MESS_ATTENDANT_SERVICES_-_FINAL_-_Part_II_-_21_FEBRUARY_2014.pdf

MESS ATTENDANT SERVICES

LUKE AFB AZ

FA4887-14-R-0001

QUESTIONS AND ANSWERS – 2ND ROUND

21 February 2014

QUESTION #1:

During the walkthrough, we were informed that the contractor was not responsible for equipment maintenance and were informed by the onsite staff that task was undertaken by the government.

However, upon close inspection by our in-house HVAC Subject Matter Expert, we have serious concerns regarding the following clauses:

PWS, Page 15, clause c.

Preventive and Required Maintenance. Perform preventive and required maintenance in accordance with manufacturer’s instructions on all equipment. The contractor shall submit an equipment maintenance plan no later than the contract start date. The plan shall specify when preventive maintenance is accomplished and how maintenance is documented. The contractor will provide all materials and supplies necessary to perform preventive and required maintenance. The contractor shall report any malfunctioning or inoperative equipment observed by contractor personnel to the dining facility manager.

Based on the list provided by the government, we do not have all the necessary information as there is no indication as to the model, year or condition of equipment that is in the list.

Other concerns include:

PWS, Page 6, 11. Equipment Maintenance and Repair.

b. The contractor shall furnish a written cost estimate to the Food Service Manager or designated representative on any equipment repair exceeding $500.00 to include material and labor costs. Upon approval of the estimate, the contractor shall ensure that the repair is completed satisfactorily by a licensed technician. The contractor shall then be reimbursed by the government, at actual invoice cost to the contractor, for all parts and labor used plus any related special handling.

c. If the contractor and government point of contact determine equipment is beyond economical repair the contractor, in coordination with the government inspector, shall recommend to the contracting officer, in writing, that such equipment be replaced. The contractor shall include substantiating data to support the recommended replacement. The contractor shall return equipment no longer used to the government.

d. The contractor shall furnish all replacement parts. The contractor shall own all parts purchased until they are installed on government-owned equipment. The government will then reimburse the contractor, at actual invoice cost for all parts used plus any related special handling costs. The contractor shall submit consumption data on all parts used each quarter to the government.

e. Parts purchased for repairs and maintenance shall be of equal or greater quality to the parts replaced. The contractor shall purchase parts at the lowest price obtainable after securing reasonable competition for such purchases. The contractor shall credit all discounts and rebates to the government. Used parts, or a credit invoice for it, shall be turned in to the government.

f. The Food Service Manager or designated representative will determine the classification and response time required for repairs as follows. The contractor shall initiate and complete repairs with the period of time designated below. If the repairs are not completed within the designated time frame, the contractor shall submit a written explanation to the Food Service Manager stating why the equipment has not been repaired and the estimated date when repairs will be completed.

In consultation with our sister company SME from GSC Mechanical, which has food service equipment repair as one of their areas of expertise, the government is not furnishing the contractors with adequate information to make an informed estimate. Also, based on the PWS, it implies there is a technician on site to support this effort. Currently there is no position that would be encompassed by the CBA to accommodate the skill sets required to perform this service. For example, the Victory 3-door refrigerator, which is on the list of equipment to be maintained, requires EPA licensing for the person to service and maintain just this piece of equipment. This is a very specific Federally issued license that prohibits casual repair.

Our SME was clear in that for each piece of equipment to be maintained in an appropriate fashion, manuals for each piece of equipment must be provided so a thorough analysis of the inventory, including the listing of parts to be maintained, can be produced. This will allow the Contractor to determine the cost of such a staff support person as well as a realistic idea as to the long-term viability of the equipment.

RESPONSE: Customer will respond at a later date (24 February 2014)

QUESTION #2:

Who decides what is routine and what is emergency for repair?

RESPONSE: The military Food Service Manager or designated representative will determine the classification and response time required for all repairs. This determination is based on mission requirements.

QUESTION #3:

Who maintains the manuals for the equipment?

RESPONSE: The Contractor will maintain the manuals for all equipment.

QUESTION #4:

What are the manufacturer’s specifications for each piece of equipment?

RESPONSE: Customer will respond at a later date (24 February 2014)

QUESTION #5:

Can you provide the amount of cashier stations required per meal period?

RESPONSE:

Ray V. Hensman Dining Facility operates the following:

Breakfast 1 station Lunch 2 stations Dinner 1 station Brunch 1 (UTA weekends, 2 stations) Supper 1 station

Falcon Inn Flight Kitchen operates the following:

Lunch 1 station Dinner 1 station

QUESTION #6:

Regarding equipment maintenance will the contractor be reimbursed for Parts and Labor for service calls under the $500 threshold?

RESPONSE: The Government will reimburse the contractor for parts and labor associated with equipment maintenance under $500

QUESTION #7:

Can your provide a copy of the flight kitchen menu?

RESPONSE: The Falcon Inn Flight Kitchen does not have a standard menu. The menu is based on a 14 day cyclic menu, which starts again on the 15th day. The core Production Logs provided by the Air Force Personnel Center, are used by the Government to plan the menus.

QUESTION #8:

Is the flight kitchen fast food (Carry out) as well as box meal concept?

RESPONSE: The Falcon Inn Flight Kitchen provides both carryout service and flight/ground support meals (boxed).

QUESTION #9:

How many flight box meals are served per day?

RESPONSE: Approximately 15-20 boxed and Grab and Go meals are served per day.

QUESTION #10:

Per page 2 of the PWS section 3a How often is food served away from the Dining Facility?

RESPONSE: Meals are infrequently served away from the Ray V. Hensman Dining Facility. However, if the need were to arise this requirement would not exceed 1-2 times per calendar year based on historical data.

QUESTION #11:

Do the customers remove their trays or is the contractor responsible for bussing the tables?

RESPONSE: The customers will be responsible for bussing their tables

QUESTION #12:

On page 6 of PWS it discusses “Equipment Maintenance & Repair”. Under this section it states contractor’s responsibilities for maintenance and repair of food service equipment. In paragraph 11b it states contractor shall furnish written cost estimate for repairs that exceed $500. In paragraph 11b it states contractor shall furnish all replacement parts and own those parts until they are installed in government-owned equipment. Paragraph 11b also states government will reimburse contractor for all parts used plus any related special handling costs. Will contractor be reimbursed for all reasonable costs associated with equipment maintenance and repair, i.e., costs less than $500 as well as those that exceed $500, material and labor costs, etc.?

RESPONSE: The Government will reimburse the contractor for parts and labor associated with equipment maintenance under $500 and those that exceed $500 ONLY with the prior estimate approval by the military Food Service Manager or representative.

QUESTION #13:

Will reimbursements be processed based upon the required quarterly consumption data reports referenced in Paragraph 11d?

RESPONSE: Invoicing will be done during the month of service and reimbursements made the following month.

QUESTION #14:

Should our price proposal include the cost of maintenance/repairs (parts and labor) valued at less than $500?

RESPONSE: No, The Government will reimburse the contractor for parts and labor associated with equipment maintenance under $500 and those that exceed $500 ONLY with the prior estimate approval by the military Food Service Manager or representative.