Atch_3_-_Q A.pdf

RFP HSFLGL-16-R-00023, AMENDMENT 000002

FOOD SERVICES

FLETC, GLYNCO CAMPUS, GA

ATTACHMENT 3

QUESTIONS AND ANSWERS

The following are a result of contractor inquiries and presented in a Question (Q) and Answer

(A) format;

Q1: First could you provide us with a schematic of Building 75, The Dining Hall, and Building 260, the Student Center Grille? We would like to be able to see how they are set up, how the lines flow, where the equipment is located?

A1: Floor plans and schematics for Bldg. 75 and Bldg. 260 may be granted by submitting a signed DHS Form 11000-6, Sensitive But Unclassified Information Non-Disclosure Agreement (NDA), as a condition of access to this information. Refer to Section D, Part 8, Special Contract Requirements, Para 31, page 156. All requests must be submitted to the Contracting Officer via email at maureen.corpus@fletc.dhs.gov by Tuesday, September 6, 2016 by 1:00 p.m.

Q2: If pictures are not allowed at the site visit could someone within your office take pictures showing the dining areas, server (SP?), kitchen, storage areas, and loading dock areas.

A2: Taking pictures for those areas stated are prohibited in accordance with the agency’s FLETC Directive 121-10, Operation Security Program.

Q3: Page 97 of 184, Para 3.3, Reporting. Will there be Wi-Fi service available in either or both of the two facilities available for the Contractor's use?

A3: No. The Government provided Wi-Fi services will only be limited for usage on Government furnished computers. Refer to Section D, Part 3, Government Furnished Property, Equipment and Service.

Q4: Page 97 of 184, Para 3.3, Recycling Container. Is the recycling of biodegradable waste such as foods considered part of the recycling program? Is it currently being performed?

A4: No. There is no recycling biodegradable waste program for food at this time. An offeror may propose a recycling plan in their submission.

Q5: Page 99 of 184, Para 4.5, Point of Sale (POS) System. What is the current system being used now. Who owns it and what company provides the software, equipment, and training?

A5: The Point of Sale (POS) system is a Contractor Furnished Property (CFP); therefore, the contractor will be responsible for providing their system. The CFP is not connected to the government network system. Refer to Section D, Part 4, Para 4.5.

mailto:maureen.corpus@fletc.dhs.gov

FLETC, GLYNCO CAMPUS, GA

Q6: Page 100 of 184, Para 4.6, Cleaning Supplies and Paper Products for the Dining Hall. Are we expected to use sustainable (green) products and chemicals in all aspects of service and operations?

A6: Yes. Refer to FAR Clauses 52.223-1, 52.223-2, 52.223-3, 52.223-10, 52.223-12, 52.223-15, 52.223-20, and 52.223-21.

Q7: Page 101 of 184, Para 4.14 Contractor Vehicles. How many vehicles does the current contractor provide and what type of vehicles are provided?

A7: Contractor furnished method or mode of delivery/transporting SIQ meals and delivery of food products and/or equipment as needed between Bldg. 75 and Bldg. 260 will be at the discretion of the offeror; provided the vehicle requirements are met.

Q8: Page 101 of 184, Para 4.13, The Contractor shall provide equipment which can: Please explain what is currently being used, who is the manufacturer/service company.

A8: The equipment currently in use is Contractor provided. It is the responsibility of the offeror to propose a system to meet the requirements of paragraph 4.13.

Q9: Page 103 of 184. 5.1 Specific Tasks. Who retains the sales, the Contractor or the

Government? If the Contractor are the sales deducted from the invoice at the end of each month?

A9: Funds received through cash, credit and debit card sales are retained by the Contractor.

Q10: Page 105 of 184. 5.3 Hours of Service. In the first listing of hours for The Dining Hall it states the hours of service for Monday through Thursday. Is there Friday service in The Dining Hall?

A10: Refer to Amendment 000002, Attachment 1, Section D, Part 5, Para 5.3., page 112, Dining Hall Regular hours of service is updated to change from Thursday through Friday.

Q11: Page 110 of 184. PCO Minimum Portion Standards. In reviewing the menus and standards there is no mention of the providing of any soups and/or chilis. Are they not permitted?

A11: At this time, there are no menu requirements for soups or chili for PCO.

Q12: Page 114 of 184. Other Cleaning Requirements. Is the Contractor required to contract for the removal of all garbage and trash removal from the center or is that under separate contract?

FLETC, GLYNCO CAMPUS, GA

A12: Government furnished trash compactors and dumpsters are provided at both the Main Dining Hall and the Student Center Grille. The trash compactors and dumpsters are maintained under a separate Government contract. Refer to Para 3.3 Government Furnished Services and refer to Para 5.8 Cleaning, Sanitation and Janitorial Service, under sub-Para, Other Cleaning Requirements for additional information and requirements.

Q13: Page 116 of 184. Para 5.13, Scheduled Services and Page 119 of 184, Para 5.19, Exhaust

Hood Duct Cleaning. Is the deep cleaning of all hoods and vents being handled in house by the Contractor or is it contracted out? If contracted to whom is it currently subcontracted?

A13: Exhaust Hood Cleaning is the responsibility of the Contractor and may be completed in house or contracted out by the Contractor as long as the specifications and requirements of the contract are met. This is a Contractor provided service; therefore, subcontractor information is not available.

Q14: Page 126 of 184. Para 5.25. Is pest control and rodent/vermin control currently be performed in-house by the Contractor or is it subcontracted? If so, to whom?

A14: Yes, pest control and rodent/vermin control is currently performed. Pest control and rodent/vermin control is the responsibility of the Contractor, and may be completed in house or contracted out by the Contractor as long as the specifications and requirements of the contract are met. This is a Contractor provided service; therefore, subcontractor information is not available.

Q15: Page 128 of 184, Para 5.29. Sustainability Requirement. Does the Center allow for or require the recycling of bio food waste? Is there a current contract for the handling of these items and if so to whom?

A15: Refer to Q4 response.

Q16: Page 163 of 184. Instructions to Offerors, Volume I. You tell us how many copies along with the original are to be provided for Volume 2 and 3 but not Volume 1. Please clarify. Also are we to provide copies of our proposal on CD/RW for all volumes or just Volume 2?

A16: Page 164, RFP Amendment 000002, reference Addendum to FAR 52.212-1(b), Volume 1, submission of copies have been changed to read ‘Submit an original +3 copies’. Volume 2 does not require a CD. Refer to Volume 3, Factor C, Price, for instructions to submit price breakdown on a CD.

Q17: Page 164 of 184. Price, FACTOR C, ii. Is the 60 day phase in included in the price for the

Base Period of 11 months or is it to be priced separately? If separately, will a CLIN be added for that item?

FLETC, GLYNCO CAMPUS, GA

A17: See Section B, CLIN 0001AA, Food Service Management Phase-In, in accordance with

Part 8, Para 34, Phase-In/Orientation Period, is incorporated.

Q18: Technical Exhibit 7, Historical Data. Please provide sales history for the first six (6) months of 2016.

A18: Sales history will not be provided, this is proprietary information of the incumbent

Contractor.

Q19: It is our understanding there will be forthcoming a Supplement to the current Collective

Bargaining Agreement with ITPE for FY 2016-2017. Will it be incorporated into this solicitation so we can utilize the correct wages and benefits in our cost calculations?

A19: Refer to FAR 22.1010. The CBA included in this solicitation is the current effective CBA at this time.

Q20: Page 51 of RFP HSFLGL-16-R-00023 states the following: Predecessor Contract

HSFLGL-14-D-00003: Georgia Vocational Rehabilitation Agency, Business Enterprise Program, 5238 Royal Woods Parkway Suite 200, Tucker GA 30084. However, the Collective Bargaining Agreement states Contract HSFLGL-14-D-00003 is with Southern Food Service Management. Please clarify.

A20: Southern Foodservice Management, Inc. is a sub-contractor to Benson Foodservice.

Benson Foodservice is the Blind Vendor representing Georgia Vocational Rehabilitation Agency.

Q21: Page 163 of 184 details each volume and its contents including formatting and numbers of copies. Volume 2, Factor B, Past Performance says to submit and original + 3 copies.

Volume 3, Factor C, Price says to submit original + 1 copy + 1 CD. Volume 1, Factor A, Management and Technical Approach does NOT state a number of copies to be submitted.

Please provide the number of copies of Volume 1 to be submitted with the proposal.

A21: Refer to Q16 response

Q22: Page 162 of 184, last bullet on the page states: “Submit proposals in three separate

Volumes (i.e. 3-ring binders). With the sever page limits (30 pages for Volume 1 and 10 pages for Volume 2), will the Government accept proposals submitted in another type of binding (i.e. GBC combs)? Please clarify.

A22: No. Refer to Section E, FAR 52.212-1, Instructions to Offerors and Addendum to FAR 52.212-1.

FLETC, GLYNCO CAMPUS, GA

Q23: Page 162 of 184, first bullet under Addendum to FAF 52.212-1 states: “A signed cover letter delineating any exceptions taken to the RFP terms and conditions.” Is this cover letter to be a separate document from the required 3 volumes, or is it to be included in one or more of the volumes? Please clarify.

A23: Yes, signed cover letter delineating any exceptions taken to the RFP terms and conditions will apply to all Volumes 1 thru 3. Instructions to offerors have been corrected in Amendment 000002.

Q24: Page 163 of 184 defines the required formatting for each volume to include font type and size, as follows: Volume 1-Times New Roman, 12 point font; Volume 2-Courier, Times New Roman or Arial, 10-point font. Are there specific reasons why the fonts are not the same requirement for both volumes? Please clarify. Additionally, these directions do NOT mention page margins or line spacing requirements. Please provide the requirements for both page margins and line spacing requirements.

A24: All volumes shall be submitted in Times New Roman 12-point Font with one-inch margins and lines single spaced. Instructions to offerors have been corrected in Amendment 000002.

Q25: Page 84 of 184, Paragraphs 1.10, 1.11 and 1.12 state the key personnel to be assigned to this contract. These paragraphs require submitting the name and resume for each with the proposal. We cannot find anywhere in the instructions to offerors or evaluation factors, that say to submit these resumes with the proposal or that they are required and will be evaluated. Are contractors to submit these four (4) resumes with the proposal? If yes, where are they to be submitted? Will they count against the stated page limitations of the volume in which they are to be submitted? Please clarify.

A25: This information is updated, see Amendment 000002 Para 1.10, 1.11 and 1.12

Q26: Name of the current (or last) contractor

A26: Current contractor information is found under Section A, see page 58 of the RFP.

Q27: Total dollar value (Please include the Contract Number and the time period that the pricing represents)

A27: HSFLGL-14-D-0003; Period of Performance: April 1, 2014 – September 30, 2016

Estimated value of $27,640,000.00.

Q28: What is the current cost/value of the contract?

A28: Refer to Q27 response.

FLETC, GLYNCO CAMPUS, GA

Q29: What is the staffing or minimum staffing level required by the contract? I read the statement of work and the history of meals served, but I also read that times of operation could be changed (extended) so I am looking to determine what the baseline of the staffing entails.

A29: Staffing and minimum staffing level required by the contract; and baseline of staffing for optional hours will be at the discretion of the contractor. The labor category and seniority listing is provided, see Amendment 000002, Attachment 4.

Q30. Page 87 Part 2 / 2.1, Boxed Meals is there a designated area for drop off or pick up of boxed meals.

A30: Refer to Part 5, Para 5.4, page 114, Class Parties and Boxed Meals: Class Coordinator will be responsible for ordering, pick-up, transportation and storage of Boxed meals at the FLETC Dining Hall Bldg 75.

Q31. Page 94, Part 3, Student Center / Grille:

• Requesting a Floor plan is needed to locate screened in porch, Picnic area and 10 foot perimeter for cleaning

A31. Refer to Q1 response.

Q32. Page 100, 4.6, Cleaning Supplies Dining Hall / Student Center Grille:

• Requesting a floor plan to establish how many bathrooms and locations for cleaning schedule and supplies.

A32. Refer to Q1 response.

Q33. Page 103, Menus:

• Is there a cook to order grill option for breakfast such as eggs, omelets. Pancakes etc.?

A33: No, there is no cook to order grill option for breakfast.

• Is there a set standard for items needed on the Grill area for lunch Building 75 along with specials?

A33: Refer to Attachment 11

• Main Hot line Entrees; is there a set standard for the number of protein items, starches and vegetables for lunch and dinner?

A33: Refer to Attachment 11

FLETC, GLYNCO CAMPUS, GA

• Is there a set standard number of items required for the salad bar pertaining to the number of protein items, ratio of fresh to canned items, number of dressings regular to lo cal.

A33: Refer to Attachment 11

• Is there a requirement for vegetarian options on entrees, grill specials, soups on a daily or weekly basis A33: Refer to Attachment 11

• Is there a daily pizza station area?

A33: Not at Bldg. 75, but Bldg. 260 offers personal pan pizzas.

• Requesting a copy of the floor plan for building 75 to establish section 1 and section 2 for weekly openings and weekend holiday openings also kitchen storage areas and dishwashing areas.

A33: Refer to Q1 response.

• The fix it your self-service bar; Is this area located at the end of the salad bar in area 1.

A33: Currently the “fix-it-yourself” bars are located at the end of the salad bars.

• Do food allergy items need to be presented in a designated area A33: FLETC-Glynco is an industrial kitchen, we cannot guarantee that there will be no cross-contamination in the Dining Hall.

• Requesting a Copy of current weekly Menu for each service area A33: Refer to Para 5.2 Food Service Menu, Structure Portion Sizes, Hours, and Customer Price List, the offeror shall develop and submit a five-week rotating menu as required in this paragraph.

Q34. Page 113, China and Special Glassware for Directors Special Set Up:

• Where is the china area and 3 compartment sink located for cleaning of these items

A34. The china is in storage at the Main Dining Hall and the 3-compartment sink is located in the kitchen of the Main Dining Hall.

Q35. Page 103, Part 5 / 5.1:

• Is there a set floor plan for the staging of equipment in Student Center Grill for safety and traffic control

FLETC, GLYNCO CAMPUS, GA

A35. No, the Contractor shall be responsible for daily staging of equipment with safety and traffic control.

Q36. Historical Revenue:

In 2015 you show revenue of $ 1,152,000. Can you provide a breakout of Meal card program revenue vs. Cash sales? Can you provide revenue for the period of January 1, 2016 thru June 30, 2016? And a breakout of these revenues, by meal cards vs. cash revenue?

A36. Refer to Technical Exhibit 7, Historical Data, for the breakdown of student meals, cash customers, PCO meal card customers, etc. The numbers used in the Historical Data are actual meal counts not revenue. No, the revenues are proprietary information belonging to the current Contractor.

Q37. Historical Meals Served:

• In 2015 please provide number of meals Served Building 75 for Lunch only?

Main Dining for Breakfast, Lunch & Dinner

A37. The number of meals scanned at Bldg. 75 and Bldg. 260 for lunch were not broken out separately by the Government. The Breakfast and Dinner scanned meals for Bldg. 75 can be found in Technical Exhibit 7, Historical Data.

Q38. Historical Repairs

• What was the total amount spent on Repair & Maintenance in 2015?

A38. CLIN X008 is an estimated amount; repairs reported during FY2015 is $155,000.00.

Q39. Section C – Non displacement of Employees:

• Requesting a List of Current Staff ; by position and hire date

A39. The labor category listing (no names) which includes estimated years of service are provided, see Attachment 4 of Amendment 000002.

Q40. Requesting a current copy of Ala Carte Menu items with price & portion.

A40. The Ala Carte Menu pricing rates are the incumbent Contractor’s proprietary pricing.

Refer to Attachment 11, Food Service Menu Structure and Portion Sizes. Each offeror is required to provide their independent proposed pricing rates.

FLETC, GLYNCO CAMPUS, GA

Q41. Requesting a copy of scheduled Student Classes for November 1 2016 thru October 31 2017.

Q41. FY2017 FLETC Glynco Student Classes are sensitive information and will not be provided.

Q42. Para 2.2 of the PWS cites that the Government will provide a computer and printer for contractor use. Can you please specify the Year and Model of said computer and printer?

A42. The Government furnished computer is a Dell Latitude E6430 laptop with a 23 inch monitor and the Government furnished printer is an HP LaserJet PRO M426fdn. Both were installed this calendar year.

Q43. Para 5.3 of the PWS cites the hours for the Dining Hall in Building 75, however it states only Monday through Thursday. Is this correct, as there are no hours listed for Fridays?

A43. Refer to Q10 response.

Q44. Is there contractor food/inventory/equipment storage available at Building 260?

a. If not, is the Contractor required to move said food/inventory/equipment daily to provide grille services?

A44. There is a storage space for the equipment, a dry storage locker, a cooler and a freezer for use at Bldg. 260.

Q45. Does the current contractor have a site vehicle for food/inventory/equipment transport?

A45. Refer to Q7 response.

Q46. Are there specified food vendors that are required to be used or is the vendor choice at the discretion of the Contractor (as long as vendor meets sanitary and security guidelines)?

A46. The Government does not dictate the Contractor’s food vendors, but the food vendor’s must meet the criteria found in Para 5.1, Basic Services.

Q47. How long is the Phase in Period prior to contract start date?

A47. Refer Part 8, Para 34, page 161 of the RFP. Phase in period is 60 days between contract award and the beginning of the period of full performance.

Q48. Connex building located at Building 75 – is that available for Contractor use for storage?

A48. Refer to Para 3.1 of the PWS.

FLETC, GLYNCO CAMPUS, GA

Q49. Maintenance Position – this position does not have a correlating wage rate in the CBA that was provided. Is this position to be paid at the janitor rate listed in the CBA or is this position outside coverage of the CBA?

A49. Refer to Technical Exhibit 4, WD 2015-4477, Revision #1, Dated 3/4/2016.

Q50. Please confirm that the historical data provided for lunch includes the estimated headcount for Buildings 75 and 260.

A50. This is an actual meal count for lunch for Bldg. 75 and Bldg. 260 from April 1, 2014 through December 31, 2015. This is not an estimation.

Q51. What are the estimated number of annual training days for services at Building 260?

A51. Bldg. 260 serves lunch five days per week. The days Bldg. 260 is not operational are weekends, holidays and two to three non-training days per year. The approximate number of days per year that the Student Center Grille, Bldg. 260 is operational is 250 training days.

Q52. What is the full award value for the current contract (to include all option years)?

A52. Refer to Q27 response.

Q53. Is the current PWS requirements similar in nature to those of the provided PWS in the Solicitation HSFLGL-16-R-00023?

A53. Yes, they are similar in nature.

Q54. Section 29 of the PWS outlines the Security and Background Checks. Is it to be understood that the Contractor is required to ensure all applicable forms are completed and submitted to FLETC – meaning FLETC completes the required security checks (outside of the pre-screening standards to be conducted by the Contractor as outlined in Section 29.2)?

A54. The Contractor is responsible for pre-screening and all applicable forms being completed and submitted to the Contracting Officer. Refer to Para 29.2, Access to FLETC Facilities by Contractor Personnel.

Q55. RFP Page 162, Paragraph e. Staffing includes a requirement to “identify the qualifications of personnel functional categories”. Just to insure we respond appropriately to this requirement, could you provide clarification or an example of this item, please?

A55. Contractor should refer to the classifications in Technical Exhibit 4, Wage Determination and Technical Exhibit 5, CBA for categories.

FLETC, GLYNCO CAMPUS, GA

Q56. On page 105 of the RFP Section 5.3 Hours of Service - There are no hours or times of service listed for Fridays on Training days in Building 75. What is the requirements and times of service for Friday meals? Please clarify.

A56. Refer to Q10 response.

Q57. I see the incumbent listed is Georgia Vocational Rehabilitation Agency under contract # HSFLGL-14-D-00003. DO you have the value of this contract or an expected value for the new RFP posted?

A57. Refer to Q27 response for current contract value. Expected value of the new RFP can be viewed at the Acquisition Planning Forecast System (APFS) website:

http://apfs.dhs.gov/forecast/; APFS Forecast number F2015030503.

Q58. Is there a seniority list available for the employees covered by the CBA?

A58. Refer to Q39 response.

Q59. It appears labor costs and other variable costs were left out of the descriptions of costs included in CLIN X004, X004AA, X004AB. Please provide clarification on which cost items go into these CLINs.

A59. Labor for service workers is updated to be included under the description of ‘Food Cost’.

Other variable costs determined essential under the stated CLIN will be the offeror’s proposed pricing. The Government does not dictate what specific costs are required for a CLIN, this is the offeror’s decision with reference to the RFP requirements.

Q60. Is the meal counts for the sliding scales in CLIN x004AA and AB are counted separately in Bldg. 75 (AA) and Bldg. 260 (AB) and NOT combined to get the level of sliding scale for each CLIN. For instance, you scan 1,000 meals on a certain day in Bldg. 75 and that puts you in level 2 (751-1200) of the sliding scale for CLIN x004AA. On the same day you scan 500 meals in Bldg. 260 and that puts you in level 1 (0-750) on the sliding scale for CLIN x004AB. Is that correct?

A60. Yes, this is correct.

http://apfs.dhs.gov/forecast/