Ft. Carson - Drive Thru - SPE3SE23Q0327 - PWS.pdf

Performance Work Statement (PWS)

Drive-thru Menu Board Initiative 04/03/2023

Version 3.0

Military Dining Facility Drive Thru Installation

Paragraph Title Page # Vision Statement 3

1. Introduction 3

1.1. Background 3

1.2. Objectives 3

2. Requirements 4

2.1. General 4

2.1.1. Scope 4

2.1.2. Description of Services 4

2.1.3. General Information 4

2.1.4. Place of Performance 5

2.1.5. Recognized Government Holidays 5

2.1.6. Travel / Temporary Duty (TDY) 5

2.1.7. Emergency Services 5

2.1.8. Contract Administration and Management 6

2.1.9. Quality Control 6

2.1.10. Government Points of Contact (POC) 6

2.1.11. Subcontract Management 6

2.1.12. Contractor Employees 7

2.1.13. Business Relations 7

2.2. Special Requirements 7

2.2.1. Security 7

2.2.1.1. Alien Employment 8

2.2.1.2. Employee Conduct, Behavior and Ethics 8

2.2.1.3. Contingency Plan 8

2.2.1.4. Organizational Conflict of Interest 8

2.2.2. Safety 9

2.2.3. Environmental Requirements 9

2.2.4. Contract Administration 9

2.2.5. Personnel Administration 9

3. Performance Requirements 10

3.1. Contractor Coordination Initial Site Visit (W/ DLA and

ACES) 10

3.2. Phased timeline to Contracting Office 10

3.3. Phase I, Site Preparation 10

3.4. Phase II, Outdoor hardware delivery and installation 10

3.5. Phase III, Indoor Equipment Installation 11

3.6. Manufacturer Warranty 12

3.7. Transition 12

4.0. Deliverables 12

5. Related Documents 13

6. Technical Information 12, 13,

7. Performance Standards / Acceptable Quality Level List 13 TE #1 Fort Carson Main post Map 14 TE #2 Fort Carson Wilderness Complex Map 15

Vision Statement

Contractor will provide a quality drive-thru system with required supporting accessories, digital displays that support local content creation, in support of two separate Drive Thru operations located at Fort Carson, CO. Drive thru’ s will be equipped with weatherproof digital menu boards that are easy to read in all light sources, and easy to maintain.

System will support local menus and easy-to-use content management software with ability to interchange static displays and digital displays, resulting in a cost-effective approach for drive-thru operations. This initiative supports the Army Food Service Modernization Program in compliance with DA EXORD 252-15.

1. Introduction

The Department of the Army (G44S) and the Army Center of Excellence Subsistence (ACES) has determined drive thru menu boards will enhance Army’s existing dining facilities operations by meeting the expectations of today’s soldiers and anticipated needs of tomorrows Army. The ACES proposes a plan to support dining facility drive thru operations more efficiently and economically while creating a positive image for Army food service both internally and externally. The plan envisions complete drive thru menu board capabilities of service and menu options like those found in the commercial sector.

1.1. Background

The Army must meet numerous challenges to maintain readiness and anticipate future requirements and expectations of our workforce. Historically Army Dining Facilities have not operated drive thru’ s that have meet the expectations of our customers due to inefficient or antiquated drive thru’ s technology or with limited capabilities that have not kept pace with commercial technology.

1.2. Objectives

Contractor will provide a drive-thru system with all required supporting accessories, in support of two separate Drive Thru operations located at Fort Carson, CO. Drive thru’ s will be equipped with weatherproof digital menu boards that are easy to read in all light sources, and easy to maintain. System will support local menus and easy-to-use content management software with ability to interchange static displays and digital displays, canopies, and clearance bars, order confirmation systems, speaker posts, directional signs, headset systems,

2. Requirements

Contractor will evaluate and install complete drive thru capabilities for designated facilities located at Fort Carson Colorado:

2.a. Building # 2330 Stacks Dining Facility, Fort Carson CO.

2.b. Building # 9439 Warfighter Dining Facility, Fort Carson CO.

2.1. General

This is a non-personal services contract. The government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Procuring Contracting Officer (PCO) immediately.

2.1.1. Scope

Based on funding availability this requirement supports the following Army installation (Fort Carson) to acquire supporting drive thru menu boards and operational equipment for each installation dining facility listed in paragraph #2. All equipment installed at the site must be certified to meet the appropriate NSF/ANSI sanitation standards or in accordance with industry standards.

2.1.2. Description of Services

The Contractor shall provide all supervision, labor, personnel, equipment, materials, and supplies with the exception of Government Furnished Property (GFP), to execute the activities required to install a fully operational standalone food service operation drive thru, equipped with; flat-top canopy including automated digital menu boards, with speaker headsets, vehicle sensors, microphones, and other listed equipment to complete drive thru capabilities, all utilities final connections will be provided by the Government and connected by the Contractor. Contractor will conduct a pre (if needed) and post contract award site visit and will provide the Government all connectivity requirements as part of their proposal to ensure required utilities will be available at time of Contracting Office Scheduled delivery.

2.1.3. General Information

Contractor will have 150 days upon award of contract to deliver and install two Drive thru systems s at Fort Carson, CO.

2.1.4. Place of Performance

This PWS is developed to support both Fort Carson, CO Installation's Dining Facility Drive Thru Menu Board requirements.

2.a. Building # 2330 Stacks Dining Facility, Fort Carson CO.

2.b. Building # 9439 Warfighter Dining Facility, Fort Carson CO.

2.1.5. Recognized Government Holidays

New Years Day 1st day of January

Martin Luther King Jr. 3rd Monday of January

Presidents Day 3rd Monday of February

Memorial Day Last Monday of May

Juneteenth 19 June

Independence Day 4th day of July

Labor Day 1st Monday of September

Columbus Day 2nd Monday of October

Veterans Day 11th day of November

Thanksgiving Day 4th Thursday of November

Christmas Day 25th day of December

2.1.6. Travel / Temporary Duty (TDY)

The Contractor shall make necessary travel arrangements for employees and provide necessary infrastructure to support contract tasks. The Contractor shall provide administrative support to employees in accordance with state and federal employment policies (time keeping, leave processing, pay, emergency needs).

2.1.7. Emergency Services

The contractor shall be responsible for coordinating medical services for its employees.

Emergency medical services will be provided by the government to support lifesaving injuries or illnesses until proper medical support can be administered from an external source to the government from a medical treatment facility or transport. This does not include contractor employees that are military retirees or dependents working for the contractor on Army installations.

2.1.8. Contract Administration and Management

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions/response within five business days. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintain proper and accurate time keeping records of personnel assigned to work on the requirement. The following subsections specify requirements for contract, management, and personnel administration. The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at Fort Carson and the contractor's corporate offices.

2.1.9. Quality Control

The Quality Control and activities are the responsibility of the contractor. The Contractor shall develop and maintain an effective quality control process to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure against recurrence of defective services (as applicable insert how and when the Quality Control Plan (QCP) is to be delivered - i.e., within 30 days after contract award or with the Contractors proposal if it is used in the evaluation process - and provide the format, number of copies and how formal changes to the QCP are made etc.) The QCP is addressed at paragraph 4.0.

2.1.10. Government Point of Contact (POC)

The KO or their designated representative will be the point the contact concerning administration and performance of the contract. Designation of government personnel (Contracting Officer Representatives and Assistant CORs) and their limitations will be made in writing by the contracting activity. The COR (if appointed) will be designated on official letterhead and signed by the appropriate Contracting Officer. The COR monitors all aspects of the contract and assists in contract administration. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates.

2.1.11. Subcontract Management

The Contractor shall be responsible for all subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The Prime Contractor shall manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. The Prime Contractor shall submit a Small Business Subcontracting Plan in accordance with (IAW) FAR Part 19.7) to the KO for approval. Contractors shall not add subcontractors without approval from the KO.

2.1.12. Contractor Employees

The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The Contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The Contractor shall ensure the labor categories as defined in the Labor Categories document (see TE-C, Labor Categories), labor rates, and man-hours utilized in the performance of each TO (PWS line item) issued hereunder will be the minimum necessary to accomplish the task. The Contractor shall use E-verify to validate employees meet applicable Department of Homeland Security and Social Security Administration eligibility. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract. The Contractor shall provide guidance to employees during designated Government non-workdays or other periods where Government offices are closed due to weather or security conditions. All Contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

2.1.13. Business Relations

The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors.

The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.2. Special Requirements

Special Requirements. This section describes the special requirements for this effort.

The following sub-sections provide details of various considerations on this effort.

2.2.1. Security

The Contractor (to include subcontractors) shall wear and display an Identification (ID) Badge. Each Contractor (to include subcontractors) employees shall wear the ID Badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit.

Contractor employees that have not been issued an identification badge shall coordinate with the COR to obtain appropriate security clearance. Visiting Contractor employees shall comply with all Government escort rules and requirements. Upon completion of the contract or termination of an employee, the Contractor (to include subcontractors) shall be responsible for collection of and turn-in of ID Badges to the

Contracting Officers Representative (COR). Any contract employee added after the initial startup, must follow the same process to obtain a badge that is described herein.

DD Forms 254, Contract Security Classification Specification, and Department of Defense: Overarching security requirements and Contractor access to classified information shall be as specified in DD Form 254, which will be further identified for each TO, as required. All Contractor personnel with access to unclassified information systems, including e-mail, shall have at a minimum a favorable National Agency Check

(NAC).

Visitor Group Security Agreement. The Contractor shall sign a Contractor Visitor Group Security Agreement IAW Fort Carson local policy to protect classified information involved in performance under this contract or TO. The Agreement will outline responsibilities in the following areas: Contractor security supervision; Standard Practice Procedures; access, accountability, storage, and transmission of classified material; marking requirements; security education; personnel security clearances;

reports; security checks; security guidance; emergency protection; protection of Government resources; DD Forms 254; periodic security reviews; and other responsibilities, as required.

2.2.1.1. Alien Employment

The Contractor shall not employ any alien who does not have a valid US Immigration I- 551, Green Card or I-94, Arrival/Departure Record. The Contractor shall provide valid social security numbers and citizenship status of all employees to the Government, upon request.

2.2.1.2. Employee Conduct, Behavior, and Ethics

The Contractor employees shall comply with all applicable Government regulations, policies and procedures. The Government may, at its sole discretion, direct the Contractor to remove any Contractor employee from the Government premises.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract.

2.2.1.3. Contingency Plan

Provide and maintain a contingency plan for continuation of performance of services under this contract should labor disputes/strikes, subcontractor defaults, terrorist acts, mobilizations/deployment and buildup of forces occur. Written plan submitted to the KO not later than 20 days after award of contract. Plan will be approved by the Government.

2.2.1.4. Organizational Conflict of Interest

Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications, or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The Contractors mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2.2.2. Safety

Safety Rules and Regulations: In performing the services required hereunder, the contractor shall conform to all safety rules and regulations applicable to the subsistence building and facilities which are in effect during the time of performance of this contract and shall take such other precautions as may be reasonably required hereunder to assure accident-free performance. All accidents which occur in association with performance of services required in this contract shall be reported in writing to the cognizant COR on the day of the accident or not later than the next working day if the accident occurred during other than normal working hours. Any accident involving personal injury resulting in possible hospitalization or lost time from work or death shall be reported within one workday to the COR who may relay the report to the safety officer. Full details of the accident, including statements from witnesses, shall be provided if requested by the safety officer. If any claim is made by a third party against this contract, the COR shall be informed immediately.

2.2.3. Environmental Requirements

The Contractor shall follow local, state and federal policies concerning Environmental and Public Health while in performance of the contract. The Contractors Quality Control Plan shall include provisions to enforce environmental policies at the supporting dining facility operations.

2.2.4. Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions/response within five business days. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

2.2.5. Personnel Administration

The contractor shall provide the following management and support as required. The contractor shall provide for employees during designated Government non-workdays or other periods where Government offices are closed due to weather or security conditions. The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The contractor shall make necessary travel arrangements for employees. The contractor shall provide necessary infrastructure to support contract tasks.

[tailor this for on-site and off-site support]. The contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs).

3.0. Performance Requirements

Upon Award of Contract the contractor will coordinate a site visit with the ACES to location to evaluate requirements (at each location) and prepare schedule for delivery.

Installation Fort Carson, CO will be conducted with in the first 30 days of award.

3.1. Contractor coordination will coordinate site visit to access Phased requirements and to provide initial digital solution coordination and training requirements.

3.2. Install associated drive thru equipment to support dining facility operations. Contractor will provide Phased timeline to Contracting Office and ACES

POC.

3.3. Phase I, Site preparation for installation of Equipment. At each location Contractor will emplace foundations in support of Phase II equipment installation with 6 Ft of conduit installed by the contractor (Government will provide utilities at connection point) Contractor will make finial connection.

3.4. Phase II, Outdoor hardware installation. At each location, contractor will install menu boards, canopies and clearance bars, order confirmation systems/screens, speaker posts, directional signs and any other equipment needed for drive thru system.

If the Government has not provided utilities at point of connection Contractor will proceed with exterior installation of menu boards, clearance bars and other exterior equipment.

3.4.1. Specifications: Made of steel construction that provides strength, stability and withstands hurricane wind force and hailstorms. Wind load rated up to 110 mph: 90 mph with topper and side appendage. Metal powder coated finish that is fade-resistant, and sheds heat fast. IP68 Rating providing maximum protection to internal components by preventing water, dust, ice or air from entering the flat panel display. Drive thru will be constructed of practical modular design for quick repairs or maintenance. All structural parts to be made of high-grade, zinc-rich primed, powder-coated steel available in standard color choice of tan. Equipped with a heating and cooling systems, to keep components warm in extreme cold and properly cooled in extreme heat.

3.4.1.1. (1) Order preview board (Bright Sign Technology)

3.4.1.2. (1) Main digital menu board (Bright Sign Technology) Display will have (3) Panel 55" OHF Outdoor rated monitors, ambient light sensors in the digital screen adjust the high-contrast panel automatically to match current lighting conditions.

Supports operating temperature range of -22F thru 122F

3.4.1.3. (1) Canopy will provide protection from the elements rain, snow, sun, wind with rotating "swing away" roof design.

3.4.1.4. (1) Height Clearance Bar

3.4.1.5. (3) Directional Signs

3.5 Phase III Indoor Equipment Installation Contractor will make final connections to all required utilities (at each location), install internal building systems of headset systems, indoor system accessories to facilitate drive thru operations.

Contractor will provide customer digital service supporting content creation, menu template creation video editing and training services.

3.5.1 Specifications

3.5.1.1. (2) Indoor wall mounted order recap screens with all related Bluetooth enabled hardware, and installation mounting equipment (1 for POS Operations,1 in production area).

3.5.1.2. (1) Indoor headset system with (3) headsets, base station, speaker, and microphone.

3.5.1.3. Drive thru, will be equipped with drive thru loop detector, with metal mass detecting, timing event for wait cashier and order pickup. Drive thru timing system that interfaces thru integrated headset audio updates.

3.5.1.4. Core Data Management capabilities, Ability for customer to reconfigure menus, sales items, pricing, flexible rule sets for configuration, custom menu item numbers are allowed, operations manuals software and tech support for minimum of 2 Years.

3.6. Provide preventive maintenance and warranty service in accordance with manufacturer warranties for Hardware.

3.6.1. Ten-year warranty on hardware, product defects, electronic components and weather resistance from water and wind. Hail or conditions outside of specifications will be covered. Deliver product to customer Provide 2 sets of manuals and warranty documentation.

3.7. Transition

The contractor shall follow the transition plan submitted as part of the proposal and keep the Government fully informed of status throughout the transition period.

Throughout the phase-in/phase-out periods, it is essential that attention be given to minimize interruptions or delays to work in progress that would impact the mission. The contractor must plan for the transfer of work control, delineating the method for processing and assigning tasks during the phase-in/phase-out periods.

3.7.1. Quality Assurance Surveillance Plan (QASP) The Government shall monitor the Contractors performance under this Task/Delivery Order in accordance with the Governments QASP.

3.7.2. General. The Inspection Plan, when completed, is a document which will tell the COR how much inspection is required to be performed at point of project completion. The method to determine inspection is based on the AQL’s within this

PWS.

4.0. Deliverables: The contractor shall provide deliverables as described with their proposal meeting the phases within this PWS. All drive thru equipment will be installed NLT 150 Days after Award of this contract. Any delays by the Government to provide adequate utilities will be identified during Phase II to accommodate for follow-on Phases and shall be specified by the government.

5.0. Related Documents: TBD

6.0. Technical Information Specific to This Contract.

6.1. Acceptable Quality Level (AQL). The AQL is a designated value (percent) of defective outcomes/service that the Government indicates will be accepted using acceptable sampling techniques and procedures.

6.2. Administrative Contracting Officer (ACO). A Contracting Officer who is administering contracts.

6.3. Army Federal Acquisition Regulation Supplement (AFARS). The Army's supplement to the Federal Acquisition Regulation.

6.4. Corrective Action Request (CAR). An action available for use to document surveillance. It can be used in lieu of a Contract Discrepancy Report (CDR). The CAR is used to formally document unacceptable performance (contract deficiencies and defects against the AQL). The use of CAR becomes the supporting documentation for contract payment deductions, fixed fee deductions, award fee, nonpayment or other actions deemed necessary by the KO. The CAR will become a part of the official contract file.

6.5. Contracting Officer (KO). An individual with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

6.6. Contracting Officer's Representative (COR). An individual from the functional activity appointed by the Contracting Officer and delegated specific authority to monitor contract performance and to perform specific contract administration functions.

Additional personal appointed to assist the COR are called the Assistant Contract Officer Representatives (ACOR)

6.7. Contract Discrepancy Report (CDR). The CDR is used to formally document unacceptable performance (contract deficiencies and defects against the AQL). The use of CDR becomes the supporting documentation for contract payment deductions, fixed fee deductions, award fee, nonpayment or other actions deemed necessary by the KO.

The CDR will become a part of the official contract file.

6.8. Army Regulations

NUMBER TITLE

AR 25-400-2 The Army Record Information Management System (ARIMS)

AR 30-22 Army Food Program

AR 25-2 Information Assurance

AR 385-10 The Army Safety Program

AR 385-40 Army Accident Investigation and Reporting

AR 420-1 Army Facilities Management

7.0. Technical Exhibits

Listed below are Technical Exhibits associated with this contract requirement.

7.1. Technical Exhibit #1: Fort Carson Main post TE #1 Dining Facility Location Map

TE #1

7.2. Technical Exhibit #2: Fort Carson Wilderness Complex TE #2 Dining Facility Location Map Fort Carson CO.

TE #2