? If so, will the government provide appropriate vehicle to support transportation IAW TRI- Service Food Code?

Answer: Yes, and the contractor will supply the Refrigerated vehicle(s).

62. Question: PWS paragraph 1.5.5 states “contractor support such as special table set up, dining room rearrangement, use of special dishware, clean up and tear down of table setting, sanitation and general appearance.” Does the government furnish the special dishware?

Answer: Yes, the government will provide any special dishware required.

63. Question: Paragraph 1.3.4 states the Contractor shall use Air Force Services Agency (AFSVA) approved transparent containers with Air Force Food Service Logo. Could we get a supplier point of contact and/or pricing for the required approved AFSVA transparent containers?

Answer: The contractor is required to identify a source for approved AFSVA transparent containers.

64. Question: PWS paragraph 1.3.6 Meals Served Away from the Dining Facilities – with the additional expense needed for this type services, how are offerors to cost in these types of services?

Answer: These services shall be provided under the contingencies contract line item and will be negotiated on a case-by-case basis.

65. Question: Paragraph 1.3.7 states sandwiches, fruits, vegetables, and other items for individual meals shall be merchandised in AFSVA-approved transparent containers. Could we get a supplier point of contact and or pricing for the required boxes and or transparent containers?

Answer: Refer to answer to Question # 63.

66. Question: PWS Paragraph 1.3.1 - Menu Boards. What “other menu boards supplied by the government” are required to be maintained and what is the cost of the maintenance agreement? Is contractor responsible for replacement of menu TV’s, CPU’s and other equipment?

Answer: Currently, there are no other menu boards other than the Janus Board. In the event these boards are replaced or added to, the contractor would be required to provide maintenance for these boards.

67. Question: PWS Paragraph 1.3.6 - Meals Served Away from the Dining Facilities; Are meals under this section provided within contract price or will contract be modified to cover cost?

Answer: Refer to answer to Question # 64.

68. Question: PWS Appendix A note 5, with extended hours on parade day’s approximately 12 times per year and the requirement for additional breakfast line, what type of line is required? Regular or Grab and Go?

Answer: Regular.

69. Question: PWS Appendix A -Azalea serving lines and hours; with the additional serving lines required for breakfast and dinner during the holiday exodus, what type of lines are required for each meal? Breakfast regular or grab and go? Dinner, main, snack, sandwich?

Answer: Regular for breakfast and Main line for dinner.

70. Question: PWS paragraph 1.3.4: The Contractor shall provide sufficient personnel to ensure that customers are served at the rate of five customers per minute on the main lines and three customers per minute on the short-order serving lines or breakfast. How does the government measure the flow rate?

Answer: The Government observes the time customer arrives to be served and the actual time the customer is served.