RFP_Amend2_(Q&A_for_post_without_att_3-11-19).pdf

Request for Proposals No. M-18000700-0000 for

Food Service Facility at Steven F. Udvar-Hazy Center

Amendment No. 2

Date of Issue: March 11, 2019

The RFP #M-18000700-0000 is hereby amended effective as of the date hereof by providing the additional information identified below. The issues are generally presented by subject matter. Where a question relates to a certain page or section of the RFP, the Smithsonian response may refer to such page or section for clarification and may restate the section and the name of the section.

I. EXTENSION OF PROPOSAL DUE DATE

The due date for submission of proposals is hereby extended from 2:00 P.M. Eastern time on

March 14, 2019 to 2:00 P.M. Eastern time on March 25, 2019.

II. QUESTIONS AND ANSWERS

1. Question: Will there be an extension of the deadline to submit proposals due to the delay in the site tour?

Answer: Please refer to Section I (Extension of Proposal Due Date) above.

2. Question: Will the Smithsonian consider amending the current concession agreement to provide for additional tenure and modification of other terms as necessary (as opposed to entering into a new concession agreement) if the successful offeror is the incumbent food service provider at the UHC?

Answer: The Smithsonian will consider amending the current concession agreement. A separate design and build out agreement will be required under Investment Option 1

3. Question: With the overarching RFP being solicited as a food service management construction contract, why aren’t the construction costs included in the remodel of the entire museum instead of being the responsibility of the successful offerors under this concession contract?

Answer: The entire museum is not being remodeled. The Smithsonian elected to structure the concessions contract to include construction.

4. Question: Will the government accept a proposal for just the operation and management of the food service facility without the construction capital investment?

Answer: No, the Smithsonian will not accept a proposal for just the operation and management of the facility without the capital investment.

5. Question: Will permits be issued by SI or the municipality?

Answer: A construction permit must be obtained from MWAA and all code inspections will be done with MWAA inspectors.

6. Question: If permits are issued by SI, what is the time line for permits to be granted?

Answer: A construction permit must be obtained from MWAA and all code inspections will be done with MWAA inspectors. Please read the document labeled “Required contractor terms and conditions” (previously provided via Dropbox) for additional information.

7. Question: Please share your thoughts on F&B sales potential during construction period?

Answer: The offering of any type of food service during construction has not been determined.

Space and appropriate facilities may not be available.

8. Question: Is power allowed to be brought in to support catering functions (i.e., generator)?

Answer: No, we do not allow generators in the museum.

9. Question: What is the current fee structure (buy out/rental, etc.) for catering events?

Answer: Please refer to the attached document labeled “Events at Steve F. Udvar-Hazy Center As of March 2019”.

10. Question: Please provide a list of preferred vendors for catering events. Facility guide for them?

Answer: The Smithsonian does not maintain a list of preferred vendors for catering due to competition requirements; however, certain vendors are considered to be pre-approved based on their demonstrated ability to meet Smithsonian requirements. Please refer to the attached document labeled “National Air and Space Museum Pre-Approved Vendors.” Please also refer to the attached document labeled “Rules and Questions for Special Events Vendors at the Steven F.

Udvar-Hazy Center”.

11. Question: How many catering events per year? Average number of guests per event?

Booking guidelines for catering events?

Answer: The museum has, on average, approximately 35 events per year at the Udvar-Hazy

Center. Please also refer to the attached document labeled “Rules and Questions for Special

Events Vendors at the Steven F. Udvar-Hazy Center”.

12. Question: Please provide an overview map showing all catering spaces/pantries in relation to one another and noting the capacities of each of the spaces.

Answer: For private events, clients have access to the whole museum. Catering spaces are set up at different locations on the floor. Maps of catering spaces are not available. Caterers bring in everything for catering, including pipe and drape to close off the area. Please refer to the document attached labeled “Events at Steven F. Udvar-Hazy Center As of March 2019.”

13. Question: Please provide your current internal and external catering menus.

Answer: Sample menus are not available. Menus are typically specific to the event and the caterer providing the service.

14. Question: Please provide a breakdown of catering events by type for the most recent fiscal year(s).

Answer: A breakdown is not available. Most events are either seated dinners or cocktail receptions.

15. Question: What is typically the average size of a catering event requiring the use of china/glass/silver?

Answer: All events use china/glass/silver.

16. Question: Do you have china/glass/silver on inventory currently that will remain at the facility? If so, please provide inventory list.

Answer: No. All equipment, smallwares, etc, will be provided by the selected vendor.

17. Question: Do you have catering smallwares on inventory currently that will remain at the facility? If so, please provide inventory list.

Answer: No. All equipment, smallwares, etc, will be provided by the selected vendor.

18. Question: Historical catering revenue and event details (volumes, type and number of guests)

Answer: The museum has, on average, approximately 35 events per year at the Udvar-Hazy

Center, and those events range in size. Most fall within the 100-500 guest range.

19. Question: Is it expected that the bidder will provide the network infrastructure within the facilities to support point of sale and office locations?

Answer: Yes

20. Question: Is there broad band provided? What type? (DSL, Cable, Fiber)

Answer: Verizon is the service provider and fiber runs from Route 50 to the Hazy Center. As we understand from the Smithsonian Office of the Chief Information Officer, MWAA also runs fiber to Hazy to some dedicated circuits to the demarcation point (telephony; interface point between phone/telecommunications systems; usually between customer and provider). MWAA has said in the past that there is no additional capacity to run fiber in the existing pathways from Route 50 to the Hazy Center. That said, we would expect any restaurant vendor would likely use the same pathways and circuits as McDonald’s is currently using.

21. Question: Where is the location within the floor plans showing demarcation to the location where the modem will be installed?

Answer: A drawing has been added to the dropbox indicating the DMARC room and the restaurant network closet (labeled as such).

22. Question: What internet speeds are offered?

Answer: The exact speed of the internet service to the current provider was not available.

However, the service available to the restaurant via fiber optic is rated in gigs capacity.

23. Question: Please provide an inventory of existing portable carts/kiosks (if there are any) and identify their capabilities (i.e., bars, ice cream cart, hot holding cart, cocktail cart, grill cart, grab & go cart, etc.).

Answer: All equipment will be provided by the selected vendor.

24. Question: Will we be allowed to use the Smithsonian National Air and Space Museum logo throughout our proposal? If so, can we get a copy of it?

Answer: A variety of logo images are attached. Please note that there is absolutely no creative license permitted with the use of the logos.

25. Question: Please provide any demographic data/profiles on your guests.

Answer: Based on a vendor experience survey performed in 2016, NASM visitors (including both the museum on the National Mall and the Steven F. Udvar-Hazy Center, are as follows: Under

18: 10%; Millenials (18-34): 44%; Gen X (35-50): 29%; Boomers (51-69): 15%; and Seniors

(70+): 3%. The museum attracts its largest share of visitors from the southeastern states, while it hosts the highest international proportion on the mall.

26. Question: Please share any survey or mystery shopper data collected on the foodservice program.

Answer: None is available to share.

27. Question: Will the Smithsonian consider industry standard buy-back protection for any investment made (including start-up costs) by the foodservice provider?

Answer: Each offerer is free to propose terms in their response. Each proposal will be evaluated against the evaluation criteria in the RFP.

28. Question: What are the discretionary programs at the Smithsonian?

Answer: Discretionary programs are programs that are funded outside of the federally funded budget at the discretion of individual museums (in this case, the Steven F. Udvar-Hazy Center).

They include exhibits, educational programs, research, etc. Discretionary funds are different for each museum.

29. Question: How much money is the Smithsonian currently investing into discretionary programs?

Answer: Please refer to the answer to Question # 28 above. Smithsonian investment amounts are not informative for purposes of this RFP.

30. Question: How much money has Smithsonian invested into discretionary programs during the past ten years on an annual basis?

Answer: Please refer to the answer to Question # 28 above. Previous Smithsonian investment amounts are not informative for purposes of this RFP.

31. Question: Is the incumbent currently providing an investment to support Smithsonian’s discretionary programs?

Answer: We are not able to release this information.

32. Question: If yes to above, how much is the incumbent currently providing as an investment to support Smithsonian’s discretionary programs?

33. Question: How much has incumbent invested into Smithsonian discretionary programs on an annual basis for the past ten years?

34. Question: What is the current Smithsonian budget for advertising?

Answer: This information is not available.

35. Question: How much money is Smithsonian currently investing into advertising for the

Steven F. Udvar-Hazy Center?

36. Question: How much money has Smithsonian invested into advertising during the past ten years on an annual basis?

37. Question: Is the incumbent currently providing an investment to support Smithsonian’s advertising?

38. Question: If yes to above, how much is the incumbent currently providing as an investment to support Smithsonian’s advertising?

Answer: We are not able to release this information

39. Question: As I am working through the documents I have noticed that within the Hazy

Visitation Appendix 1 excel document there is a column D. This column shows gross vendor sales. Those numbers are significantly different from the ones given in the Hazy Gross

Vendor Sales Appendix 2 excel document. Which vendor sales should we take into account?

Answer: Gross vendor sales in Appendix 2 is correct.

40. Question: Under Part 1: Business, Legal and Financial Terms, Section 1.b., a statement of proposed concession fees as described in the concession agreement is required. Can you provide a template for including overhead administrative fees, check averages, and customer counts with and without proposed capital investment amounts?

Answer: No formal template is necessary and will not be provided. Simply state your company’s offer (commission %, check averages, seats, etc.) with and without capital investment $’s.

41. Question: Under part 1: Business, Legal and Financial Terms, Section 1.e. Please provide more detailed information on and examples of the Smithsonian’s discretionary programs that will be supported by the Key Money Investment. Also, is the annual and total amount of the Key Money Investment entirely at the discretion of the offeror?

Answer: Discretionary programs are programs that are funded outside of the federally funded budget at the discretion of individual museums (in this case, the Steven F. Udvar-Hazy Center).

They include exhibits, educational programs, research, etc. Discretionary funds are different for each museum. The annual and total amount of the Key Money Investment is at the discretion of the offeror.

42. Question: For the purpose of creating the proposed time line for Design/Construction, can you confirm what is the average time that SI will need to review and approved proposed plans?

Answer: Generally, the time required by Smithsonian from the submittal of design to final approval to begin construction can be 18 weeks. This is an estimate. Reviews are generally required at intervals of 35%, 65% and 100%. In addition to Smithsonian, MWAA will review and submit approval prior to construction. This review process requires a minimum of 30 days.

43. Question: What are the current costs for electricity, gas, water, sewage, and HVAC costs in the current food facility for the Steven F. Udvar-Hazy Center?

Answer: The costs for electricity, gas, water, sewage, and HVAC costs in the current food facility for the Steven F. Udvar-Hazy Center was provided in the RFP, Appendix 3.

44. Question: What are the current costs for extermination services in the current food facility for the Steven F. Udvar-Hazy Center?

Answer: The costs for extermination services in the current food facility for the Steven F. Udvar-

Hazy Center was provide in the RFP, Appendix 3.

45. Question: What are the current costs for the drain line jetting and grease trap maintenance for the Steven F. Udvar-Hazy Center food facility?

Answer: Drain line jetting is estimated at approximately $3,000 - $4,500, depending on the complexity. Grease trap maintenance cleaning is estimated at approximately $1,000 per occurrence.

46. Question: Is there an additional cost required for the successful offeror’s required participation in the recycling program?

Answer: No. The restaurant operator must deliver recycled items to the areas designated by the museum.

47. Question: Is there an additional cost required for the successful offeror’s required participation in the composting program?

Answer: The composting program and associated costs would be the responsibility of the successful offeror.

48. Question: Will the government provide a list of all incumbent employees to the successful offeror with their contact information?

Answer: This information may be supplied to the successful offeror but is not guaranteed.

49. Question: Union or non-union staff currently

Answer: Non-union.

50. Question: Are the current foodservice employees at the Hazy Center covered by a collective bargaining agreement? If so, please provide a copy of the existing agreement.

Answer: No

51. Question: Is this contract subject to the Service Contract Act?

Answer: The Smithsonian’s food concessions fall within the regulatory exemption from the Service

Contract Act for “concession contracts (such as those entered into by the National Park Service) principally for the furnishing of food, lodging, automobile fuel, souvenirs, newspaper stands, and recreational equipment to the general public, as distinguished from the United States Government or its personnel, are exempt.” See 29 C.F.R. § 4.133(b). Please refer to Section II.R of the RFP, which states: “The successful offeror shall comply with all applicable federal, state (including the

District of Columbia), and local equal opportunity, wage and tax laws covering its employees;

shall be responsible for its labor relations with any trade or union representing its employees; and shall be responsible for resolving all disputes between itself and its employees or any union repre-senting such employees.”

52. Question: What equipment would remain if a transition were to occur from incumbent to a new provider.

Answer: No equipment will remain.

53. Question: Scope of Work section H, please provide any pouring right contractual terms we should be made aware of.

Answer: The current pouring rights contract expires July 31, 2020. A new pouring rights contract after that date is to be determined. Information on pouring rights obligations will be shared with the successful offeror.

Except as specifically set forth herein, all terms and conditions of the RFP remain unchanged.

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