PreProposal Minutes Moakley Courthouse final 04 12 10.pdf

PRE-PROPOSAL MEETING MINUTES

RFP GS-01P-10-BW-C-0054 Catering and Cafeteria Food Services at the John J. Moakley

Federal Courthouse April 13, 2010

GSA personnel here today are:

Kimberly Hammond, Contract Specialist Marilyn Freeman, Property Manager, Moakley Courthouse Jim Norcott, Real Property Management Specialist, Moakley Courthouse James Kelliher, Senior Property Manager, Kennedy Federal Building John McDonald, Building Management Specialist, O’Neill Federal Building

Not here today, but part of the GSA Team for this project:

Sherri Edwards, Contracting Officer, O’Neill Federal Building, sherri.edwards@gsa.gov

The purpose of this meeting is to gain a better understanding of the Solicitation requirements. The term of this procurement will be a base five-year period with 2, five-year options. This contract will commence on or about August 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 Solicitation, including those discussions taking place during the sites 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 kimberly.hammond@gsa.gov. In order to post the Q&A timely, your questions should be received by Thursday, April 21, 2010. All questions will be addressed in a Q&A or an Amendment to be posted on FedBizOpps.

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 FedBizOpps (www.fedbizopps.gov). Make sure to check FedBizOpps before submitting an offer.

All Amendments must be included as a1 signed copy in your proposal.

This is a solicitation for Full and Open Competition.

Award will be made to the Offeror that provides the best value to the Government.

Offerors are cautioned to make their initial offer their best offer, because award maybe made with out 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 to be necessary.

Proposals are due by 2:00 P.M. on April 27, 2010.

1 original and 2 copies, as well as an electronic version.

The mailing address for receipt of proposals is listed on the front cover of the solicitation and also on the SF1449 (block 9). The 1449 should have listed 11th floor, not 9th. If the request for proposal date is to be extended, an amendment will be issued stating the new date and time.

Description of Work:

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

The food service contractor shall possess the ability to cater events and 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 to public use protocols, and pass through of costs for operation, cleaning, and security associate with the function.

Contract Clauses, Terms & Conditions:

Please review and familiarize yourself with the contract clauses, terms and conditions.

Please note the following:

• This Procurement is open to both large and small business.

• The NAICS Code is 722310. The small business size standard is $20.5 million.

• Page 11, FAR Clause 52.212-4 Contract Terms and Conditions-Commercial items (OCT

2008), is incorporated by reference. The Federal Acquisition Regulations (FAR) Website is http://www.arnet.gov/far/).

• Pages 13-14, Notice to Proceed. The Contracting Officer will issue the Notice to Proceed on this contract only after receipt from the contractor, and approval by GSA, of

1. All required security clearance documents;

2. Insurance Documents; and

3. Online Representations and Certifications Application.

• Pages 36-38, Security Clearance Requirements. New Security Regulations require a contractor to utilize the E-QIP System online submittals for security clearance. Security Clearance documents must be submitted online for approval and the regulations have recently been updated.

Statement of Work Please review and familiarize yourself with the Statement of Work. Please note the following:

Page 12, Service Schedule.

Cafeteria services will be provided 5 days per week, Monday through Friday (except for holidays observed by the Federal Government), as follows:

Period Opening Closing Breakfast 6:30 AM 10:00 AM AM Break 10:00 AM 11:00 AM Lunch 11:00 AM 2:00 PM PM Break 2:00 PM 3:00 PM

Page 12 and 13

5. Contractor Responsibilities:

The Contractor shall pay each and every fee, expense or other charge incident to or resulting from operations under the contract as more specifically set forth herein.

The Contractor shall meet monthly or as needed 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 18, H. Contractor Performed Repairs.

i. The Contractor shall be responsible for the repair and the repair cost (material, parts, and labor) of each GSA-owned equipment item not to exceed one thousand dollars ($1000.00) per repair. Contractor’s annual cost of repair not to exceed $1,000.00 in a fiscal year; repair costs over $1,000.00 annually will be paid by GSA. The Contractor shall maintain on-site a log/record of repairs made and date performed.

NOTE: An Amendment will be forthcoming changing the maximum repair cost from $1,000.00 to $250.00.

Review page 21 N. Reporting Requirements.

i. Monthly (or four week) Operating Statements.

Page 22, O. Operating Expenses.

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 the administrative expense or General Overhead in an amount not to exceed 3.0% of sales.

Page 23, Q. 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 24,

d. Parking:

There is no parking available on the site for the Contractor. There are two lots within walking distance from the building.

Page 27, D. Records.

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

Page 28,

2. Quality Standards:

The Contractor shall ensure that the required services in the Statement of Work and elsewhere in this contract, meet the quality standards outlined herein. All work performed under this contract shall be 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 31,

1. Milestone Chart for Contractor’s Deliverables It is critical to contract success that these milestones are met.

Page 34,

9. Marking:

All information submitted to the Contracting Officer, or the Contracting Officer’s Representative, shall clearly indicate the contract number for which the information is being submitted.

Page 55, B. Instructions on Submitting Proposals C. Contents of the Proposal.

Part I – GENERAL INFORMATION

SF-1449

Representations & Certifications

Register in ORCA GSA Form 527

Part II – Specific Information Tab A – Reputation And Experience Tab B – Physical Space Improvement And Investment Tab C – Resources.

Tab D – Staffing Tab E - Menu Cycle And Variety Tab F – Wellness Program Tab G – Sanitation Tab H - Controls.

Tab I – Marketing And Promotion Tab J - Price And Portion Policies Tab K – Sustainability Tab L - Budget (Pro Forma)

Page 63, G. Contract Award.

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

Page 79, Attachment 2 - Inventory of Food Service Equipment Attachment 6 – Sales Generation Model Attachment 7 – Staffing and Labor Cost Model Attachment 8 - Monthly (or 4-week) Profit/Loss Statement Pro-Forma Operating Statement

NOTES: