Coffee Shop SOW.docx

Coffee Shop Concession Maxwell AFB, Alabama

Performance-Based Work Statement (PWS)

GENERAL INFORMATION

1.1. SCOPE OF WORK

1.1.1. The Contractor shall provide all personnel, transportation, supervision and all food and related supplies required in the operation of a coffee and pastry shop. Specifically, the contractor and his employees must demonstrate to the NAFI Manager and the Quality Assurance Personnel (QAP) the ability to prepare and serve a diversified array of coffees and pastries. The contractor must perform in accordance with standards of this contract.

1.2. CONTRACTOR PERSONNEL

1.2.1. Contract Manager

1.2.1.1. The Contractor will have or shall provide a Coffee Shop Manager with operational knowledge in coffee shop operation. Operational knowledge is defined to mean not less than two (2) years experience as coffee shop owner. The Coffee Shop Manager shall be responsible for the overall performance of work. The name of this person and alternate or alternates who shall act for the Contractor when the Manager is absent shall be designated in writing to the Contracting Officer and the QAP.

1.2.1.2. The Contract Coffee Shop Manager or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operations of this contract.

1.2.1.3. The Contract Coffee Shop Manager or alternates shall be on the premises and available during operating hours within fifteen (15) minutes to meet on the installation with the NAFI Manager and QAP to discuss problem areas.

1.2.2. Contractor Employees

1.2.2.1. Contractor personnel shall present a neat appearance and wear uniforms, provided by the Contractor, to make the employees easily recognized as Contractor employees. The employees shall wear name badges provided by the NAFI. The cleanliness and sanitation standards for personnel and their clothing shall be those required by the Air Force Instruction (AFI) 36-2903, Food Service Management, 1997 FDA Food Code, and AFI 48-116, Food Safety Program. NAFI will approve and recommend uniforms to ensure they are compliant with AF regulations prior to contractor purchase.

1.2.2.2. The Contractor shall make sure all employees, including management, have the required, current, and valid professional certifications required by the State of Alabama in addition to the Training Certificates for Food Service Attendants required by the Air Force as cited in AFI 48-116 before starting work under this contract. 42d Force Support Squadron (FSS) will provide the training required for the certificates and the training on proper sanitation procedures for all contractor employees for Air Force Standards. Duplicates of the certificates will be maintained in each employee’s work area(s).

1.2.2.3. All front line employees who must interact with customers in the performance of their duty must understand and speak as a minimum Basic English so that they can understand customer orders. The Contractor and his alternate must speak and understand English fluently.

1.2.3. Security Requirements

1.2.3.1. The Contractor shall assure that all employees possess an employee identification card, issued by the Maxwell Military Personnel Flight. Each employee must carry two (2) pictured ID cards, one of which is issued through the Military Personnel Flight. The Contractor will be responsible for all processing requirements in obtaining an employee identification card for his employees.

1.2.4. Employee Training

1.2.4.1. The NAFI Manager will train the Contractor on the preparation of forms and reports required by this contract. These forms and reports will include cashier reports, inventory reports, monthly inventory checks, long range capital improvement plans, daily 1875, daily 1876, quarterly budgets, monthly invoices for reimbursements, and monthly transfers between cost centers among others. This training will be completed within fifteen (15) days after contract award.

1.3. QUALITY CONTROL

1.3.1. In compliance with the contract clause entitled “Inspection of Services – Fixed Price”, Reference 54.246-4, the Contractor shall provide a Quality Control Plan that contains, as a minimum, the items listed in 1.3.2 to the Contracting Officer and QAP not later than five (5) days after the contract begins. The Contracting Officer will notify the Contractor of acceptance or required changes to the plan before the contract start date. The Contractor shall make appropriate changes and obtain acceptance of the plan by the Contracting Officer and the NAFI before the contract start date.

1.3.1.1. Food spoilage shall be disposed of in accordance with AFI 48-116, Food Safety Program Code. A monthly notification to the NAFI Manager must be provided that outlines the amount and reason of spoilage and disposal in a dollar amount form.

1.3.2. The Plan Shall Include:

1.3.2.1. A description of the inspection system to cover all services. Description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspectors, in accordance with standard business practices and the Service Delivery Summary (SDS) of this PWS.

1.3.2.2. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

1.3.2.3. A description of the records to be kept to document inspections and corrective or preventative actions taken.

1.3.3. The records of inspection shall be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

1.4. Quality Assurance

1.4.1. According to the Inspection of Services – Fixed Price clause Reference 52.246-4, the Government will evaluate the Contractor’s performance under this contract. The QAP or evaluators will perform the surveillance required to evaluate performance. The QAP will record all surveillance observations. When an observation indicates a major defect or a trend of defective performances, the QAP will contact the Contract Officer to take action in accordance with the contract. Action taken by the Contracting Officer as a result of surveillance will be according to this contract.

1.4.1.2. Performance Evaluation Meetings

1.4.1.3. The Contracting Officer requires the Contractor to meet with the NAFI Manager and QAE whenever the Contracting Officer deems necessary but not less than quarterly. The Contractor may request a meeting with the Contracting Officer when he or she believes such a meeting is necessary. Written minutes of any such meetings shall be recorded in the contract file.

1.5. PHYSICAL SECURITY

1.5.1. The Contractor shall be responsible for safeguarding all Government property, materials and supplies provided for Contractor use. The Contractor will be held accountable for losses and responsible for replacement cost when excess loss occurs. At the end of each work period, all Government facilities, equipment, supplies, and materials shall be secured.

1.5.2. Key Control

1.5.2.1. In the event keys are lost, the Contractor will be required to pay the total cost of replacement to include re-keying of the facility.

1.6. HOURS OF OPERATION

1.6.1. Normal Hours of Operation (May change based on seasonal, mission, or bilateral agreement)

1.6.2. Holiday Hours

1.6.2.1. Normal hours of operation will not be maintained during Federal holidays. Any deviation must be approved by the NAFI Manager.

1.7. ENVIRONMENTAL AND HAZARDOUS MATERIALS HANDLING AND STORAGE

1.7.1. If Contractor personnel spill or release any toxic or hazardous substance into the environment, the Contractor shall immediately contact the Base Fire Department, Contracting Officer, and Civil Engineering Base Environmental Office. All Hazardous/Flammable materials will be stored IAW Base Safety and Fire Policies.

1.8. RECORDS

1.8.1. The Contractor shall be responsible for creating, maintaining, and disposing of only those Government required records that are specifically cited in this PWS or required by a mandatory directive listed in Para 1.2.2.2, Applicable Publications, and Forms. If requested by the QAE, the Contractor shall provide the original record or a reproducible copy of any such record within three (3) working days of receipt of the request.

GOVERNMENT-FURNISHED PROPERTY AND SERVICES

2.1. GENERAL INFORMATION

2.1.1. The Government shall provide the facilities, equipment, materials, and services listed in this section.

2.2. GOVERNMENT-FURNISHED PROPERTY

2.2.1. Government Furnished Facilities

2.2.1.2. The Government shall furnish or make available facilities described in Para 2.2.2.1. Government facilities have been inspected for compliance with the Occupational Safety and Health Act (OSHA). No hazards have been identified for which a work-around has been established. Should a hazard be subsequently identified, the Government corrects the OSHA hazards according to base-wide Government developed and approved plans of abatement taking into account safety and health priorities. A higher priority for correction will not be assigned to the facilities provided hereunder merely because of this contract initiative. The fact that no such conditions have been identified does not warrant or guarantee that no possible hazards exist, or that work-around procedures will not be necessary or that the facilities as furnished will be adequate to meet the responsibilities of the Contractor. Compliance with the OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the Contractor. Further, the Government will assume no liability or responsibility for the Contractor’s compliance or noncompliance with such requirements, with the exception of the aforementioned requirement to make corrections according to approved plans of abatement subject to base-wide priorities. Before any modifications of the facilities performed by the Contractor at his or her expense, the Contractor must furnish the Contracting Officer documentation describing, in detail, the modification requested. No alterations to the facilities shall be made without specific written permission from the Contracting Officer and approval for the Installation Commander. The Contractor shall return the facilities to the Government in the same condition as received, fair wear and tear and approved changes excepted. These facilities shall be used in performance of this contract.

2.2.2. Government-Furnished Facilities List

2.2.2.1. Maxwell Community Library, 131 Shumacher Avenue, Building 910 – Designated parts of kitchen area, designated storeroom and designated seating area (See Attachment 2).

2.2.3. Government-Furnished Equipment

2.2.3.1. The Government shall provide all of the equipment in Attachment 2, currently located in the Government-Furnished Facilities listed in Para 2.2.2.1.

2.2.4. Equipment Inventory

2.2.4.1. An inventory of Government-Furnished equipment must be done no later than five (5) calendar days before start of contract, within thirty (30) calendar days before completion of the contract’s period of performance, and ten (10) calendar days prior to any option periods. The Contractor and a NAFI representative shall conduct a joint inventory of all Government-Furnished equipment and the Contractor shall sign a receipt for all equipment provided by Government. Items missing or not in working order shall be recorded and the Contracting Officer notified in writing. The Contractor and the NAFI representative shall jointly determine the working order and condition of all equipment and document their findings on the inventory.

2.2.5. Obtaining Replacement of Government-Furnished Equipment

2.2.5.1. The Contractor shall submit requests, in writing, for replacement of Government-Furnished equipment to the QAE for processing. Such requests shall specify the reason for the replacement request. The NAFI manager is the final approving authority regarding the replacement of existing equipment or purchasing new equipment. Such requests shall specify the reason for replacement request.

2.2.6. Government-Furnished Materials

2.2.6.1. The Contractor will pay for the Cost of Goods of all Food Items and one time use items. The Contractor is responsible to provide incidentals to Coffee Shop Service. The NAFI Manager will have sole discretion regarding the suitability of any item for use at the venue.

2.2.6.2. The NAFI will provide the equipment and supplies listed in the joint inventory conducted after award for performance of services by the Contractor for the duration of performance period of this contract. The initial stock of materials provided shall be inventoried not later than five (5) days before contract start by the Contractor and a NAFI representative (identified to the Contracting Officer by the NAFI). Any missing items shall be annotated on the inventory and the Contracting Officer notified. The Contractor shall be responsible for keeping enough materials on hand for the performance of the contract according to its terms. If additional materials are authorized by the contract, the Contractor shall request such additional materials in writing to the QAE at least sixty (60) calendar days before the required delivery date of the materials.

2.2.7. Government-Furnished Records

2.2.7.1. The Government will furnish those records listed in a joint inventory to be conducted after contract award.

2.3. GOVERNMENT-FURNISHED SERVICES

2.3.1. Utilities

2.3.1.1. The utilities for the building designated in Para 2.2.2.1 will be metered by CE and the portion of the utility costs to be paid by the Contractor will be a percentage based upon usage and feet utilized by the Contractor within the building. The NAFI will provide the Contractor with a bill for related utilities on a monthly basis.

2.3.2. Custodial Services

2.3.2.1. The Contractor will be responsible for cleanliness of the kitchen, storerooms, dining area, and other affected areas used in conjunction with dining operations. 2.3.2.2. Carpet

2.3.2.3. The Government will shampoo the carpet in all government furnished facilities as needed.

2.3.3. Refuse Collection

2.3.3.1. The Government will provide refuse collection from the pickup point at the exterior of each Government-Furnished Facility.

2.3.4. Insect and Rodent Control

2.3.4.1. The Government will provide insect and rodent control services as required by applicable Air Force health regulations.

2.3.5. Government-Furnished Facilities Maintenance

2.3.5.1. Except for daily cleaning, the Government will provide all maintenance of Government-Furnished Facilities.

2.3.6. Government-Furnished Equipment Maintenance

2.3.6.1. Except for routine cleaning (FDA Food Code Standards), the Government will provide all maintenance of Government-Furnished Equipment. For repair of government furnished equipment, the Contractor will be responsible for fifty-percent (50%) of total repair costs.

2.3.8. Daily Banking and Monthly Accounting

2.3.8.1. The NAFI will collect funds from daily sales and deposit these funds for the Contractor. All sales will be rung into the cash register including charge sales and special functions. Training will be provided to the Contractor prior to the start of the contract and as updates become available. NAFI will supply working cash registers and the NAFI must verify sales at the end of each shift with the cashier. All shortages will be paid by Contractor and all overages will be retained by the NAFI. Daily reconciliation of sales and requisitions will be accomplished by the NAF Accounting Office.

2.3.9. Telephone Service

2.3.9.1. Off base phone access will be requested though 42 COMM Squadron and paid for on a reimbursable basis to 42 COMM Squadron. On base phone access will be free of charge to the Contractor.

2.3.10. Credit Card Charges

2.3.10.1. The Contractor will use the Air Force provided credit card terminal to process credit card transactions. The Contractor will be responsible for his own percentage of credit card usage as determined by the NAFI and a monthly bill will be provided.

CONTRACTOR-FURNISHED ITEMS AND SERVICE

3. GENERAL INFORMATION

3.1. Except for those items or services specifically stated in Para 2.2 and 2.3 as Government-Furnished; the Contractor shall furnish everything needed to perform this contract according to all of its terms. The Contractor will be solely responsible to pay in full the cost of all available resale items, mixes, condiments, tools of the trade and supplies, to include the items listed in Para 2.2.6.1.

3.1.2. The Contractor will ensure that all goods and services will be used for the sole purpose of resale/promotions to authorized patrons IAW AFI 34-262.

SPECIFIC TASKS

4. GENERAL INFORMATION

4.1. In providing Coffee Shop services at Maxwell Air Force Base Alabama, the Contractor shall perform the specific tasks described therein.

4.2. OPERATE FOOD SERVICE FACILITIES

4.2.1. The Contractor shall operate coffee shop services in accordance with the Best and Final Offer (BAFO). In the event of a conflict between the BAFO and this PWS, the PWS shall prevail.

4.3. ACQUIRED COST OF GOODS ITEMS

4.3.1. Approved Sources

4.3.2. The Contractor shall ensure that all foods are from approved sources IAW AFI 48-116, Food Safety and Inspection Program. Presence of any unapproved food items on the premises will be cause for an unsatisfactory rating by Military Public Health Services (MPHS). MPHS has the authority to close any operation for noncompliance. The Contractor, at the beginning of the contract, shall provide Military Public Health Services, at least three (3) days prior to delivery, a list of all food items and vendors to be used in this food and beverage service operation. This list shall be updated quarterly. MPHS has the right to request any additional information required by Air Force regulations, it may deem necessary at any time.

4.3.2.1. The Contractor may acquire fresh produce and fruits from the local economy if the specific sources of supply are acceptable to US Air Force Public Health Officials. The Contractor shall acquire all other cost of goods items from the NAFI Prime Vendor, AAFES Shopette, Commissary and other approved suppliers as determined by the Public Health office.

4.3.2.2. All food and beverage items shall be available for inspection by Public Health Services in the raw state, prep condition, holding, serving line, or storage area under control of the Contractor and subject to the provisions of this contract. Public Health personnel shall be provided unrestricted access to both facilities and all inspections shall be without notice unless follow up is necessary. The Contractor must pass all inspections with a “marginal” or above rating.

4.3.3. Requisition/Ordering Procedures for Emergencies Only

4.3.3.1. Requests for emergency purchases, i.e., at the commissary or local produce, will be submitted a minimum of 24 hours in advance to be purchased by the NAFI. Contract procurement clerk/warehouse worker will advise the NAFI on the products and amounts to be ordered, The Contractor will provide an employee, driver, vehicle, and gasoline to assist in the movement of all stock from the supplier to the club warehouse and the contractor’s storeroom.

4.4. Establish and Maintain Inventory Control

4.4.1. The Contractor shall establish and maintain stock record cards for all cost of goods items and Government-Furnished material items located within the Government-Furnished storage areas. The Contractor shall use the stock record cards to track the usage, status, location, and disposition of these items. The Contractor shall also use these records to replenish stock as required. The Contractor or his/her representative shall make himself available to facilitate joint inspection by the Contractor and the NAFI, within fifteen (15) minutes of request.

4.5. ESTABLISH AND MAINTAIN STANDARDIZED RECIPE COST CARDS

4.5.1. The Contractor shall establish and maintain current standardized menu cost cards (or computer equivalent) for all food menu items. These cost cards shall be jointly reviewed every three (3) months by the Contractor and the NAFI Manager to determine if changes are required.

4.5.2. The Contractor shall establish and maintain a product price list for each menu item for the coffee shop style establishment. When operating in the Maxwell Community Library, the Contractor, with the approval of the NAFI Manager, will establish menu pricing for all food and beverage items.

4.6. ESTABLISH AND MAINTAIN FINANCAL ACCOUNTABILITY

4.6.1. Payment of Fees

4.6.1.1. The U.S. Government (NAFI) shall pay fees due to the Contractor no later than the fifteenth (15) calendar day of each month for all fees accrued during the preceding month. The NAFI shall pay the fees in U.S. dollars.

4.6.2. Concessionaire Settlement Report

4.6.2.1. All payments to the Contractor that involve NAF funds shall be paid after a proper invoice is received at the payment office at Maxwell AFB NAF Accounting Office.

4.6.3. Concessionaire Settlement Report

4.6.3.1. The Contractor shall provide the Concessionaire Settlement Report, required by Special Provision 12, to the NAFI within five (5) calendar days after each month stating in detail, the total sales, parties, food and supplies requisitions, and determine the amount due to the Contractor. The local NAF accounting personnel will reconcile and validate the Contractor’s monthly settlement report. Any variances must be mutually resolved before the final monthly payment is made to the contractor.

4.6.3.2. Report shall contain contracts with contract numbers, AF Form 1875 with attached cash register receipts, final totals during the month and payment to the Government. Support documentation shall be provided, including copies of submitted contracts and invoices.

4.6.5. Records

4.6.5.1. The Contractor shall maintain records using Air Force forms issued by the Government and documented through cash register tapes, cash collection records, etc., of all income received.

Service Summary

SDS 1

Serve food promptly and correctly

SDS 2

Maintain proper food temperatures

SDS 3

Follow approved menu

SDS 4

Plan and document food production

SDS 5

Clean, sanitize and store cookware, utensils, dishes, silverware, trays

SDS 6

Cleaning serving area equipment

SDS 7

Clean dining area and chairs

SDS 8

Clean food preparation equipment All food preparation equipment and other equipment that comes in to contact with food meets the requirements of FDA Food Codes

0 Defects

Periodic inspection

SDS 9

General housekeeping

All non-food items under the contractor’s control will be maintained in accordance with FDA Food Codes

Less than 4 defects per month

SDS 10

Clean up spills

Food and beverage spills in the serving dining areas will be cleared within 3 minutes

Less than 4 defects per month

SDS 11

Maintain personal hygiene All personnel meet hygiene, uniform and medical requirements in accordance with FDA Food Codes

SDS 12

Food preparation sanitary requirements

Meet requirements of current version of FDA Food Codes USAF version

0 Defects

SDS 13

Post and maintain current menus and prices

Accurate menus posted as approved by the NAFI Manager

Menu changes must be made, approved and documented within 15 day

Attachment #1

Government Furnished Property List

Refrigerator/Freezer

Tea Brewer

Refrigerated Display Case

Custom Build Counter

Espresso/ Cappuccino Machine

Dual Air Pot Brewers

Convection Oven

Leather couch

3 leather chairs

5 tables

15 chairs

Cash register

Attachment 2 (Designated Areas) image1.emf