MESS ATTENDANT SERVICES PWS.docx

PERFORMANCE WORK STATEMENT (PWS)

MESS ATTENDANT SERVICES AT

U. S. COAST GUARD SECTOR DELAWARE BAY

1.0 INTRODUCTION

U.S. Coast Guard Sector Delaware Bay requires mess attendant services to be performed on site in the dining facility and galley area. This Performance Work Statement (PWS) describes the attributes for a measurable and results oriented performance standard. The purpose of the PWS is to define the work and scope of the requirement so that the Contractor can identify and provide mess attendants to augment active duty, reserve, auxiliarist staff throughout the period of performance. The services shall be performed at the U.S. Coast Guard Dining Facility, Sector Delaware Bay. The Contractor tasks include but are not limited to:

2.0 BACKGROUND

The mission of Coast Guard Sector Delaware Bay dining facility is to provide nutritious, prepared meals to authorized patrons, to strengthen camaraderie and morale of those patrons, and to enhance the image of the Coast Guard throughout the community. To accomplish this task, it is essential that the dining facility be always maintained in an attractive and sanitary condition, and that military etiquette is adhered to. Authorized patrons of the dining facility include assigned enlisted, officer and civilian personnel and their authorized guests.

2.1 The Dining Facility operating hours are 0600 - 1430 (6 a.m. – 2:30 p.m.) Monday - Friday as follows:

WEEKDAYS (Monday – Friday) Galley Schedule

HOLIDAYS: New Years Day, Martin Luther King Junior Day, Presidents' Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Indigenous Peoples Day, Veterans Day, Thanksgiving Day, and Christmas Day; 11 days.

The COR may change the meal hours without additional costs to the government provided that such change will not cause an increase in the total hours of operation. A 72-hour advance notice will normally be given to the government except in situations beyond the control of the contractor, e.g., water/power outage, natural disasters, etc.

2.2 Average number of meals served per day*:

*The listed quantities are approximate averages. Significant daily fluctuations occur.

2.3 The contractor shall be available at all times while contract work is in process to receive instructions from the Contracting Officer or the COR. The contractor shall comply with the following special policies at all times:

(a) Employees shall be courteous and respectful to patrons.

(b) Employees shall refrain from the use of profane language.

(c) Employees shall not smoke in any indoor spaces. Smoking will be in designated areas ONLY

2.4 The contractor shall ensure that all personnel are adequately familiar with the provided galley and food service equipment to perform tasks identified. Training of personnel is not the responsibility of the government.

Food preparation equipment shall include the following:

1) Coffee Maker and Urn

2) Steam Line

3) Display Case

4) Salad Bar

5) Gaylord Hood

6) All shelves and storage areas

7) Toaster

8) Reach-In Refrigerators and Freezers

9) Oven/Range/Griddle

10) Microwave Oven

11) Dishwasher/Sanitizer

12) Walk-In Refrigerator and Freezer

13) Ice/Water Dispenser

14) Juice Machine

15) Stand Mixer

16) Soup Kettle

17) Deep Fat Fryer

18) Steamer

19) Any other equipment not listed which may be purchased at a later time.

3.0 SCOPE

Provide qualified mess attendant services within the CG Sector Delaware Bay galley in accordance with the contract requirements herein. The selected Contractor shall provide trained and qualified mess attendants to perform tasks as outlined in Section 5.0 and as otherwise directed by the Chief Culinary Specialist/Food Service Officer. The Contractor shall use the PWS, all Exhibits and applicable documents identified in Section 4.0 to accomplish the functions and tasks required. The Contractor shall perform the requirements of the PWS in a professional manner under the direction of the Chief Culinary Specialist/Food Service Officer.

These tasks include Food Service, kitchen cleaning, scullery operation and cleaning, Contractor Logistics, Personnel Requirements, Customer Service, and Quality Control Requirements.

4.0 APPLICABLE DOCUMENTS

The contractor and the contract employees shall comply with all applicable federal, state, local and Coast Guard Sector Delaware Bay policy and regulations for food preparation, food handling, sanitary practices, emergency, security requirements and those contained in the following official publications and revisions therein:

4.1 Publications and forms will be provided by the COR prior to contract start date, or upon contractor’s request. Supplements or amendments to listed publications may be issued during the life of the contract. The Contractor shall immediately implement those changes, which result in a decrease, or no change to the contract price. The Government will also provide the forms listed which are needed for daily operations. Upon completion of the contract, the Contractor shall return to the Government all issued publications and unused forms.

4.2 All accidents, that may occur during the performance and/or results in injury, death, or property damage, shall be reported in writing, to the Contracting Officer and COR within 24 hours after such occurrence. Such reports shall give full details of the accident involved including statements of all witnesses. If any claim is made against the contractor by a third party because of any accident that occurs in connection with performance of this contract, the contractor shall promptly report the facts, in writing, to the Contracting Officer and COR.

4.3 The Contractor is responsible for obtaining all permits and licenses required to perform this contract listed below:

· State or Local Business License (if applicable)

· Food Handlers’ Health Cards

· Any other as required by regulations and laws.

The Contractor shall obtain, without any additional cost to the government, all appointments, licenses, and permits required for the performance of the work and for complying with all applicable Federal, State, and local laws. Copies of permits and licenses shall be provided to the Contracting Officer ten (10) calendar days after contract award. See Section 7.0 Deliverables.

4.4 At least 10 days before contract start date, the Contractor shall meet in conference with the Contracting Officer, COR, and other authorized representatives(s) of the Government to discuss and develop mutual understandings relative to scheduling and administration of work performed under this contract.

5.0 TECHNICAL REQUIREMENTS

The contractor shall accomplish the following tasks by providing the necessary technical effort, based on the average number of meals served for one week, identified in Section 2.2.

5.1 The Contractor shall perform mess attendant services in and around the immediate vicinity of the Dining Facility. This is to include but not limited to scullery services, pre meal table cleaning and post meal table cleaning. If the dining facility is closed for maintenance, repair, or an official function, services contained herein may be performed at an alternate location as directed by the Commander. When using an alternate location, there will be a need to transport equipment and/or food, which will be accomplished primarily by the Coast Guard.

The serving line will be operated per the specified cook schedule in Section 2.1, or as directed by the Chief Culinary Specialist. Set up the serving line not more than fifteen minutes prior to opening.

6.0. CONTACTOR PERSONNEL

The contractor shall provide an employee name to the COR prior to the employee beginning work. The contractor personnel will report directly to the assigned COR and be required to take instruction from the locally assigned Food Service Officer to accomplish required services at USCG Delaware Bay. This individual is responsible for performance of the work and will work directly with the COR and food service staff.

6.1 The contractor shall comply and shall meet the safety and sanitation requirements in accordance with CGTTP 4.11-12. Contractor personnel shall be examined by a physician and determined to be free from communicable disease prior to commencing employment. Also, the contractor shall provide, at its own expense, a basic annual physical for its employees. Contractor employees shall have a physician's examination report containing the following minimum information: Complete Blood Count (CBC); Purified Protein Derivative (PPD) (Tuberculosis (TB) Skin test); Ova & Parasite Lab Exam; and Hepatitis A vaccinations/ shot.

The Contractor shall comply with certifications or requirements arising from Federal, State or local health regulations for food service employees. If Federal, State or local health regulations conflict with one another, the Federal regulations shall govern. Each contractor employee shall have a current Food Service Handler’s card issued by a public health service on file prior to commencing work at this facility.

All contract personnel performing work under this contract in the dining facility shall wear clean outer garments and aprons of materials with a smooth finish completely devoid of nap.

6.2 The Contractor shall provide refresher training to employees to accomplish competent performance. The Contractor shall submit an annual training schedule within 15 days of award. Each employee shall receive ten (10) hours of training annually. The Contractor shall maintain a training record on each employee. These records shall be kept up to date and made available for Government inspection upon request. Records shall document subject training given and date of training. Contractor employees shall, at no added expense to the Government, receive, at a minimum, the following training:

a. Sanitation, cleaning, and storage of equipment.

b. Receipt and care of subsistence, including food protection, storage, preparation, presentation and service, and transportation.

c. Food Service Personal Health Standards. Personal cleanliness, grooming, clothing, health practices, safety, and food-borne illnesses.

6.3 The contractor personnel shall present a neat appearance and be easily recognized. All contractor personnel must wear ball caps or food service hats. Hair must be neat and trimmed properly. Male personnel faces must be clean-shaven, except for a neatly trimmed mustache. The contractor shall provide clean, unstained, well-fitting uniforms with nametags that contain the contractor's name and employee’s last name and job title. Compliance with any certification or requirements arising from Federal, State or Local government health regulations for food service employees is the sole responsibility of the contractor. All personnel will wear full-length trousers, socks, hose, or stockings, and appropriate closed, leather top shoes. T- shirts worn as outer garments are prohibited unless provided by the company as part of their uniform.

6.4 Contractor employees shall be citizens of the United States or, if aliens, they shall be legal residents of the United States. If aliens are hired, proof of legal residency in the United States shall be provided to the Contracting Officer prior to their commencing work under this contract.

6.5 Contractor personnel shall be able to speak and comprehend the English language with the degree of fluency sufficient to perform their duties to meet contract requirements. Contractor personnel shall be able to read, and comprehend materials in English. This shall include materials such as instructions, regulations, manuals, training materials, and other written materials that personnel shall be required to use in the performance of their duties. The Contractor employees shall be capable of writing in English to adequately meet contract requirements.

6.6 The Contractor and its employees’ automobiles shall have proper safety inspections, insurance, and registration in accordance with USCG regulations to gain entry and may be subject to search while on base.

6.7 Contractor’s employees shall comply with applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. Contractor employees shall present a professional appearance and their conduct shall not reflect discredit on the United States or the DHS. Contractor employees shall understand and abide by DHS established rules, regulations and policies concerning safety and security. The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support a request to remove an employee.

6.8 Contract employee(s) may be permitted to eat in the dining facility, at government specified times, for meals occurring during their scheduled duty hours only. Employee dining times shall not conflict with contract performance or be consumed during the meal service hours. The employee shall pay the Category 1 Meal Rate for the cost of meals consumed. Contract personnel desiring to eat shall pay and sign on, Meal Sign-In Sheet (CG 4901) for each meal, as it occurs.

6.9 The contractor shall conform to all safety rules and regulations as outlined in the Food Safety and Sanitation Program (TTP). The contractor shall take precautions as may be reasonably required hereunder to assume accident free performance. All accidents, however, which arise out of, or which results in injury, death, or property damage, shall be reported in writing to the Contracting Officer and COR within 24 hours after such accidents occur. Such reports shall give full details of the accident involved, including statements of witnesses. If any claim is made against the contractor by a third party because of any accident, which occurs in connection with performance of this contract, the contractor shall promptly report the facts, in writing, to the Contracting Officer and JOTR.

6.10 All contractor personnel shall vacate the dining facility in the event of an actual fire, when the alarm is activated, or during a routine fire drill. Contract employees shall gather at the Tennis Courts or in the event of inclement weather, in the basement building 1.

6.11 All contract personnel shall abide by all security regulations of CG Sector Delaware Bay and shall be subject to such security checks as may be necessary by the government.

6.12 The contractor may be required to meet with the COR and the Contracting Officer during the first month of the contract. Meetings will be monthly as determined by the Contracting Officer. In addition, if requested by the contractor of the government, a meeting will be held to discuss all issues with regards to this contract. The Contract Manager, Contracting Officer, and the COR the contractor shall state any areas of non-concurrence, in writing, to the Contracting Officer within 7 calendar days of the meeting.

7.0 DELIVERABLES

The Contractor shall meet the deliverable format, content, and schedule as follows:

ITEM

PWS REF.

DELIVERABLE / EVENT

DUE BY

No. of Copies/to Whom

*Certificate of Insurance as required by

HSAR 3052.228-70,

One copy with proposal; One copy on anniversary of Policy renewal. (See note below)

One - KO

4.4.

Permits and Licenses

6.1.

Health Certifications; Food Service Handlers Cards 15 days prior to contract start date; annually within 30 days after the start of each option year

Two - KO, COR

N/A

9.0

Quality Control Plan, Safety Plan, and Continuity Plan ALL PLANS within 15 days after contract award; annual updates within 30 days after start of each option year. Changes as needed.

Two - KO, COR

6.2.

Annual Training Schedule Within 15 days after contract award; Within 30 days after start of each option year. Changes as needed.

Two - KO, COR

10.3.

Contract Discrepancy Report (CDR) (Response)

As required

One -KO

*NOTE: It is acceptable to submit a letter from the Insurance Company stating a Certificate of Insurance will be provided upon contract award. A letter from the contractor will not be acceptable.

7.1. The contractor shall, within 2 calendar days of notification, promptly reply to all correspondence and complaints relating to food service functions.

8.0 FURNISHING OF GOVERNMENT PROPERTY, SERVICES, EQUIPMENT AND SUPPLIES

The government will provide the following equipment, materials, services, and facilities:

Equipment

a. All washing and handling equipment.

b. All janitorial and housekeeping equipment.

c. All food processing and handling equipment.

d. Office furnishings may be provided as needed. The government shall remain the custodian of this property and any other government assets/miscellaneous property within the installation.

Supplies

a. All food material necessary to perform the Food handling services hereunder.

b. All cleaning supplies, including soaps, detergents, waxes, brushes, scrub brushes, brooms, mops, pails, buckets, shovels, rags, or other cleaning accessories.

c. Decorative materials for the holidays and special occasions.

Services

a. Electricity, potable water, and sewage.

b. The government shall provide an "on base" telephone line for the contractor's use.

The government is authorized to use any government furnished equipment, provided the contractor performance is not hindered.

9.0. CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

9.1 The Contractor shall develop, maintain, and submit a QC Plan delineating the contractor's QC program/inspection system that encompasses all functions of the contract to monitor and control their performance of services. The QC Plan that is acceptable to the Government and which assures the requirements of the contract shall be met, shall be submitted by the contractor as specified in Section 7.0, Deliverables, herein. The program/inspection system shall establish and explain in detail how the contractor shall sustain the quality of cook services.

9.2 The QC system shall encompass all functions of the contract. It must specify areas to be inspected on either a scheduled or unscheduled basis with the title of the individual conducting the inspection. The contractor shall develop and implement quality control procedures addressing the areas identified in the PWS herein and implement procedures to identify, prevent, and ensure no recurrence of defective services.

9.3 The QC program/inspection system shall be designed to keep the Contractor's management and the Coast Guard informed of all issues affecting quality to include timely and effective corrective actions. The QC records shall, in part, consist of checklists of inspections and shall indicate the nature, frequency and number of observations made, the number and type of deficiencies found, and the nature of corrective action taken as appropriate.

10.0 CONTRACTOR SAFETY REQUIREMENTS

The Contractor shall comply with the Sector Delaware Bay Safety Program and all federal and state safety laws, including OSHA and regulations set forth in the Food Safety and Sanitation Program (TTP) and Commandant Instructions M5100 and M11000 series. If the contractor fails or refuses to promptly comply with safety requirements, the Contracting Officer may issue an order stopping all or part of the work until the contractor takes satisfactory corrective action. No part of the time lost due to any such stop order shall be made the subject of a claim for extension of time or for excess costs or damages to the contractor. Fines levied on the Contractor by federal or state OSHA offices due to safety/health violations shall be paid promptly by the Contractor.

10.1 The Contractor shall maintain records of property damage, accidents and fires caused by the Contractor or subcontractor employees. The Contractor shall report the damages, fires, or accidents to the Contracting Officer in accordance with Homeland Security Acquisition Regulation (HSAR) Clause 3052.223-90. The Contractor shall comply with mishap reporting procedures found in the latest edition of COMDTINST M5100. The Government will supply the Contractor with the necessary forms and instructions for completion of the forms. All mishaps shall be reported to the COR within 24 hours.

10.2 The Contractor shall comply with the provisions of current Government regulation, OSHA, National Fire Codes, sound commercial practices, as well as other fire prevention regulations/manuals/codes cited throughout this contract and applicable to specific commercial-type functions. The Government reserves the right to inspect facilities for fire prevention compliance, evaluate through drills and to enforce compliance.

11.0 CONTRACTOR PERFORMANCE DURING CONTINGENCIES

The Coast Guard must plan how it will meet mission requirements in the event of national emergencies, natural disasters, heightened security, or terrorist threats. The Coast Guard must be able to react to such events without undue delay. Sudden or unusual events may result in a substantial impact on the Contractor’s performance and contract requirements.

11.1 In the event that contingencies such as those specified below develop, the Contractor shall continue to perform contract work. A contingency that results in a change of work directed by the Contracting Officer shall be subject to the contract clause of this contract entitled “Changes”. Some examples of contingencies are as follows:

· National emergencies entailing sudden buildup of military forces that increase contract requirements.

· Natural disasters (e.g., snowstorm, hurricane, flooding) impacting the Contractor’s ability to perform this contract and the Coast Guard’s ability to perform its mission.

· Labor strikes impacting upon the Contractor’s ability to perform.

12.0 GOVERNMENT QUALITY ASSURANCE REQUIREMENTS

The Contracting Officer's Representative (COR) is responsible for representing the Contracting Officer for all facets of cook service quality.

12.1 The designated personnel will carry out inspections, reviews and approvals, handle deficiencies, and ultimately accept on behalf of the Contracting Officer. Government personnel, other than the Contracting Officer and the COR, may, from time to time, observe the contractor's operations. However, these personnel may not interfere with contractor performance.

12.2 To facilitate the surveillance of the contractor's quality program by the government, the COR will verify contractor compliance with designated performance requirements. In addition, for non- compliance and/or untimely corrective action to deficiencies of specific tasks, the contractor shall be subject to re-performance.

12.3 With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. The COR will periodically update the surveillance approach when the need arises. The COR will inspect the contractor's QCP regularly for compliance with the requirements herein.

12.4 The COR shall establish an Inspection Schedule using the Quality Checklists from the Contractor's QC Program. The COR shall perform the following qualitative and evaluative functions, which comprise the Government Quality Assurance Surveillance Plan (QASP):

QUALITY ASSURANCE SURVEILLANCE PLAN

COR review

100% of the time

SURVEILLANCE: The COR will receive complaints from base personnel and in addition conduct periodic reviews of the Galley Cook Services, Health Inspection Reports, and Medical Report submissions.

STANDARD: For these services, a facility may never have more than two customer complaints or observed deficiencies; they shall meet or exceed the Health and Medical requirements as listed above. The COR shall notify the contracting officer for appropriate action if any of the above services do not meet the standards.

a. Carry out periodic inspections using the Quality Checklists.

b. Report findings resulting from these inspections to the Contractor/Contracting Officer.

c. If discrepancies are discovered because of the periodic inspections, or any other means, use Contract Discrepancy Report (CDR) to communicate them to the contractor and follow up to ensure nonconformance are corrected.

d. The COR shall meet with the Program Manager/Supervisor/Shift Leader as agreed to or as often as necessary. The contractor and COR shall sign the written minutes of these meetings, prepared by the COR. Should the Contractor not concur with the minutes, the Contractor shall state any areas of non-concurrence in writing to the COR within 5 calendar days of receipt of the signed minutes.

e. Follow up to ensure customer surveys are conducted properly and contractor responds fully to concerns.

f. Review changes as well as initial and annual equipment inventories.

g. Take appropriate actions based on Health, Safety, Environmental and any other inspection results.

h. Perform annual and final Performance Evaluation

Appendix A - Government Terms and Definitions

1. Contracting Officer (KO): A person duly appointed with the authority to negotiate and enter into and administer contracts on behalf of the Federal Government.-

2. COR: The person(s) whom the Contracting Officer designates in writing by name and/or position title to conduct day-to-day liaison between the Contractor and the Contracting Officer on technical matters pertinent to this contract.

3. Culinary Specialist (CS): A member of the foodservice workforce of the United States Coast Guard who specializes in food preparation & cooking, management, and accounting

4. Food Service Officer (FSO): Senior Culinary Specialist. Member is responsible for the overall galley operation and designated spaces.

5. Contractor: The term Contractor as used herein refers to both the prime Contractor and any Subcontractors. The Contractor will be responsible for ensuring that the Subcontractors comply with the provisions of this contract.

6. Frequency of Services: The interval at which services are performed (examples: Daily, Monthly, or Annually)

7. Daily: Services performed once each day, Mondays through Fridays, during the period of the contract.

8. Weekly: Services performed once during each week, as scheduled.

9. Monthly: Services performed once during each month, as scheduled.

10. Annually: Services performed once during each twelve (12) month period of the contract, as scheduled.

11. Manufacturer’s Recommendations: Technical information and user instructions provided by the manufacturer for the operation, use, and maintenance of their equipment

12. Notice of Deficiency: A formal, written documentation of Contractor nonconformance of work, also known as a Contractor Discrepancy Report (CDR).

13. Officer of the Day (OOD): Refers to a military member acting under the CO on an assigned day.

14. Quality Assurance (QA): Those actions taken by the Government to assure services received meet the requirements of the contract.

15. Quality Control (QC): Those actions taken by a Contractor to assure that services rendered meet the requirements of the contract.

16. Quality Control Plan (QCP): Those actions taken by the Contractor to ensure QC program/inspection system to monitor and control their performance of services so that they meet the contract requirements of the contract.

17. Periodic Surveillance: Physical observation and/or inspection of contract performance done on a frequency relating to contract performance and scheduling