Questions_and_Answers_-_4_Dec_14.pdf

Questions and Answers

4 Dec 14

Dix Full Food Service - FA4484-15-R-0005

1. Can you confirm that the following acronyms are correct?

FFP - firm fixed price

PWS - performance work statement

OCO Funds

FOB - forward operating base

CLIN - contract line item number

COL - Contingency Operating Location

O & M - Operations & Maintenance

SLIN - secondary contract line item number

IAW - in agreement with

QCP - quality control plan

DFAC - dining facility

A: The following acronyms are corrected:

OCO FUNDS – overseas contingency operating funds

IAW – in accordance with

FOB (as used in the solicitation) – freight on board

2. How many active duty personnel are on the base currently?

A: 5,686 active duty

3. Are all troops across the entire country required to pass through Ft Dix?

A: No

4. The pre-solicitation notice mentioned $35,500,000. What exactly does this refer to?

A: That is the small business size standard for the subject NAICS.

5. In addition, when will a walk-through / site visit be held, how many individuals will be permitted to be present at the walk-through / site visit, and what steps are to be completed to visit Ft Dix?

A: Please refer to clause 5352.215-9001 NOTICE OF PRE-BID/PRE-PROPOSAL

CONFERENCE in the solicitation.

6. What is the total award value for the current contract for Full Food Service with length of contract?

A: The current contract was award for $6,326,763.00 for a 9 month base period.

7. Copy of the current contract and/or PWS and any applicable amendments?

A: Requests for the current contract must be made through the freedom of information act IAW

FAR Part 24. The PWS for solicitation FA4484-14-R-0007 can be found through FBO.

8. The solicitation says we can provide at most 10 past contracts for evaluation...Does this mean we can also request 10 of our customers to complete and send back the Questionnaire?

A: The total number of contracts we will evaluate is 10.

9. Please confirm that to correctly compete the SF 1449 Continuation section, the daily price , for example, for CLINS 000 l AA and 0002AB simply needs to be allocated 80% to 000 l AA and 20% to

000l AB?

A: The total price for the service required on the SLINs will be split 80/20 according to the solicitation.

10. Addenda to 52.212-1 states "The offeror agrees to hold the prices in its offer firm for 120 days from the date specified for receipt of offers." However, the wages and benefits identified in the

CBA provided do not identify an effective date. If there is a change in the CBA wages and benefits the offeror will need to adjust their prices. Will the Government allow this increase if it is needed ?

A: The CBA is effective 1 Feb 14 through 31 Jan 17. A supplemental agreement was signed on 21 Nov 14.

11. PWS paragraph 1.1.1 appears to have a typing error. The last part of the sentence states "..

grounds maintenance of government property . . .". Could we get clarification on this statement?

A: Please review paragraph 2.8 of the PWS.

12. PWS paragraph 1.7.1 states "During these required serving hours , any authorized patron may select foods from a complete menu." We have checked the definitions section of the PWS and cannot find what is meant by "complete menu". Could we get clarification on what exactly is meant by "complete menu"?

A: See DA-PAM 30-22.

13. PWS paragraph 1.7.5.l discusses Short Range Closure and Opening of Dining Facilities. During these periods of short range closure will the contractor be the only party , with sole control of the building , to ensure proper control of government property is maintained?

A: Yes

14. PWS paragraph 1.7.5.2 discusses Long Range Closure and Opening of Dining Facilities. During these periods of long range closure, will the facility and property be turned back into government control , thus releasing the contractor of any liability?

A: No, the contractor will be responsible for GFP.

15. PWS paragraphs 1.8.6 and 1.8.7 state "Food serving reduce A-line with short order menu." We have not been able to find in the PWS what this means. To properly y staff these buildings , can we be provided details as to what is meant by "Food serving reduce A-line with short order menu"?

A: In accordance with DA Pam 30-22, 6 Feb 2007, the reduce A-line with short order is a consolidation of the full menu and short order menus provide on one serving line.

16. PWS paragraph 1.8.7.l describes meals in the Contingency Operating Location (COL). How much notice is given the contractor when they are to operate the COL facility? Also, in regards to when the headcount is expected to exceed the 200 threshold, how much notice is the contractor given?

A: See PWS paragraph 1.9.

17. PWS 2.10.4.2 . refers to food temperatures that are out of date and not in accordance with the Tri-

Service Food Code dated 30 April 2014. There are references to the TB Med 530 that do not seem to have been updated to the Tri-Services Food Code standards, and the Tri-Services Food Code is not mentioned in the PWS. Will the Government please clarify this?

A: The new food code standards were released after the solicitation was posted. The PWS is revised.

18. PWS paragraph 2.12, 2.12.1 , 2.10.4, 3.7.3, SDS # all describe the FDA Food Code. Will those references be changed to state that this contract will follow the Tri-Service Food Code?

A: The new food code standards were released after the solicitation was posted. The PWS is revised.

19. PWS paragraph 2.10.4.2 describes the use of thermometers for refrigerators and freezers. Does the government provide the initial supply of thermometers for refrigerators , freezers, grills, ovens, etc.?

A: Yes.

20. PWS paragraph 2.17.6 states "The contractor shall provide a cashier at each register station." Does the contractor have the latitude to shut down cash register stations in the event that one headcount station could handle the projected headcount that the facility will feed?

A: No

21. PWS paragraph 3.1.2 states "Employees shall read , write , speak, and understand English."

Could this be changed to state that Employees shall read, write, speak, and understand English commensurate with their positions?

A: All employees must read, write , speak, and understand English.

22. PWS 3.2.2. requires the contract manager , alternate and shift supervisors to be able to read, write , speak and understand English. PWS 3.1.2. states "Employees shall read , write, speak, and understand English." Is it only the contractor’s management employees that this requirement pertains to or all employees? Are entry level employees , such as dishwashers that will not have contact with customers, required to have the same level of English proficiency as the contract manager?

A: All employees must read, write , speak, and understand English.

23. PWS 3.3.1. states the facility managers "will coordinate schedules with the COR to meet the specified performance standards". This requirement means the Government will have control over the specific work schedules of contractor employees and seems highly improper on a Performance

Based contract. Will the Government please advise whether there is a regulatory or directive source that prescribes this requirement or whether it is locally devised and explain the intent or purpose , concurrently considering that a firm-fixed-price (see FAR 16.202-1), Performance Based contract

(see FAR 37.602(b)) is contemplated by the solicitation?

A: PWS paragraph 3.3.1 amended.

24. PWS paragraph 3.7.2 states "The contractor is responsible for selecting and providing uniforms for their employees. The contractor must have uniforms available for all newly hired personnel. Chef Coats, aprons and hats shall also be the responsibility of the contractor." There appears to be some conflict here, one sentence states the contractor is responsible for selecting and providing uniforms, then is goes on to state chef coats shall also be the responsibility of the contractor. It appears the government has a predetermined idea of what it wants the contractor personnel to wear for uniforms. Could we receive clarification in this area?

A: The contractor is responsible for employee uniforms.

25. PWS paragraph 3.7.2.1 states a minimum standard for the contractor uniform, and then provides a source. What latitude does the contractor have to procure uniforms when the government mandates such tight standards the contractor is to abide by?

A: The PWS only states uniforms quality must be “equal to or better than…..”.

26. PWS paragraph 3.8 states "The contractor shall decorate the operational dining facilities with government-provided decorative materials for Thanksgiving, Christmas and the 5 Armed Forces birthdays." Who provides the decorations for other holidays?

A: The contractor is only required to decorate on Thanksgiving, Christmas and the 5 Armed

Forces birthdays.

27. PWS 5.1. provides for a 15-day Transition Period, yet there is no CLIN for this period. Will the

Government establish a CLIN for the Transition Period?

A: No

28. PWS 6.1. states that the initial inventory shall be conducted within thirty days after contract award.

The contractor is responsible for 100% of the equipment; shouldn't the date for the initial inventory be much more specific? The initial inventory should be conducted during the contract change-over, i.e. the day before the contract begins. If the inventory is conducted before that, the equipment will still be in the control of the outgoing contractor yet the incoming contractor could be liable for any damage that occurs. Can this section be revised to specify the date for the initial inventory?

A: The government will conduct 100% inventory with the outgoing contractor and will conduct

100% inventory with the incoming contractor.

29. PWS paragraphs under 6.3 describe government services. The PWS is silent on fire extinguishers and fire suppression systems. Who is responsible for the maintenance of fire extinguishers and fire suppression systems?

A: The government is responsible for the fire extinguisher and fire suppression systems.

30. PWS paragraph 7.1.1 in the last sentence states "The FPM shall include training on the following minimum components of HAZCOM:" what or how will the Food Program Manager include training on

HAZCOM? This is an area where we believe the contractor is required to train its employees. Does the government also provide training in this area?

A: The contractor is expected to train its employees in these areas.

31. SDS-#3 states "The contractor shall perform all cleaning/sanitation services in compliance with the most current FDA Food Code and state and local laws/regulations". Can a definition of 100% of the time be provided since "of the time" is not a specific time standard to measure? Is this to mean days, meal periods, etc.? Could we get clarification as to the government's expectations? Is the government expecting perfect performance in this area?

A : The contractor is required to maintain this performance standard 100% of the time.

32. SDS-#4 states "Achieve a "satisfactory" rating or higher on Public Health Inspections". Can a definition of 100% of the time be provided since "of the time" is not a specific time standard to measure?

Is this to mean days, meal periods, etc.? Could we get clarification as to the government's expectations?

Is the government expecting perfect performance in this area?

A: The contractor is required to maintain this performance standard 100% of the time.

33. SDS-#5 states "Perform accurate headcount for each meal." Can a definition of 95% of the time be provided since "of the time" is not a specific time standard to measure? Is this to mean days, meal periods, etc? Could we get clarification as to the government's expectations?

A: The contractor is required to maintain this performance standard 95% of the time for each meal period.

34. SDS-#8 states "Food Service Accounting reports are accurate on the first submittal and IAW the timeframes identified AR 30-22 and DA PAM 30- 22." Can a definition of 85% of the time be provided since "of the time" is not a specific time standard to measure? Is this to mean days, meal periods, etc.? Could we get clarification as to the government's expectations?

A: The contractor shall ensure the required reports are accurate on the first submittal and IAW the timeframes contained in the referenced regulations 85% of the time.

35. SDS-# 11 states "All deficiencies reported on customer comment cards must be addressed/corrected within 48 hours." Can a definition of 100% of the time be provided since "of the time" is not a specific time standard to measure? Is this to mean days, meal periods, etc.? Could we get clarification as to the government's expectations? Is the government expecting perfect performance in this area?

A: Any deficiency or area of concern must be addressed/corrected by the contractor within 48 hours 85% of the time.

36. SDS #12 states "Perishable items shall be placed under refrigeration within 30 minutes of delivery acceptance". Can a definition of 100% of the time be provided since "of the time" is not a specific time standard to measure? Is this to mean days, meal periods, etc.? Could we get clarification as to the government's expectations? Is the government expecting perfect performance in this area?

A: The contractor is required to maintain this performance standard 100% of the time for each delivery.

37. In regards to completing background checks, if an employee is an active or retired military member, are they still required to complete a background check?

A: All employees require a background check.

38. We did not see an appendix that shows the government provided equipment. Could we be provided a listing, by building of all government provided equipment?

A: The awardee will be provided a list of government provided equipment after contract award.

39. Will building 5640 require opening service? We could not locate a CLINS for this service.

A: Solicitation will be amended to add opening service SLINs to that dining facility.

40. We could not locate a CLINS for opening the COL. Where will this cost be included in our cost proposal?

A: There is no requirement to open the COL.

41. Clause 252.237-7023 establishes training event exercises and drills will be held to test the effectiveness of the Government’s and contractor’s continuity of operations procedures and practices.

How many times will one of the events be held? Where will this cost be included in our cost proposal?

A: The contractor is only required to provide those services specified in the PWS.

42. The requirements for physical security and base access are extensive. This could take up to 1.5 hours per employee to complete. Where will the cost be included in the cost proposal?

A: There is no cost CLIN associated with security requirements. This is a FFP contract.

43. The CAC issue requirements create cost. The issue requirement takes up to three hours (including testing) to complete. Where will this cost be included in the cost proposal?

A: There is no cost CLIN associated with CAC issue for employees. This is a FFP contract.

44. How many times will the Government require the contractor to open a closed building for maintenance? Where will this cost be included in the cost proposal?

A: All dining facilities are signed over to the contractor at contract award and as such, will need to let repair crews into the facilities if they are locked, closed or unoccupied.

45. Can the Government provide how many times per year that remote feedings will be required and a forecast of the number of meals? This information is needed to cost the flatware and paper products required to support this feeding requirement.

A: The government does not keep historical data on field feeding operations.

46. How many times per year are warming and cooling beverages required? Will the Government furnish the single use items to be used to support this feeding?

A: Warming and cooling beverages are based on the request from the training unit. Due to the volatile Army training mission, this number varies. The contractor is required to provide single use items.

47. How many times are MRE’s issued? This data is needed to cost the labor and vehicle support for this requirement.

A: MRE’s are issued when requested by unit commanders. Due to the volatile Army training mission, this number varies.

48. Paragraph 2.4.1 Menu and Prices has confused us. Could the Government explain how prices will be changed and how often this will occur?

A: See DOD Financial Regulation (DOD 7000.14-R).

49. The flow rate seems high. This will require extra labor. Are these rates correct?

A: The flow rates are correct.

50. The facilities are the size of an 800 man facility. There are only seats for: (1) Bldg 5610 (236 x 3) for

708, (2) Bldg 5640 (248 x 3) 744, (3) 5904 (240 x 3) 720, (4) Bldg 5986 (244 x 3) 732. Feeding more than these limits will require a more intense labor plan. Are these planning figures correct? Does the

Government expect to feed 1300 per meal before opening an overflow building?

A: The figures in the PWS are correct.

51. Non-consumables will be furnished at triple the seating. This would not be sufficient for feeding more than 740 per meal. This will create a more intense labor requirement and create cost to the

Government. Would the Government revisit initial stockage levels?

A: Providing three times the seating capacity is sufficient for the feeding capacity of each dining facility.

52. Does the COL use single use items and paper products to support feeding requirements?

A: Yes

53. How many days (meals) is the COL expected to feed in excess of 200?

A: The number of days/meals is based on the training requirement. Due to the volatile Army training mission, this number varies.

54. Which is the correct publication the FDA Food Code or the Tri-Service Food Code (TB Med 530, AFMAN 48-147 IP)? Does this publication override the FDA Food Code?

A: The Tri-Service Food Code is the correct reference.

55. Paragraph 1.7.1.2 and 2.10.2.3 seem to be in conflict. If refrigerated and dry storage is not sufficient, then handling subsistence will be more intensive in our labor requirements. Can the Government provide quantifiable data so we may forecast subsistence handling labor?

A: The available cold storage space throughout the base is adequate if ordering properly.

56. How many times in a year does the “free issue” of field rations residuals happen? How much time is required to manage these “Free Issues”?

A: Occurs rarely. Units are required to turn-in any excess residuals to an active dining facility.

57. Is Hazmat training provided by the Government? If so, how long is this training?

A: Hazmat training is the responsibility of the contractor.

58. Page 148 of the solicitation. 52.212-3 Certifications states that offeror shall complete only paragraph

(b) of this provision; however, we are unable to find paragraph (b) to complete. It seems paragraph (b) has been incorrectly labeled “(2)”. Will this be corrected?

A: Paragraph reference corrected.

59. SLIN 0002AD, on line 3 of the description you state "daily total cost to operate 5904." Since this is the SLIN for the Short Range Closure of 5904 should this not be changed to read something other than

"operate"?

A: Description should read daily “total cost to close 5904.”

60. There does not appear to be a SLIN for 0004AG and 0004AH, is this intentional and correct?

A: Solicitation will be amended to add opening service SLINs to that dining facility.

61. SLIN 006AD, Open Dining Facility 5517. In the description it states "to open dining facility

5610...". Should this not be changed to reflect Dining Facility 5517?

A: Description should read “to open dining facility 5517.”

62. The Collective Bargaining Agreement is out of date. According to the union there is a more recent copy with current wages and benefits. Could you please provide a copy of the current addendum to the contract?

A: Supplemental CBA will be added to FBO.