JFKPrebid Minutes.docx

PRE-PROPOSAL MEETING MINUTES

RFP GS-01P-10-BW-C-0044

JFK CAFETERIA SERVICES

July 7, 2010

GSA PERSONNEL that are present today:

Bill Higgins, Contract Specialist John McDonald, Building Management Specialist (ONeill FB) James Kelliher, Senior Property Manager, JFK Sherri Edwards, Contracting Officer The purpose of this meeting is to gain a better understanding of the Solicitation requirements. The term of this procurement will be for a base five-year period with two five year options. The contact will commence October 1, 2010. A copy of the meeting minutes will be issued via FedBizOpps along with any forthcoming amendment(s).

A reminder:

All discussions held today do not change the terms of the Solicitation, including those discussions taken place during the site visit. The questions and answers to be provided will be as information only and do not authorize changes to the solicitation. Only changes made by the issuance of an amendment are to be considered in preparing your proposal.

Attendees must submit any questions in writing to William Higgins at William.Higgins@gsa.gov. In an effort to post the Q&A timely, your questions should be received by Thursday, July 14, 2010. All questions and responses will be addressed via an amendment that will be posted on FebBizOpps.

Terms and conditions of the solicitation remain unchanged unless an amendment is issued which incorporates any possible changes discussed or alluded to during today’s pre-proposal conference. All amendments and today’s minutes will be posted on www.fedbizopps.gov. Before submitting your proposals please check on this website to ensure that you acknowledge all amendments.

All amendments must be signed and included in your proposal.

This solicitation is Full and Open competition.

Award will be made to the Offeror that provides the best value and service to the Government. Offerors are cautioned to make their initial offer the best offer, because award maybe made without discussions. In accordance with FAR 52.212-1(g) the Government intends to award on the basis of initial offers, but reserves the right to conduct discussions if determined by the Contracting Officer if necessary.

Proposals are due by 2:00 p.m. on July 21, 2010 you must submit 1 original and 3 copy.

The mailing address for receipt of proposals is listed on the front cover of the solicitation and also the SF1449 (block 9).

Description of Work:

The contractor shall establish and operate the food service facilities described in the RFP for the purpose of dispensing food, nonalcoholic beverages and other items authorized by the contracting officer (CO) in accordance with the terms and conditions of this contract.

The food service contract shall possess the ability to cater events will be given the exclusive right to provide catering services to functions scheduled during normal business and off hours including weekends. These services will be in coordination with the Contract Facility Manager (CFM) contractor to ensure adherence of public use protocols, and pass through of costs for operation, cleaning, and security associated with this function.

Contract Clauses, Terms & Conditions Please review and familiarize yourself with contact clauses, terms, and conditions. Please note the following:

This procurement is open to both large and small business The NIACS Code is 722310. The small business size standard is 20.5 million Page 4, FAR 52.212-4 The Contract Terms and Conditions Commercial Items is incorporated by reference. The Federal Acquisitions Regulations (FAR) website is http://www.arnet.gov/far Pages 35-37, Security Clearance Requirements. New Security Regulations require a contractor to utilize the E-QUIP System online submittals for security clearance. Security Clearance documents must be submitted online for approval and the regulations have been updated.

Page 36, Notice to Proceed will not be issued until the contractor provides a satisfactory quality control plans, maintenance schedules, and security clearance information is provided and found acceptable by the CO or an authorized representative.

STATEMENT OF WORK

Please review and familiarize yourself with the SOW. Please note the following:

Page 11, Service Schedule – Cafeteria services will be provided five (5) days per week, Monday through Friday (except for holidays observed by Federal Government).

Page 12-14, Contractor’s Responsibilities The contractor shall pay each and every fee, expense or other charge incident to or resulting from operations under contract as more specifically set forth herein.

The Contractor shall meet monthly with the COR and designated tenant agency representatives to discuss mutual objectives, including but not limited to service levels, Wellness Program, Sustainability Plan, menus and marketing programs.

Page 17, Contractor Performed Repairs reference is made to i. The Contractor shall be responsible for the repair and cost (material, parts, and labor) of each GSA-owned equipment item not to exceed $250.00 per repair. Contractor’s annual cost of repair not exceeds $10,000.00 in a fiscal year. The contractor shall maintain on-site a log/record of repairs made and date performed.

Page 20, Reporting Requirements

i. monthly or four week operating statements Page 22, Operating Expense Review the list of expenses that are not allowable as operating expenses under the terms of the contract, but are to be recovered as part of administrative expense of general overhead in an amount not to exceed 3.0% of sales Page 22, Telephone and Computer Systems The contractor is responsible to install and pay for the telephone system and other computer connections/lines etc. as needed to fulfill obligations under this contract.

Page 23, Parking There are no parking available on the site for the Contractor. There two parking garages available.

Page 25, Records The contractor shall maintain such accounting and operating records in connection with operations under this contract as satisfactory to the CO. The contractor shall take all necessary precautions to assure that all income received from many sources is immediately recorded through cash register sales tickets and that all expenditures are supported by appropriate vouchers.

Page 27, Quality Standards the contractor shall ensure that the required services in the SOW and elsewhere in the contract meet the quality standards outlined herein. All work performed under this contract shall be the highest quality, consistent with best industry practices, assure timely provision of services, optimum tenant agency satisfaction, comply with Wellness Program and Sustainability Plan requirements and adequate protection of Government assets.

Page 30, Milestone Chart for Contractor’s Deliverables It is critical to the success of this contract that these milestones are met.

Page 33, Marking All information submitted to the CO and COR shall clearly indicate the contract number included in all documentation that is being submitted.

Page 55-56, Instructions on Submitting Proposals Part 1

SF-1449

Representations and Certifications Register in ORCA GSA Form 527 Part II – Specific Information

G. Contract Award The Government intends to evaluate offers and award the contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms.

Reference Attachment 2 – Inventory of Food Service Equipment Attachment 6 – Sales Generation Mode