NAFUA1-26-R-0002 Susquehanna Cafeteria Operation.pdf

NAFUA1-26-R-0002

SOLICITATION, OFFER AND AWARD

(Nonappropriated Funds)

4. SOLICITATION TYPE2. CONTRACT NO. 3. SOLICITATION NUMBER

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7)

6. REQUISITION/PURCHASE NUMBER

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder"

NEGOTIATED BID (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. No appropriated funds of the United States shall become due or paid the contractor by reason of this solicitation / award

PAGE OF PAGES

1 105

C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL

CAUTION: LATE Submissions, Modifications and Withdrawals: See Section L. All offers are subject to all terms and conditions contained in this solicitation.

(Date)(Hour) local timeuntildepository located in copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTR., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

I

J

K

L

M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICE/COST

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

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G

F

E

D

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B

A

SEC. DESCRIPTION PAGE(S) (X) DESCRIPTION SEC. (X)

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

CODE FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

CALENDAR DAYS (%)30 CALENDAR DAYS (%)20 CALENDAR DAYS (%)10 CALENDAR DAYS (%)

(See Section I, Prompt Payment Provisions)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the

12. In compliance with the above, the undersigned agrees, if this offer is accepted within ______________ calendar days (60 calendar days unless a different period is inserted

NOTE: Item 12 does not apply if the solicitation includes the provisions at Section L., Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

IMPORTANT - Award will be made on this Form, or on DA Form 4071, or by other authorized official written notice.

28. AWARD DATE

(Signature of Contracting Officer)

27. Nonappropriated Fund Instrumentality

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

CODE

24. ADMINISTERED BY (If other than Item 7)

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

21. ACCOUNTING DATA20. AMOUNT19. ACCEPTED AS TO ITEMS NUMBERED

AWARD (To be completed by NAFI)

CODE

PRLL2-UA-30-26-000107/22/2026

X

UA1 (PRF)

Defense Logistics Agency NAF Contracting Office On Behalf of Post Restaurant Fund 8725 John J. Kingman Road Suite 1134 Fort Belvoir VA 22060 USA

1600 ES 08/27/2026

Michael B. Thompson 445 Michael.3.Thompson@dla.mi l737-7287

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PAGE(S)

Michael B. Thompson

DA FORM 4069, NOV 04

For use of this form see AR 215-4;

the proponent agency is OACSIM

1-2

3-4 5-16 18-19

20-21

22-23

24-37

38-79

81-86

87-93

94-95 email at michael.3.thompson@dla.mil

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 105

CONTINUATION SHEET

(Nonappropriated Funds)

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

NAFUA1-26-R-0002

(A) (B) (C) (D) (E) (F)

Delivery Location Code: LL2UA3011

DLA Installation Mgmt Susquehanna

2001 Mission Drive

Bldg. 430

New Cumberland PA 17070 USA

Period of Performance: 12/01/2026 to 11/30/2036

0001 Base - Operation of Bldg. 430 Cafeteria &

Catering Operation

Delivery: 11/30/2028

Period of Performance: 12/01/2026 to 11/30/2028

1001 Option Year 1 - Operation of Bldg. 430 Cafeteria

& Catering Operation

(Option Line Item)

09/01/2028

Delivery: 11/30/2030

Period of Performance: 12/01/2028 to 11/30/2030

2001 Option Year 2 - Operation of Bldg. 430 Cafeteria

& Catering Operation

(Option Line Item)

09/01/2030

Delivery: 11/30/2032

Period of Performance: 12/01/2030 to 11/30/2032

3001 Option Year 3 - Operation of Bldg. 430 Cafeteria

& Catering Operation

(Option Line Item)

09/01/2032

Delivery: 11/30/2034

Period of Performance: 12/01/2032 to 11/30/2034

4001 Option Year 4 - Operation of Bldg. 430 Cafeteria

& Catering Operation

(Option Line Item)

09/01/2034

Delivery: 11/30/2036

Period of Performance: 12/01/2034 to 11/30/2036

DA FORM 4068, NOV 04

For use of this form see AR 215-4;

the proponent agency is OACSIM

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B-1. GENERAL. This is a concessionaire contract with the Defense Logistics Agency (DLA) Family & Morale, Welfare, and Recreation (FMWR), a Nonappropriated Fund Instrumentality (NAFI) of the Defense Logistics Agency.

B-2. TYPE OF CONTRACT. This is a Concessionaire (revenue-generating) contract. The NAFI intends to award a contract with a base period of two (2) years and four (4) two-year option periods.

B-3. FEE STRUCTURE AND METHOD OF PAYMENT. The Concessionaire shall pay a monthly fee to the NAFI.

B-3.1. This fee will be calculated as the greater of either:

(a) A Minimum Monthly Guarantee (a fixed flat-rate amount), OR

(b) A Commission Payment (a percentage of the monthly Gross Revenue).

C-3.2. The Offeror must propose values for Commission Percentage in the schedule at B-6.

B-4. PAYMENT DUE DATE. The monthly fee payment is due to the NAFI no later than the 20th calendar day of the month following the month in which the revenue was earned.

B-5. AWARD. Upon award of the contract, Sections L and M of this solicitation will be removed. The awarded Contractor’s final proposal, including any revisions, will be incorporated herein by reference, subject to the Order of Precedence clause of the contract.

B-6. FEE SCHEDULE.

CLIN – BASE PERIOD

Item No. Description Commission/Percentage of

Gross Sales

Cafeteria Operation December 1, 2026 – November 30, 2028 %

Catering Operation December 1, 2026 – November 30, 2028 %

CLIN – OPTION PERIOD ONE

Item No. Description Commission/Percentage of

Gross Sales

Cafeteria Operation December 1, 2028 – November 30, 2030 %

Catering Operation December 1, 2028 – November 30, 2030 %

CLIN – OPTION PERIOD TWO

Item No. Description Commission/Percentage of

Gross Sales

Cafeteria Operation December 1, 2030 – November 30, 2032 %

Catering Operation December 1, 2030 – November 30, 2032 %

CLIN – OPTION PERIOD THREE

Item No. Description Commission/Percentage of

Gross Sales

Cafeteria Operation December 1, 2032 – November 30, 2034 %

Catering Operation December 1, 2032 – November 30, 2034 %

CLIN – OPTION PERIOD ONE

Item No. Description Commission/Percentage of

Gross Sales

Cafeteria Operation December 1, 2034 – November 30, 2036 %

Catering Operation December 1, 2034 – November 30, 2036 %

SECTION C: PERFORMANCE WORK STATEMENT (PWS)

C-1. SUMMARY STATEMENT

a. Objective: The objective of this Concessionaire contract is to establish concessionaire services in support of Bldg. 430 Defense Logistics Agency (DLA) Distribution Headquarters New Cumberland, Pennsylvania. The concessionaire services to be provided are cafeteria and catering operations.

b. Contract Administration: This contract will be administered by a Contracting Officer assigned to the Defense Logistics Agency Nonappropriated Fund (NAF) Contracting Office on behalf of the DLA Susquehanna Post Restaurant Fund. The name and address of the Contracting Officer is as follows:

i. Contracting Officer: Michael B. Thompson

ii. Agency: Defense Logistics Agency, NAF Contracting Office

iii. Address: 8725 John J. Kingman Rd, Suite 1134, Fort Belvoir, VA 22060

iv. Telephone: (571) 643-3754

v. Email: Michael.3.Thompson@dla.mil

C-2. REQUIREMENT

The Contractor shall furnish all labor, supervision, management, management support, transportation, equipment, tools and material for cafeteria and catering operations to be performed at Building 430 DLA Distribution Headquarters New Cumberland, Pa 17070. Services to be performed are detailed in Sections C-8 through C-10.

C-3. DEFINITIONS

Term Definition

Contracting Officer Refers to the duly appointed Nonappropriated Fund Contracting Officer of the

NAFI.

Contracting Officer’s Representative (COR)

Serves as the liaison between the contractor and the contracting officer and is appointed by the contracting officer, in writing. The COR is responsible for the technical and administrative monitoring of the contract as described in the COR appointment letter. The COR has no authority to change the terms and conditions of the contract; only the contracting officer may do this. The COR’s appointment will remain in effect until reassignment, termination of employment or expiration/termination of the contract. Contractors shall be provided a copy of the COR’s appointment letter.

Days Defined as calendar days unless otherwise stated in the solicitation.

Nonappropriated Fund Instrumentality

(NAFI)

An integral Department of Defense (DOD) organizational entity that performs an essential Government function. It acts in its own name to provide or assist other DOD organizations providing morale, welfare and recreational programs for military personnel and civilians. It is established and maintained individually or jointly by the heads of the DOD components. As a fiscal entity, it maintains custody of and control over its nonappropriated funds. It is not incorporated under the laws of any state or the District of Columbia and enjoys the legal status of an instrumentality of the United States.

PRF Post Restaurant Fund.

PRFM Post Restaurant Fund Manager.

C-4. OBJECTIVE

To establish and build concessionaire services in support of the working staff population at Bldg. 430 DLA Distribution Headquarters and the entire installation population. The concession services to be provided are:

a.Cafeteria Operation (Serving Breakfast and Lunch): This includes, but is not limited to, a minimum of:

i. Breakfast: Short order (grill), pastries such as bagels and muffins, specialty coffees (espresso and latte drinks), loose teas, and juice.

ii. Lunch:

(a) Hot line food service with at least one daily special.

(b) Salad bar with fresh vegetables and fruits (at least 20 choices).

(c) Made-to-order deli-style sandwiches with fresh breads.

(d) Soup made from scratch self-service (hosting not less than one daily).

(e) Short order (grill) food service with a special of the day.

(f) Fresh pizza, Stromboli, or calzone with a daily special.

(g) An assortment of regular and retro candies and snack foods for breaks.

(h) Pre-made cold salads (such as tuna, egg, chicken, potato, coleslaw) and sandwiches.

iii. Beverages: Selection of soft drinks, bottled water, teas, and other non-alcoholic beverages (both carbonated and non-carbonated) in fountain and/or bottles.

b.Catering Operation (On-Premises Only): Services ranging from punch and cookies to simple breakfasts and lunch-type sandwich platters, to sit-down formal lunches (e.g., official organizational functions, etc.). These items will be listed separately from daily register sales. All food for catering programs must be prepared on-site.

c. Cafeteria Branding ("Darr's Cafe"): The current cafeteria is known as "Darr's Cafe," which is the established DLA Susquehanna brand for this location. The Contractor shall utilize this brand, logo, and naming scheme for all on-base marketing, menus, and signage. The NAFI retains all rights, titles, and interests in and to the naming, branding, and trademark of "Darr's Cafe."

C-5. BACKGROUND

The DLA Susquehanna, Pa. Post Restaurant Fund (PRF) is a Nonappropriated Fund Instrumentality (NAFI) of the Defense Logistics Agency. The NAFI has locations where cafeteria and catering services are currently provided. The contractor shall operate the cafeteria and catering services only in Building 430 with an approximate population of 950.

Gross Sales for May 2026: $41,130.01. Gross Sales for June 2026: $41,979.98.

C-6. PERFORMANCE REQUIREMENTS

a. Contract Award In-Brief Meeting: The contractor shall attend and participate in a Contract

Award In-Brief meeting with the COR and Contracting Officer. The meeting will be scheduled upon award of contract to discuss contractual administrative procedures, processes, and contractual tasks. At the beginning of each option period, if the option is exercised, a Contract In-Brief Meeting will be held at a date and time set by the COR.

b. Equipment and Support: The contractor shall furnish all labor, supervision, management, management support, transportation, equipment, tools and material, except for furnished equipment and services as described herein. Attachment J-2 is a list of NAFI furnished Property that will be provided to the Contractor.

c. Commencement: The contractor shall commence occupation and operation of the concession on the date specified in the notice to proceed (NTP) issued by the Contracting Officer.

C-7. CONTRACTOR PERSONNEL

The Contractor shall provide the necessary management, supervision, and personnel for the operation of the cafeteria and catering operations. The Contractor shall furnish trained and qualified personnel to provide adequate and uninterrupted services to accomplish the functions set forth in this agreement. The Contractor shall have qualified management personnel in addition to the necessary work force, on duty at all times.

a. Management & Certification Standards: Contractor personnel must be trained and hold required certifications in accordance with all laws, statutes and regulations pertaining to any service stated herein. On-site managers and supervisors shall be ServSafe Certified. One (1) ServSafe Certified Manager must always be on site. Certificates shall be forwarded to the COR within 15 days of contract award.

b. Contract Manager: The Contractor shall provide an on-site contract manager during cafeteria operations, available at all times during operating hours, who shall be responsible for the overall management and supervision of Contractor personnel.

c. Qualifications: The Contractor must demonstrate the necessary knowledge and abilities to effectively operate, manage, and supervise food concessions and a catering program and its employees, to include:

1.Physical security, cash accountability, property accountability and key control, marketing, safety, environmental policies, personnel management, and quality control requirements.

2.Current managerial or operational work experience in the food industry within the preceding five (5) years, having successfully owned, operated, or managed in a full capacity for twelve (12) consecutive months. The phrase "operated or managed" means the Contractor has/had a direct involvement in the day-to-day operation of the business.

d. Language & Citizenship: All Contractor employees used in the performance of this Contract must be able to read, write, and speak English at a fluency level sufficient for efficient performance of this Contract. All employees must be United States citizens and must successfully pass a background security check in accordance with Homeland Security Presidential Directive 12 (HSPD-12) standards as a condition of employment.

e. Employment/Personnel Requirements: The Contractor shall hire, supervise, direct the work of, discharge and determine the compensation and other benefits of all personnel working at the facility and in the employ of the Contractor. The NAFI has the right to restrict the employment of any contracted employee, or prospective contracted employee, who is identified as a potential threat to the health, safety, security and/or general well-being or operational mission of the installation and its population. The Contracting Officer is the final authority in determining the suitability, competence, and acceptability of any Contractor employee to perform work under this contract. If the Contracting Officer, in their sole discretion, determines that any Contractor employee is unfit, incompetent, careless, insubordinate, or otherwise poses a risk to the mission, security, safety, or orderly operation of the facility, the Contracting Officer may direct the Contractor to immediately remove such employee from performing further work under this contract. The Contractor shall promptly comply with any such directive to remove and replace the personnel at no cost to the NAFI.

f. Conduct and Appearance: The Contractor shall establish, enforce, and maintain professional standards of employee conduct, grooming, and appearance.

c. Dress Code & Identification: The Contractor shall enforce a dress code appropriate for the specific duties being performed. All Contractor personnel must visibly wear company-issued name tags or badges at all times while on duty. Personnel must be clean, well-groomed, and appropriately dressed.

d. Standard of Conduct: Contractor personnel shall conduct themselves in a highly professional, courteous, polite, and well-mannered manner. Under no circumstances shall personnel engage in conduct that reflects unfavorably upon the installation, the Non-Appropriated Fund Instrumentality (NAFI), or the Defense Logistics Agency (DLA).

e. Policy Submission: The Contractor shall submit its corporate policies guaranteeing professional employee appearance and courteous, efficient customer service to the Contracting Officer (KO) for review within ten (10) calendar days after contract award.

f. Removal Authority: The NAFI reserves the absolute right to require the immediate removal of any Contractor employee from the job site who endangers persons or property, whose conduct is deemed disruptive or unprofessional, or whose continued presence is inconsistent with military security, good order, discipline, or mission accomplishment. The Contracting Officer shall be the final authority in determining whether an employee's conduct or appearance warrants removal, and the Contractor shall replace such personnel immediately at no additional cost to the NAFI.

g. Alcohol & Substance Policy: The Contractor shall not allow any employee to perform work who is under the influence of alcohol or controlled substances, illegal drugs, or any other incapacitating agents as set forth in the Attorney General’s Schedule of Controlled Substances (21 Code of Federal Regulations Part 1308).

h. Uniforms: Contractor personnel and catering personnel shall wear attire typical of the style commonly used by commercial facilities of the same trade. Employee uniforms will have the Contractor’s logo and employee’s name in clear view. Uniforms shall be clean, pressed and free of foul odor, without holes or missing buttons or zippers.

i. Personal Protective Equipment (PPE): Hairnets shall be worn at all times. Gloves shall be worn by food handling personnel in accordance with Technical Bulletin (TB) Med 530, para 3-28. Hats may be worn in lieu of hairnets; however, the hats will be clean and presentable and not display asocial designs or verbiage.

j. Security Vetting: The Contractor shall furnish to the Contracting Officer’s Representative (COR), prior to commencement of work under the resulting contract, a list of all employees who will perform under the contract. The list shall include name and address, social security number, date of birth, and identification number. Contractor vehicles and contractor personnel privately owned vehicles that will be driven on Defense Distribution Center shall utilize designated parking areas and have a vehicle registration, proof of insurance, and a current driver’s license. The DLA Susquehanna Security Officer reserves the right to require an investigation check.

k. U.S. Department of Labor Wage Determination:

1.The applicable U.S. Department of Labor Wage Determinations under the Service Contract

Act will be incorporated into any resulting contract.

2.Award of a contract as a result of this solicitation will be covered by the Service Contract

Act of 1965. The Contractor shall comply with all requirements of the Act(s) and shall pay wages and fringe benefits not less than those specified in the wage determination issued by the Department of Labor for the areas in which the cafeteria is located.

3.The Contractor shall be responsible for paying all applicable federal, state and local taxes, fees, and assessments throughout performance of the Agreement.

4.The United States Department of Labor Wage Determination for the local area of Pennsylvania, Cumberland County, will apply to this Contract as awarded. The Wage Rate Determination is located at Attachment J-3.

C-8. CAFETERIA OPERATIONS

a. Staffing & Operating Hours: The Contractor shall adequately staff the cafeteria to serve breakfast and lunch Monday through Friday (except for holidays observed by the Federal Government) as listed below:

Location Period Opening Time Closing Time Headquarters, Bldg. # 430 Breakfast 6:30 AM 10:00 AM Headquarters, Bldg. # 430 Transition/Snack Period* 10:00 AM 11:00 AM Headquarters, Bldg. # 430 Lunch 11:00 AM 2:00 PM *Note: The Cafeteria will remain open from 10:00 AM – 11:00 AM for the purchase of coffee, soda, pastries, candy, chips, etc.

Operating Hours Adjustment: In order to achieve maximum effectiveness, the hours of operation may be adjusted by mutual written agreement between the PRF Council, the COR, and the Contractor, with written notification to the Contracting Officer. Such change of hours shall have no impact on any other terms, conditions or operating parameters of the Contract.

b. Nutritional Standards & Prep: The Contractor shall provide the required cafeteria service of high quality and nutritious foods freshly prepared onsite. Pricing shall be reasonable as compared to that available from other local providers of food service operations.

c. Menu Posting & Pricing Approval: Prices shall be posted neatly in a conspicuous place and shall be competitive with and no higher than those in the local market area for the same or similar items.

The Contractor shall provide a menu for approval to the Contracting Officer listing each item and proposed sale price every six months. Menus shall be reviewed by the COR at least semi-annually, or at any time the COR determines. Adjustments to pricing must be submitted in writing with a comprehensive cost-justification analysis thirty (30) days prior to the proposed implementation date and shall not be considered more than twice per year except under extraordinary and compelling circumstances. Prices may be changed only with prior written approval from the Contracting Officer. Daily or weekly specials must be posted for customer’s viewing, either by a published website or on a menu board in full sight of customers in each area of the cafeteria. All signage shall be professional and legible. The Contractor is only authorized to advertise inside Building 430. The COR must approve all advertising material before the contractor posts any advertising promoting the operation.

d. Expendable Supplies Inventory: The Contractor shall be required to stock expendable supplies in sufficient quantities to ensure uninterrupted operation of the concession. These supplies shall include but not be limited to, saleable merchandise, raw food supplies, paper supplies that are adequate to support the types of food(s) being served (i.e., paper plates, napkins, cups, plastic utensils, etc.), cleaning/sanitation supplies, and work station equipment such as scales, serving utensils, knives, trash cans, trays etc.

e. Daily Trash Handling: The Contractor shall furnish and use trash container liners and empty trash containers located in the kitchen area, when full and at the end of the day, into the designated trash receptacles. The contractor shall keep the trash containers in the kitchen area in a clean/sanitary condition.

f. Point of Sale & Financial Controls: The Contractor shall furnish cash registers, point of sale terminals, or similar business machines in sufficient quantity to minimize lines and wait times to satisfy the anticipated customer traffic. Responsibility for supplies and services shall rest with the concessionaire. All sales shall be rung on a cash register, point of sales terminal or similar business machine, in full view of the customer, with an itemized receipt provided for each transaction. The Contractor shall follow procedures for the maintenance of concession records, internal controls, and the management of cash.

The Contractor shall keep complete and accurate records of all transactions. The NAFI is authorized to inspect and audit the books and records of the Contractor to assure compliance with this contract. The Contractor shall retain all books and records pertaining to the concession during the term of this contract and for three years after final payment under this contract.

g. Payment Acceptance: The Contractor shall be responsible for the collection from authorized patrons of all monies due (cash or credit/debit card). The Contractor shall accept those national credit/debit cards customarily recognized in their commercial trade. The Contractor shall accept Traveler Checks as a medium of exchange. The Contractor may place signage in or near the cashier area stating “We accept most (or all) major credit/debit cards” or similar wording, however, specifying on such signage the particular credit/debit cards which are accepted. The Contractor is responsible for all collection procedures and resulting write-offs and collection costs. The NAFI will not be held accountable for any debts incurred by the Contractor.

h. Food Safety Regulations: The Contractor shall comply with Army Regulation (AR) 40-657, AR 40-5, and Technical Bulletin (TB) MED 530 for the prevention of food and room contamination due to incorrect handling, inadequate temperature controls or improper storage. All food service personnel, facilities machines, equipment and apparatus used in production, processing, handling, storage, or delivery of food products under this contract shall meet the sanitary standards, including bacteriological requirements prescribed by AR 40-5, AR 40-657, and TB MED 530. The Contractor may utilize this data for training of contractor employees. A copy of AR 40-657, AR 40-5, and TB MED 530 will be made available to the Contractor upon request from the COR.

i. Unscheduled Sanitation Inspections: Contractor facilities are subject to inspections—to ensure compliance with the terms of the contract and all applicable regulations—by the US Army Medical and Safety Teams, the COR, Contracting Officer, or other authorized/NAFI designated officials without advanced notice. The Contractor will be notified immediately should any conditions be deemed detrimental by medical and/or safety inspectors. The Contractor is responsible for obtaining all certificates of sanitation and/or licenses required by the Commonwealth of Pennsylvania or local authorities.

j. NAFI-Furnished Property: The NAFI agrees to furnish the use to the Contractor in the operation of the concession of the NAFI-owned furniture and equipment listed in Attachment J-2.

� k. Allergen Management and Special Dietary Accommodations:

1.Allergen Awareness Plan: The Contractor shall implement an Allergen Awareness Plan to manage and prevent cross-contact of the major FDA-recognized food allergens (milk, eggs, fish, crustacean shellfish, tree nuts, peanuts, wheat, soybeans, and sesame). This plan must include mandatory cross-contact prevention training for all food-handling staff.

2.Menu Labeling: All menus, menu boards, and pre-packaged grab-and-go items must clearly identify major allergens. Item ingredient lists shall be kept on file and made immediately available to patrons upon request.

C-9. FACILITY SANITATION AND MAINTENANCE RESPONSIBILITIES

C-9.1. General Standard The Contractor shall maintain all designated areas in a clean, sanitary, and orderly condition, free from pests, odors, and safety hazards, in strict compliance with TB MED 530 (Tri-Service Food Code) and all applicable Federal, State, and DoD health and safety regulations. The premises shall be ready for inspection by Government and preventive medicine representatives at all times.

C-9.2. Area Definitions and Custodial Boundaries To prevent disputes over cleaning responsibilities, the facility is physically and operationally divided into the following zones, using the facility security gates as the primary line of demarcation:

a.Contractor-Controlled Areas (Behind the Gates):

i. Physical Boundary: This includes all spaces located behind (inside) the security gates, grilles, or roll-down shutters that are closed and locked during non-working hours.

ii. Scope: This area explicitly encompasses the kitchen, food preparation stations, hot/cold servery lines, reach-in grab-and-go coolers, beverage dispensers, dry/cold storage rooms, and loading dock spaces used by the Contractor.

iii. Responsibility: The Contractor holds 100% exclusive responsibility for the deep cleaning, daily sanitization, and floor maintenance of all areas behind these gates.

b.Transitional Self-Service & Patron Buffer Zone (In Front of the Gates):

i. Physical Boundary: This includes any customer-facing condiment stands, cutlery stations, or tray return areas located outside (in front of) the security gates in the public space.

ii. Responsibility: The Contractor is responsible for cleaning and sanitizing these stations and maintaining the floor within a two (2) foot radius of them during operating hours.

c.Public Dining Area:

i. Physical Boundary: All open seating and walking areas located entirely outside of the security gates, excluding the designated 2-foot buffer zone around Contractor stations.

ii. Responsibility: The Government/NAFI is responsible for the routine daily sweeping, mopping, and floor care of this zone.

C-9.3. Matrix of Cleaning Responsibilities The following table explicitly assigns responsibility and minimum frequencies for cleaning and maintenance tasks:

Area / Specific Item Contractor Responsibility Government/NAFI

Responsibility Minimum Frequency

Food & Beverage Equipment

Clean and sanitize all kitchen equipment (grills, ovens, fryers, mixers, etc.), coffee urns, and dispensers.

None. Daily

Kitchen & Prep Surfaces

Clean and sanitize all food contact surfaces, prep tables, and sinks.

None. Continuously / Daily

Serving Lines & Sneeze Guards

Wipe down, sanitize, and polish all metal serving rails, tray slides, and glass/plexiglass sneeze guards.

None. Continuously

Grab-and-Go Coolers & Warmers

Clean, sanitize, and glass-wipe the interior and exterior of all grab-and-go units, including shelves, tracks, and sliding doors.

None. Daily

Beverage Stations & Drip Trays

Empty, flush, and sanitize all beverage drip trays. Wipe down nozzles, ice shoots, and surrounding counter surfaces.

None. Twice Daily (minimum)

Condiment & Cutlery Stands

Restock, organize, and sanitize the surface of all public condiment, napkin, and utensil stations.

None. Continuously

Spills (Self- Service & Servery)

Immediately mop, wipe, and place "Wet Floor" signs for any spills within the 2-foot boundary of serving/self-service equipment.

None.

Floors (Contractor Areas)

Sweep, scrub, and sanitize all floors in Contractor-Controlled Areas, including walk-in coolers and dry storage.

None.

Floors (Public Dining Area)

Spot clean massive spills as a courtesy to prevent immediate safety hazards.

Conduct routine sweeping, mopping, and buffing of the main seating area floors and walkways.

Walls Spot clean all walls within Contractor-Controlled Areas up to a height of six (6) feet.

Clean walls above six (6) feet and perform periodic deep cleaning of all wall surfaces.

Dining Furniture

Wipe down and sanitize all tables and chairs in the Public Dining Area.

None.

Trash & Waste Removal

Empty all interior trash/recycling bins when full.

Transport all waste to the designated exterior dumpsters.

Provide and maintain exterior dumpsters for general waste and recycling.

Grease Management

Clean all interior grease traps and arrange for the collection/disposal of used cooking oil.

Clean and maintain exterior grease interceptors.

Hood & Vent System

Clean all accessible interior and exterior surfaces of the kitchen exhaust hoods.

Arrange for the annual professional cleaning and fireproofing of the internal hood flutes and ductwork.

Pest Control Maintain premises in a manner that prevents pest harborage.

Report sightings immediately.

Provide and manage a certified pest control and extermination service for the facility.

Catering Event Areas

Clean and restore any facility space used for a catered event to its original condition, including trash removal.

None.

Ceilings & Light Fixtures None.

Clean all ceilings, light fixtures, and air diffusers.

Replace non-working light bulbs.

Immediate / On-occurrence

Daily

Contractor: As needed. Gov/NAFI:

Daily

Daily/Weekly

Continuously / Daily

Daily & As Needed

Weekly/Quarterly

Contractor:

Daily. Gov/NAFI:

Annually

Ongoing

After each event

As Needed

C-10. CATERING PROGRAM

a. Scope of Operations: The Contractor shall establish, in coordination with the COR, a catering program. Catering operations is defined as food catering service that provides all labor, setup, decorations, food, food service, takedown and cleanup. Types of catering may be for, but are not limited to, holiday luncheons, cultural events and banquets—during or after hours and on-site. All catering provided by the Contractor under this contract shall be limited to functions performed in Bldg. 430.

Catering Services shall range from punch and cookies/cakes, hot and cold appetizers, simple breakfast and lunch type sandwich platters, to sit down breakfasts and lunches (i.e. official organizational functions, etc.). This may include functions catered at times other than the stated cafeteria operating hours.

b. Post-Event Sanitation: The Contractor shall be responsible for maintaining the cleanliness of the catered areas, e.g. clean tables, floors, windows, etc., after each catered event. The Contractor shall empty trash containers located in these areas into the appropriate trash removal containers provided by DLA Installation Management during and at the end of the catered event. The Contractor shall keep the trash containers in sanitary condition. Cardboard boxes shall be broken down and placed in recycle bins or other designated location.

c. Food Safety Regulations: The Contractor shall comply with Army Regulation (AR) 40-657, AR 40-5, and Technical Bulletin (TB) MED 530 for the prevention of food and room contamination due to incorrect handling, inadequate temperature controls or improper storage. All food service personnel, facilities machines, equipment and apparatus used in production, processing, handling, storage, or delivery of food products under this contract shall meet the sanitary standards, including bacteriological requirements prescribed by AR 40-5, AR 40-657, and TB MED 530. The Contractor may utilize this data for training of contractor employees. A copy of AR 40-657, AR 40-5, and TB MED 530 will be made available to the Contractor upon request from the COR.

d. Catering Accommodations: For all catered events, the Contractor shall actively offer alternative menu selections that accommodate dietary restriction needs (gluten-free, diabetic-friendly, etc.).

C-11. DISHONORED CHECKS

a. Return Charges: The Contractor may charge the customer for a dishonored check received from the customer (return check-charge must be posted for customer review), except that the charge will not be applicable when:

1.The bank acknowledges the returned check to be the result of a bank error.

2.The return is the result of contractor error.

b. Liability: The amount charged shall not exceed the normal administrative amount charged for dishonored checks. Losses due to dishonored checks are the contractor’s responsibility; the NAFI will not be held accountable for any returned checks or dishonored checks received on the part of the contractor.

C-12. NAFI FURNISHED FACILITIES, PROPERTY AND EQUIPMENT

a. Joint Inventory Audits: The Contractor will occupy and utilize NAFI furnished facilities and property. Prior to the Contractor’s first day of operation, any/all NAFI furnished equipment that the Contractor has determined will not be used in the performance of this contract will be removed by the COR, at no cost to the Contractor. During the transition of current NAFI operations to the Contractor, current NAFI furnished equipment may be used to alleviate disruption in food service to the installation employees. At an agreed upon time, the equipment will be removed by the COR. At that time the Property Book Officer (PBO) will remove the property from the inventory list, releasing the contractor of NAFI furnished property no longer in its possession. As part of the transition process and every year thereafter, the COR and the Contractor shall conduct a one hundred percent (100%) joint inventory of all NAFI property currently included or planned to be used as part of this contract. At the conclusion of the contract, both parties will do a one hundred percent (100%) joint inventory of all NAFI property included as part of the contract releasing the contractor of all NAFI furnished property in its possession. At Attachment J-2 is a list of NAFI Furnished Property that will be provided to the Contractor. At the discretion of the COR and subject to budget constraints, the NAFI will maintain and/or replace NAFI furnished equipment when such equipment becomes unserviceable due to normal wear and tear when deemed necessary by the COR. Upon expiration of this contract, the Contractor shall return such property to the NAFI in the same condition as received, except for normal wear and tear.

b. Equipment Maintenance & Repairs: Maintenance and repair of NAFI furnished facilities, property, and equipment, if caused by fair wear and tear, will be jointly funded by the Contractor and the NAFI. The Contractor shall pay the first $500.00 of maintenance or repair expense for each furnished item. The NAFI will pay the remainder of the expense that exceeds $500.00. Repairs necessary as a result of contractor abuse or negligence will be paid for entirely by the contractor. The Contractor is responsible for preventive maintenance to keep all NAFI owned equipment in good condition. Preventive maintenance for the purpose of this contract is defined as scheduled maintenance that consists primarily of inspection, cleaning, lubrication, adjustment, calibration, and minor component replacement (e.g.

filters, belts, hoses, fluids, oil and grease) as required to minimize malfunctions, breakdown, and deterioration of equipment. Not less than 30 days after contract award, the Contractor shall submit to the COR a checklist of all preventive maintenance activities and a master schedule of the same. Walk-in coolers shall be NAFI Furnished Equipment “as is, where is” and the Contractor shall be responsible for maintenance and repair. Cleaning of the hood fan extinguishing system shall be the responsibility of the

NAFI.

c. Grease Control Plan: The Contractor shall prepare and follow a “Grease Control Plan” that specifies that grease shall be collected and not poured down the sewage drains. This plan will be included in the Contractor’s Operating Plan and must be approved by the Contracting Officer’s Representative (COR), based on guidance provided by DLA Installation Management. The Contractor shall clean all grease traps at least quarterly, or more frequently if necessary. Chemical additives (approved by DLA Installation Management and Army Public Health) will be used weekly to keep the grease build up to a minimum.

C-13. CONTRACTOR-FURNISHED EQUIPMENT

The Contractor shall provide and install all contractor-owned equipment, furniture and movable trade fixtures, if NAFI property/equipment is not used. Contractor-furnished property is subject to approval by the COR and DLA Installation Management. All electrical equipment will carry the Underwriters Laboratories (UL) Seal of Approval and will be inspected by DLA Installation Management prior to installation. Not less than ten (10) working days prior to the commencement date of services under this contract, the Contractor shall submit to the COR a typed list of all equipment, furniture and movable trade fixtures to be used in the performance of this contract. Each item on the list will be identified by manufacturer, model name/number, serial number, or Contractor fixed asset number, as appropriate. The Contractor shall maintain, repair and replace, as necessary, all Contractor-furnished equipment, furniture and movable trade fixtures. Title to contractor furnished equipment, furniture and movable trade fixtures remains with the Contractor. Contractor investment in equipment, furniture and fixtures required by this contract is a business risk, which the Contractor assumes. It is expressly understood and agreed that neither the NAFI nor any other agency or instrumentality of the United States Government is or shall be liable to the Contractor for costs of the Contractor’s investment in equipment, furniture and trade fixtures in the event of termination of this contract.

C-14. FACILITIES MAINTENANCE

The premises, concession area, furniture, equipment, and machinery furnished by the NAFI shall be used by the Contractor in performance of this contract and only for the purpose of furnishing food services at the Building 430 cafeteria operation. Any renovation to the facility must receive prior approval from the COR and DLA Installation Management; and, all costs associated to the project shall be borne by the Contractor. Decorating and painting of the areas assigned to the Contractor shall be the responsibility of the Contractor, with the approval of the COR and DLA Installation Management. The DLA Installation Management shall maintain and repair the building structure in areas assigned for the Contractor’s use;

ensure any maintenance of gas, water, steam, sewer, ventilation and electrical lines (all to the point of connection with food service equipment); and existing air conditioning lines, electrical lighting fixtures, including re-lamping; space heating systems; floors and floor coverings, walls and ceilings, and sprinkler systems provided will be maintained by DLA Installation Management. The Contractor shall be responsible for all damage, regardless if caused by “negligence” or any other cause. The maintenance of the common areas will be the responsibility of DLA Installation Management. The NAFI will provide entomology services. The Contractor is responsible for replacement of fixtures such as overhead fluorescent tubes, and light bulbs in the areas assigned to the Contractor at no cost to the NAFI. The Contractor shall submit all facilities-related requests to the COR. The Contractor shall not submit facilities-related requests directly to DLA Installation Management unless it is an immediate threat to life, health, or safety.

C-15. CHLOROFLUOROCARBONS (CFC) REFRIGERANTS

a. Recovery & Handling: If it is necessary for the contractor to remove CFC refrigerants for maintenance or repair of NAFI owned equipment or contractor-owned equipment, CFC refrigerants (such as CFC-12 and CFC-500) shall be removed from the equipment and stored in Department of Transportation (DOT) and ARI approved refrigerant recovery containers. Refrigerant recovery equipment shall be in accordance with ARI Standard 270, “Standards for Performance of Refrigerant Recovery and/or Reclaim Equipment”. Recovered refrigerant shall be reused whenever possible or returned to the vendor for reclamation. Reclaimed refrigerants shall meet ARI 700-88 and Military Specification BBF- 1421B. During the replacement of any CFC refrigerants, all necessary precautions shall be utilized to prevent the release of CFC’s into the atmosphere. All work shall be in strict compliance with Title IV of the 1990 Clean Air Act, and the Pennsylvania Department of Environmental Protection (PADEP) Bureau of Air Quality.

b. Ozone Depleting Chemicals (ODCs): Army Policy governing ozone depleting chemicals (ODCs) requires more controls as the quantity of refrigerant in a piece of equipment increases. No equipment with Class I ODC will be brought onto the installation. All equipment will be inspected and approved by DPW prior to installing in any government facility. Equipment with Class II ODC is allowed on the installation. If one piece of equipment has five pounds of refrigerant or more, then an inventory of that equipment must be maintained. Leakage rates of equipment using equal to or greater than 50# of refrigerant must be maintained in accordance with Protection of Stratospheric Ozone: Leak Repair Requirements for Appliances Using Substitute Refrigerants, 70 FR 1971 and the current United States Environmental Protection Agency (USEPA) Significant New Alternative Policy (SNAP).

c. Compliance with Clean Air Act: Reclaimed refrigerants shall meet ARI 700-88 and Military Specification BBF-1421B. During the replacement of any CFC refrigerants, all necessary precautions shall be utilized to prevent the release of CFC’s into the atmosphere. All work shall be in strict compliance with Clean Air Act, and the State of Pennsylvania Department of the Environmental Air Management Requirements found in Commonwealth of Pennsylvania Regulations. Refrigerant removal or addition shall be conducted by a certified technician.

d. Greener Alternatives: If NAFI equipment charged with Class I refrigerant should fail or need to be recharged, and sufficient Class I material no longer exists in the DLA Susquehanna local inventory, then the piece of equipment will need to be retired or replaced with equipment charged with a greener refrigerant (see EPA Ice Machine Lists or EPA Vending Machine Lists). If Class I charged contractor-owned equipment requires replacement, it too should be replaced with a greener piece of equipment.

e. Environmental Precautions: During the replacement of any CFC refrigerants, all necessary precautions shall be utilized to prevent the release of CFC's into the atmosphere. All work shall be in strict compliance with Title IV of the 1990 Clean Air Act, and applicable Pennsylvania Air Management/United States Environmental Protection Agency regulations.

C-16. UTILITIES

a. Cost Allocation: The contractor will pay for actual electric, water and sewage used.

b. Communications Infrastructure: The contractor will furnish all outgoing telephones/fax machines and incur any/all costs associated with the installation and all other related expenses incurred with communication expenses.

c. Outage & Issue Resolution: If a problem arises with facility utilities, i.e., heating/air conditioning, etc., the contractor will contact the COR, who will call DLA Installation Management. In the event of an emergency, i.e., no heat, no air, no water, the contractor may call DLA Installation Management directly, following up with a call to the COR. Repeated failures to notify the COR of a direct call to DLA Installation Management is grounds for a cure notice and subsequent termination for default.

d. Structural Damage: The contractor shall be responsible for the expense of repairs to structure and utility lines made necessary through his fault or negligence or that of his employees or subcontractors.

C-17. QUALITY ASSURANCE

a. Professionalism: The Contractor shall provide service of a high quality and will follow its operating plan as approved by the NAFI (Ref. Section L-12.b.). Contractor personnel shall treat both customers and DLA Defense Distribution Center staff at all times in a courteous and respectful manner.

b. Complaint & Dispute Resolution: The Contractor shall promptly seek to resolve all patron claims, complaints, and requests for refunds or exchanges at Contractor’s expense, in a courteous and commercially reasonable manner to ensure customer satisfaction. The Contractor shall promptly inform https://www.google.com/url?q=http%3A%2F%2Fwww.epa.gov%2Fozone%2Fsnap%2Frefrigerants%2Flists%2Ficemach.html https://www.google.com/url?q=http%3A%2F%2Fwww.epa.gov%2Fozone%2Fsnap%2Frefrigerants%2Flists%2Fvending.html the COR of any customer claim, complaint or request for refund or exchange that cannot be resolved between the Contractor and the complainant and provide a detailed written explanation of the nature of the issue and why it cannot be resolved.

C-18. QUALITY CONTROL

a. Quality Control Plan (QCP): The Contractor shall establish, implement and maintain a quality control program to ensure contract compliance as approved by the NAFI (ref. Section L-12.b).

b. Health & Sanitation Quality: In addition, the Contractor shall ensure “product quality” assurance and compliance in accordance with all applicable local, city, and state health and sanitation regulations.

i. Failure Criteria: Failure of two (2) consecutive inspections within a six month period by the

Carlisle Barracks Veterinary Medicine, or other designated Government inspectors, may be considered default of this contract, subjecting the Contractor to possible termination.

C-19. VENDOR TRANSITION SCHEDULE

a. Assume Operations: The Contractor shall prepare to assume all responsibility for areas of operation according to the terms and conditions of this contract. The Contractor shall take all actions necessary for a smooth transition of the contracted operation. The current operation shall cease operation and vacate all buildings within fifteen calendar days of the last working day. The Contractor will receive immediate unrestricted access to DLA headquarter PRF operations. The COR will coordinate a final transition schedule for turnover of the operations.

b. Termination (Including Expiration):

1.The…