Food_Services_Solicitations_Q&A.pdf

Full Food Service

FA3300-18-R-0010

Solicitation Questions and Answers

Question 1: The solicitation Instructions to Offerors, Paragraph H. (h) requires the submission of financial information, requires that the year-end financial statements must be certified by an independent accounting firm. Please clarify what is meant by “certified” financial statements? If this refers to audited financials, it is unlikely that of offerors will have these documents prepared by the March 9th proposal due date.

Answer 1: Solicitation, Section L, paragraph (h) will be modified to delete the statement: The year-end financial statements must be certified by an independent accounting firm.

Question 2: Is the submission of financials, along with a copy of the tax return that will verify the amounts and a letter from the independent accounting firm, an acceptable substitute?

Answer 2: The only acceptable substitution for a certified financial statement is also addressed in paragraph H (h) - If the offeror intends to rely on internally available working/operation capital, documentation of availability must be submitted. If the offeror plans to rely on financial support from external sources, documentation of availability and maximum lines of credit available (based upon the inclusion of this contract effort) must be submitted. Evidence of external funding must be provided in the form of a dated letter from the external source.

Question 3: There is no separate CLIN for Site Overhead cost. Is this an oversight or are these costs to be allocated among the remaining CLINs? Our Concern with the lack of a site for an overhead CLIN is the fact that when facilities close and the cost are spread over all CLINs the contractor will be operating at a loss.

Answer 3: This is not an oversight, no separate CLIN will be provided for Site Overhead. Also, the Government cannot advise where to allocate site overhead cost.

Question 4: There is no separate CLIN for Major Maintenance costs. Is this an oversight or are these costs to be allocated among the remaining CLINs? Our Concern with the lack of a site for an overhead CLIN is the fact that when facilities close and the cost are spread over all CLINs the contractor will be operating at a loss.

Answer 4: Maintenance costs are covered by CLINs X008, Annual Replacement Parts. Major maintenance will be discussed on a case by case basis.

Question 5: There is no CLIN for Phase-In costs. Will the government consider adding a CLIN to cover these costs?

Answer 5: No

Question 6: There are separate CLINS for the Vigilant Warrior Exercise, the COT Vigilant Warrior Exercise and the DET 12 Vigilant Warrior Exercise, but there are not CLINs for the BOT Vigilant Warrior Exercise or the ROTC Summer Surge Field Feeding Vigilant Warrior Exercise. Should these exercises have separate CLINs? If not, where should these costs be allocated?

Answer 6: CLIN X0005 has been amended to read BOT and the ROTC Summer Surge Field Feeding Vigilant Warrior Exercise is CLIN X0010

Question 7: The unit for CLIN X009, Riverfront Inn ROTC Summer Surge, is “Each”. Please clarify what “each” is? Is this intended to be for the entire period, per day, etc.?

Answer 7: ROTC Summer Surge will only be during certain time period of the year; therefore instead of using months the Government elected to use each as the unit of measure.

Question 8: There is no separate CLIN for the MRE Warehouse. Is this an oversight or are these costs to be allocated among the remaining CLINs? Our concern with the lack of a site for an overhead CLIN is the fact that when facilities close and the cost are spread over all CLINs the contractor will be operating at a loss.

Answer 8: PWS Paragraph 2.0, Program Overview, states - The contractor will be responsible for unloading Meals Ready to Eat (MREs) from delivery trucks and storing them in warehouse building 1033, contractor will pick up (MREs) from Building 1033, or other staged areas as directed by the mission, and issue them for training, exercise or real world requirements.

CLINS X005, X006, X007 and X010 are for specific training/exercises. Any real world requirements will be addressed if/when they occur.

Question 9: What are the hours of operation for the MRE warehouse?

Answer 9: Normal operating hours are 0700-1600

Question 10: Can additional information be provided as to the requirements for the contractor’s operation of the warehouse?

Answer 10: No. See response to Question 8 above.

Question 11: PWS paragraphs 3.i.j.k. and n. describe exercises at remote locations. Do these exercises occur on specific dates and times?

Answer 11: Yes. Contractor will be given advance notice for each exercise.

Question 12: Is the contractor required to serve meals and clean up after the meal for the exercises?

Answer 12: Contractor will serve meals and cleaning is only for the serving area.

Question 13: Do these exercises occur at the same time? This information is necessary to estimate the manpower and vehicles that may be necessary if more than one exercise occurs at the same time.

Answer 13: No

Question 14: Is there a facility to serve meals out of at either remote location?

Answer 14: Yes

Question 15: Can the Government provide an approximate number of meals served at each exercise?

Answer 15: Estimated average for each unit during field feeding per exercise - 24 TRS (BOT) - 140; Det 12 TRS – 125; 23 TRS (COT) – 177

Question 16: There is no PWS paragraph which specifies the requirements for the BOT Vigilant Warrior Exercise, can this information please be provided?

Answer 16: Solicitation will be amended to include BOT

Question 17: PWS paragraph 7 requires the Contractor to comply with the base recycling program. Can the Government please provide a copy of this program?

Answer 17: There is no established program at MAFB at this time. If one becomes active, a copy of the program will be provided by the Government.

Question 18: PWS paragraph 8.b. requires salting or sanding of ice, if necessary? Who is responsible for providing the salt or sand?

Answer 18: Contractor using CLIN X011.

Question 19: If the contractor is responsible for providing the salt or sand, is this part of CLIN X011?

Answer 19: See response to question 18 above.

Question 20: Can the Government please provide clarification of the area around each dining facility the contractor is required to maintain?

Answer 20: The contractor is only required to maintain the area immediately around the building (approximately 50 feet).

Question 21: PWS paragraph 8.c. states “Additional maintenance will be required approximately 12 times per year…” Can the Government clarify what additional maintenance may entail?

Answer 21: No. This response is based on average maintenance costs in our historical data.

Question 22: PWS paragraph 10.a requires the contract manager, alternate contract manager and facilities managers to have 5 full years of full food management experience and facility alternate managers to have 4 years of full food management experience. This significantly restricts our ability to promote from within, as current employees we may like to promote will have experience but as not as management. Will the Government please reconsider the language in this paragraph?

Answer 22: No.

Question 23: PWS paragraph 10.a, offerors are to provide resumes “substantiating the qualifications of personnel selected for these positions with the proposal. Will the government please clarify which positions require resume submission with the proposal?

Answer 23: PWS Paragraph 10 a. Management, states - The contract manager and alternate(s) must be able to read, write, speak, and understand English. The contract manager, alternate contract manager and facility managers shall have a minimum of five (5) years of full food service management experience. The facility alternate managers shall have a minimum of four

(4) years of full food service management experience. The full food service management experience for all managers must be recent within past two (2) years. The contractor shall provide resumes substantiating the qualifications of personnel selected for these positions to the contracting officer with the contractor’s proposal. The contractor shall also provide resumes substantiating the qualifications of replacement employees for these positions 5 workdays prior to hiring, during the performance of this contract.

Therefore, the positions listed in question 22 above are the positions requiring resumes.

Question 24: It is normal industry practice to retain the current Dining facility management staff.

Will offerors be given access to the current contractor’s management staff so that their resumes can be submitted with the proposal?

Answer 24: No.

Question 25: Is the cost for the uniforms to be provided IAW PWS paragraph 10.b captured under the Expendable & Cleaning Supplies reimbursable CLIN?

Answer 25: No.

Question 26: PWS paragraph 12.c.4. requires the contractor to “furnish additional serving lines when necessary to accommodate the particular function.” Does this refer to providing service on additional serving lines?

Answer 26: Yes.

Question 27: PWS paragraph 12.c.4. requires the contractor to “furnish additional serving lines when necessary to accommodate the particular function.” How will the contactor be paid for this additional service?

Answer 27: CLIN X004

Question 28: In regards to PWS paragraph III, Government Furnished Property and Services, is outside internet service available in each facility?

Answer 28: No.

Question 29: PWS paragraph IV.4.e. requires the contactor to provide training to military service members. Can the Government please provide estimates as to how many service members are to be trained at a time?

Answer 29: Approximately five (5) personnel at a time; approximately 12 times per year.

Question 30: Technical Exhibit 1,1. Riverfront Inn Dining Facility includes a Note that says “The contractor will operate 1 additional serving line on weekdays for breakfast, lunch, and dinner during high peak feeding periods as required, when requested by the food service office and directed by the contracting officer. “ How will the contractor be paid for this additional service?

Answer 30: CLIN X004

Question 31: Technical Exhibit 1,1. Riverfront Inn Dining Facility includes a Note that the Flight Kitchen operations are conducted out of the Riverfront Inn Dining Facility. Is this a separate area of the dining facility?

Answer 31: No.

Question 32: Technical Exhibit 1.2. Riverfront Inn Dining Facility Summer Surge Hours includes two separate sets of meals hours. Please clarify which set of meals hours correlates to CLIN X009 for Riverfront Inn ROTC Summer Surge and which set of meals hours correlates to CLIN X010 for ROTC Summer Surge Field Feeding Support.

Answer 32: CLIN X009 is Summer Surge in the Riverfront Inn stated in Tech Exhibit 1 table 2 Riverfront Dining Facility summer surge Regular Operation Support Hours and CLIN X010 stated in Tech Exhibit 1 table 5.f.

Question 33: Please provide Technical Exhibit 1, Hours of Operation, to correlate to CLIN X012 for the 908th Airlift Wing UTA Weekend.

Answer 33: See solicitation amendment 2.

Question 34: Can we please be provided with the Maps and Work Area Layouts referenced in Technical Exhibit 4?

Answer 34: Yes.

Question 35: Technical Exhibit 5B makes no mention of pallet jacks, forklifts, or handtrucks.

Does this Government provide these items?

Answer 35: Yes.

Questions 36: What is the travel time to the Lake Jordan site?

Answer 36: Approximately 30 to 45 minutes.

Questions 37: The PWS at a para 2 is silent on the 24 TRS (BOT) Vigilant Warrior exercise, however at TE 1 the PWS provides time, number of days, and number of people to be provided.

The schedule B is also silent on this requirement. Is this exercise required? If so, could the Government clarify what services it desires and where the cost is to be provided?

Answer 37: Yes. The 24 TRS (BOT) exercise is required Technical Exhibtion-1, para 6 provides all support required for this exercise. CLIN X005 has been amended to include BOT.

Question 38: We are not clear on where the 24 TRS Vigilant Warrior, the 23 TRS (COT) Vigilant Warrior and the DET 12 Vigilant Warrior exercises will be fed. The PWS provided two locations, which one will be used?

Answer 38: The 24 TRS (BOT), 23 TRS (COT) and DET 12 exercises will be at Vigilant Warrior; however, Blue Thunder will be used as an alternate site as needed.

Question 39: What is the expected ROTC headcount at Riverfront Inn?

Answer 39: PWS Paragraph 3-l estimates a 450 headcount

Question 40: There appears to be a substantial number of MRE’s consumed during the ROTC encampment. The requirement in TE2 seems to be understated. Will more than 3138 cases (65 pallets) be required? Are all of these meals received and issued manually (by hand) or does the Government provide a fork lift?

Answer 40: Historical data indicates 3138 cases will be sufficient to cover the requirement. The Government will provide pallet jacks to move MREs.

Question 41: The PWS at Technical Exhibit 5A is silent on the Lake Jordan facility. What is the square footage of this facility?

Answer 41: The Vigilant Warrior DFAC is 4,500 square feet.

Question 42: What are the UTA weekend headcounts and what are the meal hours for these weekends?

Answer 42: UTA Meal Headcount Averages - Breakfast 175; Lunch/Brunch 45; Dinner/Supper

220. Meal Hours are - Breakfast 0600-0800; Lunch/Brunch 1030-1230; Dinner/Supper 1330- 1800 (solicitation amendment 2).

Question 43: Does the OTS facility offer a short order line? If so, when?

Answer 43: No. The OTS DFAC does not offer a short order line.

Question 44: What is the seconds policy in OTS? Are diners allowed to receive seconds on their initial serving?

Answer 44: The OTS customers are allowed to get seconds during their initial time through the serving line. They are not allowed to come back through the serving line later for seconds.

Question 45: Are the Brunch and Supper average meal counts correct?

Answer 45: The correct Brunch meal headcount average in Technical Exhibit should read 113.

The Supper headcount is correct (solicitation amendment 2).

Question 46: Is the flight kitchen meal count correct?

Answer 46: Yes. The Flight Kitchen average meal count is correct.

Question 47: Our experience is that in Air Force dining facilities, the carryout meals average 35 to 40 percent of the total headcount. Are the carryout meal estimates accurate?

Answer 47: Yes. The total carryout meal headcount is correct.

Question 48: Does OTS offer carryout services?

Answer 48: Yes. However, only for the OTS DFAC staff personnel (students may not).

Question 49: How many away meals are served annually?

Answer 49: Historical data is not available for this item. The headcount average estimate is 30,000.

Question 50: We are not clear on Joint Venture Agreement and teaming agreement. It appears that a duplication exists in the format and the specific content instructions.

Answer 50: There is no duplication in Section L, Instructions, paragraph I. Format and Specific Content, subparagraph (3) VOLUME III – FACTOR 2 - PAST PERFORMANCE PROPOSAL. The entire section requires careful reading as it contains all of the specific information required to be submitted pertaining to a prime contractor, joint venture, teaming arrangement, and/or subcontractor.

Question 51: How many cashier stations are used in each facility?

Answer 51: Riverfront Inn has five (5) cashier stations, three (3) for normal operations and all five (5) are used during summer surge operation, Aviation has two (2) cashier station and OTS DFAC has four (4) cashier stations.

Question 52: We are not clear on the provision of resumes. Does the Government intent for the contractor to submit only the Contract Manager and Alternate resume with the proposal?

Answer 52: See question 22 and response to question 23 above.

Question 53: Can you confirm that you are only requesting a CD copy of Volume IV – Price Proposal?

Answer 53: Yes. See Section L. Paragraph H, subparagraph (a).

Question 54: We saw that there is a CLIN 0009 ROTC Summer Surge and CLIN 0010 Summer Surge Field Feeding Support. Please confirm they are 2 separate prices.

Answer 54: CLINs X009 and X010 are separate requirements.

Question 55: Will we be given a phase in (transition) period and for how long?

Answer 55: See response to question 5 above.

Question 56: There will be a cost associated with the phase in period. Where should we include this price (which CLIN) or will you be providing a CLIN for this?

Answer 56: See response to question 5 above.

Question 57: There will be a cost associated with the overall contract manager that is not specific to a dining facility. For example, the contract manager will oversee the entire contract operation and not just one single dining facility. Where should this cost be included? Will you be providing a CLIN for this?

Answer 57: Placement/inclusion of proposal costs are determined by the offeror.

Question 58: Can we install time clocks? Do they become government’s property?

Answer 58: Yes, time clocks may be installed; however, they are not Government property and must be removed upon completion of contract.

Question 59: Please confirm the government will be providing all take-out containers for MREs and field feeding operations.

Answer 59: CLIN X011 is to be used for approved reimbursable items.

Question 60: Who will be providing consumable items such as napkins, plastic cutlery items (forks, spoons, knives) and other disposable items?

Answer 60: See answer to question 59 above.

Question 61: How many vehicles does the current contractor have for the contract?

Answer 61: Currently in use are two (2) vans.

Question 62: What is the current contract value?

Answer 62: Current value is $28.5 Million

Question 63: What are the historical meal count for the Riverfront summer surge (ROTC Cadet) and the historical meal count for the Riverfront summer surge regular operations support?

Answer 63: Refer to Technical Exhibit 1

Question 64: There was no CLIN for summer surge operations at OTS. Does this pricing go into the CLIN X010 “ROTC Summer Surge Feeding Support”?

Answer 64: OTS dining is included in CLIN X002

Question 65: Please confirm the summer surge pricing at Riverfront goes into the CLIN X009 “Riverfront Inn ROTC Summer Surge”?

Answer 65: Confirmed.

Question 66: There were two sets of operations for summer surge at Riverfront, one is ROTC Cadet and two is the regular summer surge. Which CLIN do there 2 separate prices go into?

Answer 66: CLIN X009

Question 67: What are the historical meal count for the OTS Summer Surge?

Answer 67: Refer to Technical Exhibit 1

Question 68: For the 24 TRS Vigilant Warrior Exercise, the technical exhibit shows day 1-4, 4 days total but the Section B shows 2 as the quantity. Please confirm the quantity for this exercise.

Answer 68: Technical Exhibition -1 section B- 24 TRS Vigilant Warrior Exercise show 1 Dinner meal for day-1 through day 4 which total quantity is 4 meals.

Question 69: The technical exhibit shows the serving time for 24 TRS BOT Vigilant Warrior Exercises. However, we did not see this in the scope of work nor on the Section B. Please advise if this is to be disregarded?

Answer 69: See solicitation amendment 2.

Question 70: In the technical exhibit, there is the operational hours and the number of serving lines for Riverfront Inn Dining Facility Summer Surge Hours; Set three (3) Serving lines and Reset Serving Lines Cadet Support Hours. Also, there is a different set of operating hours for ROTC Summer Surge Field Feeding Vigilant Warrior Exercises. Please confirm which CLINS these prices belong to, as the naming of the CLINs are confusing.

Answer 70: CLINS X009 and CLIN X010

Question 71: Under the Serving Times for ROTC Summer Surge Field Feeding Vigilant Warrior Exercises, it shows 1 cashier and 6 line servers for each day. Are 1 cashier and 6 line servers required separately for breakfast and dinner or breakfast + dinner combined?

Answer 71: Requirement is for each meal.

Question 72: Please confirm that we are NOT required to submit a pricing breakdown and only the Section B is required.

Answer 72: See Section L, Paragraph I, subparagraph (4). Volume IV, Factor 3 – Price Proposal for specific instructions.

Question 73: Since there is no CLIN specified for the Flight kitchen does the Government anticipated seeing operational expenses for this detail under CLIN X0001?

Answer 73: Yes.

Question 74: Could the Government provide past samples of meal menus hot and carry-out Contractor will be responsible for serving at respective Dinning facilities?

Answer 74: The menu used by the government is the standard AF mandated menu served for dining in and carryout.

Question 75: Please clarify OTS Dining Facility Note regarding ROTC Summer encampment MRE’s is the approximate 12,550 MRE a total or is it per occurrence?

Answer 75: The approximate count of 12,550 MREs is annual total amount of MREs expected to be used for all operational support.

Question 76: Please clarify if Aviation Inn Bldg. 1065 is Carryout only? According to average daily meal count matrix in solicitation actual meals served on both weekday and weekend do not add up to approximate meals served monthly shown as 13,504-16,504?

Answer 76: Aviation Inn Bldg. 1065 is dine in and carryout facility. Approximate meals served monthly shown as 13,504-16,504 is accurate.

Question 77: Please clarify which facilities will be covered under extended meal hours CLIN X0004.

Answer 77: All three (3) facilities, Riverfront Inn, Aviation Inn and OTS DFAC, are covered by

CLIN X0004.

Question 78: Please clarify 24 TRS BOT Vigilant Warrior Exercises are same as CLIN X0005 Vigilant Warrior Exercise.

Answer 78: Yes. They are the same.

Question 79: Can the Government provide past history on the number of guests served for Vigilant warrior exercise, COT Vigilant Warrior Exercise, DET 12 Vigilant Warrior Exercise respectively and ROTC Summer Surge Field Feeding?

Answer 79: This information is not tracked as it is based on number of classes and class sizes.

Question 80: Can the government provide additional detail and historical data on past UTA weekend guest surge traffic? PWS d. Contingency Services, 3. Reserve and Air National Guard Weekends: does not provide enough data for accurate pricing.

Answer 80: PWS has been amended. The 908th UTA weekend headcount historical data is located at Technical Exhibition-2.

Question 81: In the CLIN description of X011 Expendable and Cleaning Supplies, it lists two ceiling prices of $93,750 and $225,000. Please confirm which one is correct.

Answer 81: They both are correct. $93,705 is the for the base period of performance of 5 months while $225,000 will be for the entire 12 months of the option periods.