NAFUA1-26-Q-0016 P00001.pdf

(x)

NAFUA1-26-Q-0016

x x copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment number. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

UA1-THOMPSON

Michael.3.Thompson@dla.mil

PHONE: 571-643-3754

Michael B.Thompson

Fort Belvoir VA 22060 USA

UA1

Suite 1134 8725 John J. Kingman Road NAF Contracting Office Defense Logistics Agency

10/06/2026

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING DATA (if required.)

is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ.NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO.

P00001

5. PROJECT NO. (If applicable)

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

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Nonappropriated Funds)

09/23/2026

(x) A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT / ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO THE AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14.

E. IMPORTANT: Contractor is not, is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is to revise

Section 11, "INSURANCE REQUIREMENTS" of the solicitation and answer questions received in response to the solicitation.

Continued on page 2

Period of Performance: 11/18/2026 to 11/18/2026

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. Nonappropriated Fund Instrumentality15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

Michael B. Thompson

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

DA FORM 4073, NOV 04

For use of this form see AR 215-4;

the proponent agency is OACSIM x 1

# Vendor Question Government Response

1 Who was the incumbent from last year? This is a new requirement. The catering services were previously performed entirely in-house;

there is no commercial incumbent contractor.

2 When can we do a site visit? A pre-proposal site visit will not be conducted.

This is a straightforward catering requirement.

In accordance with Section 7.2 of the RFQ, a pre-event walkthrough will be scheduled exclusively with the awarded contractor approximately 7–10 days prior to the event.

3 What percentage does the contract have to be for vegans?

There is no set percentage or minimum allocation. Offerors must ensure that a vegetarian/plant-based entrée is included as part of their menu options as outlined in Section 5.1.

4 Will the Government evaluate quotations for both the traditional Thanksgiving and BBQ menu options separately, or should offerors submit pricing for only one option?

Offerors may submit pricing for only one option. As stated in Section 5.1, the contractor may quote either Option A (Traditional

Thanksgiving Meal) or Option B (Novelty

Appreciation Meal). The Government will evaluate the option proposed by the offeror in accordance with Factor 1.1.

5 For the traditional Thanksgiving meal, should each attendee receive both white and dark turkey meat, or should both simply be available as choices?

Offerors have flexibility in how they meet this requirement. To satisfy the "breast and dark meat options" listed in Section 5.1, offerors may either:

a) Provide each attendee a combined serving that includes portions of both white and dark meat; or

b) Set up the serving line to allow attendees to choose between white and dark meat.

Either approach is considered compliant with the solicitation.

6 For the BBQ option, must attendees receive portions of both meats, or should both simply be available as choices?

Attendees must be allowed to choose. The contractor must make at least one mandatory secondary meat choice available alongside the primary entrée, as specified in the menu specifications for Option B.

7 Is there an anticipated quantity or percentage of vegetarian and vegan meals that contractors should include when developing their quotations?

No. Specific quantities or percentages of vegetarian/vegan meals are not predefined in the

RFQ. Offerors should include a compliant vegetarian/plant-based option within their overall capability to serve the 2,500 total attendees.

8 Does the Government have specific minimum portion requirements for each entrée, side dish, dessert, and beverage? How many separate vegetable and side dish selections are required for each menu?

Standard commercial/institutional portion sizes apply. As detailed in Section 5.2, portions must reflect standard commercial catering benchmarks. Side dish and vegetable requirements must align with the specific menu items listed under Option A or Option B in

Section 5.1.

9 Will the Government make the existing commercial kitchen in Building 2001 available for food preparation, or will the contractor be restricted to warming, holding, and serving previously prepared food? If the kitchen is available, what equipment may the contractor utilize?

No commercial kitchen is available for preparation. The Government will only provide access to the dining room and a designated staging area. In accordance with Section 9, the

Government will provide utility access for warming, holding, and beverage preparation only. All food must be prepared off-site.

10 How many serving lines and beverage stations can the facility accommodate? Is there an anticipated schedule for releasing employees to attend the event?

These operational details will be finalized post-award. Specific layouts, line configurations, and the staggered employee attendance schedule will be established during the pre-event walkthrough

(Section 7.2) with the successful offeror.

11 May the contractor access the facility one or two days before the scheduled event for equipment delivery, food staging, and preliminary setup?

No. In accordance with Section 4.1, setup, staging, and deliveries are restricted to the day of the event, with the exact timing coordinated during the pre-event walkthrough.

12 Will refrigerated and dry storage facilities be available before and during the event?

No on-site storage is provided prior to the event day. Any staging or holding requirements during the day of the event must utilize the designated staging area and be managed within the contractor's own equipment parameters.

13 Is there an opportunity to conduct a preliminary walkthrough before quotation submission?

No. Refer to the response for Question #2.

Walkthroughs are restricted to the post-award phase.

14 May the prime contractor utilize local temporary staffing agencies for additional service personnel, subject to written approval? If so, what information must be submitted for approval?

Yes. In accordance with Section 6.3, subcontractors (including temporary staffing agencies) may be utilized but must be explicitly identified in the proposal and receive prior written approval from the Contracting Officer.

15 What is the required deadline for completing security screening and DBIDS enrollment? Will the

Government provide an expedited process?

A minimum of 14 business days prior to the event. As shown in the Deliverables Table

(Section 13), DBIDS pre-enrollment must be completed by this deadline. There is no expedited process; offerors must plan staffing timelines accordingly.

16 Will the Government guarantee payment for 2,500 meals regardless of actual attendance, provided the contractor prepares and makes the required quantities available? If attendance changes, is there an established procedure for adjusting the contracted quantity before the event?

Yes. Pricing is evaluated and awarded based on the flat quantity of 2,500 attendees. Any finalized operational adjustments will be coordinated 5 business days prior to the event during the submission of the Final Headcount &

Staging Plan (Section 13).

17 Will the Government provide the applicable

Service Contract Act wage determination for

Yes. The Service Contract Act is fully applicable. The wage determination for

Cumberland County, PA, is provided as

Cumberland County, Pennsylvania, and confirm which employee classifications apply?

Attachment J-2 of the solicitation package.

Offerors are responsible for mapping their personnel to the correct Department of Labor classifications.

18 Regarding the $5 million general liability insurance requirement, may the Government be listed as an additional insured rather than a named insured?

Would an umbrella liability policy satisfy any portion of this requirement?

The Government has revised this requirement via this Amendment.

1. Liability Amount: The Comprehensive

General Liability insurance requirement has been reduced from $5,000,000 to

$1,000,000 per occurrence.

2. Insured Status: The requirement in

Section 11.c has also been revised. The

Nonappropriated Fund Instrumentality

(NAFI) shall be listed as an "additional insured" on the certificate of insurance.

3. Umbrella Policy: Yes, an umbrella or excess liability policy may be utilized to meet the $1,000,000 requirement.

19 Will any mobilization payment be available to offset advance expenses? If payment is made only after the event, what is the anticipated payment timeline following invoice acceptance?

No mobilization or advance payments are authorized. Payment will be processed in accordance with Clause I.16 and Clause I.19 upon receipt and acceptance of a proper invoice following the successful completion of the event. Payment is typically executed within 30 days of invoice receipt. Payment may be made via Government Purchase Card with no credit card fees assessed or Electronic Funds Transfer.

20 If the event is postponed to the designated contingency date or canceled because of weather or operational circumstances, what provisions will apply to food already purchased, employee travel, lodging, and other nonrefundable expenses?

Standard NAF contract terms apply. In the event of a postponement or cancellation, the provisions of Clause I.28 (Termination for

Convenience) or applicable excusable delay terms will govern the recovery of reasonable, allocable, and allowable costs incurred prior to the notification.

21 Finally, is there an established budget range, historical expenditure, or previous proposal award for this event that may be shared?

This information is not available. As noted in

Question #1, this is a brand-new commercial procurement for a requirement previously performed in-house.

22 If an offeror proposes a formal teaming or joint-venture arrangement with an experienced large-scale catering company that will perform the catering operations, may the Government consider the past performance of the teaming or joint-venture member when evaluating Factor 2?

Alternatively, does Section 6.3 require the entity submitting the quotation to independently demonstrate the three similar catering contracts?

The prime contractor must independently meet the requirements. In accordance with Section

6.3, Item 3, the prime contractor submitting the quote must possess the required experience and qualifications and cannot rely on subcontractor or teaming partner qualifications to meet the minimum standard of three contracts of similar scale (1,000+ patrons) within the last three years.

23 For the most recent comparable event, could you provide the awarded contractor’s name, contract or purchase order number, total award amount, event date, guest count, and menu?

Not applicable. There is no historical contract or prior award for this event.

24 Vegetarian/vegan meal quantities and allergy accommodations?

A specific headcount is not currently available.

Offerors should plan their menus to accommodate standard professional catering ratios for dietary restrictions and food allergies within the 2,500 total guest count.

25 Will final dietary allocations and allergy requirements be provided with the final headcount five business days before the event? How should offerors address changes?

Yes. The Final Headcount & Staging Plan due 5 business days prior to the event will serve to finalize dietary distributions. Minor variations should be accommodated within the offeror’s proposed unit pricing.

26 Will attendees arrive in scheduled groups during the noon–3 p.m. service window? Is a floor plan available, and are there restrictions on décor?

Attendees will arrive in staggered waves.

Specific arrival groups and schedules will be provided post-award. Floor layouts and modest decor coordination will be finalized with the installation event staff during the post-award walkthrough.

27 What is the typical processing turnaround for

DBIDS pre-enrollment, and is there any expedited path for a large one-time event roster (45-65 people)?

The 14-business-day submission deadline is firm. Standard background check processing times can vary. There is no expedited pathway available for large rosters; offerors must plan their staffing and submission timelines to strictly adhere to the 14-business-day requirement.

28 What specific documentation/information is required per person for DBIDS enrollment (beyond

Real ID)?

Per Attachment J-1 and the DBIDS pre-enrollment portal, personnel must provide their full legal name, date of birth, and Social

Security Number (SSN) to clear the background check.

29 Is there flexibility to add or substitute a small number of personnel to the roster after the 14-business-day submission deadline in case of last-minute no-shows, or is that roster final?

Substitutions are permitted up to 2 business days prior to the event. Any last-minute changes or additions to the security roster after the initial

14-business-day deadline must be submitted no later than 2 business days before the event to allow for emergency processing. No changes will be accepted after this 2-day cutoff.

30 Is there a maximum number of personnel the installation can process for a single event, or any practical cap we should plan around?

There is no strict maximum cap. However, the size of the proposed team must be logical and justified to support the fast-paced, 3-hour service window for 2,500 guests.

31 What is the available kitchen/prep space capacity in Building 2001 - specifically, can food be finished/cooked on-site, or should offerors plan for primarily off-site preparation and hot/cold transport?

All food must be prepared off-site. As outlined in Section 9 of the RFQ, the space provided is a

"food prep staging area" only. On-site utilities are strictly limited to warming, holding, and beverage preparation. No raw cooking or finishing is permitted on-site.

32 What electrical capacity (amperage/circuits) and water access points are available for warming, holding, and beverage equipment?

Only standard outlets and basic water access are available. Standard 120V circuits are present in the staging area. Specific outlet locations will be identified during the post-award walkthrough.

Contractors must bring self-powered heating units or generators for any specialized high-draw equipment.

33 Are commercial refrigeration or freezer units available on-site, or must all cold storage be contractor-provided?

No commercial cold storage is available. The contractor must supply all required insulated transport cabinets, coolers, or mobile refrigeration units to maintain proper food temperatures on-site.

34 Are calibrated food thermometers provided by the government inspector, or must the contractor supply and have their own on hand for the inspection?

The contractor must supply their own calibrated thermometers. While the Government Health

Inspector will utilize their own equipment during the inspection, the contractor's ServSafe

Manager is required to actively monitor and log food temperatures with their own calibrated equipment.

35 Is there a specified format, page limit, or required structure for the technical proposal (Factors 1 and

2), or may offerors format their own response to the stated subfactors?

There is no page limit or mandatory template.

Offerors may utilize their own corporate format.

However, quotes must be organized to clearly and sequentially address all evaluation criteria in

Section 1.2 (Factor 1: Technical and Factor 2:

Past Performance).

36 Is there a required or preferred format for the price quote (e.g., per-meal unit price vs. total firm-fixed price), and should it be submitted as a separate volume from the technical proposal?

A Total Firm-Fixed Price is required. Per

Section 1.3, the quote must be a single flat price inclusive of all food, labor, equipment, and cleaning. It is highly preferred that the price quote be submitted as a separate volume/file to facilitate the evaluation process.

37 What is the preferred submission method (email, portal, hard copy) and are there file format/size restrictions?

Submission must be via email. Quotes must be sent directly to the Contracting Officer, Michael

Thompson, at the address listed on the SF1449.

If files exceed 15MB, offerors should split the proposal into multiple consecutive emails to ensure they clear the military email gateway.

38 For the three required past-performance references, is there a minimum dollar value, or is "1,000+ patrons in a single event" the only sizing threshold that matters?

There is no minimum dollar threshold.

Relevancy is assessed strictly on the scope of single-service events accommodating 1,000 or more patrons (Factor 2).

39 May references include institutional/cafeteria food service contracts of similar scale, or must they specifically be single-event catering (as opposed to ongoing daily food service)?

Prioritize single-event catering. While institutional service demonstrates high-volume capacity, the RFQ specifies "large-scale catering operations involving single-service events."

40 Is bottled/canned beverage service acceptable, or must beverages be dispensed from on-site equipment (urns, dispensers)?

Both methods are acceptable. Bottled or canned beverages are fully permitted and are recommended to maintain rapid guest throughput during the peak service window.

41 Are there any dietary/allergen accommodation requirements beyond the stated vegetarian/vegan option (e.g., gluten-free, halal, kosher)?

No. There are no other specialized dietary or religious certifications required by the solicitation. Only the vegetarian/plant-based option must be integrated into your proposed menu.

42 Will DLA personnel be responsible for any portion of table/seating setup beyond providing tables and chairs, or is full room layout the contractor's responsibility during the walkthrough-defined setup?

The Government will set up the main dining tables and chairs. The contractor is solely responsible for setting up their own serving lines, prep staging areas, and layout-specific equipment.

43 Is there an expected or estimated show rate against the 2,500 headcount, or should offerors plan and

Price for the full 2,500 headcount. This is a firm requirement to ensure adequate provisioning.

price for the full 2,500 regardless of actual attendance?

Payment is guaranteed for the 2,500 quantity as long as the food is prepared and made available.

44 Is there an incumbent contractor from a prior year's similar event, and if so, is that information releasable?

There is no incumbent. This requirement was previously conducted as an in-house government operation.

45 Is this expected to be a recurring annual requirement, or will future years be separately solicited?

This is currently a one-time requirement. Any future events would be subject to new funding and would be solicited under a separate, future competition.

46 Will the Contracting Officer accept a single named

ServSafe Certified Manager as also serving as the on-site Project Lead, or must these be separate roles?

Yes. A single qualified individual may perform both roles, provided they remain on-site for the entire duration of the setup, event, and cleanup.

The solicitation is revised as follows:

1. In Section 11, "INSURANCE REQUIREMENTS," under the table on Page 15 of the solicitation document, the line item for "General Liability (Bodily Injury, Property Damage, and

Products Liability)":

The minimum required amount listed as "$5,000,000 per occurrence" is hereby

**DELETED** in its entirety and **REPLACED WITH**:

**"$1,000,000 per occurrence."**

2. In Section 11, "INSURANCE REQUIREMENTS," paragraph c. on Page 15 of the solicitation document:

The sentence "The NAFI shall be listed on any insurance policies as named insured..." is hereby **DELETED** in its entirety and **REPLACED WITH**:

**"The NAFI shall be listed on any insurance policies as an additional insured."**

3. Section 13, "Deliverables & Contract Milestones" Table (Page 16):

The deadline for "DBIDS Security Pre-Enrollment Roster" is hereby revised to allow minimal contractor staff substitutions and additions up to two (2) business days prior to the scheduled event.

All other terms, conditions, and provisions of RFQ NAFUA1-26-Q-0016 remain unchanged and in full force and effect.