Amendment 1 RFP Nutrition Data for Top 100 Restaurants.docx

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Collecting Nutrition Data for Top 100 Restaurant Chains Federal contract opportunity
Solicitation number
FDA-21-RFQ-1238727
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Department of Health and Human Services Food and Drug Administration Office of Acquisition and Grant Services

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Amendment 1 FDA -21-RFQ-1238727 Collecting Nutrition Data for top 100 Restaurant Chains

PART 1: DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. FAR Provisions and Clauses set forth herein are current though Federal Acquisition Circular (FAC) The resultant task orders will include all applicable provisions and clauses in effect through the Federal Acquisition Circular 2021-05 effective March 10, 2021. The North American Industrial Classification System (NAICS) code for this procurement is 541910. The Government contemplates a firm fixed price contract. This solicitation will be posted Small Business Set Aside.

PART 2: SUPPLIES /SERVICES AND PRICES

2.1 Brief Description of Supplies or Services

The U.S. Food and Drug Administration (FDA) requires collecting Nutrition Data for Top 100 Restaurant Chains.

2.2 Pricing Schedule

CLIN

Quantity
Unit
Unit Price
Total Amount
0001
Collecting Nutrition Data for Top 100 Restaurant Chains.
1
ea
$
$

Part 3: Statement of Work

3.1 Background

The Center for Food Safety and Applied Nutrition (CFSAN) at the Food and Drug Administration (FDA) needs additional restaurant menu data from selected top restaurant chains in the U.S., including nutrition data from 2021 to support mission critical initiatives, including the ability to monitor nutritional and other changes in the food supply over time.

FDA has been enhancing monitoring and surveillance efforts for various nutrients in the food supply (i.e. sodium). Currently, a challenge with monitoring the nutrient content of restaurant foods is that nutrition information for foods sold in restaurants is not routinely available, some sources of information do not provide thorough descriptions of food items, or weights of food items, and item component and/or ingredient information may not be available. To understand how nutrients in the food supply have changed over time, FDA requires more complete restaurant data. Improved monitoring capabilities will enhance FDA’s ability to fulfill its mission of protecting and promoting public health. The availability of data will enable FDA to conduct research and surveillance in the areas under its jurisdiction, including menu labeling and ingredient safety.

3.2 Objectives

The objective of this requirement is to obtain access to all menu and nutrition information from identified restaurants in a format that is searchable (e.g. images, pdfs, etc.) as well as to obtain usable data on restaurant menu items (e.g. data collected transcribed into spreadsheets) for 2021. The data collected shall be provided in various formats (e.g. searchable images and pdfs, screenshots, web tables, Excel files, Word documents, etc.), and should include metadata and information such as the following: date of collection, date presented on information collected, specific descriptions of menu items, component information, ingredient information, nutrition data, serving size data, how items are served, and weights of food items, components, and ingredients when available. The collected images of menus, web captures, and electronic copies of menus should also be provided. The tasks below describe these requests in further detail. Access to this information will allow FDA to improve monitoring of restaurant foods in the U.S. market and to enable analyses that will inform policy decisions.

3.3 Scope of Work

Collecting Nutrition Data for Top 100 Restaurant Chains includes seven (7) Tasks which are described below, and which are shown in Table 1. The Tasks encompass receipt of data, documentation, quality control, and customer support. FDA shall coordinate with the Contractor to discuss all tasks in more detail at the onset of the contract and should a more efficient way to approach each task be agreed upon by the Contractor and FDA, the details below may be modified.

3.4 Tasks

3.4.1 Task 1: Data Collection and Delivery of U.S. Restaurant Nutrition and Menu Information Files

3.4.1.0 Restaurant and Menu Information Data Collection

FDA will provide a list of U.S. restaurants, not to exceed 100 (one hundred) restaurants to the Contractor. The Contractor shall collect restaurant menu and nutrition information for restaurant foods and beverages, which may amount to multiple files (e.g. pdfs, screenshots, web tables, etc.). As part of this process the Contractor shall obtain copies of the following:

· Customer menus (various formats)

· Catering menus (various formats)

· Nutrition information (various formats)

· Allergen information (various formats)

· Food component information (e.g. bun, cheese, etc.)

· Food ingredient information (e.g. milk, salt, etc.)

· Food description information (e.g. web clippings, downloadable pdf’s, etc.).

Data shall be collected in color for each restaurant, shall represent 2021 data, and will be provided in legible, searchable, and manageable format (e.g. .pdf, .jpg, or .gif). Data captures shall be processed by credible optical character recognition (OCR) or other relevant software so they are text searchable. If collection of this information amounts to numerous pages, FDA and the contractor shall discuss the best option for how the information shall be organized. Items should be presented by menu section in each searchable document. The information may be presented by the restaurant in various formats (e.g. information presented on website such as individually loading webpages per menu item, online ordering, calculators, drop down menus to see more information, downloadable pdf’s, tables on websites, etc.) such that collection could be different for each restaurant. If multiple formats are present, all formats should be collected in the exact order of the way the restaurant presents their data (for example, by menu sections) to ensure data quality. Proper organization of the data is required, and it may be necessary to include a master table of contents where the Contractor will list all documents collected and a short description about what is in each document. The goal is to collect information for each restaurant in 1 day when possible to ensure a focused time point for collection as restaurant information can change frequently. For some restaurants that have an extensive listing of items (e.g. due to multiple sizes of products and/or options within the product selection), this process and timing will need to be properly planned. To achieve the full collection within the timeframe noted in the deliverable table below (October 2021-December 2021), proper staffing will be necessary. Examples of what the Contractor shall collect include, but are not limited to the following information for each menu item:

Data Collection Elements:

· Collection source

· Date of collection

· Menu document date

· Menu item name (verbatim)

· Menu section where item is listed

· Menu item description (verbatim)

· Menu item detailed description (written by contractor - additional descriptor information that can be gleaned from menu or images)

· Item component information (when available, e.g. bun, lettuce, mustard, etc.)

· Item ingredient list (when available, e.g. what is in the bun, lettuce, mustard, etc.)

· Nutrition information for the menu item (when available)

· Nutrition information for the meal components (when available)

· Nutrition information for the meal ingredients (when available)

· Serving size information (in grams, ounces, fluid ounces or common measures such as 1 bowl of soup) for the menu items, components, and ingredients (when available)

· Allergen information (major allergens: milk, peanuts, tree nuts, fish, shellfish, wheat, soybean, and egg, plus any others listed, e.g. MSG) for the menu items, components, and ingredients

· Nutrient content claims (if any)

· Nutrition disclaimers (e.g. how was the nutrient content for menu items calculated?)

· Notes and comments (e.g. noting any webpages that did not load with menu items that could be captured and why, etc.)

The data collected shall be sourced from the restaurant itself and not from miscellaneous websites that provide information about the restaurant. Most restaurants have link(s) to their menu, nutrition, and allergen nutrition information on their landing page or main menu. If the information is not readily found, a general search through menu bar options and FAQs webpage can be used to determine if the information is not available. The restaurant’s headquarters and/or customer service could verify access to information. Furthermore, data shall be complete (e.g. all menu sections, all component and ingredient information, etc.), organized, and not be copied over from already existing databases owned by the contractor. Each collection shall include an accurate and verifiable date stamp that shall be represented on all documents. To ensure the date stamp is representative of a focused time, any data that presents issues shall be recollected in totality and not added to sections months later. Recollection can be avoided by proper quality control procedures. The Contractor shall provide documentation regarding data collection processes,quality control processes (Task 3), and any limitations in data collection or issues encountered. Data collectors shall possess properly skilled backgrounds (e.g. experience in this type of data collection, database creation and management, data entry, data analysis, data science, detail oriented, understanding of restaurant foods, etc.) and FDA shall have a direct line of communication to all data collectors for training and to ensure that collection requirements are clearly understood. The volume of information collected is expected to be significant and will require adequate staffing to meet deadlines.

3.4.1.1 Development of Unique Identifiers

FDA will share information with the Contractor about the use of unique identifiers (IDs) such that the Contractor shall develop unique IDs as needed through the data collection process. Examples of unique IDs include, but are not limited to the following:

· Collection ID

· Document ID

· Restaurant ID

· Product ID

· Component ID The Contractor shall provide documentation regarding development and definitions of the unique identifiers (Task 3.4.1.1).

3.4.1.2 Data Collection Event Log

The Contractor shall provide a supplementary file (e.g. Excel) with meta-data as a ‘Data Collection Event Log’. This data should be logged at the time of data collection for each restaurant. Examples of what the Contractor shall collect include, but are not limited to the following information:

FIELD
DESCRIPTION
collection_id
[restaurant_id]_[collection date]
collection_date
Date documents were obtained (format YYYYMMDD).
information_source
Restaurant website or in-person visit.
restaurant_name
Common name of the restaurant.
restaurant_id
Unique restaurant identifier.
restaurant_website
Restaurant front landing page.
restaurant_address
Address of the restaurant visited to obtain information, if there was a physical visit to a restaurant location.

information_types

Coded Y- yes (obtained and provided to FDA), N – no (did not find required information) for the following required information:

1. Menu item names

2. Menu item descriptions

3. Nutrition Information

4. Component Information

5. Ingredients

6. Allergen/Sensitivity

7. Nutrition Claims

8. Nutrition disclaimer information

document_total
Total count of documents collected.
missing_documents
Information type not collected and rationale.
customer_service_number
Restaurant corporate phone number called to validate online data.
call_summary
Summarize the phone conversation with customer service or headquarter office and results.
Notes
Additional information that supports data collections including findings and assumptions
data_collector (s)
Initials of data collector (s).
recollection_details
What was recollected
recollection_date
Date of recollection
data_collector (s)_Recollect
Initials of data collector (s)

3.4.1.3 Listing of Documents

The Contractor shall provide a supplementary file (e.g. Excel spreadsheet) with the listing of documents collected. This data should be logged at the time of data collection for each restaurant. Examples of what the Contractor shall include, but are not limited to the following:

FIELD
DESCRIPTION
document_id
content_type_[3-digit unique identifier]
document_name
Full file name of document collected/captured with file format included
document_type
File format
document_description
Short description of the types of menu items and information collected in the document and what is included in the PDF
collection_id
[restaurant_id]_[collection date]
date_captured
The date this document was created, either captured from website or in person.
content_type
information_type related to document. For example, “menu”, “nutrition information”, or “allergen information”.
date_on_document
Date stamp as written on the document (if available). For example: “Spring 2019”, “09/01/2019 – 12/31/2019”.
Link(s)
URLs of website captured documents (where possible). The primary URL should be for the menu section.

Data collection files obtained should be collated in a folder by restaurant name and unique ID designated for each restaurant. Data collection folders and file formats will be discussed with FDA. Examples of how the folders and files shall be saved include the following:

Folder naming structure:

[restaurant_id]_[collection_date]_[restaurant_name] NOTE: if recollection occurs, the updated recollection date should be included.

Filename Structure:

[restaurant_id]_[collection_date]_[document_type]_[document_id]_[standardized_restaurant_name].fileformat Excel spreadsheet Filename structure: [restaurantID]_[collectiondate]_menudata_[standardized restaurant_name]_FoodTrak.xlsx The general process and specific methodology for data collection will be further discussed on a conference call. FDA desires that all data collectors be present and in direct communication with FDA to ask questions through the collection process. A summary of a general process for data collection is as follows:

1) Review restaurant’s official website for all required information (refer to Data Collection Elements).

2) Verify with restaurant’s customer service regarding more updated information or missing required information.

3) If some or all of the information was not found or was not available from the restaurant’s website or customer service, the Contractor shall collect data from a physical restaurant location. (Since Menu Labeling went into effect, restaurants with 20 or more chains are required to make available menu and nutrition data upon request.)

4) Log all data collection events and metadata as well as the documents obtained (pdf, web tables, web calculators, screenshots, etc.), including notation of required documents that were not available.

5) Perform quality control checks prior to delivery (see Task 3). FDA will provide a checklist to guide quality control checks. If, upon receipt of files by FDA, errors are caught (e.g. ingredients or serving size missed, etc.), the Contractor will be asked to correct or to recollect data.

All data collection shall be completed prior to Task 2 (Data Entry) to ensure that collection occurs within the shortest time frame possible and that there is adequate time within the same calendar year should recollection be necessary. Due to size, delivery of files may require use of a secure file transfer protocol (FTP) site, approved by FDA. If FDA’s option for this is not feasible, the Contractor may need to establish one. All files shall undergo quality control checks by the contractor prior to delivery to FDA andall files shall be scanned for viruses before delivery to the FDA.

Furthermore, a pilot for this data collection task shall be conducted for 5 restaurants (see Task 4) to assure adequate and consistent methodology. For the pilot and for the full collection, all files (e.g. Tasks 1, 2, 4) shall be delivered on a rolling basis as completed to allow time for FDA to review incoming files. If quality control checks by FDA identify missing information, poor data collection, gaps, and/or errors, the contractor shall recollect all FDA requested data in 2021 (with a new updated time stamp for all data so that the collection dates are the same for all items from one restaurant). Data collection (all files) shall be reviewed and confirmed as complete by FDA before acceptance of the deliverable.

3.4.2 Task 2: Develop a Data Package Containing Restaurant Nutrition and Menu Information FDA has established a database in Excel, which includes nutrition and menu information from top chain restaurants. The Contractor shall further develop this data package (format to be discussed with FDA), with menu and nutrition information for the list of U.S. restaurants that are provided by FDA for 2021. A conference call will be held to discuss components of the data package in more detail. Each row of the main spreadsheet should include the full data for each individual restaurant product. Some of this information will be available from Task 1 menus and online information as well as supplementary restaurant materials. All files shall undergo quality control checks by the contractor prior to delivery to FDA. If quality control checks by FDA identify missing information, poor data collection, gaps, and/or errors, the contractor shall re-enter/correct all FDA requested data. The data package shall include multiple spreadsheets or tabs and should include but is not limited to inclusion of the following fields shown below in Tables 3.4.2.0, 3.4.2.1, 3.4.2.2:

3.4.2.0Information Directly Input from Task 1 Menus:
FIELD
DESCRIPTION
restaurant_name
Common name of the restaurant in all lower-case letters, apostrophe and other punctuation removed and "_" between each word.
restaurant_id
Unique restaurant identifier.
product_id
Serves as the unique item identifier for the menu item. Generated from restaurant_id, initials of the restaurant_name and a number series generated as a unique row number to index converted data.
restaurant_menu_section
Broader menu heading or grouping under which the menu item can be found on the menu.
fda_food_category
Field should be left empty (for FDA use).
menustat_category
Menu item categorization developed by New York City Department of Health and Mental Hygiene.
age_group
Code to categorized kids and senior meals.
menu_item_name
Menu item name exactly as it appears on the restaurant’s menu.
menu_item_name_extended
menu_item_name and 2-3-word additional descriptor that links menu items to a larger food type when the menu_item_description and restaurant_menu_section is unclear.
menu_item_description
Description of the menu item as it appears on menu.
nutrition_information_name
Nutrition item name exactly as it appears on the

restaurant’s nutrition information.

Allergens
Disclosed allergen component within the menu item

build. Major allergens are: milk, egg, finfish, crustacean shellfish, wheat, soybean, peanuts and tree nuts.

Combo_meal_y
Code to indicate if a menu item is part of a combination meal although nutrition information is provided separately.
duplicate_size
Code to indicate if the exact menu_item_name and description is provided in different sizes, portions or on different menus.
menu_item_size
Designation for menu item sizes that are not covered by the serving_size_oz, serving_size_fl_oz, serving_size_lbs, and serving_size_g columns. The serving size value and unit of measure (e.g. pieces, ladle, cups, bowl) is entered in the same field.
serving_size_oz
Serving size presented in ounces.
serving_size_g
Serving size presented in grams.
serving_size_fl_oz
Serving size presented in fluid ounces.
serving_size_lbs
Serving size presented in pounds.
calories_kcal
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
calories_from_fat
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
total_fat_g
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
saturated_fat_g
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
trans_fat_g
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
polyunsaturated_fat_g
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
monounsaturated_fat_g
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
cholesterol_mg
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
sodium_mg
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
total_carbohydrates_g
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
dietary_fiber_g
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
sugars_g
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
protein_g
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
potassium_mg
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
vitamin_a_iu
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
vitamin_a_perc_dv
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
vitamin_c_mg
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
vitamin_c_perc_dv
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
calcium_mg
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
calcium_perc_dv
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
iron_mg
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
iron_perc_dv
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
nutrition_claims
In the cases where menu item was listed under a special menu section or heading or labeled with a claim individually.

For example: “Low Sodium”, “Healthy”, and “Gluten Free”.

information_source
Descriptor of the format from which the menu item nutrition data was captured and entered.
collection_date
Date nutrition information was captured from the website, or collected physically from the restaurant.
collection_year
Current calendar year.
menu_document_date
Effective date (or update date), month/year, season that the menu was created as printed on the documents collected.
nutrition_document_date
Effective date (or update date), month/year, season that the menu item nutrition information was created as printed on the documents collected.
allergen_document_date
Effective date (or update date), month/year, season that the menu item allergen information was created as printed on the documents collected.
comments
Any additional information not captured in other fields that is relevant to the nutrition information or menu list.
reference_file_menu
Full file name including format (.pdf, .jpeg) of the source document that contains menu item description for the menu item.
reference_file_menu_2
Full file name including format (.pdf, .jpeg) of the source document that contains menu item description in cases where there is information on menu item from two different files.
reference_file_nutrition
Full file name including format (.pdf, .jpeg) of the source document that contains nutrition information for the menu item.
reference_file_nutrition_2
Full file name including format (.pdf, .jpeg) of the source document that contains nutrition information for the menu item in cases where there is nutrition information for menu item from two separate files.
reference_file_allergen
Full file name including format (.pdf, .jpeg) of the source document that contains allergen information for the menu item.

If additional nutrition information is presented, but not listed above, it shall also be included as fields in the deliverable.

3.4.2.1Component and Ingredient Information:
FIELD
DESCRIPTION
restaurant_name
Common name of the restaurant in all lower-case letters, apostrophe and other punctuation removed and "_" between each word.
product_id
Serves as the unique item identifier for the menu item. Generated from restaurant_id, initials of the restaurant_name and a number series generated as a unique row number to index converted data.
component_id
product_id and a 3 digit unique identifier.
menu_item_name
Menu item name exactly as it appears on the restaurant’s

menu.

menu_item_name_extended
Menu item name and additional information about the item as it appears on the restaurant’s menu.
component
Name of menu item component
ingredients
Full ingredient list as provided on restaurant website.
Allergens
Disclosed allergen component within the menu item

build. Major allergens are: milk, egg, finfish, crustacean shellfish, wheat, soybean, peanuts and tree nuts.

component_size
Designation for size of components that are not covered by the serving_size_oz, serving_size_fl_oz, serving_size_lbs, and serving_size_g columns. The serving size value and unit of measure (e.g. pieces, ladle, cups, slice) is entered in the same field.
serving_size_oz
Serving size presented in ounces.
serving_size_g
Serving size presented in grams.
serving_size_fl_oz
Serving size presented in fluid ounces.
serving_size_lbs
Serving size presented in pounds.
calories_kcal
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
calories_from_fat
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
total_fat_g
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
saturated_fat_g
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
trans_fat_g
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
polyunsaturated_fat_g
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
monounsaturated_fat_g
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
cholesterol_mg
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
sodium_mg
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
total_carbohydrates_g
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
dietary_fiber_g
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
sugars_g
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
protein_g
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
potassium_mg
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
vitamin_a_iu
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
vitamin_a_perc_dv
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
vitamin_c_mg
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
vitamin_c_perc_dv
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
calcium_mg
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
calcium_perc_dv
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
iron_mg
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
iron_perc_dv
Menu item nutrition information as stated in data collected, including ranges and less than symbols.
nutrition_claims
Nutrition-related claim connected to component in a menu item for example, “Gluten-free”.
information_source
Descriptor of the format from which the component ingredient list or nutrition data was captured and entered.
collection_date
Date nutrition information was captured from the

website, or collected physically from the restaurant.

collection_year
Current calendar year.
component_document_date
Effective date (update date) stamped on the component information source.
ingredient_document_date
Effective date (update date) stamped on the ingredient information source.
nutrition_document_date
Effective date (update date) stamped on the nutrition information source.
comments
Additional information to note about the component that is not covered by other data fields.
reference_file_components
Full file name including format (.pdf, .jpeg) of the source document that contains component information for the menu item.
reference_file_components_nutrition
Full file name including format (.pdf, .jpeg) of the source document that contains component nutrition information for the menu item.
reference_file_ingredients
Full file name including format (.pdf, .jpeg) of the source document that contains ingredient information for the menu item or menu item component.
reference_file_components_allergen
Full file name including format (.pdf, .jpeg) of the allergen document related to the menu item component.
3.4.2.2Restaurant Information:
FIELD
DESCRIPTION
Restaurant_Name
Name of Restaurant
Restaurant_ID
Unique Restaurant Identifier
Parent_Name
Parent company of the restaurant/chain
Address
Headquarter restaurant location, including street address
Restaurant_Type
Restaurant segment/channel type (e.g. full service, limited service, etc.).
Restaurant_Size
Restaurant size (e.g. number of units in U.S.)
Ultimate Parent Company
Cooperation with major share in restaurant chain.
Immediate Parent Company
Subsidiary/umbrella company of parent company that houses oversees operations of restaurant.
Phone
Telephone number for restaurant headquarters.
Notes
Additional information collected on restaurant.
Terms of Service/ Nutrition Disclaimer
Summary of how nutrition information was determined and any dietary recommendations mentioned in nutrition guide as well as restaurant FAQs as available.

The Contractor shall deliver a draft data package for the Project Officer (PO) to review. Due to size, delivery of files may require that the Contractor establish a secure file transfer protocol (FTP) site, approved by FDA should FDA’s option not be feasible. All files shall be delivered on a rolling basis as completed to allow time for FDA to review incoming files. The PO will provide comments within an agreed amount of time by FDA and the Contractor. The Contractor shall review the comments, discuss necessary revisions with the PO, and implement mutually agreed upon revisions from its receipt of the comments within an agreed amount of time an agreed upon amount of time by FDA and the Contractor. The Contractor shall deliver a final database (such as a spreadsheet encompassing different worksheets) within an agreed amount of time by FDA and the Contractor from its receipt of the final comments. The draft may be subject to multiple iterations of reviews and revisions until all corrections are completed. The files will not be accepted until all corrections are completed. FDA expects the Contractor to complete through quality control prior to delivery (Task 3). A conference call shall be held to discuss the data should it be necessary. The Contractor shall scan all files for viruses before their deliveries to the FDA.

3.4.3 Task 3: Quality Control Procedures

The Contractor shall provide written methodology regarding quality control procedures for both data collection (Task 1) and development of the data package (Task 2) and implement a quality control procedure. All data and files shall undergo quality control checks prior to delivery to FDA. Should FDA detect quality control issues upon review of the data, the Contractor shall modify quality control procedures and provide updated written methodology prior to submission and acceptance of deliverables.

3.4.4 Task 4: Pilot – Data Collection and Data Package for 5 Restaurants FDA will provide the Contractor with a list of 5 restaurants to perform a pilot, whereby data collection (Task 1), development of the data package (Task 2) and quality control checks (Task 3), will be completed in advance of all restaurants to ensure process efficiency and data quality. All files for the pilot and in general (e.g. Tasks 1 and 2) shall be delivered on a rolling basis as completed to allow time for FDA to review incoming files. All files shall undergo quality control checks by the contractor prior to delivery to FDA. If quality control checks by FDA identify missing information, poor data collection, gaps, and/or errors, the contractor shall recollect all FDA requested data in 2021 (with a new updated time stamp for all data, which shall be updated in all data files).

All files shall be submitted and approved by FDA before proceeding to full completion of Tasks 1 and 2. A conference call will be held to further discuss the details of the pilot.

3.4.5 Task 5: Documentation

The Contractor shall provide written documentation for Tasks 1-4, detailing information relevant to the task including information on the methodology used, procedures for collection and for quality control, definitions, assumptions made, limitations identified, data sources accessed, lessons learned, etc. A conference call will be held to further discuss delivery of documentation.

3.4.6 Task 6: Summary Reports on Tasks

The Contractor shall provide summary status update reports of task progression and completion each month to FDA. A conference call will be held to discuss the format of the report with FDA.

No travel will be required for these services.

3.4.7 Progress Reports

The Contractor shall provide both verbal and written progress reports and status updates on all task progression and completion each month to FDA. A conference call will be held to further discuss the verbal and written the report formats.

3.5 Deliverables

All Tasks shall be delivered via either secure file transfer protocol (FTP) site or by e-mail depending on the size of the files and shall be delivered to the Project Officer. The Contractor shall scan all files for viruses before their deliveries to the FDA.

Task Number
Description of Deliverables/Milestones
Format
Projected

Delivery Date

3.4.1 (Task 1)
Data Collection and Delivery of U.S. Restaurant and Menu Information Files
pdf, gif, or jpeg; Excel files
Rolling basis Oct-Dec 2021 with all complete files due Dec 31, 2021
3.4.1.0
Restaurant and Menu Information Data Collection
pdf, gif, or jpeg; Excel files
Rolling basis Oct-Dec 2021 with all complete files due Dec 31, 2021
3.4.1
Development of Unique Identifiers
Included in Word document as part of Task 6 and in Excel file for 4.1.1
Rolling basis Oct-Dec 2021 with all complete files due Dec 31, 2021
3.4.1.2
Data Collection Event Log
Excel spreadsheet or tab
On a rolling basis per task 4.1.1, Oct – Dec 2021
3.4.1.3
Listing of Documents
Excel spreadsheet or tab
On a rolling basis per task 4.1.1, Oct – Dec 2021
3.4.2 (Task 2)
Develop a Data Package Containing Restaurant Nutrition and Menu Information
Excel files, spreadsheets, tabs
Rolling basis Jan – April 2022 with all complete files due April 30, 2022
3.4.2.0
Information Directly Input from Task 1 Menus
Excel files, spreadsheets, tabs
Rolling basis Jan – April 2022 with all complete files due April 30, 2022
3.4.2.1
Component and Ingredient Information
Excel files, spreadsheets, tabs
Rolling basis Jan – April 2022 with all complete files due April 30, 2022
3.4.2.2
Restaurant Information
Excel files, spreadsheets, tabs
Rolling basis Jan – April 2022 with all complete files due April 30, 2022
3.4.3 (Task 3)
Quality Control Procedures
Word document
Oct 22, 2021
3.4.4 (Task 4)
Pilot – Data Collection and Data Package for 5 Restaurants
pdf, gif, or jpeg; Excel files, spreadsheets, tabs
Oct 22, 2021
3.4.5 (Task 5)
Documentation
Word doc and Excel file as needed
At time of each deliverable for Tasks 1-5 and May 2, 2022 regarding lessons learned.
3.4.6 (Task 6)
Summary Reports on Tasks
Word doc and Excel file as needed
Ongoing; Agreed upon day of each Month
3.4.7 (Task 7)
Customer/Technical Support
N/A
Ongoing

3.6 Period of Performance

The period of performance shall be from the date of award though 12 months.

3.7 Place of Performance

All work to produce deliverables shall be performed at the Contractor’s site. Planning meetings and training will agency staff may be held at the FDA’s offices in College Park, Maryland or electronically. Meeting locations depend on the business need and will be specified by the Contractor’s Representative.

3.8 Government Furnished Property

No government furnished property.

PART 4: Inspection and Acceptance

The COR will be responsible for determining the acceptance of the work that is completed.

PART 5: Contract Administration Data

5.1 Contract Specialist

The contact information for the Contracting Specialist are:

Department of Health and Human Services Food & Drug Administration, OAGS Attn: Tara Hobson

4041 Powder Mill Road Room 51035B
Rockville, MD 20857

Tara.Hobson@fda.hhs.gov Phone: (240) 402-7586

5.2 Contracting Officer

The contact information for the Contracting Officer is:

Department of Health and Human Services Food & Drug Administration, OAGS Attn: Tara hobson

4041 Powder Mill Road Room 51035B
Rockville, MD 20857

Tara.Hobson@fda.hhs.gov

Phone: (240) 402-7586

5.3 Contracting Officer Representative (COR)

The following COR(s) will represent the Government for the purpose of this IDIQ contract:

Damus Almoza Damus.Almoza@fda.hhs.gov Tel: 301-796-1811 The COR is responsible for: (1) monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; (2) interpreting the statement of work and any other technical performance requirements; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting in the resolution of technical problems encountered during performance.

The Government may unilaterally change its COR designation.

5.4 Invoice Submission

FDA Three-Way Match Invoicing Procedures

A. The contractor shall submit all invoices to:

U.S. FOOD AND DRUG ADMINISTRATION

Attn: Vendor Payments Division of Payment Services 10903 New Hampshire Ave WO32 - Second Floor

MAIL HUB 2145

Silver Spring, MD 20993-0002 301-827-3742 FDAVendorPaymentsTeam@fda.hhs.gov

*** Acceptable methods of delivery include: E-mail (preferred) and Standard Mail. Provide a copy marked courtesy to the COR. The COR is Sarah Johnson (24) 402-5730 Sarah.Johnson1@fda.hhs.gov

B. Invoices submitted under this contract must comply with the requirements set forth in FAR Clauses 52.232-25 (Prompt Payment) and 52.232-33 (Payment by Electronic Funds Transfer - System for Award Management) and/or other applicable FAR clauses specified herein. To constitute a proper invoice, the invoice must be submitted on company letterhead and include each of the following:

(i) Name and address of the contractor;

(ii) Invoice date and invoice number;

(iii) Contract/Order number (including a reference to any base award for Indefinite-Delivery/Indefinite-Quantity Contracts or Blanket Purchase Agreements);

(iv) Description, quantity, unit of measure, unit price, and extended price supplies delivered or services performed, including:

(a) period of performance for which costs are claimed;

(b) itemized travel costs, including origin and destination;

(c) any other supporting information necessary to clarify questionable expenditures;

(d) the contractor shall include the award item number for each description, quantity, unit of measure, unit price, and extended price supplies delivered or services performed;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on government bill of lading;

(vi) Terms of any discount for prompt payment offered (Prompt Payment terms other than NET 30);

(vii) Name and address of contractor official to whom payment is to be sent (must be the same as that in the contract or in a proper notice of assignment);

(viii) Name, title, and phone number of person to notify in event of defective invoice;

(ix) Taxpayer Identification Number (TIN);

(x) banking routing transit number of the financial institution receiving payment for Electronic funds transfer (EFT) ;

(xi) Name and telephone number of the FDA Approving Official (i.e., Contracting Officer (CO) or Contract Specialist (CS), as referenced in the award document);

(xii) Name and telephone number of the FDA Contracting Officer Representative (COR) or other program center/office point of contact, as referenced in the award document;

(xiii) Contractor is required to attach an invoice log addendum to each invoice which shall include, at a minimum, the following information for contract administration and reconciliation purposes:

(a) list of all invoices submitted to date under the subject award, including the following:

(1) invoice number, amount, & date submitted

(2) corresponding payment amount & date received

(b) total amount of all payments received to date under the subject contract or order

(c) and, for definitized contracts or orders only, total estimated amounts yet to be invoiced for the current, active period of performance;

(xiv) Any other information or documentation required by the contract/order award.

C. An electronic invoice is acceptable if submitted in adobe acrobat (PDF) format. All items listed in (i) through (xii) of this clause must be included in the electronic invoice. Electronic invoices must be on company letterhead and must contain no ink changes and be legible for printing. [amend/delete, as necessary]

D. Questions regarding invoice payments should be directed to the Employee Resource and Information Center (ERIC) Helpdesk at 301-827-ERIC (3742) or toll-free 866-807-ERIC (3742); or, by email at ERIC@fda.hhs.gov. Refer to the Call-in menu options and follow the phone prompts to dial the option that corresponds to the service that's needed. All ERIC Service Now Tickets will either be responded to or resolved within 48 hours (2 business days) of being received. When emailing, please be sure to include the contract number, invoice number and date of invoice, as well as your name, phone number, and a detailed description of the issue.

PART 6 - Contract Clauses

6.1 FAR and HHSAR Clauses and Provisions incorporated by reference may be obtained at:

https://www.acquisition.gov/far/ http://www.hhs.gov/grants/contracts/contract-policies-regulations/hhsar/index.html

52.212-4, Contract Terms and Conditions-Commercial Items (Oct 2018)

HHSAR clauses

352.222-70 Contractor Cooperation in Equal Employment Opportunity Investigations (DEC 2015) 352.203-70 Anti-lobbying (DEC 2015) 352.208-70 Printing and Duplication (DEC 2015) 352.224-70 Privacy Act (DEC 2015) 352.227-70 Publications and Publicity (DEC 2015)

6.2 FAR Clauses in Full Text

52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Items. (Jan 2021)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (Jan 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (Jul 2018) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (Aug 2020) (Section 889(a)(1)(A) of Pub. L. 115-232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015).

(5) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553).

(6) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Public Laws 108-77 and 108-78 ( 19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

[Contracting Officer check as appropriate.] _x_ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (June 2020), with Alternate I (Oct 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402).

__ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Jun 2020) (41 U.S.C. 3509)).

__ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (Jun 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

_x_ (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jun 2020) (Pub. L. 109-282) ( 31 U.S.C. 6101 note).

__ (5) [Reserved].

__ (6) 52.204-14, Service Contract Reporting Requirements (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

__ (7) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

_x_ (8) 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Jun 2020) (31 U.S.C. 6101 note).

__ (9) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Oct 2018) (41 U.S.C. 2313).

__ (10) [Reserved].

__ (11) (i) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (Mar 2020) (15 U.S.C. 657a).

__ (ii) Alternate I (Mar 2020) of 52.219-3.

__ (12) (i) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Mar 2020) (if the offeror elects to waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a).

__ (ii) Alternate I (Mar 2020) of 52.219-4.

__ (13) [Reserved] _ _ (14) (i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2020) (15 U.S.C. 644).

__ (ii) Alternate I (Mar 2020) of 52.219-6.

__ (15) (i) 52.219-7, Notice of Partial Small Business Set-Aside (Nov 2020) (15 U.S.C. 644).

__ (ii) Alternate I (Mar 2020) of 52.219-7.

_ _ (16) 52.219-8, Utilization of Small Business Concerns (Oct 2018) (15 U.S.C. 637(d)(2) and (3)).

__ (17) (i) 52.219-9, Small Business Subcontracting Plan (Jun 2020) (15 U.S.C. 637(d)(4)).

__ (ii) Alternate I (Nov 2016) of 52.219-9.

__ (iii) Alternate II (Nov 2016) of 52.219-9.

__ (iv) Alternate III (Jun 2020) of 52.219-9.

__ (v) Alternate IV (Jun 2020) of 52.219-9 __ (18) (i) 52.219-13, Notice of Set-Aside of Orders (Mar 2020) (15 U.S.C. 644(r)).

__ (ii) Alternate I (Mar 2020) of 52.219-13.

_ _ (19) 52.219-14, Limitations on Subcontracting (Mar 2020) (15 U.S.C. 637(a)(14)).

__ (20) 52.219-16, Liquidated Damages-Subcontracting Plan (Jan 1999) (15 U.S.C. 637(d)(4)(F)(i)).

__ (21) 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (Mar 2020) (15 U.S.C. 657f).

_x_ (22) (i) 52.219-28, Post Award Small Business Program Rerepresentation (Nov 2020) (15 U.S.C. 632(a)(2)).

__ (ii) Alternate I (MAR 2020) of 52.219-28.

__ (23) 52.219-29, Notice of Set-Aside for, or Sole Source Award to, Economically Disadvantaged Women-Owned Small Business Concerns (Mar 2020) (15 U.S.C. 637(m)).

__ (24) 52.219-30, Notice of Set-Aside for, or Sole Source Award to, Women-Owned Small Business Concerns Eligible Under the Women-Owned Small Business Program (Mar2020) (15 U.S.C. 637(m)).

__ (25) 52.219-32, Orders Issued Directly Under Small Business Reserves (Mar 2020) (15 U.S.C. 644(r)).

__ (26) 52.219-33, Nonmanufacturer Rule (Mar 2020) (15U.S.C. 637(a)(17)).

__ (27) 52.222-3, Convict Labor (Jun 2003) (E.O.11755).

_ _ (28) 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Jan2020) (E.O.13126).

_x_ (29) 52.222-21, Prohibition of Segregated Facilities (Apr 2015).

_x_ (30) (i) 52.222-26, Equal Opportunity (Sep 2016) (E.O.11246).

__ (ii) Alternate I (Feb 1999) of 52.222-26.

_x_ (31) (i) 52.222-35, Equal Opportunity for Veterans (Jun 2020) (38 U.S.C. 4212).

__ (ii) Alternate I (Jul 2014) of 52.222-35.

_x_ (32) (i) 52.222-36, Equal Opportunity for Workers with Disabilities (Jun 2020) (29 U.S.C. 793).

__ (ii) Alternate I (Jul 2014) of 52.222-36.

_x_ (33) 52.222-37, Employment Reports on Veterans (Jun 2020) (38 U.S.C. 4212).

__ (34) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496).

__ (35) (i) 52.222-50, Combating Trafficking in Persons (Oct 2020) (22 U.S.C. chapter 78 and E.O. 13627).

__ (ii) Alternate I (Mar 2015) of 52.222-50 (22 U.S.C. chapter 78 and E.O. 13627).

__ (36) 52.222-54, Employment Eligibility Verification (Oct 2015). (Executive Order 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial items as prescribed in 22.1803.)

__ (37) (i) 52.223-9, Estimate of Percentage of Recovered Material Content for EPA–Designated Items (May 2008) ( 42 U.S.C. 6962(c)(3)(A)(ii)). (Not applicable to the acquisition of commercially available off-the-shelf items.)

__ (ii) Alternate I (May 2008) of 52.223-9 (42 U.S.C. 6962(i)(2)(C)). (Not applicable to the acquisition of commercially available off-the-shelf items.)

__ (38) 52.223-11, Ozone-Depleting Substances and High Global Warming Potential…

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