IRS_WV_Cafe_RFI.pdf

INTERNAL REVENUE SERVICE (IRS)

REQUEST FOR INFORMATION (RFI)

IRS CAFETERIA & VENDING SERVICES

(IRS-WV_CAFE)

MARCH 13, 2026

BACKGROUND

The Internal Revenue Service (IRS) is an agency within the U.S. Department of the Treasury (Treasury) responsible for administering and enforcing federal tax laws. IRS employees and authorized facility occupants require reliable, safe, and efficient on-site food service and vending support to maintain continuity of Government operations.

IRS is conducting market research in support of an anticipated requirement for Cafeteria and Vending Services at an IRS facility aligned to the attached draft Performance Work Statement (PWS) Task Revisions. The draft task language describes a performance-based, administrable service for operating and managing cafeteria services (breakfast and lunch), supporting point-of-sale (POS) operations and patron payment methods (including contactless options), maintaining sanitation and food safety controls, providing routine and event-driven services when authorized, supporting vending machine operations (stocking, maintenance, repairs, refunds), and providing required reporting including monthly management and financial reporting. *Please note that the PWS is in early draft stages, and a refined PWS is being created during the RFI publication.*

The address of the facility is: 250 Murall Drive, Kearneysville, WV 25430.

PURPOSE

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for market research, planning and information purposes and is not to be construed as a commitment by the U.S. Government to issue a subsequent solicitation (Request for Proposal, etc.). This RFI does not commit the U.S. Government to contract for any supply or service. IRS is not seeking proposals at this time. Further, IRS will not accept unsolicited proposals in response to this RFI. Participants in this market research are advised that the U.S. Government will not pay any costs incurred in response to this RFI. All costs associated with responding to this RFI will be solely at the interested party’s expense. Responses to this RFI will be used to identify potential sources, vehicles and set asides for specific small business classifications. There is no funding set aside for this requirement at the time of this RFI.

This RFI is conducted as part of the Government’s market research and exchange of information with industry consistent with Federal Acquisition Regulation (FAR) Part 10 (Market Research) and FAR 15.201 (Exchanges with industry before receipt of proposals).

To establish an Independent Government Cost Estimate (IGCE), the Government is encouraging vendors to provide budgetary and/or standard rate information relevant to the services outlined in the attached draft PWS (for example: recommended labor category mappings, fully burdened hourly rates under existing contract vehicles, indicative case-level pricing by complexity tier, and/or commercially available rate cards, as applicable). Please note that this is not a request for a formal proposal or price quote.

IRS may use the responses to this RFI in developing a procurement strategy. IRS will weigh the capability, quality, and feasibility of proposed approaches; demonstrated experience performing cafeteria and vending services in secure or controlled-access facilities; ability to meet operating hour requirements and continuity expectations; food safety and quality control approach (including QCP/QASP compatibility); customer service and throughput approach; ability to support payment processing controls (including PCI and contactless payments); equipment maintenance and repair approach; EHS and emergency response approach; reporting and financial management approach (including monthly management and P&L reporting); and overall risk. The information provided in this RFI is subject to change and is not binding to the U.S. Government. All submissions become the property of the U.S.

Government and will not be returned. Responses to the RFI may be used to develop U.S. Government documentation and may be reviewed by U.S. Government technical experts within IRS and other Federal agencies.

SCOPE

IRS is conducting market research via this Request for Information (RFI)/Sources Sought Notice (SSN) for the purpose of identifying prospective sources capable of providing Cafeteria and Vending Services in support of IRS facility operations, in accordance with the attached draft language.

At a high level, the requirement includes integrated support across the following areas:

• Cafeteria operations: plan, prepare, and sell breakfast and lunch offerings during required operating days and serving hours; operate required stations/service lines; provide healthy options and menu variety; conduct promotional events; and provide customer service performance consistent with measurable standards.

• Patron payment and refunds: operate POS; accept cash and major credit/debit cards; support contactless “tap” payments (NFC mobile wallets/cards) as required; implement POS continuity/outage procedures; and provide a documented refund/adjustment process.

• Deliveries and receiving: schedule deliveries within Government-approved windows; ensure secure access controls; inspect deliveries for quantity/condition/temperature; maintain cold chain integrity; and mitigate delivery disruptions.

• Cleaning, sanitation, and waste handling: maintain Contractor-controlled areas in clean, orderly, sanitary condition throughout operations; comply with cleaning frequencies/standards; manage chemical controls and SDS; and manage waste cooking oil and related waste streams.

• Food safety and inspections: comply with applicable food safety requirements; obtain/maintain required permits/licenses; support and report inspections; and implement timely corrective actions.

• Environmental, Health & Safety (EHS) and emergencies: implement hazard communication and SDS controls; provide EHS plans as required; manage spills/incidents and reporting; and coordinate with facility emergency procedures.

• Vending operations: provide 24/7 vending service in designated locations (except closures);

stock machines to required thresholds; ensure freshness/expiration controls; maintain machine cleanliness; perform preventive maintenance; repair outages within required timeframes; and implement a posted refund/transaction error process.

• Reporting and financial management: provide routine reporting (e.g., weekly menus) and monthly management reporting, including P&L and patronage/sales metrics, and year-end/final reporting as required by the draft task language.

• Additional services: support additional services (e.g., special events, extended hours, catering-type services) when authorized in writing by the Contracting Officer (CO), including quote/ordering processes where applicable.

RESPONDING TO THIS RFI

Sources able to satisfy the requirements detailed in the attached draft Performance Work Statement (PWS) are invited to submit information describing their capabilities and relevant experience. Please limit submissions to a MAXIMUM of 16 pages (15 pages in addition to a single cover page, white paper response, diagrams, staffing concepts, and any attachments). Responses shall be provided in Microsoft Word or Adobe Portable Document Format (PDF), using 11 font size and 8.5 x 11-inch pages. No hard copies will be accepted.

Submissions shall be received at IRS via email to RYAN.M.DOLAN@IRS.GOV, no later than 11:59pm eastern March 29, 2026. Early submissions are encouraged. IRS reserves the right to review late submissions; however, there is no guarantee of review of late submissions.

Please include the RFI title “RFI Response to IRS-WV_Cafe – (Company Name)” in the subject line of your email and provide electronic submission (Microsoft Word or PDF) of your response.

Responses shall include the information requested below.

Cover Page (one page maximum)

The cover page shall include the following information:

• Company Information and Single Point of Contact (Name, Title, Contact Information)

• System for Award Management (SAM.gov) Unique Entity Identifier (UEI)

• Addresses (mailing address, website, and social media if applicable)

• Brief Overview of the Company and Core Capabilities Relevant to the Draft PWS

• Number of Employees

• Business Type, North American Industry Classification System (NAICS) code(s), and Company Size (e.g., other than small, small business, Service-Disabled Veteran-Owned Small Business, etc.)

• Confirmation of (or recommended) NAICS code(s) and Product Service Code(s) (PSCs) for this requirement

• List of any General Services Administration (GSA) Multiple Award Schedule contracts, Governmentwide Acquisition Contracts (GWACs), or other Federal contract vehicles relevant to this requirement

RFI QUESTIONS

In addition to the cover page, the Government requests responses to the questions provided in the attachment “RFI Questions.” Prospective vendors shall limit responses to the RFI questions and any supplemental documentation (such as staffing concepts, process diagrams, or relevant past performance summaries) to a MAXIMUM of 15 pages plus cover page (16 total). Responses received by the Government exceeding the 15-page limit will not be reviewed beyond the first 15 pages after the cover page.

Any company proprietary information, performance capabilities, and/or future modifications should be clearly identified and marked; please segregate proprietary information. Please be advised that all submissions are confidential between the company and the Government, shall be deemed Government property, and will not be returned.

QUESTIONS RELATIVE TO THE RFI

All questions regarding this RFI shall be received at IRS via email at RYAN.M.DOLAN@IRS.GOV, and due no later than 11:59pm eastern March 18, 2026. All answers to the questions will be posted via this publication on SAM.gov.

TERMS & CONDITIONS

This RFI does not obligate the Government to award a contract or otherwise pay for the information provided in response. All costs associated with responding to this RFI are solely at the responding party’s expense. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Further, the Government may contact the vendor for additional information regarding the information submitted as part of this market research effort.

Any organization responding to this RFI should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work.

Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted.

After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in the Governmentwide point of entry or other similar source (e.g., GSA eBuy). However, responses to this RFI will not be considered adequate responses to a solicitation.

Responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract or agreement. The Government will not be obligated to pursue any particular acquisition alternative as a result of this RFI. Responses to the RFI will not be returned. Not responding to this RFI does not preclude participation in any future solicitation if one is issued.

The Government reserves the right to contact some, all, or none of the responding vendors for further discussions regarding the RFI response. Any discussion is for clarification or for further information gathering and shall not be misconstrued as the Government’s interest to pursue or enter into any contractual agreement or obligation.