Statement of Work TWFN Cafeteria NRC-ADM-11-070.doc

STATEMENT OF WORK

Food Services for the Two White Flint North Cafeteria and Kiosk

1. Background

The United States Nuclear Regulatory Commission (NRC) requires the services of a qualified food-service Contractor to operate a 300-seat food-service facility and a kiosk located at Two White Flint North (TWFN), 11545 Rockville Pike, Rockville, Maryland 20852.

There is currently a food-service operation in the adjacent One White Flint North (OWFN) building, which is managed under the Maryland Business Enterprise, Program for the Blind.

There is also a Dry Stand/Convenience Store in the TWFN building, also operated by the Maryland Business Enterprise, Program for the Blind. The store is located on the Plaza level and is approximately 750 square feet in size. The types of articles currently sold and services this store offers are show in Attachment A.

2. Contract Objective

The operation of these facilities is for the purpose of serving food, non-alcoholic beverages, and other items authorized by NRC in accordance with all terms, conditions, and attachments specified herein. The Contractor shall manage and operate the cafeteria services in its name.

The NRC will provide the Contractor with the necessary space and major food-service equipment or furnishings hereafter listed in Attachments B and C, and water and utilities necessary to operate the cafeteria.

The Contractor shall provide all small-wares (i.e., cookware, kitchen accessories, utensils, table top items, and cutlery), point-of-sale equipment (cash registers) and office equipment.

The floor plan for the kitchen and servery is included as Attachment B. A detailed equipment list of the major food-service equipment provided by the NRC is included as Attachment C.

3. Statement of Work The Contractor shall manage and operate in its name the above-mentioned cafeteria and kiosk, and provide onsite catering services. Catering hours will be on an as-needed schedule basis. The operation of the cafeteria and kiosk shall be for the purpose of serving food and non-alcoholic beverages as approved by the NRC Project Officer in accordance with all terms, conditions, and attachments specified herein. This cafeteria is to be operated for the benefit of approximately 2,300 employees who are occupants in the two-building complex located at 11555/11545 Rockville Pike, Rockville, Maryland.

4. Food-Service Patron Profile

The food-service patrons will consist of NRC staff, on-site Contractors, and visitors. The total onsite staff population is approximately 2,300 split between two adjacent buildings. OWFN has approximately 1,000 employees and TWFN has about 1,300 employees. The average daily staff population on-site is estimated to be 1,800 which accounts for staff away on official business travel or leave. NRC employees can elect to work various schedules, i.e., regular schedule, Compressed Work Schedule, NewFlex, Credit Hour, or telecommute.

The following patron counts have been estimated for the TWFN cafeteria based on average daily populations on-site of 1,800.

Breakfast @ 20% = 360 patrons*

Continental @ 5% = 90 patrons*

Lunch @ 50% = 900 patrons*

*These are estimates only. The Government does not warrant the accuracy of these estimates nor is the Government required to obligate funds or make up the difference if these estimates are not achieved. (NOTE: Offerors should use 250 operating days for annual projections.)

The building (TWFN) also houses a daycare center for approximately 80 children, plus staff. The contractor does not provide lunch for the daycare center. Approximately 150 contractor employees are also onsite daily. This is in addition to the NRC staff populations cited above. The government will not be held responsible for any variation from this employee and other building occupants profile.

The NRC guarantees no participation rate; rather, participation is expected to be a direct result of the acceptance level of the Contractor’s food-service programs.

Employees at NRC generally have unscheduled lunch periods and they may use the cafeteria any time during the cafeteria’s operating hours. Employees are permitted to carry out food from the food-service operation to their workstations and the Contractor shall therefore provide disposable utensils and containers for carry out patrons.

The two NRC buildings are non-smoking and accordingly, smoking will not be permitted in the cafeteria.

The food-service facilities at NRC shall operate 52 weeks per year. The cafeteria shall operate for breakfast, lunch and morning (continental) and afternoon (kiosk) break periods, Monday through Friday. NRC observes the following 10 federal holidays, during which food-services will not be offered:

· New Year’s Day

· Martin Luther King Day

· President’s Day

· Memorial Day

· Independence Day

· Labor Day

· Columbus Day

· Veteran’s Day

· Thanksgiving Day

· Christmas Day

5. Cafeteria Facility

5.1. Description of Facility

The cafeteria spaces which are for the use of the Contractor consist of a full service production kitchen including dry-storage room, scatter-style servery, dish-room, and dining room.

Approximate sizes are show below:

Dining Room (300 seats)

4,500 square feet

Kitchen

900 square feet

Servery and Dishroom

2,660 square feet

Subtotal = 8,060 square feet

Kiosk

240 square feet

Total = 8,300 square feet

5.2. Servery and Menu Profile

The servery is a scatter-style servery and includes several multiple menu stations. A floor plan and food-service equipment list are provided in Attachments B and C. All stations, particularly beverage lines, have been designed to accommodate a heavy combined demand of dine-in and carry-out patronage.

5.2.1. Servery Station

The servery stations required to be staffed in the cafeteria are listed below:

· Grill Station

· Specialty Station

· Pizza Station

· Hot Entre Station

· Cashier Station #1

· Cashier Station #2

· Cashier Station #3 (Kiosk counter after 2:00 p.m.)

The servery stations that are to be self-service and thus not required to be staffed in the cafeteria are listed below:

· Soup and Salad Bar Island

· Beverage Dispensing Station #1

· Beverage Dispensing Station #2

· Condiment Station

· Tray/Flatware/Napkin Station

· Sandwich Deli Station

· Cold Food

· Refrigerated Airscreen Display Case(s) (2/each)

In addition, a kiosk counter will be located directly outside the entrance to the servery which will offer espresso, coffee, prepackaged snacks and salads, and baked goods.

5.2.2. Menu Profile

The cafeteria facility shall offer the following minimum menu profile:

BREAKFAST

CONTINENTAL

LUNCH

Cold Foods:

assorted muffins, danish assorted muffins, danish self-serve sandwich deli station and other pastries and other pastries self-serve salad bar with a wide cold cereal cold cereal variety of fresh salad cottage cheese cottage cheese ingredients; fresh fruits, yogurt yogurt cottage cheese, yogurt fresh fruits fresh fruits assorted cakes, pies, cookies, hard boiled eggs puddings, frozen yogurt, ice cream

Hot Foods:

hot cereal none two entrees (including one made-to-order eggs specialty entrée) and egg sandwiches, special grilled sandwich (1) omelettes potato/starch (1) bacon, ham, sausage vegetables (2)

French toast, pancakes soups (2)

Hash brown potatoes sauces and gravies

Pizza

Beverages:

Coffee, tea, decaf coffee, Coffee, tea, decaf coffee, Coffee, tea, decaf coffee, iced tea, juice drinks, iced tea, juice drinks, iced tea, juice drinks, soft drinks milk (skim, whole, 2%) milk (skim, whole, 2%) milk (skim, whole, 2%) fresh juices

In addition to the minimum menu profile listed above, the Contractor may offer seasonal and promotional items as approved in advance by the NRC Project Officer.

5.3. Minimum Hours of Operation

The minimum hours of operation for the NRC cafeteria shall be as follows:

Facility

Location of Services

Seats Hours of Operation Cafeteria, TWFN Lobby Breakfast

6:30 am – 9:30 am

Continental

9:30 am – 11:00 am

Lunch

11:00 am – 2:00 pm

Kiosk, TWFN Lobby

Monday – Friday n/a 2:00 p.m. – 5:00 p.m.

NRC Headquarters

Onsite Catering n/a as scheduled

The cafeteria shall be in operation Monday through Friday year round, except for the Federal government holidays specified in paragraph 4, and any other time the cafeteria may be closed due to weather conditions or other emergencies. These minimum hours are subject to change at the discretion of the NRC Project Officer. The service schedule may be modified periodically to provide service for special functions as required by the NRC occupants. The Contractor may, however, request to operate the cafeteria during hours in excess of the minimum hours specified, with the approval of the NRC Project Officer.

The Contractor shall ensure that the daily minimum menu offerings listed above for each serving period (Breakfast, Continental, and Lunch) are available throughout each entire period. Should a menu item become unavailable in the last 30-minutes of the affected serving period, the Contractor will be permitted to substitute a satisfactory item similar to that which was on the original menu.

5.4. Menus

The Contractor shall be responsible for providing a variety of high quality and nutritious foods at prices approved in advance by the NRC Project Officer. The following parameters should be observed by the Contractor in regard to the menus developed for the NRC facility:

· Follow all procedures cited in the approved HACCP (Hazard Analysis and Critical Control Point) Plan. This plan has been approved by the Montgomery County Health Department. After award acceptance the Contractor shall submit within 30 days a HACCP plan based on their menu plan to the NRC Project Officer for approval.

· Develop an innovative menu which emphasizes nutrition, quality, and variety.

· Utilize food displays and merchandising techniques to ensure customer satisfaction.

· Be responsive to changing meal trends and patron preferences.

· Be able to produce the menu with the equipment available on the NRC premises.

· The Contractor is permitted to use cycle menus. If cycle menus are employed, they shall continue for a minimum of four weeks.

· For all new menu items (in addition to the minimum menu items listed herein in Subsection 5.2.2 Menu Profile), the Contractor shall have all prices and portions approved by the Project Officer before offering them in the cafeteria.

· The Contractor shall endeavor to minimize leftover foods. All leftovers shall be sold as quickly as possible so the product quality does not deteriorate, resulting in spoilage or loss. No leftovers shall be made available for sale if they are not consistent with HACCP standards. It is the express desire of NRC that the Contractor shall be, to the extent possible, socially conscious in regard to the disposition and/or distribution of leftover foodstuff, to non-profit, charitable organizations, according to local Good Samaritan laws.

5.5. Menu Displays

During each serving period, menus with prices listed for every item to be offered for sale (all static and changing items) shall be prominently posted near the entrance to the cafeteria, and/or an alternate location within the cafeteria as approved by the Project Officer. Menu items (and their prices) that change daily shall be printed by the Contractor and submitted to the Project Officer one week before their use, for distribution to the NRC Building tenants. The NRC Project Officer may approve other additional or alternative methods to make menu price information available to customers such as electronically (by having the Contractor provide the info for NRC’s web-page, etc.)

Within five (5) days after contract award, the Contractor shall submit examples of menu boards for NRC Project Officer approval prior to use.

5.6. Service Style

Patrons will enter the servery, observe the menu board(s), pick up trays, and proceed to collect food items from any of the stations in the servery. Patrons tender payment at the cashiers’ stations and exit the servery. Condiments and individually or dispensed flatware are to be available at a stand near the cashiers.

All food items are to be served on permanent-ware unless a patron requests otherwise. Due to the expectations of a large take-out demand, disposable containers and flatware shall be available for all food and beverages upon request of the patron. The Contractor shall provide all service-wares and disposable-ware.

Food-service employees shall also regularly empty trash containers in the dining area to ensure that they do not overflow at any time during operating hours.

5.7. Method of Payment

The method of payment in the Cafeteria is cash, debit card, or credit card. The Contractor shall provide the necessary equipment and high-speed telecommunications services (telecommunication lines provided by NRC) to enable patrons to pay by any of these methods.

6. ONSITE CATERING SERVICES

6.1. Description of Catering Services

Catering services are restricted to onsite events (retirement receptions, Holiday parties, other special events sponsored by NRC, etc.) and will be varied in frequency and types of foods, ranging from simple coffee and Danish setups, to full-service served meals and receptions. Creativity and quality are key issues for catering at NRC. Catering is a non-exclusive service of the Contractor and the Contractor shall have to compete for this business with outside caterers.

All catering service reservations shall be booked by written agreement drafted by the Contractor and signed by the NRC personnel requesting the catering services. The Contractor shall ensure the written agreement includes the following information at a minimum:

· Date, time and location the catering services are to be provided;

· Quantity and Unit Price of each type of food and beverage item to be provided;

· Any other items to be provided and their cost (if any);

· NRC personnel requesting the catering services;

· Method of payment.

The Contractor shall ensure the NRC Project Officer receives a copy of the signed written agreement, prior to the catering services being provided.

6.2. Hours of Operation for Onsite Catering Services

Catering services will be on a pre-reserved basis for various times of the work day and also after normal work hours. All catering services shall be booked through authorized NRC staff and by signed agreement in advance for services requested.

6.3. Method of Payment

No cash transactions occur for catering. The Contractor shall only accept payment for catering services in the form of personal check, money order, debit card, or credit card.

7. Coffee Service This food-service contract does not guarantee the Contractor exclusive rights to provide coffee service throughout the two NRC buildings. There are individual coffee pantries located in offices throughout the buildings which are operated by NRC employees. Outside coffee service firms are contacted independently by NRC offices and employee groups. These outside sources provide coffee service products, supplies and some also provide brewing machines.

8. Responsibilities of the Contractor The Contractor shall procure all food, beverages, and cleaning supplies required to provide the TWFN cafeteria operation services described herein.

The Contractor shall purchase all small-wares, china, glass-ware, and flat-wares deemed necessary to operate the cafeteria. The Contractor shall be responsible for maintaining adequate inventories of all small-wares throughout the term of the agreement.

The Contractor should engage in competitive specification buying to be able to offer high quality foods at the lowest prices possible. However, food or supplies may be procured from a facility operated by the Contractor or a parent corporation provided that such food and supplies are acceptable with respect to quality and competitive price.

The minimum purchase specifications that shall be adhered to by the Contractor include:

· All meats, meat products, poultry, poultry products, and fish shall be Government inspected;

· Beef, lamb, and veal shall be U.S.D.A. Grade Choice or better

· Pork shall be U.S. No. 1 or U.S. No. 2.

· Poultry shall be U.S. Government Grade A

· Fresh fish and seafood is to be top grade; frozen fish and seafood shall be a nationally distributed brand, packed under continuous inspection of the U.S.D.A.

· Dairy products:

Eggs – fresh U.S.D.A. or state graded “All”

Butter – U.S.D.A. Grade “All” (92) score

Cheese – U.S.D.A. Grade “A” for all graded cheese

Milk and milk products – U.S.D.A. Grade “All”

· Fresh fruits and vegetables – U.S.D.A. Number “1” are to be used for all graded fresh vegetables and fruit as a minimum specification.

· Dry stored items and canned goods – Grade “A” fancy

· Frozen fruits and vegetables – U.S.D.A. Grade “A”

9. Portions/Pricing It shall be the responsibility of the Contractor to follow the approved menu pricing and portion sizes of all items available for sale in the food-service facilities, for the term of the contract.

Price increases will be granted only according to the following procedures:

9.1. Annual Price Increases

The Contractor may submit price increase requests for individual minimum menu items, if necessary, on an annual basis. NRC will accept price increase requests at a maximum of once per year. To request a price increase, the Contractor shall submit appropriate information substantiating the need for the price increase. The Contracting Officer will consider requests and respond to the Contractor within 30 days with a decision to grant or deny such requests.

If the Contracting Officer approves the price increase, the Contractor may then implement the approved price increase, with a notice to that effect posted in the cafeteria for the patrons’ advisement at least one week before implementation.

9.2. Profit Cap

The Contractor shall maintain the menu price structure throughout the year in a manner such that the annual profit shall not exceed 10% of net sales from the cafeteria and catering operation.

The Contractor shall submit financial statements to the NRC Project Officer on a monthly basis reflecting gross sales, net sales, direct operating costs, operating expenses, net profit, and any maintenance and/or repair expenses. Statements shall include "Year-to-Date,” "Budgeted," and “Variance" columns. The NRC reserves the right to audit the Contractor's financial records at any time during the contract.

On an annual basis, the Contractor shall submit to the NRC Project Officer a financial statement totaling the actual gross sales, actual net sales, actual direct operating costs, actual operating expenses, actual net profit, and any maintenance and/or repair expenses for the preceding 12-month period. This statement shall include the actual reduced cost of any operating costs or expenses resulting from vendor rebates or other discounts. NRC reserves the right to conduct an audit to determine the Contractor's annual net profit. If NRC's review of the annual financial statement or an audit reveals that the Contractor has earned an annual profit in excess of 10% of net sales, then the Contractor shall be required to invest this amount of excess profits back into the TWFN cafeteria operation through several methods including the purchase of higher quality food products, special promotions for menu items for customers, or improvements to the NRC's TWFN cafeteria facility. The Contractor shall obtain the approval of the NRC Contracting Officer for the use of all excess profits over the 10% limit gained from the operation and, shall submit to the NRC Contracting Officer documents (such as receipts) that verify how all of the excess profits were spent. If, however, the audit reveals that the Contractor is not achieving an annual profit of 10% of net sales, the NRC shall not be liable in any way.

Under no circumstances shall the Contractor incur "direct operating costs," as defined in the Internal Revenue Service regulations, in such an amount that will exceed the annual gross sales from the cafeteria operations. Should the Contractor determine that its expenses exceed its net sales for any period, the Contractor shall initiate its own corrective actions to reverse the situation, while maintaining or exceeding all levels of service specified in this contract.

9.3 Accounting Definitions Under The Contract

"Gross Sales" shall consist of the total receipts received for the food-service operations under this contract, from any source, including receipts from the sale of foods, beverages, services, and other supplies.

"Net Sales" means gross sales less taxes.

"Operating Expenses" means miscellaneous office supplies and other costs directly attributable to running the operation. See list below for authorized operating expenses.

"Direct Operating Costs" means a) the cost of food and beverages; and b) the cost of labor for personnel whose services relating to the cafeteria are performed primarily on the premises. Direct operating costs do not include the labor cost attributable to personnel whose services relating to the cafeteria are not performed primarily on the premises. For example, labor costs attributable to cooks are included in direct operating costs, but the labor cost attributable to a district manager of a cafeteria whose services are primarily performed off the premises is not included in direct operating costs. If an employee performs services relating to the cafeteria both on and off the premises, only the portion of the total labor cost of that employee relating to the cafeteria that bears the same proportion to such total labor cost as time spent on the premises bears to the total time spent performing services relating to the facility, is included in direct operating costs. Labor Costs include all compensation required to be reported on a Form W-2 for income tax purposes and related employment taxes paid by the employer.

"Net Profits" means net sales less food and beverage costs, total payroll costs, and operating expenses.

Authorized Operating Expenses:

* Janitorial services

* First aid supplies

* Transportation of goods

* Uniforms of onsite staff

* Paper supplies

* Laundry

* Cleaning supplies

* Office supplies (postage, stationary, etc.)

* Small-wares replacement costs (china, flatware, glassware, utensils)

* Maintenance

* Subcontracts (i.e., cleaning services)

* Insurance

* Licenses, permits, and fees

* Advertising

* Printing

* Depreciation on Contractor's Equipment

* Local Telephone (The Contractor shall be responsible for long distance telephone charges).

Disallowed Operating Expenses:

* District and Regional office costs (salaries, travel, administrative)

* Data Processing and Accounting costs for processing payroll or accounts payable or other costs at the district office level or beyond

* Taxes other than payroll taxes

* Personnel relocation costs

* Monies or other property, lost or stolen

* Repairs necessary as a result of negligence or misconduct of Contractor's employees

* Legal expenses

* Any costs related to supervision of cafeteria by Contractor's home office personnel

* Other wages and salaries to the extent that they exceed those normally paid for similar work in the locality, unless such excess is approved in advance by NRC

* Home office management costs such as general management overhead, transportation, and subsistence of management personnel, and any other indirect management costs as related to this contract.

* Long Distance telephone charges

10. Personnel Requirements and Qualifications The Contractor shall employ at least one full-time, on-site Food Service Manager who is responsible for all food-service functions at the NRC facility. Additional management staff may be employed as the Contractor deems necessary. During the entire period of this contract, the Contractor shall ensure that the Contractor provides an onsite Manager at NRC who is fully compliant with all applicable federal, state, and other regulatory requirements and industry standards (minimum education, experience, certifications, etc.) for managing a federal food-service operation like the NRC’s TWFN cafeteria.

The Manager and/or Assistant Manager, if employed, shall be present during all operating hours of the cafeteria. All employees shall be employees of the Contractor and not NRC employees.

The Manager and Assistant Manager, if employed, will be considered as key personnel under this contract. The Contractor shall assure that all such personnel are provided a copy of this contract prior to the effective date of the contract, and are familiar with their responsibilities in his/her assigned position. At any time prior to the Contractor’s removal of such personnel from this contract, the Contractor shall submit resume(s) of replacement personnel two weeks in advance to the NRC Contracting Officer for approval and modification to the contract.

The Contractor shall ensure that the key personnel are committed to perform the services during the hours of operation specified herein.

The Contractor shall also maintain qualified backup personnel (who have been cleared by NRC Security for onsite building access) for all key personnel so that the continuity of service shall not be disrupted at any time.

The Contractor shall recruit, train, supervise, direct, discipline, and if necessary, discharge any and all personnel working in the NRC TWFN cafeteria food-service facilities. All employees shall be drug-free, sober, conscientious, competent, neat, courteous, and in good health.

At all times during the contract period, the Contractor shall provide adequate staffing to ensure smooth and efficient service to all patrons in the cafeteria during operating hours. The Contractor shall provide at all times a sufficient number of capable and qualified employees necessary to fulfill all of the contract service requirements specified in this contract.

The Contractor shall ensure that all contractor employees who will be performing services onsite shall provide NRC with all necessary information required by NRC to approve them for onsite building access.

The Contractor shall require its employees to comply with all instructions, regulations, and codes of conduct as specified by NRC. Each employee of the Contractor shall be a citizen of the United States of America, an alien who has been lawfully admitted for permanent residence as evidenced by an Alien Registration Receipt Card Form 1-151, or who presents other evidence from the Immigration and Naturalization Service that employment will not affect his/her immigration status.

The Contractor shall comply with all Federal and Maryland laws and regulations, including but not limited to those pertaining to nondiscrimination in hiring and employment practices.

The Contractor shall require all its employees to meet the appropriate health standards prescribed by Maryland and Federal laws and regulations.

Employees of the Contractor shall be appropriately uniformed when performing their work assignments at the NRC facility. The term appropriate uniform is interpreted under this contract to include all apparel, visible badges, hats, hairnets, plastic gloves, etc.

All Contractor employees shall be compensated by the Contractor at rates not lower than that determined by the Wage Administrator of the Wage and Hour Division of the Department of Labor. (Current Wage Determination is Attachment D.)

11. Space on Premises Assigned to Contractor Facilities will be provided as described herein and clearly identified on the plan included in Attachment B. The assigned food-service space is for the exclusive use of the Contractor and the Contractor’s onsite employees during the term of the contract. However, NRC employees shall retain the right to enter the assigned food-service space for inspections or other purposes. The assigned food-service space and facilities shall be returned to NRC at the end of the contract in a condition corresponding to the status existing at the time of entering into the contract, reasonable wear and tear excepted. It shall be the Contractor’s responsibility to maintain assigned spaces in good condition throughout the term of the contract in a manner consistent with NRC standards and notify the NRC Contracting Officer of any maintenance problems beyond the scope of the Contractor’s negotiated responsibility.

The physical facilities and equipment made available to the Contractor under this contract shall not be used for purposes that are not part of NRC’s operations.

No parking onsite will be provided, however the Contractor may be permitted to purchase one monthly parking permit for the onsite parking garage.

12. Maintenance The Contractor shall notify the NRC Project Officer and NRC’s facilities management Contractor of any problems with the TWFN Cafeteria’s cooking and refrigeration equipment and any other NRC-owned property located in and associated with the operation of the cafeteria, which require repair and maintenance, in accordance with the service call procedure given below:

12.1. Service Calls:

Service calls are to include problems associated with the maintenance and repair of the TWFN Cafeteria cooking and refrigeration equipment and other NRC property located in and associated with operation of the cafeteria. The Contractor for the TWFN Cafeteria shall identify the type of service call being reported at the time it is placed. Service calls are classified either as “Emergency” (including total building emergency), “Urgent”, or “Routine” as detailed below.

A. Emergency Service Calls:

Emergency calls shall be regarding, for purposes of this contract, as those service calls in which the work consists of correcting failures which in the judgment of the NRC Contracting Officer, NRC Project Officer, or Alternate Project Officer, constitute an immediate danger to personnel or property. Examples of an Emergency service call could be but shall not be limited to: broken water pipes; gas, oil, chemical or other noxious vapor leaks; major air conditioning or heating problems which have the potential to cause fire or shock, including freezer or cooler unit problems.

In the event of an emergency, the Contractor shall immediately notify, via telephone, the Facilities Management Contractor and the NRC Project Officer. This notification shall be followed immediately via the electronic service call system, with a copy to the NRC Project Officer. Normally, the response time to emergency calls will be within five minutes during regular operating hours and within one hour following notification during other than regular operating hours, including weekends and holidays. However, if there is no response within these time periods, the Contractor shall immediately, telephonically, notify the NRC Project Officer and the Administrative Services HelpDesk. This shall be followed immediately by an e-mail confirmation to the NRC Project Officer and the electronic service call system.

B. Urgent Service Calls:

Urgent calls shall be regarded, for purpose of this contract, as those calls generated during regular operating hours that interrupt or otherwise adversely impact operation of the cafeteria. Examples of Urgent calls include, but are not limited to, inoperative electrical circuits, and inoperative lighting. Problems prompting urgent calls shall also be conveyed, via telephone, to the facilities management Contractor, the NRC Project Officer and the Administrative Services HelpDesk. Normally, the response time to urgent calls will be 15 minutes. The problem will be corrected immediately unless efforts to complete the correction of the problem extend beyond the facilities management Contractor’s regular working hours. If this occurs, the facilities management will recommence the work at 6:00 a.m. on the next workday. However, if there is no response within these time periods the Contractor shall immediately, telephonically, notify the NRC Project Officer. This telephone call shall be followed immediately by an e-mail confirmation to the NRC Project Officer and the electronic service request system.

C. Routine Service Calls:

Routine calls shall be regarded, for purpose of this contract, as those other remaining service calls occurring during regular operating hours and not designated as emergency or urgent calls as described above. Problems prompting routine calls shall be conveyed to the facilities management Contractor via the electronic service request system with a copy to the NRC Project Officer and Administrative Services Center HelpDesk. Normally, the response time to routine calls will be prompt. The problem will be corrected within 24 hours. However, if there is no response within this time period, the Contractor shall immediately, telephonically, notify the NRC Project Officer. This telephone call shall be followed immediately by e-mail confirmation to the NRC Project Officer and the electronic service request system.

13. Sanitation The Contractor shall maintain, at all times, NRC food-service facilities in a clean and sanitary condition in accordance with the highest industry standards and shall comply with all federal and Maryland laws, codes, and regulations. The Contractor shall train all employees to follow a “clean-as-you-go” policy.

The food-service facilities are subject to inspection by Montgomery County (Maryland) authorized health department officials, the fire department, and other agencies relative to safety requirements. The Contractor shall notify the NRC Project Officer and Contract Specialist, in writing, within 24 hours of any potential violations which, under terms of the contact, NRC carries the responsibility to correct. The Contractor is also required to notify the NRC Contracting Officer, in writing, within five (5) days from the date of inspection of any notices of violations which are received during or in connection with inspections. The Contractor shall include action plans to correct conditions causing the violations. The NRC Contracting Officer or representative (PO) shall be present at all inspections.

In addition to paragraph (h), “Safe and Sanitary Working Conditions” of the Service Contract Act of 1965 (as amended) (Attachment E), the Contractor shall be responsible for unsanitary or hazardous conditions that are dangers to anyone using the TWFN cafeteria food facility. This shall include any employee, agent, or representative of the Contractor, federal employee, or other patrons of the food-service facility and shall be applicable to any portion of the facility that is under the jurisdiction of the Contractor.

The Contractor shall adhere to the following standards and guidelines in the kitchen, servery and dining area:

A. The Contractor agrees to furnish all labor, supplies, materials, equipment, and supervision sufficient to maintain the cafeteria kitchen and servery areas in a clean, orderly, and sanitary condition at all times. Before beginning the work, the Contractor shall submit to the Project Officer for approval a list stating the name of the manufacturer and the brand name of the materials that are proposed in the performance of this work. Verbal approval/disapproval will be provided by the Project Officer within 24 hours after receipt of list. Any disapproval will be followed up in writing. Materials which are determined by the Project Officer to be unsuitable or harmful to the surfaces to which they would be applied shall not be used.

B. Equipment used in the performance of the cleaning and janitorial services shall be of sufficient type and capacity to assure high quality work, and shall be approved by the Project Officer.

C. Cleaning and janitorial services shall be performed at such levels of quality and quantity to assure that the standards of cleanliness and sanitation specified in this document shall be met at all times. The Contracting Officer shall make the final determination of compliance with this requirement based on recommendations by the Project Officer.

D. Failure to keep any of the facilities in a clean and sanitary condition satisfactory to the Contracting Officer may result in the withdrawal of the privilege of using such facilities, alternatively, the Contracting Officer may have the facility cleaned by other means and the cost of such work charged to the Contractor.

E. The Government shall not be responsible for damage or loss caused by fire, theft, accident, equipment malfunction or otherwise, to the Contractor’s stored supplies, materials, equipment, or other Contractor’s employees’ personal belongings.

F. The kitchen (including storage room) and servery floors are to be kept clean at all times, through appropriate methods of cleaning, waxing, buffing, and periodic stripping. This includes corners and baseboards. All spillages are to be cleaned up as they occur. All food particles, grease, grime, debris, encrustation and scuff marks shall be cleaned off the floors by the end of each day.

G. Walls and ceilings are to be kept free of spotting and grease at all times.

H. Locker rooms and attendant lavatories shall be kept free of dust, dirt, and debris at all times. Porcelain and other fixtures shall be kept clean of dust, dirt, debris, soap buildup, stain, algae buildup, encrustation, and streaking on all surfaces at all times. Trash cans shall have plastic liners.

I. Employees shall use the locker room(s) and no other part of the facility for the purpose of changing clothing. This area shall not be used for food preparation, storage or service, or for utensil washing or storage.

J. In the food-service preparation area, sinks shall be kept free of chipping, dust, dirt, debris, and soap buildup. All floors shall be completely mopped, free of all dust, dirt, debris, food particles, foreign substances, and grease buildup. Surface vent drains shall remain unclogged at all times.

K. Stainless steel food preparation and service tables, counters, and other external surfaces (including food service equipment) shall be kept free from dirt, dust, debris, grease buildup, algae, food particles and encrustation at all times.

L. Dry storage areas shall be kept clean and orderly. Floors shall be kept clean of dust, dirt, debris, grease, empty boxes and rust stains at all times.

M. Office space shall be kept free of dust, dirt, debris on all surfaces.

N. Where the Contractor temporarily stores trash and garbage at a central location to await removal from the premises, this location shall be kept free of pests, rodents, and odors.

O. In the kitchen and servery areas, the Contractor shall maintain in a sanitary condition all fixtures, equipment, paraphernalia, materials, utensils, floor surfaces, and all walls.

In the dining areas, the Contractor shall:

1. Promptly remove all trays and soiled service-ware from tables, chairs, and/or floors that have been left by patrons.

2. Monitor and wipe all tables after use as needed, with a clean damp cloth followed by sanitizer solution.

3. Monitor the dining areas before and during service hours to maintain dining rooms in a clean and orderly fashion. Tables and chairs are to be aligned in an orderly manner.

4. Ensure food-service employees circulate throughout the dining room during the operating hours to clean up any trays that patrons may have left behind, clean up spills on tables and chairs, and make sure that trash containers are emptied regularly so that they do not overflow.

In the kitchen and servery area, the Contractor shall:

1. Clean all kitchen and servery surfaces and equipment on a continuous basis and following each meal period, to remove all food particles, encrustation, grease, grime, algae, or other foreign substances.

2. Perform daily cleaning of all kitchen, servery, and dry storage area floors to remove all food particles, encrustation, grease, grime, algae, or other foreign substances.

3. Perform major cleaning in kitchen and servery areas to include walls and floors, to remove all food particles, encrustation, grease, grime, algae, or other foreign substances.

4. Adhere to sanitation regulations for recommended ware-washing temperatures or the use of chemical sanitizers.

Maintain in a clean and sanitary condition all other areas which are utilized in any manner by the Contractor.

Store all cleaning supplies in non-food areas.

Cleaning and janitorial services shall be performed on a regular schedule and shall meet the highest standards of sanitation. The following minimum cleaning schedule frequencies are to be followed initially and NRC reserves the right for the NRC Project Officer to increase these frequencies at any time:

Frequency – Daily:

1. Sweep entire Kitchen and Servery area floors, including the walk-in coolers. Follow-up with a clean damp mop. Vacuum all hard-to-reach areas behind and under equipment and counters. NOTE: The Contractor shall obtain the approval of the Project Officer prior to the use of any chemical or wax on the floors.

2. Sweep, damp mop, and buff as required any tiled areas.

3. Clean tray rails and glass sneeze guards in Dining and Servery areas.

4. Spot clean tile, walls, and posts in Kitchen and Servery areas.

5. As required, empty trash and rubbish cans.

6. Damp clean all doors.

7. Thoroughly clean exterior of all food-service equipment and all food preparation surfaces, inside of coffee urns, beverage dispensers, hot and cold food troughs, conveyor belts, etc.

8. Clean rest areas, bathroom, and locker rooms.

Frequency = Weekly:

1. Clean tray stands.

2. Clean hoods and filters in Kitchen and Servery areas.

Frequency = Quarterly:

1. Thoroughly strip wax all resilient tile floors.

2. Thoroughly clean tile walls in kitchen.

Failure to keep any of the facilities in a clean, satisfactory condition may result in the withdrawal of the privilege of using facilities or NRC having the facility cleaned by other means and the cost of the work charged to the Contractor. The government shall not be responsible in any way for the Contractor’s damage or loss occasioned by fire, theft, accident, and equipment malfunction or otherwise, to Contractor stored supplies, materials, or equipment, or to the Contractor’s employee’s personal belongings.

14. Safety The Contractor shall conform to all safety regulations and requirements in effect covering such premises at any time during the performance of this agreement. The Contractor agrees to take all necessary steps and precautions to prevent accidents and preserve the life and health of Contactor and Government employees performing or in any way coming in contact with the performance of this agreement on such premises and participate in the building’s emergency procedures. NRC shall furnish information concerning fire and safety regulations to the Contractor (U.S. NRC Occupant Emergency Plan, Attachment F). Any violation of these regulations, unless immediately corrected as directed by the NRC Contracting Officer, shall be grounds for termination of the Agreement.

15. Security The Contractor and all of its employees shall comply with all the NRC rules and regulations governing access to and conduct in the NRC building.

Contractor shall also comply with building rules, restrictions and time of day, regarding vendor deliveries and garbage removal with respect to route taken between the loading dock and the cafeteria, and restrictions in time of day for all such activities. Deliveries and pickups are permitted between the hours of 6:00 a.m. and 2:30 p.m. at the TWFN loading dock.

The Contractor shall be responsible for the security of all areas under the jurisdiction of the Contractor, i.e., the servery and kitchen (including office and storage area). The Contractor shall have the responsibility for assuring that all equipment has been turned off, windows are closed, lights and fans turned off, and doors locked when the cafeteria is closed. The Contractor shall provide a key for emergency access to the building security office. The Contractor shall also post a small sign at the entrance indicating whom to contact if an emergency arises.

16. Graphics The Contractor will be authorized to display the appropriate corporate identity graphics, signage, and decorations at designated locations within the food-service facility subsequent to approval by the NRC Project Officer.

17. Equipment NRC shall, at its expense, provide, install, and permit the Contractor to use the major foodservice equipment (Attachment C) specified in the facility floor plan (Attachment B). If it is determined that equipment is no longer needed for the contract operations, it may be withdrawn by NRC. NRC will replace equipment which it has provided as it deems necessary. Ownership of all equipment provided under the contract shall be vested in NRC including any equipment acquired by re-investment by the Contractor of any annual profits that exceed the 10% profit limitation. However, any point-of-sale equipment (cash registers), vending, and any additional equipment that the Contractor brings on-site that is not paid for using the over 10% profit re-investment funds shall belong to the contractor.

Items initially furnished by NRC as specified in Attachment C shall be listed on a basic inventory approved jointly by the NRC Project Officer and the Contractor at the start of the contract. Subsequent changes, additions, or deletions to the basic inventory shall be in writing and approved jointly by the parties. On the anniversary date of the contract and at the termination date of the contract, a joint inventory shall be taken by NRC and the Contractor to verify correctness of the inventory.

Reasonable care shall be exercised in the use of space and NRC-owned equipment and, upon contract termination, the contractor shall yield such space and equipment in as good condition as received, except for ordinary wear and tear, and damage or destruction beyond the Contractor’s control and not due to the Contractor’s or its employees’ fault or negligence. All equipment and utensils not provided by NRC shall be provided by the Contractor who shall replace such equipment and utensils when necessary at the Contractor’s expense.

The Contractor shall transport all trash and feed waste to the loading dock and deposit it in the appropriate designated compactor. NRC provides the compactor service. The Contractor shall participate in NRC’s recycling program required by Montgomery County.

NRC shall provide regular service for exhaust system cleaning, grease trap cleaning, and extermination on a regular basis as specified by NRC.

18. Spatial Modifications and Contractor Equipment The Contractor shall not perform any modifications to the food-service facility. The NRC will consider reasonable suggestions from the Contractor for modifications that may enhance the cafeteria facility.

19. Summary of Responsibilities of Parties The following is a summary of each party’s responsibilities under this contract:

The Contractor is responsible for the following:

A. Initial Inventory of Small-wares;

B. Replacements to Small-ware Inventory;

C. Food, Beverage, Labor, and Operating Costs;

D. Long Distance Telephone Charges;

E. Regular, Daily Cleaning of the Entire Kitchen (including storage-room) and Servery areas including all floors, food-service equipment, food prep areas and bulk storage containers;

F. Food service equipment maintenance services;

G. Insurance coverage;

H. Cash registers;

I. Computer systems and modem;

J. Quality Control Plan development and implementation;

K. Menu Appearance.

The Government shall be responsible for the following:

A. Food-service Facilities and Furnishings;

B. HVAC Services;

C. Major Repair and Cleaning of Ceilings and Light Fixtures

D. Trash Removal Services (at the loading dock);

E. Telephone Service (installation and local service);

F. Daily Vacuuming of Dining Room floor;

G. Exhaust Hood Cleaning;

H. Grease Trap Cleaning.

20. Contractor Quality Control Plan The Contractor shall develop, implement and adhere to its quality assurance and control plan. Upon commencement of the contract, the Contractor shall provide the NRC Project Officer with a copy of the Contractor’s quality assurance and control plan. The Contractor shall ensure that documentation is maintained onsite of these quality inspections or investigations, and all records shall be made available for review by the Project Officer upon demand.

The Contractor shall ensure the quality control plan includes a process for documentation of customer complaints, and Contractor’s timely response to the complaints. The Contractor’s onsite Manager or a designee shall be responsible for maintaining the records onsite of the receipt and documentation of customer complaints and the corrective actions taken.

21. Contract Management

1. The NRC shall have the right to inspect or audit the accounts and methods of internal control established by the Contractor, and to make such other inspections or audits as may be considered necessary to ensure strict compliance by the Contractor with all provisions of the contract.

2. The Contractor shall keep accurate and complete written records of all revenues and expenses in connection with the operation of the food facility. The Contractor shall keep records for the current fiscal year and for a minimum of three previous years and such additional time that NRC deems necessary. The Contractor shall provide, on a monthly and annual basis, financial reports in a format acceptable to NRC. The Contractor shall keep complete and accurate accounts of all food service transactions, and maintain such methods of internal control as are required by NRC, and shall use cash registers or similar business machines of a type required by NRC. All documents and records substantiating revenues and expenses, and containing information relating to income, sales, cost, or profits shall be available for inspection and/or audit by NRC representatives at any time during the contract.

3. The Contractor shall charge only such prices as are approved by the NRC for any service rendered and shall conspicuously display all prices for such services.

4. Standards of hygiene and sanitation shall be of the highest standards and in accordance with regulations of the NRC and in compliance with appropriate Federal, state, county, and other local requirements, laws and regulations.