FSS SOW for Food Service Catering FY25.pdf

CATERED MEAL SERVICES

STATEMENT OF WORK

(SOW)

123 SERVICES FLIGHT

1101 GRADE LANE

LOUISVILLE KY 40213

FY 2025

11 OCT 2024 (SANDWICH/WRAP MEALS ONLY)

13 DEC 2024 (SANDWICH/WRAP MEALS ONLY)

14-15 DEC 2024

10 JAN 2025 (SANDWICH/WRAP MEALS ONLY)

14 MAR 2025 (SANDWICH/WRAP MEALS ONLY)

15-16 MAR 2025

11 APR 2025 (SANDWICH/WRAP MEALS ONLY)

06 JUN 2025 (SANDWICH/WRAP MEALS ONLY)

07-08 JUN 2025

25 JUL 2025 (SANDWICH/WRAP MEALS ONLY)

12 SEP 2025 (SANDWICH/WRAP MEALS ONLY)

13-14 SEP 2025

SCOPE OF WORK

1. DESCRIPTION OF SERVICES.

The contractor shall furnish all personnel, supervision, parts, tools, materials, facilities and transportation necessary to provide prepared meals to the 123d Airlift Wing, Kentucky Air National Guard (KYANG) Base for the periods specified within this SOW for the scheduled UTA weekends IAW the following specifications and schedules. The number of meals requested in this SOW are tentative only. If the number of meals is subject to change, KYANG

Services Personnel will notify the contractor NLT 10 days prior to the dates of service.

a. Contractor will furnish and deliver all food items to the 123d Airlift Wing, Kentucky Air National

Guard (KYANG) Base. All food items must be held at the proper hot/cold holding temperature until prepared to serve. The number of servings will be verified upon arrival at the KYANG. Contractor will prepare and serve each meal.

b. Contractor will provide a menu to the Services Flight no later than 14 calendar days prior to the scheduled drill. The Services Flight representative(s) will review the menu and make changes as necessary then communicate the changes back to the contractor. Should the contractor order any food prior to the menu approval, the government will not accept any financial responsibility should the menu item change for which the food was purchased. The menu items will be consistent with the requirements listed in bullet “c”.

c. There will be two different formats for menus. One format will be the complete, hot catering meal that will take place 4 different times per year on “drill weekend”. The second option will be a “grab-n-go” sandwich/wrap meal option that will take place on 8 different occasions per year, which will occur the

Friday before “drill weekend”. Provisions for both formats are listed below

i. Hot catering meal: Menu will consist of 2 protein entrée options (one will be chicken or fish, the other will be either pork or beef, vegetarian options can be accepted in lieu of one of these options), 2 starch options (rice, potatoes, etc.), 3 hot vegetable options, one bread item (hot roll, garlic bread, etc.), salad bar items with at least 8 options of toppings (salad mix plus 8 topping options offering patrons at least a 6oz salad option) and 4 different salad dressings with at least one salad dressing option being reduced fat/fat free, 2 different dessert options.

Contractor will also be responsible to provide one Coca-Cola product bag-in-box to replenish on drink station.

ii. Sandwich/Wrap meal: Menu will consist of a protein based sandwich or wrap (one option will be ham or roast beef, the other option will be turkey or chicken) with protein and cheese placed directly on the sandwich/wrap. Lettuce, tomato, and onion will be provided to compliment the sandwich/wrap but will packaged separately from the sandwich/wrap.

Prepackaged mayonnaise and mustard will also be available with the sandwich/wrap. Five (5) vegetarian options will be available as well. In addition to the sandwich/wrap, meals will also be complete with a 1.5-3 oz bag of potato chips from a popular brand (at least three different choices of chips), a house, fruit, or pasta salad (with 4 dressing options for the house salad), 2 separate dessert options, and beverages (at least three different options) that are from a popular beverage company (i.e. Coca-Cola, Pepsi, etc.).

iii. Options for meal preparation are as follows:

1. Meal can be prepared off-site and delivered to KYANG. Meal must remain at proper holding temperatures which will be reflected on a temperature log and provided upon request. Meal must be ready to be served no later than 1030 on the required date.

2. Raw food items can be delivered to KYANG and meal can be prepared in the facility located on the KYANG. Raw food items must maintain proper holding temperature which will be reflected on a temperature log and provided upon request. Raw food items will ONLY be delivered by the contractor as the Services Flight staff at the KYANG will not receive/accept any deliveries from a third-party. Contractor will ensure that meal is prepared and ready to serve no later than 1030 on the required date.

d. Contractor will provide all condiments (mayonnaise, butter, margarine, tartar sauce, mustard, ketchup steak sauce, hot sauce, pickles, salad dressings, etc.) to complement the meal being served.

e. Contractor will receive payment for all meals ordered. All food/meals will remain the property of the

123 Services Flight and must be left at the Air National Guard (KYANG) Base. Food and beverages will not be removed from the facility by the contractor. Remaining meals/servings will be verified by the Services NCOIC and must match the number of meals ordered minus the number of meals served.

Any shortages identified in servings will be deducted from the payment. The contractor shall take all necessary measures to ensure the projected meal count for servings is met.

f. During the UTA weekend two serving lines, salad and beverage bars must be set-up and ready for serving no later than 10:30 a.m. and will remain open until 1:15 p.m. unless otherwise directed. At the conclusion of the meal serving time, the contract will clean up any mess associated with the meal that was served. The contractor is not required to clean/sanitize any surfaces or items that were not impacted by the meal. Caterer will be responsible for staying in-place for the duration of the meal to serve the meal to patrons.

g. Contractor will purchase food from approved vendors IAW the FDA Food Code guidelines. A list of food sources must be provided upon request.

h. Contractor will comply with all FDA Food Code guidelines, Tri-Service Food Code, and AFMAN34-

240 standards.

2. PERSONNEL

a. Contract Manager: The contractor shall provide a full-time contract supervisor on site who shall be responsible for the performance of the work. The contractor shall furnish the name of this person and alternate(s) in writing to the contracting officer and the Services QAE. The contract manager and supervisor(s) must be at least 21 years of age, be fully capable of supervising and performing all tasks required of other contract employees, and must be able to read, write, speak, and understand the English language.

b. The contract supervisor or alternate shall have full authority to act for the contractor on all contract matters relating to daily performance of this contract.

c. The contract supervisor or alternate shall be available during normal duty hours to discuss problem areas with government personnel designated by the contracting officer. After normal duty hours, the manager or designated alternate shall be available within 24 hours.

d. Employees:

(1) Uniforms. The contractor shall provide uniforms to employees. Employees shall wear clean, neat and well-fitting uniforms. The uniform shall not contain commercial advertising except that hats and nametags may contain the contractor's name. The contracting officer shall approve the types and colors of uniforms as well as the standard of dress for supervisors. Uniforms will consist of long pants, short sleeved collar shirt, head cover/hairnet, and appropriate shoes.

a) Shoes shall be of sturdy construction and shall cover the foot for sanitation and safety reasons.

Open-toe shoes, sandals, or athletic shoes, and heels higher than 2 inches, are prohibited. Steel-toe shoes are preferred.

b) All personnel shall wear a nametag furnished by the contractor with a minimum of the employee's last name. In addition, the nametags worn by the contract manager and supervisors shall indicate their job titles.

(2) Medical Certificate. The contractor shall ensure that food handlers have a valid medical certificate before starting work. The contractor shall maintain copies of the medical certificates at the duty location. This is a one-time requirement unless the employee is required by public health to undergo another exam due to illness or disease.

(3) The contractor shall keep current for Government inspection, a list of personnel employed on this contract. This list shall include the expiration date of the medical certificates and dates of food service sanitation training completed, as documented on a Food Handler Training Certificate.

(4) Conflict of Interest. The contractor shall not employ off-duty quality assurance personnel nor any person who is an employee of the Government if the employment of that person would create a conflict of interest. The contractor shall not employ any person who is an employee of the Air Force, either military or civilian, unless such person seeks and receives supervisory approval. In addition, the contractor shall not employ any person who is an employee of the Kentucky Air National Guard if such employment would be contrary to KYANG policies.

(5) Security Requirements.

a) Base Access. The contractor shall furnish a current contract employee roster/access list and submit it to the security forces office. The roster shall be updated within 10 days of any changes. The contractor supervisor/lead shall obtain all necessary passes for contractor personnel and personal vehicles requiring entry onto the KYANG base. Vehicles are subject to search at the main gate. All employees are encouraged to car-pool as their vehicles are subject to be searched, and they must have proper registration and proof of insurance in order to be allowed onto the base.

b) Personal Identification. Each contract worker must have photo identification on their person at all times. When they leave their work area, they must wear a badge that identifies the name of the contractor.

c) Background Check. Contractor will submit information for background checks on all employees before they are allowed on base. Full name, full social security number, and birth date are needed for all personnel coming onto the base.

d) Personal Security. Access to sensitive information or equipment located on the KYANG base is strictly prohibited.

e) Physical Security. The contractor shall be responsible for safeguarding all Government property provided for contractor use. At the end of each work shift, all Government facilities, equipment and materials shall be secured.

(6) Employee Training. The contractor shall provide necessary food handling training to employees. The contractor shall maintain records of all training on-site and available for government review. The contract supervisor will have a ServSafe certification that will be held at the government facility.

(8) Contractor Personnel Meals:

a) Contractor personnel who work in dining facilities may purchase meals to be consumed in the facility while on duty and up to 30 minutes before or after their shifts. Before consuming the meal, they shall pay the food charge. They shall not bring food from other sources into the dining facility.

b) Before taking the meal, contractor employees shall sign AF Form 79 and pay the appropriate meal rate. Meals purchased by employees shall not count as meals served for contract payment purposes.

c) Contractor employees who eat government food at any time shall be required to pay for a complete meal determined by the time of day the eating is observed. This is not applicable to spoon-size taste sampling by personnel assigned to quality control. Employees shall not bring food from other sources into the dining facility.

(9) The use of alcoholic beverages or illegal drugs by contractor personnel while on the installation is strictly forbidden. The contractor shall immediately remove any employee who is under the influence of alcohol or drugs.

(10) Contractor employees shall not loiter in any working or patron area. Upon completion of their assigned shifts, or after eating employees shall promptly leave the installation.

(11) Removal of Contractor Employees. All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering the government installation shall abide by all security regulations of the installation. They shall be subject to such security checks as the government deems necessary. The government reserves the right to direct the removal of an employee for misconduct or security reasons. This action does not relieve the contractor from total performance of the contract tasks specified herein.

3. QUALITY ASSURANCE

a. The government will evaluate the contractor performance under this contract using the method of surveillance specified at Technical Exhibit 1.

b. The Quality Assurance Evaluator (QAE) will record all surveillance observation. When an observation indicates defective performance, the QAE shall request the contractor representative to initial the recorded observation.

c. Sanitation Inspections. In addition to inspections of contractor performance by the QAE medical services personnel assigned by public health, will also inspect for compliance with sanitary standards. Sanitary deficiencies require immediate correction. Public health may shut down the facility until the contractor restores sanitary standards. Additionally, Public Health may request to see the facility in which the contractor

d. Food Service Surveys. The Food Service Officer (FSO) conducts customer surveys and solicits customer comments in other ways. The contractor shall distribute customer evaluation forms and assist in collecting forms and responding to customer comments when requested by the FSO.

e. Other Authorized Observer Government personnel other than QAE's and contracting officers may observe the food service and contractor operations. However these personnel may not interfere with contractor performance.

f. If any of the services do not conform with contract requirement, the Government may require the contractor to perform the services again in conformity with contract requirements, at no increase in contract payment amount. When the effects in service cannot be corrected by re-performance, the Government may, (1) require the contractor to take necessary action to ensure that future performance conforms to contract requirements, and (2) reduce the contract price to reflect the reduced value of the services performed.

g. QASP

Performance Requirement Performance Standard

Comply with sanitation requirements of the food code and state and local laws/regulations, which results in a satisfactory or better rating in health inspections.

100% of the time.

Ensure food is in excellent condition and purchased from an approved source and foods cooked to minimum temperatures required by USDA Food Code.

100% of monthly meal periods

Ensure the correct amount of food is provided for the required headcount.

100% of monthly meal periods

4. HOURS OF OPERATION

a. Normal Hours. The contractor shall maintain operating hours for the dining facilities and other facilities as listed in Technical Exhibit 2a. During the required serving hours for a dining facility any authorized patron may select foods from a complete menu. The contractor shall not remove foods from the serving area until 15 minutes after the end of the posted meal hours. This allows time for all patrons to be served, and additional time for second servings.

b. Holiday Food Service. The contractor shall plan for increased attendance expected at holiday meals and additional service hours if necessary. The government will provide holiday schedules the UTA prior to the dates.

5. CONSERVATION OF UTILITIES

The contractor shall implement the installation energy conservation program at food service facilities. The contractor shall use procedures that prevent the waste of utilities including:

a. Using lights only in areas where and when patrons are present, or work is actually being performed.

b. Turning off water faucets or valves when not in use.

6. GOVERNMENT FURNISHED PROPERTY AND SERVICES

The government will provide hot serving lines, salad bar, ice cream machine, and dessert cooler. It will also provide all patron dining needs such as silverware, plates, glasses, etc.

7. GENERAL

The government will not furnish:

Uniforms - Employee uniforms and special type clothing (jackets, rubber aprons, etc.), shoes and name tags.

8. SANITATION REQUIREMENTS

a. Personal Hygiene. The contractor shall make sure that employees meet the following personal hygiene requirements:

(1) They wash their hands upon reporting for work: immediately after visiting or cleaning a lavatory:

after smoking or taking a break: and after handling raw meat, poultry, garbage, using a cell phone, or otherwise soiling their hands.

(2) They remove wristwatches, bracelets, and rings (except wedding rings and medical emergency information bracelets) while preparing and serving food.

(3) Their fingernails are kept clean without polish, and are cut short so that they do not extend beyond the end of fingers.

(4) They do not smoke or use tobacco in any form, except during break periods in designated areas.

(5) They trim facial hair to 1 inch or less for mustache, no beards

(6) They wear hair restraints (hats, caps, hair nets), acceptable to public health to prevent loose hair from falling into food or onto food contact surfaces.

b. Health Examinations. The contractor shall inspect contractor personnel for any evidence of communicable disease such as boils, vomiting, diarrhea, infected wounds, open sores or acute respiratory infection. Personnel with any health problem shall not be permitted to work in any capacity where there is likelihood of food or food contact surface contamination with pathogenic organisms, or transmitting disease agents to others. Personnel relieved of duty due to illness must have a medical clearance before returning to work

c. Food-borne Disease Tests. The contractor shall cooperate in making employees, facilities, and equipment available for all finger plate culture, rinse tests, swab tests, contact plate tests, and other microbiological tests required by the government. During actual or suspected Food-borne disease outbreaks the contractor shall make facilities, equipment, and employees available for testing and questioning by medical and other investigative personnel. When a Food-born outbreak is suspected the contractor shall not discard food until directed by the government.

9. CHARGES FOR PAYMENT

The contractor will submit the invoice for the service performed via Wide Area Workflow.

TECHNICAL EXHIBIT 1

1. Government Quality Assurance

The government may use a variety of surveillance methods to evaluate the contractor's performance. One or more methods will be used to evaluate a listed service during a contract period for payment computation purposes. The government uses the following methods of surveillance in this contract:

a. Periodic surveillance of output items (every meal, daily, weekly, monthly, quarterly or as required) by the QAE as determined necessary to assure an efficient evaluation of contractor performance.

b. Management information system reported results.

c. Customer surveys.

d. Other Observers: Military Public Health personnel, Inspector General personnel, and other authorized government personnel shall be permitted to observe operations as necessary. These operations include but are not limited to food preparations at the contractor’s facility, transportation from the contractor’s facility to the 123 Airlift Wing, Air National Guard Base (ANGB) and serving of the food at the base.

Public Health personnel must be allowed to conduct sanitary inspections IAW current FDA code guidelines. All parties involved in this contract will comply with FDA Food Code guidelines.

2. The government may elect to require the contractor to re-perform or perform late any defective work disclosed by government inspection. If so, the government will notify the contractor after inspection that specified defective services shall be re-performed or performed late, and completed within a reasonable time specified by the government. In such cases, the government will re-inspect the work re-performed or performed late.

WORK LOAD ESTIMATES

TECHNICAL EXHIBIT 2a

1. Hours of Operation:

Meals Serving Hours: 1030 – 1300: Open at 1100 for base population, conclude meal at 1315

2. Serving Areas: Two hot meal lines, drink stations, salad bar, and dessert areas.

WORKLOAD ESTIMATES

TECHNICAL EXHIBIT 2b

Meal Estimates:

Hot Catering Meal Main Serving Line - 300 total meals per lunch each day of UTA.

Hot Catering Meal Holiday Meal (Saturday of December UTA) Serving Line – 400 total meals.

Sandwich/wrap meals – 250 per lunch each day

Specific numbers are provided in the menu section.

Located at:

KYANG Dining Facility

1101 Grade Ln.

Louisville, KY 40213-2616

(502) 413-4120

***The following documents are required to provide to the Services Flight prior to a meal being prepared***

Catered Meal Personnel Accountability

1.___________________________________

2.___________________________________

3.___________________________________

4.___________________________________

5.___________________________________

6.___________________________________

7.___________________________________

8.___________________________________

9.___________________________________

10.__________________________________

11.__________________________________

12.__________________________________

Hot Catered Meal Menu – Day/Date: ________________

1. Protein Option #1: ________________________________

2. Protein Option #2: ________________________________

3. Vegetable Option #1: ______________________________

4. Vegetable Option #2: ______________________________

5. Vegetable Option #3: ______________________________

6. Starch Option #1: _________________________________

7. Starch Option #2: _________________________________

8. Bread Option: ____________________________________

9. Dessert Option #1: _________________________________

10. Dessert Option #2: _________________________________

11. Salad Bar – Salad Mix Plus:

a. Item #1: _________________ Dressing Option #1: ______________

b. Item #2: _________________ Dressing Option #2: ______________

c. Item #3: _________________ Dressing Option #3: ______________

d. Item #4: _________________ Dressing Option #4: ______________

e. Item #5: _________________

f. Item #6: _________________

g. Item #7: _________________

h. Item #8: _________________

12. Coca-Cola BiB Option: ______________________________

Sandwich/Wrap Menu – Day/Date: ________________

1. Sandwich/Wrap Option #1: ________________________________

2. Sandwich/Wrap Option #2: ________________________________

3. Brand of Chips provided: _________________________________

4. Salad Option Provided: __________________________________

5. Dessert Option #1: _________________________________

6. Dessert Option #2: _________________________________

7. Beverage Option #1: ________________________________

8. Beverage Option #2: __________________________________

9. Beverage Option #3: _________________________________