RFP-Amend1-Att_1-Responses_to_Vendor_Questions_v2.xls

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ANSWER: Yes 2 Article B.2.2 The contractor is required to set aside a minimum of 3% in a reserve account and pay that amount monthly to the government. Is the monthly payment to the government minus the expenditures for equipment repair and replacement? Or is the process to pay the government the balance at contract termination? For clarification, is the reserve account a running total that is adjusted downward for expenditures for equipment/utensil replacement/repair and settled at the end of the contract?

ANSWER: Yes. However, it is for capital equipment only, no small wares.

3 Article B.2.2 Will an amount greater than than the 3% be evaluated more favorably than a 3% amount?

ANSWER: All offers will be evaluated to determine the best value to the government.

4 Article G.2/PWS 12.9 PWS 12.9 requires a manager for each location and a district manager that visits only quarterly at a minimum. However, Article G.2 requires an onsite Resident District Manager, General Manager and Executive Chef. Please clarify if a resident district manager, an executive chef that oversees all locations and a General Manager for each location are required.

ANSWER: The Key Personnel (1 GM, 1 Executive Chef, 1 Resident District Manager) are for the entire campus and the onsite food service manager (a/k/a facility manager) is for each facility or location.

5 Article G.2 Is the General Manager line for Key Personnel for one GM or a GM for each location (7)?

ANSWER: Please see answer to question 4 above.

6 Article G.2 Is the Executive Chef line for Key Personnel for one Executive Chef or an Executive Chef for each location (7) ANSWER: One Executive Chef.

7 Article H.4 Does the subcontracting plan get submitted with the proposal or post-award? Is this submission separate from the citation on page 50 of the RFP?

ANSWER: Please see response to question 8 below.

8 RFP page 50 Is a subcontracting plan required since this is a no cost to the governement contract?

ANSWER: The requirement for submission of a formal Subcontracting Plan is deleted. However, offerors should indicate what good faith efforts they have taken to include small businesses in their programs.

9 Article I.6.c You have listed wages and benefits far greater than what is in the collective bargaining agreement. For the purposes of our financial projections, which rates shall we use? For normal operations, which rate, Wage determination, CBA, or equivalent rates for federal hires is required?

ANSWER: The rates in Article 1.6c are for information only. The CBA rates will apply to this contract.

10 Section L.1.a.(a) Does an entity submitting a proposal under this standard receive any special consideration in the evaluation of proposals?

ANSWER: No 11 page 39 of RFP II-Technical Proposal - lists the required tabs. However, page 42 mentions an "information security section". Please clarify where and if we place this information.

ANSWER: A tab can be added in your technical proposal titled "Information Security".

12 page 44 of the RFP b.1 has a page limit. Do forms and resumes apply to this limit. Please specify all items that do not apply to this limit.

ANSWER: The following do not apply to the page limit, tabs, title pages, table of contents, resumes and intentionally left blank pages.

13 page 44 of the RFP The last bullet asks us to cite the governments requirements verbatim. We assume this refers to pages 45 to 53 of the RFP. Is that correct, or do we also recite the PWS verbatim?

ANSWER: That is correct. If you would like to cite something within the PWS, please cite where in the PWS.

14 RFP page 45 Tab A This section requires us to provide specific information on past performance but does not match what is listed on page 41 item 7. Which shall we follow?

ANSWER: Please follow what is required on page 41, however, it should be provided as part of TAB A.

15 RFP page 45 Tab A Second bullet, as an example, requires no response from us. Is this type of item to be cited verbatim as in question 12 above?

ANSWER: This bullet point should have been part of the preceeding bullet point, it is for informational purposes only.

16 RFP Page 45 Tab A.1 Requires many forms and programs to be submitted. Do these count towards the page limit?

ANSWER: Yes.

17 RFP page 46 Tab C.1 Do you require menus for each facility and catering in this section? Do you require proposed prices for this section? Do you require menus or prices anywhere in this proposal?

ANSWER: We are looking for a menu for EACH concept, NOT by facility. Catering is not part of this contract. We require a price/portion book.

18 RFP page 48 Tab D.5 Tab D requires responses that inlude the requested response for D.5. Please explain what information you require for D.5. The instruction is unclear. Do we refer to a specific governement document to address the standard criteria?

ANSWER: Please refer to Attachment #21, PWS, pg. 17 - 19.

19 RFP page 49 Tab E.7 Please direct us to the "as defined in the contract document" language. Please explain what information you require for E.7. The instruction is unclear. Do we refer to a specific governement document to address the standard criteria?

ANSWER: Please refer to Attachment 21, PWS, pg. 19-23.

20 RFP page 49 Do the last two paragraphs on this page through item 2-resumes on the following page refer to Tab G.2 Preventative Maintenance? If not, what tab is this?

ANSWER: No, it does not refer to Tab G.2 Preventative Maintenance, it is a different section. The numbering system got adjusted. Please see response to question 21 below.

21 RFP page 39 References Tabs A through G. Is everything after the first paragraph under Tab G.2 Preventative Maintenance on pages 49 through 53 another tab?

ANSWER: Everything after Tab G.2 is for informational purposes only and it is a different section. This section is now titled "Additional Information". Anything that needs to be responded to under this section can be incorporated into existing tabs.

22 RFP pages 49 through 50 There seems to be an outline numbering problem after the G.2 first paragraph through the end of page 53. Please clarify.

ANSWER: Yes, there is. Please see response to questions 20 and 21 above.

23 RFP page 50 Is a section title for the section that starts 1-Proposal Cover Sheet, missing?

ANSWER:Technical Evaluation is the section title.

24 RFP page 54 Item M.2 Mandatory Qualification Criteria-Where shall we place the index and the information requested? Which Tab? Where within the Tab? Please explain what information you require in this section of our tehnical proposal.

ANSWER: Provide a tab for mandatory qualifications per the instructions in the RFP. Provide evidence of insurance per the RFP requirements, also state that you meet the other two mandatory criterias listed.

25 RFP page 49 Tab G.2.a-- Personnel--Does this requirement apply to every position, or only management positions? Does this requirement refer to on-site management or off-site corporate support?

ANSWER: Please see response to question 21 though 23 above.

26 RFP page 56 H.--Site Visit---Where do we place these references or are they to be included as part of the 5 references in Tab A?

ANSWER: See response to question 40 below.

27 Attachment 21-PWS and page 44 b.1 Technical Discussions Please explain if "proposals shall cite the Govrnment's requirements verbatim in RFP by page number' refers to the PWS. It seems the entire PWS would not be able to be responded to within the page limits of the proposal. Are you saying cite the PWS sections 12 through 15 where it seems to require the contractor to provide something?

ANSWER: We require you to cite where in PWS or RFP you cite something. It is up to you whether you cite the page number or the wording verbatim.

28 page 44 b.1 Please explain "proposals shall cite the Government's requirements verbatim in RFP by page number". Please identify the "Governments requirements".

ANSWER: Please see response to question 27 above.

29 catering Is catering exclusive? Please provide catering sales by location? Please describe the frequncy of conferences and the food provided. Is there a approved caterers list?

ANSWER: Catering is outside the scope of this contract. The approved caterers list is provided as an attachment to the amendment.

30 PWS 12.11, 12.21, 12.22 Please explain the differences between these three sections of the PWS. One section says we use the 3% reserve account, one section says we are capped at $100,000. Please explain how this works.

ANSWER: You are capped from paying over $100,000 for repair. The 3% is for capital equipment replacement and is not part of the $100,000.

31 page 50 Reference page 50 of the RFP: Is a Proposal Cover Sheet required since there is no Business Proposal required? If yes, would you like this as the first page of the Technical Proposal?

ANSWER: This section has been amended. See enclosed Amendment 1.

32 page 52 Reference page 52 of the RFP: "For additional information about each of the above elements required to be contained in the subcontracting plan, see FAR Clause 52.219-9, Small Business Subcontracting Plan, and the Sample Subcontracting Plan which is provided as an attachment to this RFP in SECTION J." Please provide the Sample Subcontracting Plan.

ANSWER: Please see response to question 8 above.

33 page 50 Reference page 50 of the RFP: Would you like the Small Business Subcontracting Plan submitted with the proposal? Would this section count against page count?

ANSWER: See response to question 8 above.

34 page 32 Reference page 32 of the RFP: “Complete, and INCLUDE as part of your PROPOSAL: SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS which is included as an Attachment in Section J-LIST OF ATTACHMENTS, SOLICITATION ATTACHMENTS of this solicitation. If you are unable to access this SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHERSTATEMENTS OF OFFERORS electronically, you may request a copy from the Contracting Officer identified on the cover page of this solicitation." Does this mean that the Offeror can response to the Section K - Reps and Certs requirement by filling out the Online Reps and Certs at www.sam.gov? Please provide the attachment to the RFP mentioned on page 32, Section K.

ANSWER: All offerors planning to bid on this contract should be registered in the System for Award Management (SAM). The SAM website may be accessed at: http://www.sam.gov. You can complete the Representations and Certifications on the website and print a copy to be attached as part of your response.

35 page 33 Reference page 33 of the RFP: Please provide the SF1449 referenced on this page. Is the SF1449 considered to be the cover page mentioned on page 35 of the RFP?

ANSWER: SF 1449 is provided as an attachment to Amendment 1 36 page 39 of RFP Reference page 39 of the RFP: "One original and seven (7) copies of your Technical Proposal must be received by this office at the address indicated on the cover letter no later than 1:00 P.M. EST on January 15, 2014." Reference CBA between Eurest Dining Services for the Employees at the NIH....."

a. Please provide current employee statistics, to include length of service. This data is needed to accurately forecast vacation and sick leave costs.

b. Please provide current Medical/Dental/Vision employer contributions. The CBA page 8 lists only those figures effective 12/1/13 and 1/1/14. Or state that the figures effective 1/1/14 continue to be in effect.

c. Please provide current Short Term Disability employer contributions. The CBA page 8 lists only those figures effective 12/1/13 and 1/1/14. Or state that the figures effective 1/1/14 continue to be in effect.

d. Please provide current Life and AD&D employer contributions. The CBA page 9 lists only those figures effective 12/1/13 and 1/1/14. Or state that the figures effective 1/1/14 continue to be in effect.

e. Please provide the number of current employees who receive a Medical Opt-Out payment under the previous union agreement and the current annual one-time payment. The CBA lists only the one-time payment effective 31 October 2013.Please provide this cover letter.

ANSWER: The government does not have this information available to release. In accordance with FAR 52.222-41(n), the incumbent contractor will furnish the contracting officer a seniority list 10 days prior to the expiration of the contract.

37 page 49 and 50 Reference page 49 and 50 of the RFP: Sections a. Personnel, a.1 Additional Personnel, and 2. Resumes appear to fall under section TAB G.2- Preventative Maintenance. QUESTION: Does this mean that personnel, additional personnel, and resumes are for preventive maintenance personnel or for the Food Service program as a whole?

ANSWER: Please see response to questions 20 and 21 above.

38 page 10 Reference page 10 of the RFP: Key Personnel are stated as being the Resident District Manager, General Manager, and Executive Chef on page 10 of the RFP. QUESTION: Is the requirement on page 50 of the RFP, Section 2. Resumes, to provide resumes for the Key Personnel listed on page 10 of the RFP?

ANSWER: Yes 39 Will the current Equipment Repair and Replacement Reserve used by the incumbent be transferred in full to the new awardee at contract start-up?

ANSWER: No. There is no Reserve for this in the current contract.

40 page 56 Reference page 56 of the RFP: Should the Offeror provide the 3 site visit references with the proposal or after the proposal submission once contacted by the Government?

ANSWER: Once contacted by the Government if your company is within the competitive range.

41 page 46 Reference page 45 of the RFP: “Provide a sales model with the estimated customer participation, check averages, and sales for each meal/break period and catering (refer to Attachment 12).” Should we refer to Attachment 11?

ANSWER: Yes.

42 page 46 Reference page 46 of the RFP: “Provide qualifications of the on-site manager and management team. Indicate the proposed level of experience and minimum qualifications you will require in managing operations with sustainability and wellness programs.” Please which position of the key personnel is considered to be the on-site manager in this requirement?

ANSWER: None of the key positions are considered the same as the on site manager. See page 2 of the SF 30 for more clarifications.

43 No termination clauses are included in the solicitation. Please inform us as to the termination specifics required by the Government. We respectfully request that termination rights be mutual.

ANSWER: Please see attachment 21 (PWS), page 46 titled "9. Termination of Contract by Contractor". Also see FAR 52.212-4 which is incorporated by reference in Section I.

44 page 53 Reference page 53 of the RFP: “A complete cost proposal in the same format as the offeror's cost proposal.” Please define what is required when no Business Proposal is required.

ANSWER: This statement has been deleted from the RFP. See attached Amendment 1.

45 Please confirm that section divider tabs, intentionally left blank pages, Offeror’s Representations and Certifications are excluded from the page count.

ANSWER: Divider tabs, intentionally left blank pages, Offeror’s Representations and Certifications are excluded from the page count.

46 page 50-52 Reference Section 2, Instructions To Offerors, Paragraph 2, Small Business Subcontracting Plan pages 50-52: In light of this contract type being a Profit and Loss (P & L), please clarify the requirement for the plan when a formal pricing proposal in not required and there is no contract value? What will the percentages on page 52, item 11 be applied against?

ANSWER: See response to question 8 above.

47 page 39 of RFP Reference page 39 of the RFP: “One original and seven (7) copies of your Technical Proposal must be received by this office at the address indicated on the cover letter no later than 1:00 P.M. EST on January 15, 2014 .” Please clarify the due date and due to holiday schedules, we request an extension of the proposal due date to January 23, 2015.

ANSWER: No extensions are anticipated at this time. The due date has been corrected in the amendment.

48 Is NIH willing to support small businesses by allowing us to bid on partial (being 1-3 outlets) of this contract?

ANSWER: At this time, NIH is looking to have only one contract vehicle run all the cafeterias on campus. Your company may want to consider partnering with another company.

49 If possible please provide historical sales data for the NIH cafeterias, coffee shops and catering for the last three years.

ANSWER: Please see attachment 21 (PWS) on page 2 for historical data for FY 13, which is the most current data. It is not significantly different from FY 11 and FY 12.

50 I would like to visit the dining services facilities... Are there any specific protocols I need to follow or a specific entrance I should use?

ANSWER: Potential bidders can visit the cafeterias at any time; however, they will not be permitted to view the back of the house. The Pre-Bid Conference was the only time that potential bidders had this opportunity. A link that may be helpful to any visitor visiting NIH campus is posted here: http://www.nih.gov/about/visitor/index.htm .

51 With the understanding that there is a 240 page limit (120 printed pages, double sided) will you allow us to attach a CD to the original technical proposal with the forms requested and required by the RFP?

ANSWER: Yes, you may attach a CD, as long as you also provide an original with seven 7 copies as requested by the RFP.

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RESPONSE TO VENDOR QUESTIONS

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