Performance Work Statement-Mess Attendant Services.pdf

Performance Work Statement (PWS) for Mess Attendant Services at Sector Field Office

(SFO) Eastern Shore

1.0 INTRODUCTION

1.1 The U. S. Coast Guard SFO Eastern Shore requires Mess Attendant Services to be performed on site in the dining facility and galley area. This Performance Work

Statement (PWS) complies with USCG procurement policy to ensure consistent, results-oriented delivery of services and performance.

1.2 The Contractor shall ensure that these services are performed in a manner that ensures the health and safety of government employees and members of the public; and both the sanitary conditions and esthetic appearance of federal property as required by various federal, environmental, safety and health regulations. The services shall be furnished in a manner that provides superior customer service and well-maintained facilities that present a healthy, clean, neat and professional appearance in accordance with (IAW) all the terms and conditions of the contract. The Contractor shall use this PWS, as well as any approved plans to accomplish the tasks generated for this effort and to achieve the desired quality of service.

2.0 BACKGROUND

2.1 The mission of the Coast Guard SFO Eastern Shore Dining Facility is to provide nutritious, prepared meals to authorized patrons, to strengthen camaraderie and morale of the patrons, and to enhance the image of the Coast Guard throughout the community.

Authorized patrons of the dining facility include assigned enlisted, officers, civilians, and authorized guests.

2.2 Coast Guard SFO Eastern Shore Dining Facility hours of operations are 0700 – 1730

(7:00 a.m. – 5:30 p.m.) daily. Normal meals are as followed:

WEEKDAY SCHEDULE

Meal Meal Hours CG Personnel

Breakfast 0645-0715 All Personnel

Lunch 1130-1230 All Personnel

Dinner 1700-1730 All Personnel

WEEKEND AND HOLIDAY SCHEDULE

Meal Meal Hours CG Personnel

Breakfast 0800-0845 All Personnel

Lunch 1200-1245 All Personnel

Dinner 1700-1730 All Personnel

2.2.1 The Contracting Officer Representative (COR) may change the meal hours without additional cost to the Government provided that such change will not cause an increase in the total hours of operation. A 72-hour advance notice will normally be given to the Government except in situations beyond the control of the Contractor (e.g. water/power outage, natural disasters, etc.).

2.3 Average number of meals served per day:

Meal Weekday Weekend

Breakfast 10 3

Lunch 22 5

Dinner 8 2

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

2.3.2 The Contractor shall provide Mess Attendant Services for special functions, which includes setting up serving lines, set place setting, serve and clean up after each function. Employees will not work past 1730 (5:30 p.m.) daily.

2.4 The Contractor must assign a Supervisor dedicated to this contract who shall be available at all times while contract work is in progress to receive instructions from the

Contracting Officer (KO) or the COR. The Supervisor shall ensure that employees are in compliance with the following special policies at all times:

2.4.1 Employees shall be courteous and respectful to patrons.

2.4.2 Employees shall refrain from the use of profane language.

2.4.3 Employees shall not smoke in any indoor spaces. Smoking will be in designated areas ONLY.

2.5 The Contractor shall ensure that all personnel are adequately familiar with the provided galley and food service equipment to perform tasks identified in section 5.0. Training of personnel is not the responsibility of the Government. The food service equipment shall be cleared IAW the CG Food Service Sanitation Manual. Food preparation equipment shall include the following:

2.5.1 Coffee Maker

2.5.2 Steam Line

2.5.3 Display Case

2.5.4 Salad Bar

2.5.5 Gaylord Hood

2.5.6 Walk-in Refrigerator and Freezer

2.5.7 All Shelves and Storage Areas

2.5.8 Milk Reach-in Refrigerator

2.5.9 Microwave Oven

2.5.10 Soda Machine

2.5.11 Ice/Water Dispenser

2.5.12 Toaster

2.5.13 Soup Kettle

2.5.14 Waffle Maker

2.5.15 Panini Press

3.0 SCOPE

3.1 The objective of this contract is to provide Mess Attendant and Housekeeping Services within the CG SFO Eastern Shore Dining Facility and Galley area IAW as described herein. This work includes all supervision, labor, tools, materials, transportation, equipment, and all other items or services. The services shall be performed IAW all terms and conditions of the contract.

3.2 The Contractor shall propose a labor mix that will best accomplish the tasks set forth in this PWS; utilize the information provided within this PWS to determine the number of

Mess Attendants believed are required to successfully perform the requirements listed herein. The numbers proposed by the Contractor shall be incorporated into the award.

This procurement will be Firm Fixed Price (FFP); the Contractor may choose to add additional people at a later date, at no additional cost to the Government, to accomplish the required tasking.

3.2.1 During the life of this requirement, the USCG will continuously monitor its needs to ensure the proper number of positions and mix of skills are being provided. In the event that the USCG requires additional personnel due to new requirements or a change to the labor mix, the KO will notify the Contractor and negotiate the changes.

4.0 APPLICABLE DOCUMENTS

4.1 The Contractor shall comply with all applicable sections of the Code of Federal

Regulations and other Federal, State and local laws, codes, regulations and procedures that are applicable to contract performance and to the Contractor personnel under this contract by:

4.1.1 Taking proper safety, health and noise reasonableness precautions to protect the work site, the workers, the public and the property of the Government and others by utilizing safe products, equipment and qualified personnel to ensure the health and safety of all are in compliance with the Environmental Protection Agency (EPA) and the

OSHA.

4.1.2 Ensuring all workers wear safety protection equipment required by equipment manufacturer and OSHA. Equipment shall be carefully maintained and operated with proper safety guards, devises and with discretion when near pedestrians or building residents.

4.2 The Government shall provide all publications listed, upon request. Supplements or amendments to listed publications may be issued during the life of the contract. The

Contractor shall immediately implement those changes, which result in a decrease, or no change to the contract price.

Publications/Forms Title Chapters

Author: Wayne Gisslen Professional Cooking, 5th Edition 1, 2, 3

COMDTPUB P4061.4 Food Service Practical Handbook 2

CGTTP 4-11.12A Food Safety and Sanitation Program All

CG-4901 (Form) Meal Sign-in Sheet N/A

CG-2581 (Form) Issue/ Sales Slip N/A

5.0 CONTRACTOR RESPONSIBILITIES

5.1 Licenses: The Contractor shall hold and maintain all necessary licenses, certifications, and/or permits IAW the requirements throughout the life of this contract. A current license/certification is required with proposal submission.

5.2 Re-Work: All work completed under this contract shall be subject to inspection by the

COR during and after completion of each task. Unsatisfactory work shall be corrected at no additional cost to the Government.

5.3 Accident Reporting: All accidents which may occur during the performance resulting in death, personal injury, trauma, or occupational disease, shall be reported verbally to the

COR within one (1) hour after occurrence, and in writing to the KO within 24 hours.

This report shall give full details of the accident involved, including statements of all witnesses. If any claim is made against the Contractor by a third party, as a result of any accident, which occurs in connection with performance of this contract, the Contractor shall promptly report the fact in writing, to the KO and COR. The Contractor shall be responsible for restoring any damaged Government property or equipment caused by contractor operations or due to the negligence, abuse, or misuse of his/her employees.

The restoration shall be to its original condition at no additional cost to the Government.

5.4 Safety: The Contractor shall take all necessary precaution to meet proper safety standards and regulations of the State and Federal Codes. Occupational Safety and

Health Act (OSHA) regulations apply to all work performed on site. In addition, the

Contractor shall conform to any restrictions as may be outlined by the Sector Safety

Officer and Fire department during the course of the contract.

5.5 Damaged Government Property: The Contractor shall comply with Federal Acquisition

Regulation (FAR) requirements 52.245-1. All existing grounds, utilities, equipment, building components and adjacent property, including vehicles, shall be protected from any damage resulting from contract operations. Contractors will be responsible for any damage to Government property. Damaged property (done by the Contractor) shall be repaired by the Contractor, at Contractor’s expense, to meet previous existing conditions.

5.6 Government Furnished Property (GFP) Inventory: An inventory of GFP will be performed no later than 15 days after start of contract performance. Requests for additional or replacement equipment shall be submitted to the COR for appropriate action.

5.6.1 Upon 48 hour notice to the Contractor, the Government is authorized to use any

GFP, provided the Contractor performance is not hindered.

6.0 TECHNICAL REQUIREMENTS

The Contractor shall accomplish the following tasks by providing the necessary technical effort based on the average number of meals served for one (1) week as identified in Section 2.3.

6.1 Routine Tasks: The following Mess Attendant tasks to be performed in the CG SFO

Eastern Shore Dining Facility shall be accomplished as needed. If the dining facility is closed for maintenance, repair, or an official function, services contained herein may be performed at an alternate location on as directed by the CG SFO Supervisor. When using an alternate location, there will be a need to transport equipment and/or food, which will be accomplished primarily by the USCG and the Contractor, if necessary.

6.2 Daily Cleaning Requirements: The Contractor shall be responsible for performing daily

Housekeeping Services within the dining facility.

6.2.1 General Cleaning Requirements: Cleaning shall be accomplished in such a manner that no dust becomes airborne. No dirt or dust shall be visible on floors, floor mats, runners, in corners, behind doors, under furniture and equipment. Furniture and equipment will be moved during the cleaning process, as necessary. All debris including recyclable materials will be removed and disposed in proper receptacles. The Contractor shall clean the following areas and items, but are not limited to:

(a) All food preparation equipment used to cook meals

(b) All food preparation tables

(c) All floor surfaces

(d) All wall surfaces

(e) All interior windows and casings (all exterior windows as directed)

(f) All furniture

(g) All foods services equipment

(h) All ceiling fixtures (removed, installed and provided by government)

(i) All light fixtures (removed, installed and provided by government)

6.2.2 Sweeping: The Contractor shall sweep all non-carpeted floor surfaces areas, so that after sweeping, the floors are free of all visible litter, dust, and foreign debris.

6.2.3 Damp Mopping: Performed after sweeping. Damp mopping is performed to disinfect the floor surface areas, where wet mopping is not desirable (e.g., in dining areas on other than carpeted floors).

6.2.4 Wet Mopping: Wet mopping follows sweeping and is the cleaning of other than carpeted or wood floors.

6.2.5 Washing: Washing is substituted for, or added, following wet mopping on concrete floors (usually on rear platforms, outside storage areas, and around entrances and exits). A properly washed concrete surface is free of all dirt, dust, food residue, debris, stains other than petroleum stains, and the residue of mopping or soaking solutions.

6.2.6 Dusting: Dusting is the removal of dirt, dust, and any other matter from walls, structural components, fixtures, decorations, ceilings, audiovisual components and equipment. A properly dusted area is free of all dirt, dust, lint, streaks, cobwebs, soil spots and other matter. In food handling areas, damp wiping is substituted for dusting if it is not practical to store all foods or to cover food handling equipment and utensils.

6.2.7 Wall and Door Cleaning: Wall and door cleaning includes walls, doors, posts, partitions, baseboards, trims, jambs, and wall mounted fixtures.

6.2.8 Glass Cleaning: Glass cleaning is the cleaning of all glass surfaces other than, exterior glass windows, glass light fixture covers and glasses used for beverages. This includes the glass sneeze guard on the salad bar.

6.2.9 Window Cleaning: Window cleaning is the cleaning of those windows that are an integral part of the outer surfaces of the building. After windows are cleaned, all traces of film, dirt, smudges, water spots, and other foreign matter are removed from frames casings, sills, and glass. Screens are also cleaned so that they are free of dirt, dust and foreign matter.

6.2.10 Light Fixture Cleaning: Light fixture covers will be removed/installed by the government for cleaning. Damp wipe on the inside and outside of the fixture covers.

Fluorescent fixtures, including tubes and diffusers, are lightly dusted and wiped to remove dust stains. A properly cleaned light fixture is free of bugs, dirt, dust, grease and other matter of stains, spots, streaks and residue.

6.2.11 Duct, Louvers and Vent Cleaning: The vacuuming of ducts, louvers, and vents remove any visible dust, dirt and other foreign matter. The surface is damp-wiped or scrubbed to remove spots and streaks. Interior of ducts or conduits is not included.

Cleaning the interior of ducts or conduits is not included.

6.2.12 Trash Removal and Cleaning: Trash receptacles are emptied and cleaned. Trash receptacles are clean when free of visible dust, dirt and other foreign matter.

6.2.13 Spot Cleaning: Spot cleaning is the extra cleaning within any of the cleaning categories. Spot cleaning is performed on an as-needed basis whenever occasioned by unusual or inadvertent events such as spills, flowing sand or dust, pipe burst or clogging, breakage, equipment repairs, or unusual traffic.

6.2.14 Damp Wiping Non-Food Contact Surfaces: After each meal service, damp wipe furniture decorations and non-food contact surfaces of equipment. A properly damp-wiped surface is free of all dirt, dust, grease, or other matter of streaks, spots or water residue.

6.2.15 Damp Wiping Food Contact Surfaces: After each meal service, these surfaces are cleaned and sanitized to be free of food particles, other soil, grease, and cleaning residue after each meal, or whenever there is an interruption in use of the surface.

6.2.16 Metal and Wood Polishing: Polishing follows damp wiping. Polishing is done on metal equipment and fixtures on wood fixtures, and on metal or wood decorations, food contact surfaces are wiped clean without the use of polish. A properly polished surfaces is free of streaks, tarnish, and polish residue.

6.3 Daily Cleaning Routine: The following will be completed daily in all dining facility spaces:

6.3.1 Floors shall be swept, scrubbed with detergent and rinsed with clean water mopped and dried each day after each meal in accordance with the USCG Food Service

Sanitation Manual.

6.3.2 Walls and baseboards shall be cleaned as required but, not less frequently than once each week.

6.4 Trash and Garbage Disposal:

6.4.1 Garbage and trash shall be removed by the Contractor personnel from all areas in the food service building, transported to the designated area, and placed in appropriate receptacles.

6.4.2 Garbage containers and covers shall be thoroughly scrubbed each time they are emptied before returning to the point of use.

6.4.3 Wooden crates, boxes, cardboard, and cartons shall be crushed and flattened and placed in appropriate recycling receptacle.

6.4.4 Trash and garbage area of the dining facility shall be maintained in a sanitary and orderly condition at all times, the deck area shall be scrubbed, rinsed with clean water, and mopped.

6.5 Dishwashing Room (Scullery) and Pot Room Duties:

6.5.1 As soiled equipment arrives in the dishwashing or pot room, the Contractor shall pre-wash and sort. Pre-washing consists of removing solid material from soiled dishes, pans, and utensils by scraping wiping and pre-flushing.

6.5.2 Operate the scullery and pot room equipment in accordance with the USCG Food

Service Sanitation Manual.

6.5.3 The entire washing operation must be completed no later than one hour prior to the beginning of the next scheduled meal serving time, and not later than one hour after the last meal of the day.

6.5.4 The personnel shall immediately notify COR or a Government Representative any time the audible alarm fir the water temperature falls below the prescribed minimum temperatures as stated in the USCG Food Service Sanitation Manual, or in the event of a mechanical malfunction.

6.6 Kitchen Cleaning Duties:

6.6.1 Clean food preparation area and equipment after each use including mixers, grill, griddle, meat slicer, deep fat fryer, steamers, and other appliances.

6.6.2 Exteriors of “reach-in” refrigerators and freezers wiped clean daily; the units shall be emptied, and the interiors shall be thoroughly cleanly weekly and defrosted as directed to prevent excess ice accumulation.

6.6.3 Exteriors of “walk-in” refrigerators and freezers shall be wiped clean daily; the units shall be emptied, and interiors shall be cleaned weekly and defrosted as directed to prevent excess ice accumulation.

6.6.4 The weekly provisions for the “cooling down” or ranges and ovens shall be made.

At these times, they shall be responsible for a thorough cleaning of interiors including shelves and racks.

6.6.5 All ventilation hoods shall be wiped on the exterior daily and both interiors and exteriors shall be thoroughly washed and cleaned weekly.

6.6.6 All grease filters shall be removed and cleaned daily by scrubbing, soaking, and final washing in the dish washing machine. After washing, they shall be dried and replaced.

6.6.7 Display case, coffee maker, juice machine, ice machine, toaster and soda machine to include drain are to be cleaned after every meal.

6.6.8 Steam line needs to be drained of water and scrubbed to remove any food particles.

6.6.9 The shelves and storage areas are to be cleaned and wiped off weekly.

6.7 Miscellaneous: The Contractor will maintain in a clean and orderly condition, all employee lockers, working areas, cleaning and transportation equipment and spaces assigned for the contractor’s special use. Standards of cleanliness and sanitation of special use areas shall be consistent with those established elsewhere herein.

6.7.1 Furniture Rearranging: Move dining room tables and chairs for meetings and group meals and return to the original location after cleaning the tables when the function is over. Occasional rearrangement of furniture, partitions, decorations, etc. shall be accomplished by the contractor to improve décor, avoid carpet wear, or for other reasons.

6.8 Frequency Task Schedule for Mess attendant Services:

6.8.1 Serving Line: The serving line will be operated three times per day, sevens days per week at the mealtimes specified in section 2.2 or as directed. Set up the serving line not more than thirty minutes prior to opening.

6.8.2 Pre-Meal Setup:

(a) Transport and setup clean trays, plates, and silverware to the serving area.

(b) Ensure the salad bar is on and transport salad to the bar no earlier than 1100.

Bread, butter, and condiments, etc., from the production or storage areas to the serving line/salad bar and arrange as directed by the duty Food service

Specialist.

(c) Transport desserts to the refrigerated area next to the serving line or the shelves above it.

(d) Load beverages, tea, and juice dispensers.

(e) Set up dining area prior to meal service. Ensure that all tables are set up properly. This includes a tablecloth (when specified), napkins, salt, pepper, etc.

6.8.3 During Meal Services:

(a) Contract personnel shall be in place five (5) minutes prior to the scheduled serving time.

(b) Serve meals as directed; to include, arranging food items on plate in an attractive manner.

(c) As directed, replenish all foods, beverages, desserts, salad bar and condiments as necessary to ensure availability to all patrons throughout the meals.

(d) Keep serving line/salad bar continuously clean and free of spilled foods in accordance with the USCG Food Service Sanitation Manual.

(e) Maintain a courteous disposition to patrons at all times.

(f) Replenish tableware/table items as necessary so those items are available to all patrons without waiting.

(g) Breakdown action to remove food from the serving line shall not start until 15 minutes after the end of the posted meal hours or as directed by the duty Food service Specialist.

6.8.4 After Meal Service:

(a) Return all refrigerated condiments, bread, butter, and jams to refrigerated space.

(b) Discard left over coffee at the end of the day.

(c) Remove salad bar items and transport back to their assigned refrigerated storage space and wipe out with damp cloth.

(d) Retrieve all dessert items from the serving line area, cover each item with plastic wrap, and store in their assigned refrigerated storage areas.

6.8.5 Assist in re-supply and storage operations, which includes, but is not limited to cleaning of storage areas.

6.8.6 Operate the dishwashing (scullery) area and pot room in accordance with the

USCG Food Service Sanitation Manual.

6.8.7 Dining Area:

(a) Pre-Service setup: Ensure that all tables are set up properly. This includes napkins, salt and pepper, condiments, etc.

(b) During meal service: Clean up all spills within 5 minutes after spill or immediately if service is to be disrupted.

(c) Salad bar requirements: Salad bar shall be offered at the mid-day meal as specified in section 5.8.2. This will include the washing of all vegetables and the preparation of them. There will be the pulling of lettuce by hand and the use of knife for cutting onions, green peppers, tomatoes, cucumbers and carrots. All other salad bins will be filled, to include but limited to, olives, cheese, and croutons, etc.

6.9 Frequency Task Schedule for Housekeeping Services

6.9.1 Dining Room: The Contractor shall comply with Professional Cooking publication for complete detailed cleaning instructions of galley equipment and utensils in food service/dining areas. The dining area and its furniture and accessories (see

Section 6.5.7) shall be cleaned after each meal. Sweep and damp mop after the Breakfast and Lunch meals; sweep and wet mop after the Dinner meals daily.

6.9.2 Daily After Each Meal: All cleaning shall be completed within two (2) hours after the serving line closes:

(a) Sweep and damp mop all non-carpeted floors.

(b) Wash tabletops with clean detergent water, rinse, and wipe dry utilizing the

“a-pan method” as specified in the CG Food Service Sanitation Manual.

Where tablecloths are used, replace as necessary to maintain a clean appearance. Deposit tablecloths in appropriate laundry container.

(c) Damp wipe chairs and reposition, around tables.

(d) Damp wipe all salt and pepper shakers, napkin holders, centerpieces and condiment containers, which will include washing the bottle caps and bottlenecks.

(e) Sweep, mop, and dry floors as required.

(f) Clean and maintain:

a. Storage room

b. Cleaning gear locker and storage rooms with the exception of the

Hazmat locker.

(g) Vacuum inside dining room at entryway, serving line, and messdeck after each meal.

6.9.3 Weekly:

(a) Empty all sugar dispensers, salt/pepper shakers, wash dispensers in dishwashing machine then allow to dry. Refill all dispensers and shakers then replace on tables.

(b) Clean and wash pipes, air vents, windowsills and walls.

(c) Wash legs and bottoms of chair and tables.

(d) Clean door jams, top and bottom

6.9.4 Dishwashing Room (scullery) and Pot Room: Operations and cleaning must be completed with two (2) hours after serving line closes. The contractor shall be responsible for cleaning all mess gear daily in accordance with the following sanitary procedures acceptable to the government: Dishwashing equipment shall be cleaned thoroughly at the end of each meal. Dish tables shall be scrubbed with detergent solution, rinsed with fresh water and sanitized. Floor shall be cleaned and dry mopped.

6.9.5 Serving Line Areas: Cleaning shall be completed within one (1) hour after serving line closes and after all food has been removed from hot food tables, salad bar and other related equipment.

6.9.6 Dumpster and Loading Dock Area:

(a) Garbage and trashcans shall be removed by the Contractor from all areas in the food service building and transported to the trash and garbage area as often as necessary, but at least after each meal.

(b) Empty and scrub all garbage receptacles thoroughly with hot soapy water and rinsed with hot water or steam before returning to point of use.

(c) All garbage shall be deposited in the dumpster or other refuse container provided. Ensure dumpster doors and lids are closed at all times.

(d) Clean up any dropped trash and ensure all dining facility trash is properly disposed and not loose or outside of containers in dumpster area. Wash down and scrub any spills on the blacktop with a deck scrub brush that is not used within any food service area.

6.9.7 Passageways/Entryways and Food Preparation Spaces:

(a) Floors shall be swept and damp mopped in accordance with the USCG Food

Service Sanitation Manual after each meal.

(b) Hose down and scrub all galley area black mats after the dinner meal daily.

(c) The Contractor shall police those areas at regular intervals during the day to correct any hazardous conditions resulting from spillage of food and to remove empty boxes, cases, cans, etc., as they accumulate.

(d) Walls and baseboards shall be cleaned as required, but at least once a week.

(e) Vents over grills shall be cleaned as required but not less than once a month.

(f) Clean glass in all doors after each meal.

(g) All worktables shall be cleaned and dried, including legs under shelves.

(h) Sweep and mop floors of walk-in refrigerators and freezer as needed and at least once per week.

(i) Keep all drains free of food particles and covered. All interior grease traps shall be inspected daily and cleaned as necessary to maintain sanitary conditions.

(j) All sinks shall be cleaned out after each meal and wiped out and dried at the end of the day.

(k) Exteriors of all refrigerators and freezers shall be wiped down as needed, but not less than once per week. Ensure special attention is given to the rubber gaskets located on the inside of the doors. All crevices of the gaskets must be wiped to ensure no buildup of food or mold.

(l) The Contractor shall sweep all non-carpeted areas to make free of all visible dust and foreign debris.

(m) The Contractor shall vacuum all carpeted areas to make free of all visible dust and foreign debris.

6.9.8 Miscellaneous:

(a) Daily: Dust walls, fixtures, furniture, tops of food service equipment, shelves, decorations, etc. Damp wiping will be substituted for dusting in food preparation areas. Maintain and clean all gear lockers, outside working areas and spaces assigned for contractor personnel. Contractor personnel will maintain these areas in a manner consistent with established cleaning procedures.

(b) Monthly: Clean all light fixtures as removed/installed by the Government.

(c) Semi-monthly: Dust ceiling, overhead, and fan blades. Fan blades must be placed in the de-energized setting prior to dusting.

7.0 DELIVERABLES:

The Contractor shall submit the following Deliverables IAW the table below. Two (2) copies of each Deliverable shall be provided as follows: one (1) for the KO and one (1) for the COR, unless otherwise noted. It is the responsibility of the Contractor in meeting the deliverable format, content and schedule IAW the table below. Electronic submissions are acceptable provide the format is compatible with MS Word

Deliverables Frequency To Whom Date Required

WOSB Certification Letter Annually KO Submitted with Proposal

Licenses/Permits as required

(Section 4.1)

Prior to expiration or revision KO Submitted with Proposal

Deliverables Frequency To Whom Date Required

Certificate of Insurance as required by FAR 52.228-5

Annually KO NLT ten (10) days of contract award; then

Anniversary of policy renewal

Accident Report (Section 4.3)

As necessary

Verbally to the COR within one (1) hour after occurrence, and in writing to the KO within 24 hrs.

Government Furnished Property

Inventory (Section 4.6)

As necessary COR NLT fifteen (15) days after contract start date

Resume (Key Personnel) (Section

8.2)

Submitted with Proposal

Staffing List (Section 8.4) Prior to revision KO Submitted with Proposal

Employee List (Section 8.5) Prior to revision NLT ten (10) days after contract award date

Post Award Conference (Section

10.1)

NLT fifteen (15) business days after award date

Performance Evaluation Meetings

(Section 10.2)

As necessary COR Bi-Weekly during first month, then quarterly as determined by the COR

General Reports (Section 10.3) Within ten (10) days prior to expiration of contract

Quality Control Plan (Section 12.2) As revised Within ten (10) business days after Post

Award Conference

8.0 PERSONNEL REQUIREMENTS/QUALIFICATION

8.1 Management: The Contractor shall manage the entire work effort associated with the services requires to assure adequate and timely completion of all requirements. Such management includes, but is not limited to: planning, scheduling, report preparation, establishing and maintaining records, and quality control. The Contractor shall also provide trained staff with the necessary management expertise to assure the performance of the required work; and, trained and experienced personnel who meet established standards to effectively perform the requirements and who exhibit capability to perform with minimum supervision. The Contractor shall submit the necessary personnel documentation; staffing lists and schedules.

8.1.1 Contractor’s management responsibilities include, but are not limited to the following:

(a) Ensure employees understand the work to be performed on orders to which they are assigned.

(b) Ensure employees know their management chain and exhibit professional conduct to perform in the best interest of the Government.

(c) Ensure employees adhere to applicable laws and regulations governing

Contractor performance and relationships with the Government.

(d) Ensure Contractor employees do not create actual or apparent personal service relationships.

(e) Ensure high quality results are achieved through task performance.

8.2 On-Site Supervisor (Key Personnel): The Contractor shall provide a qualified on-site

Supervisor to manage Contractor personnel at the work site at all times, while work is being performed for this contract without exception. This person shall be a working employee experienced with managing personnel, scheduling, operations, practices, techniques, and have full authority to act for the Contractor on all matters relating to the daily performance of the contract work. This individual shall be the primary point of contact with the Government.

8.2.1 The on-site Supervisor shall be available to discuss contract matters and performance issues with the KO and/or the COR within one (1) hour of notification during the core hours of 0700 to 1730, Monday through Friday. This can be accomplished in person, or by telephone, as appropriate depending on the circumstances. When the On-Site Supervisor is absent for an extended period

(more than four (4) hours), the COR shall be notified and the Contractor shall appoint a qualified substitute. The On-Site Supervisor shall provide the COR a cellular phone number where they can be reached at all times during the working hours.

8.3 Contractor Personnel: Contractor personnel are employees of the Contractor and under the administration control and supervision of the Contractor. The Contractor, through its personnel, shall perform the tasks prescribed herein. The Contractor shall select, supervise and exercise control and direction over its employees during the life of this requirements. The Contractor shall maintain records that support the personnel hired meet the minimum qualifications of the position at the time they were hired. These records shall be made available to the KO or designee upon request.

8.3.1 The Government will not exercise supervision or control over the Contractor in the performance of services. The Contractor shall not supervise, direct, or control the activities of Government personnel or the employees of any other Contractor, except any subcontractor employed by the Contractor.

8.4 Staffing List: The Contractor shall provide with proposal, a staffing plan showing the number of personnel and the hours they will be performing all requirements listed herein.

Example below:

Job Title Total # of FTE Total FTE Hours Total # of PT Empl, Total PT Hours

8.5 Employees list: The Contractor shall provide a list of all certified personnel, no later than ten (10) days after contract award, that will be performing all requirements herein and the list shall be updated when changes occur (see Section 7.0). This list shall also include the employee’s position, and telephone number. Contractor personnel not listed may be denied access to the USCG facility. Contractor personnel will be restricted to designated working areas. Any personnel violating this policy may lose access to the USCG facility.

8.6 Employee personnel hygiene/uniforms: The Contractor shall comply and meet the safety and sanitation requirements in accordance with sanitation requirements of the USCG

Food Service Sanitation Manual. Contractor personnel shall present a neat appearance and be easily recognized. All Contractor personnel must wear ball caps or food service hats. Hair must be neat and trimmed properly. Male personnel faces must be clean-shaven, with the exception of a neatly trimmed mustache. The Contractor shall provide clean, unstained, well-fitting uniforms with nametags that contain the contractor's name and employee’s last name and job title. Compliance with any certification or requirements arising from Federal, State or Local government health regulations for food service employees is the sole responsibility of the contractor. The Contractor’s working

Supervisor will inspect mess attendants to ensure that all Contractor personnel performing work under this contract in the dining facility are wearing clean outer garments and aprons of materials with a smooth finish completely devoid of nap. All personnel will wear full-length trousers, socks, hose, or stockings, and appropriate closed, leather top shoes. T-shirts worn as outer garments are prohibited.

8.7 Employee Conduct: The Contractor shall be responsible for and maintain satisfactory standards of employees’ competency, conduct, appearance, and integrity, and shall take such disciplinary action with respect to the employee(s), as necessary. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with these standards. The Contractor shall immediately replace such employee to maintain continuity of services at no additional cost to the Government. If any Government property is broken or damaged by the Contractor employees, the property will be replaced in kind or repaired. The On-Site Supervisor shall ensure

Contractor employees understand and abide by DHS established rules, regulations and policies concerning safety and security.

8.8 Removing Contractor Employees for Misconduct/Non-Performance/Security Reasons:

The Government, at its sole discretion (via the KO), direct the Contractor to remove any

Contractor employee from DHS facilities for misconduct, non-performance, or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The KO will provide the Contractor with a written explanation to support any direction to remove an employee.

8.9 Contractor Personnel Meals: Contractor Employee(s) may be permitted to eating at the dining facility at government specified times, for meals occurring during their scheduled duty hours only. Employee dining times shall not conflict with contract performance or be consumed during the meal service hours. The employee shall pay the Standard Meal

Rate for the cost of meals consumed. Contractor personnel desiring to eat shall pay and sign on, Meal Sign-In Sheet (CG 4901) for each meal, as it occurs.

9.0 SAFETY REQUIREMENTS

9.1 The Contractor is solely responsible for compliance with all Federal, State, and local laws, including but not limited to OSHA (Public Law 91-596) and the resulting standards, OSHA Standard 29 Code of Federal Regulations (CFR) 1910 and any USCG Instructions as applicable, and the protection of their employees. Note: USCG Instructions are annotated because many of the USCG standards exceed the OSHA standard criteria. If a conflict is noted, the most stringent requirement takes precedence. The Government shall assume no liability or responsibility for the Contractor's compliance or non-compliance with such requirements. In addition, the Contractor is required to flow down the safety requirements/specifications to all subcontracts/subcontractors. Safety requirements listed herein that do not concern Contractor’s operations or services shall be considered self-deleting as mutually agreed by the KO and the Contractor.

9.1.1 The Contractor shall be subject to safety inspections of its work sites by the

Government. Contractor safety records shall be available upon request by the KO.

The Contractor shall be liable for, and shall indemnify and hold harmless the

USCG against, all actions or claims pertaining to the “personal” safety requirements of employees. The USCG will NOT provide Contractors with respiratory protection, safety shoes, prescription eyewear, or any other personal protective equipment. In addition, the Government is not responsible for medical examinations, hearing testing, substance abuse testing, or any other type of testing for Contractor employees.

9.1.2 The Contractor shall cease all work if the KO issues a Stop Work

Order for failure to comply with safety requirements. Work shall continue when compliance with safety requirements has been achieved and the KO has issued a Notice to Proceed. The Government will not allow time extensions or payments for excess costs to the Contractor caused by Stop

Work Orders issued as a result safety hazard.

9.2 Notification of Environmental Spills: If the Contractor spills of releases any hazardous substance listed in 40 CFR 302 into the environment, the Contractor or its agent shall immediately report the incident to the cognizant fire department or local emergency response number. The incident shall also be reported to the COR and KO. If the amount released meets or exceeds the reportable quantity as listed in 40 CFR 302, the Contractor or its agent shall immediately notify the National Response Center (1-800-424-8802).

The liability for the spill or release of such substances rests solely with the Contractor and its agent. A Hazardous Material Control Program shall be in effect to inform employees of potential hazards if and when chemicals are used.

9.3 Fire Emergency: All Contractor personnel shall vacate the dining facility in the event of an actual fire, when the alarm is activated or during a routine fire drill.

Contractor personnel shall gather at the Tennis Courts.

10.0 MEETINGS AND REPORTS

10.1 Post Award Conference: The Contractor shall attend a Post Award Conference with the

KO and COR no later than fifteen (15) business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the KO, is to discuss technical and contracting objectives of this contract and review the Contractor's

Quality Control Plan (QCP). The Post Award Conference will be held at the

Government’s facility or via teleconference.

10.2 Performance Evaluation Meeting: The Contractor shall be required to meet with the

COR on a bi-weekly basis the first month of the contract. As determined by the COR, meetings may be as often as necessary but, no less than quarterly. Time and place of the meetings will be mutually agreed upon between the COR and the Contractor. The minutes of the meetings shall be prepared by the Contractor, and signed by the

Contractor’s Representative and the COR.

10.3 General Report Requirements: The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with

DHS workstations (i.e., Windows XP, with plans to move to Windows 10 during the first year of contract performance and MS Applications). The reports shall be electronically signed or signed by hand.

10.3.1 All records, reports, and forms retained by the Contractor shall be made available for review by the KO within 24 hours and turned over to the KO ten

(10) days prior to the expiration of the contract. The Contractor shall be responsible for keeping records and completing required reports and forms in an accurate and timely manner.

11.0 GOVERNMENT FURNISHED PROPERTY (GFP)

11.1 The Government shall furnish the following equipment/property to the Contractor in support of this contract.

11.1.1 Equipment:

(a) All washing and handling equipment.

(b) All food processing and handling equipment.

(c) Office furnishing shall be provided, as needed. The Government shall remain as the custodian of all this property and any other Government assets/miscellaneous property within the installation.

11.1.2 Supplies:

(a) All food material necessary to perform Food Handling Services hereunder.

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

(c) Decorative materials for the holidays and special occasions.

11.1.3 Services:

(a) Electricity, potable water, and sewage.

(b) The Government shall provide an “on-base” telephone line for the

Contractor’s use. The Contractor shall be responsible for the installation, maintenance, and repair of commercial telephone service as well as it’s security for an unauthorized use.

11.2 Upon notice, to the Contractor, the Government is authorized to use any GFP, provided the Contractor performance is not hindered.

12.0 CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

12.1 The QC is the driver for product quality. The Contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step in ensuring a “self-correcting” contract is to ensure that the Government approved QC program provides the measures needed to lead the Contractor to success. Careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

12.2 Contractor Quality Control Plan (QCP): The Contractor shall develop, maintain, and submit within ten (10) business days after Post Award Conference, a complete QCP delineating the Contractor’s QC Program/Inspection System to monitor and control their performance of services. The QC Program/Inspection System shall establish and explain in detail, how the Contractor will maintain Quality Processes of providing the

ITM services required. The COR will approve any changes to the QCP prior to the

Contractor implementation. If the COR perceives such changes to be other than minor, approval by the KO is necessary. The QCP that is acceptable to the Government and which assures the requirements of the contract shall be met, shall be submitted by the

Contractor as specified in Section 7.0.

12.3 Quality Control Program/Inspection System: The QC system shall encompass all functions of the contract. It shall specify areas to be inspected, on both a scheduled or unscheduled basis, and list the title(s) of the individual(s) conducting the inspection.

The Contractor shall develop and implement QC procedures addressing the areas identified in the PWS and shall implement procedures to identify, prevent, and ensure non-recurrence of defective services. The inspection system shall be designed to keep the Contractor’s management and the USCG informed of all issues affecting quality, to include timely and effective corrective actions. The QC records shall, in part, consist of checklists of inspections and shall indicate the nature, frequency, and number of observations made, the number and type of deficiencies found, and the nature of corrective action taken, as appropriate. The Contractor shall ensure that QC includes timely and effective corrective actions for all deficiencies identified by the

Government.

12.4 Contents: Shall include, but are not limited to, the following:

12.4.1 Introduction to the Quality Control System:

(a) Background and rationale of the system

(b) Objectives in using QC

(c) Success with and updates for the system

12.4.2 QC Process for the various tasks

(a) Inspection Procedures: Steps (i.e., checklist used in inspecting performance during regularly scheduled/unscheduled inspections/testing; method of documenting and enforcing quality control operations) to identify conformance indicators and actions taken if nonconformance is found covering all of the service requirements of this contract.

(b) Means of Identifying and Resolving Problems: A system for identifying and correcting deficiencies in the Quality Process of services before the level of performance becomes unacceptable and/or the Government inspections point out the deficiencies

(c) Roles and Responsibilities: The name(s) of the individual(s) who will perform the inspection.

12.4.3 Specific QC Functions

(a) Training plan outlining names, topics, and completion dates; and the name(s) of the individual(s) who will perform the inspections.

(b) Labor practices (i.e. hiring, retention and rewards, and substitutions)

(c) Compliance with security, safety, and healthy and sanitation requirements (i.e. personal hygiene training)

(d) Ordering, receipt, storage and retrieval of products, supplies, materials, and equipment to be used.

(e) Waste management

12.4.4 Contingencies

(a) Special Events or Emergency Situations (i.e. procedures to be used, obtaining additional employees)

(b) Strike Contingency Plan

(c) Success with and updates for the system

12.5 The Government and Contractor shall make use of the resources and tools available to maintain contracted functions to the maximum extent possible under emergency circumstances. Contractor shall obtain approval from the KO prior to incurring costs over and above those allowed for under the terms of the contract. Regardless of contract type, and of work location, Contractors performing work described herein shall charge those hours accurately IAW the terms of the contract.

13.0 GOVERNMENT QUALITY ASSURANCE REQUIREMENTS

13.1 Fundamentals Government Responsibilities: The COR is responsible for representing the KO in all facets of quality for the services required. The COR will carry out inspections, reviews, approvals, and handle deficiencies; and, ultimately accept on behalf of the KO. The functions of the COR are identified below. Government personnel, other than the KO and the COR from time to time, may observe the

Contractor’s operations. However, these personnel may not interfere with Contractor performance.

13.2 General Monitoring Functions: To facilitate the surveillance of the Contractor’s QC

Program by the Government, the COR will verify Contractor compliance with designated contract/performance requirements. In addition, for non-compliance and/or untimely corrective action to deficiencies of specific tasks, the contractor is subject to re- performance (at the Contractor’s expense) and/or an inspection fee. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. The COR will periodically update the surveillance approach when the need arises. The COR will inspect the contractor's QCP regularly for compliance with the requirements herein.

13.3 Specific QA/Monitoring Functions: The COR will establish an Inspection Schedule using the Quality Checklists from the Contractor’s QC Program. The COR will perform the following qualitative and evaluative functions, which comprise of the

Government Quality Assurance Surveillance Plan (QASP):

13.3.1 Carry out periodic inspections using the Quality Checklist

13.3.2 Report any findings resulting from these inspections to the Contractor/KO

13.3.3 If discrepancies are discovered as a result of the periodic inspection, or any other means, use a CDR to communicate them to the Contractor and follow up to ensure nonconformance is corrected.

13.3.4 Meet with the Contractor’s on-site supervisor as agreed to or as often as necessary. The Contractor and COR will sign the written minutes of these meetings, prepared by the Contractor.

13.3.5 Conduct periodic customer surveys. The validated surveys will be compared to the requirements stated herein. Any discrepancy discovered will be handled as described herein.

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

14.0 LIST OF ATTACHMENTS

The following attachments are applicable to this contract. Adjustments to these attachments are anticipated; however no changes, additions or deletions will be effective until a contract modification is completed. Any change, addition or deletion, to any of the attachments during the duration of this contract (including options, if exercised) may be initiated by either the KO or the Contractor, with the final decision resting with the

KO.