State Dept RFP GS-11P-10-MA-C-0029.pdf

Main State & Columbia Plaza General Services Administration Cafeteria Services 1 National Capital Region

THIS PROCUREMENT IS OPEN TO ALL BUSINESSES.

In accordance with GSA’s Affirmative Procurement Program and the Statutes, Regulations, and Executive Orders of the United States, the Contractor is to use green products and supplies in the accomplishment of this contract.

SOLICITATION NO: GS-11P-10-MA-C-0029 PROJECT: CAFETERIA SERVICES

LOCATION: MAIN STATE HARRY S. TRUMAN (HST) BUILDING

AND COLUMBIA PLAZA (AGENCY)

UNITED STATES DEPARTMENT OF STATE (DoS)

2201 C STREET NW

WASHINGTON DC, 20520

SOLICITATION ISSUE DATE: NOVEMBER 16, 2009

OFFER DUE: GENERAL SERVICES ADMINISTRATION (GSA)

NATIONAL CAPITAL REGION (NCR)

PUBLIC BUILDINGS SERVICE (PBS)

POTOMAC SERVICE CENTER (WPG)

7TH & D STREETS, SW,

WASHINGTON, DC 20407

DATE DUE: DECEMBER 21, 2009 TIME: 2:30 P.M. (Local Time)

DELIVER TO: GSA REGIONAL OFFICE BUILDING

ROOM 6920

7TH & D STREETS, SW

WASHINGTON, DC 20407

NOTE: ANY QUESTIONS REGARDING THIS SOLICITATION MAY BE DIRECTED TO:

Tamara Brown, Contracting Officer

Telephone No.: (202) 708-7071

GSAM 515.406-1: UNIFORM CONTRACT ACT

The information collection requirements contained in this solicitation/contract, that are not required by regulation, have been approved by the Office of Management and Budget pursuant to the Paperwork Reduction Act and assigned OMB Control No. 3090-0163.GSA’s hours of operation are 8:00 am to 5:00 pm. Requests for pre-award debriefings postmarked or otherwise submitted after 4:30 p.m. will be considered submitted the following business day. Requests for post-award debriefings delivered after 4:30 p.m. will be considered received and filed the following business day. This solicitation and any documents related to this procurement will be available on the Internet. All Contractors downloading the solicitation shall notify this office in writing (either by electronic mail or facsimile) in order to be placed on the plan holders’ list. Contractors are responsible for downloading their own copy of the solicitation and amendments, if any. The WWW address of the Federal Business Opportunities web page is http://www.fedbizopps.gov. It is the Contractor’s responsibility to monitor this site for the release of the solicitation and amendments, if any. Contractors may register for electronic notification of postings to the site.

General Services Administration National Capital Region Public Buildings Service Potomac Service Center

Washington, DC

SPECIFICATIONS AND BID FORMS

http://www.fedbizopps.gov/

Cafeteria Services 2 National Capital Region

TABLE OF CONTENTS

PAGE

NUMBER

SOLICITATION

TABLE OF CONTENTS ....................................................................2 – 5

PREAMBLE………………………………………………..………… 6

SPECIAL NOTICE TO BIDDERS/OFFERORS............................. 7 - 9

Special Notices to Bidders/Offerors Pre-Bid Conferences at the Cafeteria Facilities

DESCRIPTION/SPECIFICATION......................................... …..10 - 29

1. Statement of Work

A. Description of Services B. Scope of Work C. Term of Contract

2. Description of Facilities A. Area and Location in the Building B. Seating Capacity C. Historical Sales Data D. Randolph/Sheppard Facilities

3. Effective Date

4. Hours of Service

A. Service Schedule B. Modification to Service Schedule

5. Contractor Responsibility A. Service B. Menus C. Procedures for Future Price Adjustments/ Changes D. Equipment and Utensils Furnished by the Contractor E. Sanitation and Quality F. Personnel and Supervision G. Recycling H. Contractor Performed Repairs I. Cleaning and Janitorial Services J. Security Areas K. Hazardous Conditions L. Liability M. Occupant Emergency Program/Facility Emergency Action Plan N. Reporting Requirements O. Operating Expenses P. Energy and Water Conservation Guidelines

Cafeteria Services 3 National Capital Region

Q. Telephone and Computer Systems R. Building Space

6. Continuity of Operations

7. Contracts and Subcontracts

8. Responsibilities/Furnished by the Government

A. General B. Property

a. Government Furnished Space

b. Vending Stands

c. Facilities

d. Parking

e. Windows

f. Preventative Maintenance

g. Rodent/Pest Control

h. Trash Removal

i. Government-Owned Equipment

9. Rights and Authority of the Government A. Approval B. Public Space C. Restrictions D. Records E. Cash Register Readings F. Projected Annual Budget G. Modification of Contract H. Discrepancy in the Specifications

10. Protection and Damage

INSPECTION AND ACCEPTANCE ............................................ 30 - 32

1. Contractor Responsibility

2. Quality Standards

3. Contractor Representative

4. Role of Government Personnel and Responsibility for Contract Administration

A. Contracting Officer (CO) B. Contracting Officer’s Representative (COR)

C. Representatives of the Government

5. Inspections

6. Review Process

DELIVERIES..................................................................................... 33-34

1. Milestone Chart for Contractor’s Deliverables

2. Government Deliverables Due the Contractor

CONTRACT ADMINISTRATION DATA................................... 35 - 37

1. Administrative Expenses and Loss

2. Payment in Lieu of Rental

Cafeteria Services 4 National Capital Region

3. Purpose of Payment in Lieu of Rent and Payment Schedule

4. Failure to Perform

5. Suspension of Work

6. Proprietary Marks

7. Business Licenses, Taxes & Assessments

8. Payment of Postage and Fees

9. Markings

10. Termination of Contract by Contractor

11. Wage Determination

SPECIAL CONTRACT REQUIREMENTS ................................ 38 - 44

1. Personnel

A. Qualifications of Employees

2. Security Requirements

A. Identification/Building Pass B. Clearances C. Security Clearance Requirements

3. Requirements for the Issuance of Department of State Personal Identification Cards

4. Standards of Conduct

CONTRACT CLAUSES ................................................................. 45 - 60 52.222-42 Statement of Equivalent Rates for Federal Hires Comparable Hires Commercial Items Contract Clauses Index 52.252-2 Clauses Incorporated by Reference 52.212-4 Contract Terms and Conditions - Commercials Items 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders

- Commercial Items 552.212-72 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to GSA Acquisition of Commercial Items 52.204-7 Central Contractor Registration 52.204-8 Annual Representations and Certifications 52.204-9 Personal Identity Verification of Contractor Personnel 552.212-71 Contract Terms and Conditions Applicable to GSA Acquisition of Commercial Items 52.223-4 Recovered Material Certification 52.223-10 Waste Reduction Program 52.223-15 Energy Efficiency in Energy-Consuming Products 52.223-16 IEEE 1680 Standard for the Environmental Assessment of Personal Computer Products 52.223-17 Affirmative Procurement of EPA-designated Items in Service and Construction Contracts 52.223-1 Biobased Product Certification 52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts Addendum to FAR 52.212-4, FAR 52.212-5 and 552.212-71

Cafeteria Services 5 National Capital Region

INSTRUCTIONS, CONDITIONS AND NOTICES TO ............. 61 - 73

OFFERORS/BIDDERS

1. Insurance Requirements

A. Worker’s Compensation and Employer’s Liability B. General Liability Insurance

2. Instructions to Offerors A. 52.212.1 Instructions to Offerors – Commercial Items B. Instructions on Submitting Proposals C. Contents of the Proposal D. Period for Acceptance of Offerors E. Product Samples F. Late Submissions, Modifications, Revisions, and Withdrawals of Offerors G. Contract Award H. Multiple Awards

FAR 52.212-2 Evaluation--Commercial Items Mandatory Registration with CCR and OCRA Websites FAR 52.212-3 Offeror Representations and Certifications - Commercial Items FAR 52.233-2 Service of Protest 552.233-70 - Protests Filed Directly With the General Services Administration

ATTACHMENTS .......................................................................... 74 - 149

1. Listing of Attachments Attachment 1 - Wage Determination and Collective Bargaining Agreement Attachment 2 - Inventory of Food Service Equipment List Attachment 3 - Standard Form LLL – Certification Regarding Lobbying Attachment 4 - Standard Form LLL-A- Disclosure Form to Report Lobbying Attachment 5 - Standard 527 - Contractor's Qualification & Financial Information Attachment 6 – Sales Generation Model Attachment 7 – Staffing and Labor Cost Model Attachment 8 - Profit/Loss Statement Pro-Forma Operating Statement Attachment 9 – Floor Plan Attachment 10 – Detailed Floor Plan of proposed location of National Brand Attachment 11 – Information on Composting System

Cafeteria Services 6 National Capital Region

Preamble

This RFP is unique in that is represents General Services Administration's (GSA) effort to introduce measurable wellness and sustainability objectives into its concessions contracts.

This effort is part of a "Work-Life" initiative being undertaken by the United States Office of Personnel Management and Office of Management and Budget.

Although this RFP has been structured to comply with all current mandates, it also creates a GSA – Department of State (DoS) - Contractor relationship that establishes an opening base line and a process for incrementally tracking mutually agreed upon objectives throughout the contract terms.

In addition to providing more healthful eating options, GSA is committed to incorporating principles of sustainable design and energy efficiency into all of its building projects. This is in keeping with broad government sustainability goals, including those outlined in Executive Order 13423 ("Strengthening Federal Environmental, Energy, and Transportation Management"): and the recently signed Executive Order 13514 (“Federal Leadership in Environmental, Energy, and Economic Performance”).

The sections pertaining to the wellness and sustainability initiatives will form the basis for the program to be in place upon opening. GSA, DoS, and the Contractor will make program adjustments based on the operational and financial results achieved.

Please note that there is nothing in the Preamble is intended to imply that any section is more or less important except as set forth herein.

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Special Notice to Bidders/Offerors

Special Notices to Bidders/Offers

A. The successful Contractor shall be fully responsible for providing and accomplishing the required services as outlined in this solicitation. The Contractor is responsible for the operation of the food service facilities at each of these locations

Main State Harry S. Truman (HST) Building

United States Department of State 2201 C Street NW

Washington DC, 20520 and

Columbia Plaza 2401 E Street NW

Washington DC, 20037.

B. The Offeror must submit an offer/bid for each evaluation factor in order to be considered for award.

C. In order to be considered for award, the offeror must acknowledge receipt of each amendment issued (if any) under this solicitation by submitting three (3) signed and dated copies of the Standard Form 30 (Amendment of Solicitation/Modification of Contract) issued for each amendment.

D. Facsimile (FAX) bids are unacceptable in response to this solicitation.

E. Deficiencies and Unacceptable Proposals. Bidders are cautioned that an offer may be rejected as non-responsive if it is deficient and thereby unacceptable because it does not answer the evaluation factors completely or meet the Government requirements.

F. Interruptions in Government. Should inclement weather, interruption in Government operations or other unanticipated events occur that interrupt normal Government processes or require the closing of the Government on the bid due date, the bid will be due at the same time of the next Government workday unless notice is given to the contrary by the contracting office.

G. Executive Order 12989. Economy and efficiency in Government procurement through compliance with certain immigration and naturalization act provisions, is in effect and must be complied with under any contract(s) resulting from this invitation for bids. In accordance with Executive Order 12989, Contractors are responsible for compliance with immigration laws and are hereby notified that any and all suspected infractions shall be reported to the Immigration and Naturalization Service.

Cafeteria Services 8 National Capital Region

PRE-BID CONFERENCES at the CAFETERIA FACILITIES

The purpose of the Pre-Bid Conference is to provide a briefing on the contracting concept, the scope of work which includes the Wellness Program and Sustainability Plan, the specifications, so that bidders can ascertain the complexities of the services to be performed. Answers to questions will be addressed at the Pre-Bid Conference and a summary of the topics discussed at the Conference will be provided to all prospective bidders as an addendum to the Request for Proposals. Questions can be submitted after Pre-Bid Conference and an addendum to the Request for Proposals will be submitted with responses. Dates for submitting questions will be established at the Pre-Bid Conference.

MEMORANDUM TO: All Prospective Bidders

SUBJECT: Request for Proposals (RFP) GS-11P-10-MA-C-0029 Cafeteria Services

The General Services Administration invites you to attend a Pre-Bid Conference which will be held at the time and places listed below:

LOCATION: Main State HST Building United States Department of State

George Marshall Conference Area Room 1482

2201 C Street NW Washington DC, 20520

Report to the 21st Street Entrance for check-in

After the pre-bid meeting at Main State the meeting will proceed to Columbia Plaza, 2301 E Street NW, Washington DC for a tour.

The Pre-Bid Conference will adjourn from the Columbia Plaza location.

DATE: November 24, 2009 Pre-Bid Meeting will be conducted at 9:00 AM

A walk-thru of the facility (back and front of house) will be part of the Pre-Bid Conferences.

Prospective bidders shall not:

• Talk to customers concerning the facility or contract

• Talk to employees concerning the facility or contract.

• Take any pictures within facility.

It is advantageous for each bidder to have qualified representation at the Pre-Bid Conferences to understand the total result desired by the Government.

Cafeteria Services 9 National Capital Region

Prospective Bidders are requested to notify the individual listed below by letter, fax or e-mail (e-mail is preferred) of the names, dates of birth and drivers license or passport number of the person(s) who will attend the Conferences.

Notification should be made by Thursday, November 19, 2009 to:

Point of Contact: Tamara Brown

Contracting Officer General Services Administration (GSA) Potomac Service Center (WPG) 7th and D Streets, SW Room 6920 Washington DC 20407 Phone: (202) 708 -7071 Fax: (202) 708 - 4645 e-mail: tamara.brown@gsa.gov

All attendees must be U.S. citizens.

All offerors attending the Pre-Bid Conferences must have photo ID (driver’s license or passport) to enter facility.

Cafeteria Services 10 National Capital Region

Description/Specification

1. Statement of Work:

A. Description of Services. The Contractor shall establish and operate both of the food service facilities described herein for the purpose of dispensing food, beverages and such other items as may be authorized by the Contracting Officer (CO) in accordance with the terms and conditions of this contract. Alcoholic beverages (wine and beer) may be served in the Marin Van Buren Dining Room area.

B. Scope of Work. The Contractor shall establish and operate in the Contractor's name the food service facilities for the purpose of dispensing food, beverages and such other items as may be authorized by the Contracting Officer's Representative (COR), in accordance with all terms and conditions specified herein at each of the following locations.

1. The foodservice facilities at HST Main State are to be operated for the benefit on average of approximately 6,500 building occupants (Federal employees and contractors) in the building located at:

Main State HST Building United States Department of State

2201 C Street NW Washington DC 20520

The agency estimates that approximately 210 of the federal employees listed above telework a minimum of one or two days a week and an undetermined number of the federal employees listed above work an alternate work schedule (AWS). AWS provides employees one day off (typically Monday or Friday) every two weeks.

The Building has an average of 1,100 visitors during the day that attend short seminars or attend on-site meeting. These visitors have access to the cafeteria but may not “overlap” the breakfast or lunch period during the visit.

2. This cafeteria is to be operated for the benefit on average of approximately 1,300 building occupants (Federal employees and contractors) in the building located at:

Columbia Plaza 2301 E Street NW Washington DC

The agency estimates that approximately 200 of the employees listed above telework one day a week and that an undetermined number of the employees listed above work an alternate work schedule (AWS). AWS provides employees one day off (typically Monday or Friday) every two weeks.

Cafeteria Services 11 National Capital Region

Government shall not be held responsible for any variation from these employee population figures, since the extent of occupancy is not guaranteed.

C. Term of Contract. The contract shall be for a period of 5 years effective with the beginning date specified in the Notice to Proceed, subject, however to the rights of termination set forth in the termination clauses. At the option of the Contracting Officer and in concurrence with the Contractor, the contract may be extended thereafter for terms of from one to five years, provided that the Contracting Officer shall give written notice to the Contractor at least 180 days before the contract, or any extensions thereof, would otherwise expire. In no event shall the contract period, as extended, exceed a period of 15 years from the beginning date of the original contract.

2. Description of Facilities:

A. Area and Location in the Building.

Main State consists of:

Main Cafeteria The Main Cafeteria kitchen and South Servery are scheduled for total renovation starting in spring of 2010 and continuing through 2012 approximately a two year renovation. During this construction period, the kitchen will remain functional by proper phasing by the construction team. The South Servery will be closed during the renovation period.

The new renovated space will be the entire kitchen and South Servery and will include two National Branded facilities. The North Servery will not be impacted by the renovation. The successful contractor will become an integral part of the renovation team.

Circle Café The Circle Café is located one level below the main Servery in the area designated as Foggy Bottom (which includes other retail establishments i.e. Credit Union, Post Office, Randolph Sheppard facility, Employee Stores, etc.).

Martin Van Buren Dining Room The Martin Van Buren Dining Room area is located on the 8th floor and has an approximately 600 square feet support kitchen. This kitchen operates as a satellite facility to the Main Cafeteria kitchen and supports the cold and hot Buffett service in the 60 seat Martin Van Buren Dining Room. The facility also has two private dining rooms, the Webster and Buchanan Rooms that can be used as overflow or be reserved for working lunches or private events.

Groups booking these rooms can choose from the buffet or request (in advance) a plated lunch.

This facility is open to all employees and historically closes in the month of August.

Reservations are strongly encouraged, but not required.

Refer to attachments for floor plans.

Columbia Plaza:

Cafeteria Services 12 National Capital Region

This space is currently operated as a Subway and occupies approximately 5,000 square feet.

There are plans to renovate the Subway serving and back of house space down to approximately 1,000 to 1,500 square feet and reduce the seating to approximately 30 seats.

Construction is scheduled for Spring-Summer 2010.

Refer to attachments for floor plans.

B. Seating Capacity.

Main State consists of:

Main Cafeteria - approximately 670 indoor and 50 outdoor seats on terrace.

Circle Café - approximately 103 seats.

Martin Van Buren Dining Room - approximately 60 seats.

Buchanan and Webster Room - approximately 22 seats each (adjacent to Martin Van Buren dining room and used as overflow when demand warrants).

Approximately 40 seats after renovation.

C. Historical Sales Data.

HST Main State:

Main Cafeteria and Circle Cafe 2008 Sales approximately $ 3.075,000

2007 Sales approximately $ 3,110,000

2006 Sales approximately $ 3,080,000

Martin Van Buren Dining Room 2008 Sales approximately $ 204,000

2007 Sales approximately $ 194,000

2006 Sales approximately $ 185,000

2008 Sales approximately $ 180,000 (operated as Subway)

D. Randolph/Sheppard Facilities.

The vending machines in both buildings and two Randolph Sheppard stands in Main State and one Randolph Sheppard stand in Columbia Plaza are operated by the Randolph Sheppard Program of District of Columbia and are NOT part of this solicitation.

3. Effective Date:

Service will begin on March 01, 2010.

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4. Hours of Service:

A. Service Schedule.

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

HST Main State

Main Cafeteria

Period Opening Closing Breakfast 7:00 AM 10:00 AM AM Break 10:00 AM 11:00 AM Lunch 11:00 AM 2:00 PM PM Break 2:00 PM 2:30 PM

National Brand’s Proposed Locations

Period Opening Closing Breakfast 6:00 AM 10:00 AM AM Break 10:00 AM 11:00 AM Lunch 11:00 AM 2:00 PM PM Break 2:00 PM 5:00 PM

Circle Café

Period Opening Closing Breakfast 7:00 AM 9:30 AM AM Break 9:30 AM 11:00 AM Lunch 11:00 AM 2:00 PM PM Break 2:00 PM 4:00 PM

Martin Van Buren Dining Room

Period Opening Closing Lunch 11:00 AM 2:00 PM

Columbia Plaza:

Period Opening Closing Breakfast 7:00 AM 9:30 AM AM Break 9:30 AM 11:00 AM Lunch 11:00 AM 2:00 PM

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The above hours for each facility are minimum hours that must be adhered to; if the Contractor wants to extend the service schedule to increase the financially viability then hours can be extended. Changes must be requested in accordance with modification to service schedule.

B. Modification to Service Schedule.

Any request for modifying the hours or days of service shall be submitted for approval of the Contracting Officer’s Representative (COR) prior to start of service date. The Contractor can submit a request for reduction in service during Government Holiday periods in advance (14 days). If the Telecommute and/or Alternate Work Schedule (AWS) Agency programs impact sales levels on specific business days, the Contractor can submit a request for change in service on these days. The COR will review the request and advise the Contractor if a request is approved.

5. Contractor Responsibilities:

The Contractor shall provide prompt, efficient, and courteous service, and avoid undue interference with the operation of buildings in which services are provided. The Contractor shall employ sufficient and suitable personnel as noted in the RFP response, secure and maintain insurance, maintain records, submit reports, and observe other contract requirements, all as more specifically set forth herein.

The Contractor shall pay each and every fee, cost, expense or other charge incident to or resulting from operations under the contract.

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, menus, Wellness Program, Sustainability Plan, and marketing programs.

A. Service.

The Contractor shall operate and manage the foodservice facilities in the Contractor's name at the Federal buildings. Patrons shall be encouraged to remove trays, dishes and utensils from tables to trash/recycle stations that will be strategically located in the dining area. The Contractor will provide busing service during service hours to remove any remaining soiled dishes and assure that tables and chairs are kept clean.

B. Menus.

It shall be the responsibility of the Contractor to provide a variety of quality prepared foods in accordance with industry trends, industry standard practices and the industry’s latest concepts.

The Contractor shall offer food that provides wide variety to customers, including vegetarian, organic, healthy, and light eater. Menus should also include items for people with special dietary restrictions and offer “heart healthy” menu items that meet AMA guidelines (no more than 30% calories from fat. Menus must include items that are less than 300 calories per serving and be clearly identified in the menu. GSA will further define and update the wellness menu requirement during the term of the contract, should added definition be published it is incumbent upon the contractor to meet the set criteria of menu development that meets the established wellness measures.

In light of the emphasis placed on the Wellness program in this solicitation, GSA would like to ensure optimum visibility of the healthy menu offerings. It is strongly recommend that the contractor take into consideration the positive effects of priority placement of these products in

Cafeteria Services 15 National Capital Region the cafeteria and on the serving lines, as it is known that product placement influences consumer choices. It is intended that every encouragement possible is provided to the consumer to make the right choice in the selection of their meal; and, this will facilitate that opportunity to the customer to make the right choice coupled with incentives, education, and promotions. Examples of product placement may be placement as the first thing the customer encounters at each serving line, or at the cash register or at key places on serving lines that are closest to eye level.

The Contractor shall comply with the 2005 and all subsequent revisions of U.S. Dietary Guidelines for Americans, note the following:

i. Prior to the start date of service, the Contractor shall provide to the COR a complete price/portion book for the account (i.e.: hamburger, list patty size and selling price;

Ham sandwich, list ounces of meat, toppings included and selling price).

ii. During each serving period, easy-to-read menus with prices listed shall be prominently displayed for the information of patrons at the cafeteria. Menus and menu offerings that meet the established wellness criteria should be clearly identified and be posted at or near the cafeteria entrances and near the service points. All customer signage, menus, etc.

must be printed (no hand written signs are allowed). Electronic boards and Contractor sponsored web-pages with menu and related informational links are encouraged. Pre-ordering and paying for selected menu items via web or e-mail is encouraged to speed customer processing.

C. Procedures for Future Price Adjustments/Changes.

Future price adjustments/changes must be submitted with supporting documentation in a spreadsheet format that includes:

i. Any changes to menu prices, portions, or items offered for sale shall be submitted to the Contracting Officer’s Representative 30 days in advance and shall be submitted as replacement pages for the price/portion book initially submitted by the Contractor. Daily or weekly promotional menu items are excluded.

ii. Date of proposed price adjustment.

iii. A market basket survey of at least 3 similar food facilities in the local area (COR accepted locations).

iv. In situations where one or more critical food or supply items have sudden upward price fluctuations due to an “Act-of-God” or other situation considered by the Contractor to be out of it’s control, the COR/CO are to be contacted with a request for a temporary surcharge or menu change. Once the subject prices have stabilized, the former approved price is to be reestablished or the item returned the menu as specified.

If the price change/adjustment is accepted by the COR/CO, a meeting will take place between COR, Contractor, and Client Representative of the Agency for final approval. After approval, a

Cafeteria Services 16 National Capital Region notice to the customers is then created by the Contractor and posted in prominent locations at least 14 days prior to the on-site implementation.

D. Equipment and Utensils Furnished by the Contractor.

i. All required equipment and utensils (sample list below) shall be provided by the Contractor who shall replace such equipment and utensils when necessary. Equipment and utensils provided by the Contractor shall be of a quality in keeping with that provided by the Agency.

Sample items expected to be provided by Contactor:

Can Openers POS and Telephone System Chinaware and dishes, if needed Storage Containers Condiment Dispensers Napkins Dispensers Office Furniture Glassware if needed Computer system Steam table pans Merchandising Equipment Safe Machines - office Scales, food preparation Menu boards, letters, price markers Sharpeners Dish Racks Silverware if needed

Trash receptacles Trays Utensils and kitchenware All other kitchen smallwares to meet contract requirements

The Contractor shall provide “Green” disposable products including products that are petroleum-free, contain post-consumer recycled content and processed chlorine free. All disposable products must be “compostable” and compatible with the recycling/compost system that will be or is in use within the building. The use of disposable chinaware (including plates, cups, and bowls) constructed of Polystyrene Foam is prohibited.

ii. The Contractor shall provide complete Point of Sale (POS) system to include the acceptance of patron’s use of credit and debit cards in an expeditious manner at cafeteria.

iii. It is incumbent upon the Contractor to verify sizes and capabilities of Agency-furnished dish, bowl, and mug dispensing equipment and to provide chinaware of appropriate size and weight to suit equipment. Also note type of self-bussing equipment in use, and dining table top sizes for trays.

iv. Trash receptacles shall be hard non-toxic plastic material. Single service plastic liners shall be used in conjunction with these receptacles. All trash containers will be provided with self-closing tops.

v. Contractor should maintain a physical inventory of all Contractor owned equipment on site. All Contractor owned equipment shall remain the property of the contractor throughout the contract term.

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vi. All items provided by the Contractor shall be of good quality, suitable for the purpose of its intended use, and consistent with the quality of the various items provided by the Agency and meeting current business and industry standards.

vii. All electronics (computer system and point of sales equipment) shall be Energy Star rated.

E. Sanitation and Quality.

i. The Contractor shall serve quality food, under clean and sanitary conditions in accordance with the provisions and recommendations contained in the most recently published Food Code, U.S. Public Health Service publication. All foods served shall be wholesome and free from spoilage, free from adulteration and misbranding, and safe for human consumption.

Uncooked items, such as fresh fruits, shall be clean and free from blemishes. All foods shall when served, be attractive in appearance and correct in temperature and consistency. To the degree possible, the Contractor will purchase food that is produced locally and regionally. To the degree that certified organic products can be offered at market comparable prices (financially sustainable) they should be available on the menu.

ii. The most recently published Food Code, U.S. Public Health Service publication and all local codes and regulations relating to food service sanitation and procedures shall be adhered to by the Contractor.

iii. The Contractor is to develop a Hazard Analysis and Critical Control Point (HACCP) plan as required by the Health Department.

iv. Material Safety Data Sheets (MSDS) shall be onsite prior to the start date of the contract and remain updated on site and be provided to Government representatives immediately upon request.

v. The Government requires that a certified food handler be on the premises during all operating hours.

vi. Any suspected outbreak of illness, whether involving employees or visitors, is to be reported immediately to the Agency and COR and to a public health consultant. A suspected outbreak of human illness results when two or more persons have common symptoms that could be associated with contaminated water or food sources or other adverse environmental conditions.

F. Personnel and Supervision.

i. The Contractor must employ sufficient personnel to maintain sanitary conditions and satisfactory service which will ensure prompt and efficient service. All employees must be sober, conscientious, neat, customer service oriented and courteous. All

Cafeteria Services 18 National Capital Region employees assigned by the Contractor to perform work under this cafeteria contract must be physically able to do their assigned work and shall be free from communicable diseases.

All Contractor personnel must be able to read, write, speak and understand English in order to carry out all duties assigned to them and communicate with patrons. The Contractor must provide training to employees to ensure competent performance in all areas associated with these contracted services.

ii. The Contractor is required to provide a professional, full-time, qualified food service person to act as manager of the facility. The manager will be subject to the approval of the Government. The Contractor's manager will be delegated the authority, and shall be able, to effectively manage the day-to-day operation of the cafeteria relative to supervision of personnel and training, execution of the Contractor’s RFP response, menu planning, purchasing, cost control, sanitation, and customer satisfaction, etc. The manager must be onsite when the cafeteria is open, for the duration of this contract. The Contractor's manager will be replaced, on 30 days notice, upon request of the COR. A representative of the Contractor (i.e. District Manager), other than the above manager, shall visit the facility periodically. A representative of executive status (i.e. Vice President) shall visit the facilities to adjust matters requiring attention upon 48 hours advance notice from the Government.

iii. At all times while on duty, the Contractor's employees shall wear a distinctive professional looking uniform that displays the company logo, wear a hair net and or other suitable head covering, appropriate gloves while handling food and a legible name badge as a means of identification at all times while they are in the building.

iv. The Contractor must provide adequate, trained relief personnel (management and hourly) to substitute for the regular employees when they are absent (scheduled or unscheduled) in order that a high quality food service operation will be maintained that is consistent with standards at all times.

v. The Contractor shall require the employees to comply with such instructions pertaining to conduct and building regulations as are in effect for the control of persons in the building, or as may be issued for that purpose by Government representatives.

vi. The Contractor is required to schedule an employee training program that will continue for the duration of this contract and any extensions thereof, to ensure that their employees perform their jobs with the highest standards of efficiency, customer service and sanitation excellence. Contractor must keep on site a record copy of training attendance and subject matter for all employees for Government review.

vii. All articles found by the Contractor, the Contractor's agents or employees, or by patrons and given to the Contractor shall be turned in to the Bureau of Diplomatic Security as lost and found items.

G. Recycling.

i. The Contractor shall participate and integrate with the recycling program (i.e.

cardboard, aluminum, plastic, glass, etc) operated by the Agency in the building. The Agency

Cafeteria Services 19 National Capital Region shall provide the recycling-collection bins, shall make collections from each bin at least once each day, and shall store the materials to be recycled. The Agency in conjunction with the Contractor shall encourage and educate the customer on the recycling program and necessary sorting of customer’s materials.

ii. The Contractor is responsible to collect, store and recycle grease and cooking oils. The containers and surrounding space are to be kept clean and orderly by the Contractor.

The Contractor shall be responsible for the proper storage and marking of containers of grease and cooking oils. The kitchen grease will be collected in containers that are waterproof, vermin-proof, covered with working lids, and well-labeled to indicate what should be deposited in the container.

H. Contractor Performed Repairs.

i. The Contractor shall be responsible for the repair cost (material, parts, and labor) and the replacement cost of each Agency-owned equipment item as detailed below:

a. Contract year 1 through 5 – The food service contractor shall pay the first $1,000.00 for each repair. The food service contractor shall pay the first $3,000.00 for each piece of Agency equipment that requires replacement. The Contractor’s repair and replacement costs shall not exceed $25,000.00 per calendar year.

Replacement and repair costs over $25,000 per calendar year will be paid by Agency. The first year after renovation the new equipment warranty will apply and 100% repair costs will be covered under warranty. Contractor is to coordinate equipment warranty coverage during first year after renovation.

b. Contract option years 6 through 15 – The food service contractor shall pay the first $1,000.00 for each repair. The food service contractor shall pay the first $3,000.00 for each piece of Agency equipment that requires replacement. The Contractor’s repair and replacement costs shall not exceed $30,000.00 per calendar year. Replacement and repair costs over $30,000 per calendar year will be paid by Agency.

ii. The Contractor shall immediately perform repairs and replacements under the thresholds whenever they are required and shall notify the Agency and COR via e-mail, when such work is being accomplished. However, repairs on cafeteria equipment covered by a warranty or guarantee agreement shall not be initiated without the prior approval of the Agency or COR.

iii. The Contractor shall immediately report any potential need of repairs where the cost of labor, parts and materials is expected to exceed $1,000 to the Agency and COR.

Failure to do so will result in the Contractor absorbing 100% of the repair or replacement cost.

The Agency or COR or designated representative will provide guidance on how to proceed with the repair.

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iv. The Contractor will be responsible for all equipment repair costs or replacement costs due to improper use, vandalism or abuse by Contractor employees.

v. The Contractor shall maintain on-site a log/record of repairs made and date performed.

I. Cleaning and Janitorial Services.

i. The Contractor agrees to furnish all labor, supplies, materials, equipment, and supervision sufficient to maintain the cafeteria areas and foodservice equipment (including hoods and/or water wash down system) within its areas of responsibility in a clean, orderly, and sanitary condition at all times as detailed below. In connection with the performance of this contract, the Contractor shall not use any material which the Government solely determines would be unsuitable for the purpose, or harmful to the surfaces to which it is applied.

The Contractor shall follow the standards set forth in ASTM E1971-98 Standard Guide for Stewardship for the Cleaning of Commercial and Institutional Buildings or choose products that are certified by Green Seal Standards for “Industrial and Institutional Cleaners (GS-37)”.

The Contractor shall avoid cleaners which cause adverse environmental and health effects when choosing cleaning solutions.

ii. The Contractor shall be responsible for the cleaning and maintenance of the serving area floors (Main Cafeteria, Circle Café and Columbia Plaza) during service hours. The Contractor shall be responsible for the cleaning and maintenance of all serving-area counters and associated equipment. The Contractor shall maintain the serving area floors in a clean condition and spillage free during service hours. The Contractor shall leave the serving area floors in “broom clean” condition and spillage free after service hours. The Contractor shall be responsible for daily cleaning of the Servery flooring behind (non-customer side) of the serving counters.

The Agency shall be responsible for daily cleaning (customer side of counters) after service hours and periodic stripping and waxing and/or deep cleaning the Servery flooring on an as-needed basis.

iii. The Contractor shall maintain the dining room (Main Cafeteria, Circle Café, Columbia Plaza and Martin Van Buren Dining Room) flooring/carpet in a clean condition and spillage free during service hours. The Contractor shall leave the dining room flooring/carpet in “broom clean” condition and spillage free after service hours.

The Agency shall be responsible for the cleaning and maintenance of the dining room flooring/carpet after service hours.

iv. The Contractor will be responsible for the maintenance of dining room equipment including tables, table tops and bases, chairs, booths, counters, trash collection stations and be responsible for removing trash and recyclables from the dining room collections points during and after service periods.

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The Agency shall be responsible for the cleaning and maintenance of the dining room equipment after service hours and shall ensure dining room is clean and orderly before morning service hours.

v. The Contractor will be responsible for the cleaning and maintenance of the entire kitchen areas (Main Cafeteria, Circle Café, Columbia Plaza and Martin Van Buren Dining Room).

vi. It is the responsibility of the Contractor to keep in a clean and sanitary condition building areas and items utilized by the Contractor such as, walls, ceilings (excluding Building heating ventilation and air conditioning louvers, lighting fixtures or other building equipment that is part of a general building mechanical system), floor drains, kitchen, Servery area behind counters, storage, loading docks and dumpster locations, dining area tables, chairs and floor, et al. The Agency will be responsible for the cleaning and maintenance of foodservice locker rooms and toilet areas.

vii. Failure to keep any of the facilities that are the responsibility of the Contractor in a clean and sanitary condition satisfactory to the Contracting Officer or the Contracting Officer's Representative may result in either of the following:

a) The Contracting Officer or the Contracting Officer's Representative may have the facility cleaned by other means and the cost of such work charged to the Contractor.

b) The Contractor will assume the cost of Equipment Preventative Maintenance, Rodent Control and/or Trash Removal at the discretion of the CO.

The Contracting Officer's Representative may require additional cleaning as deemed necessary.

No work shall be performed on weekends or Federal holidays, without prior approval of the Building Manager.

J. Security Areas.

The Contractor shall be responsible for the security of all areas under the jurisdiction of the Contractor. Designated employees shall have the responsibility for determining that all equipment has been turned off, that windows are closed, lights and fans turned off, and doors locked when the cafeteria is closed. This should be provided in a daily report to the Guard Office upon leaving the building. A key shall be available for emergency use only in the building security office.

K. Hazardous Conditions.

The Contractor shall be responsible for identification, the prevention of, or clean up of, unsanitary or hazardous conditions that are dangerous to anyone using the food facility. This shall include any employee, agent or representative of the Contractor, Federal employee or other patrons of the food service facility and shall be applicable to any portion of the facility that is under the jurisdiction of the Contractor.

i. Hazardous Conditions: The Contractor is responsible for identifying any hazardous conditions that may develop in the space assigned to him, and shall

Cafeteria Services 22 National Capital Region immediately notify the COR of the condition. The Government does not warrant or guarantee that no other possible safety hazards exist.

ii. Compliance with OSHA: Compliance with the Occupational Safety and Health Act and other applicable laws and regulations for the protection of Contractor employees and subcontractor employees performing the requirements defined in this specification is exclusively the obligation of the Contractor. The Government will assume no liability or responsibility for the Contractor’s compliance or noncompliance with such requirements.

L. Liability.

The Government will not be responsible in any way for damage or loss occasioned by fire, theft, accident, or otherwise to the Contractor's stored supplies, materials or equipment, or the employees' personal belongings. Any personal injury or physical damage to the building or equipment resulting from fire or other causes shall be reported to the Building Manager immediately.

M. Occupant Emergency Program/Facility Emergency Action Plan.

The Contractor shall notify the local fire department in the event of fire. All of the Contractor employees shall be organized and trained to participate in Fire, Shelter in Place (SIP) and drills including the reporting of fires. This shall be accomplished with the cooperation of the Buildings Manager and/or Facility Emergency Action Team Coordinator and the Occupant Emergency Plan/ Facility Emergency Action Plan, a self protection plan developed in accordance with GSA guidelines. A copy of this plan is available in the office of the Buildings Manager and/or Facility Emergency Action Team Coordinator.

N. Reporting Requirements.

i. Monthly (or four week) Operating Statements:

The Contractor shall furnish copies of the monthly (or four week) profit and loss operating statement to the COR within twenty (20) days after the end of the monthly (or four week) accounting period. The profit and loss statement must be submitted on the attached GSA Form Included in the attachment section. The Contracting Officer (CO) or representatives shall, as required and necessary, examine and audit all phases of the financial operation of the food services provided by the Contractor.

The Contractor is also required to provide monthly for each location (Main Cafeteria, Branded Locations, Circle Café, Martin Van Buren Dining Room and Columbia Plaza) the following information (utilizing the following spreadsheet format) relating to patronage and sales:

Reporting Period: Month/Year Revenue Days: #

Location

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Total Sales Customer Count Check Average Avg. Customer per Day

Breakfast $0.00 # $0.00 # Lunch $0.00 # $0.00 #

Monthly/accounting period and annual roll-up reporting shall include gross sales percentages and customer count summaries derived from GSA endorsed healthful and organic menu items as a means to track the effectiveness of the wellness initiatives.

Failure to submit requested financial information to the Contracting Officer or the Contracting Officer's Representative in a timely manner as set forth above may result in the Contractor assuming the cost of Equipment Preventative Maintenance, Rodent Control and/or Trash Removal at the discretion of the CO.

ii. Contractor certification of end-of-fiscal year statement:

All cafeteria Contractors shall certify their end-of-fiscal-year profit/loss statements for submission to the COR no later than 90 days after end of fiscal year.

iii. Equipment records:

The Contractor shall acknowledge in writing, within 30 days of the contract start date to the COR, receipt of the Agency-owned equipment listed in the attached Equipment Inventory and properly track all additions, replacements and removals of Government owned equipment.

O. Operating Expenses.

i. The Contractor is permitted to incur the type of operating expenses for cafeteria services as detailed in the attached profit and loss statement. Expenses listed under Other Costs must be detailed by Contractor. Operating expenses are the actual net costs after deduction of trade discounts, cash discounts, rebates, etc., which accrue or which the Contractor becomes obligated to pay because of operations under the contract.

ii. The following 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:

1. Payroll computations and disbursements of employee salaries.

2. Wages and salaries of home-office employees and general administrative, executive, and management officials for general supervision of the contract.

3. Wages and salaries of home-office employees and general administrative, executive, and management officials for opening expenses at start up of the contract.

4. Accounting expenses, including costs of preparing financial reports.

5. Supervision of facilities by Contractor's home office personnel.

6. Other wages and salaries to the extent that they exceed those normally paid for similar work in the locality, unless approved by the CO.

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7. Home Office management costs, such as general management overhead, transportation of…