PWS FY25 Catered Meals BPA v4.pdf

PERFORMANCE WORK STATEMENT (PWS) FOR

OKARNG CATERED MEAL BPA SERVICES

1.0 General: It is the intent of the Oklahoma Army National Guard (OKARNG) Deputy Chief of Staff for Logistics – G4 (DCSLOG-G4) to renew the catered meal blanket purchase agreement (BPA) contract in support of facility to award approximately 15 BPA contracts, which would maximize coverage throughout the state.

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to perform Catered Meal Services, as defined in this PWS.

1.2 Background: Catered meal services are requested in support of Oklahoma Army National Guard (OKARNG) Soldiers throughout the training year and required to support training events, local mobilizations and other associated events.

1.3 Period of Performance (PoP): The ordering period will be 36 months.

1.4 General Information:

1.4.1 Place and Performance of Services: Catered meals are in support of OKARNG Soldiers in training status throughout the training year and required to support effective training events. The contractor shall provide services based on unit / customer requirements which provide designated serving times, locations, quantities and meal selections based on training / mission requirements vary with each request for services. The requirements may include services on weekends and recognized US holidays at Government facility/installation and other designated training locations. The contractor shall maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when services have been requested. The following locations are potential meal delivery locations:

• Ada

• Altus

• Ardmore

• Braggs (Camp Gruber Training Site

• Bartlesville

• Broken Arrow

• Ft Smith, AR (FT Chaffee Training Site)

• Chandler

• Claremore

• Durant

• Edmond

• Enid

• Holdenville

• Lawton

• Lexington

• McAlester

• Midwest City

• Muskogee

• Mustang

• Norman

• Oklahoma City

• Okmulgee

• Ponca City

• El Reno

• Sand Springs

• Shawnee

• Stillwater

• Tulsa

• Vinita

• Weatherford

1.4.1.1 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented.

Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.1.2 Access and general protection/security policy and procedures. This standard language is for contractor employees with an area of performance within Army controlled installation, facility, or area. Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.4.1.3 The contractor’s employees shall become familiar with and obey the regulations of the installation, including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation, which may affect performance. To establish a common understanding for awarded vendors, the OKARNG Food Service and Purchasing and Contracting Offices will host a OKARNG Basic Information and Regulatory Guidance Orientation on an annual basis. Upon completion of orientation, the Government reserves the right to direct the removal of a contractor from Government property and facilities for misconduct, security reasons, or any overt evidence of communicable disease.

Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.4.1.4 BPAs are non-binding agreements. The Government or vendor can leave the agreement at any time. Individually orders placed thru the BPA by authorized Government personnel and signed by the vendor are contractually binding actions. Pricing adjustments may be requested with 30 day written notice to the Contracting Officer and a modification to this agreement may be issued upon mutual agreement between vendor and the government.

1.4.2 Recognized Holidays: The following are recognized United States (US) holidays. The contractor

MUST perform services on these days when services periods inclusive of dates are requested:

1.4.2.1. New Year’s Day: January 1st

1.4.2.2. Martin Luther King, Jr.’s Birthday

1.4.2.3. President’s Day

1.4.2.4. Memorial Day

1.4.2.5. Juneteenth National Independence Day: June 19th

1.4.2.6. Independence Day: July 4th

1.4.2.7. Labor Day

1.4.2.8. Columbus Day

1.4.2.9. Veteran’s Day: November 11th

1.4.2.10. Thanksgiving Day

1.4.2.11. Christmas Day: December 25th

1.4.3 Quality Control (QC): The contractor shall provide all quality control in accordance with (IAW) commercial practices to ensure that all work is performed IAW this PWS. The contractor assumes full responsibility and shall indemnify the Government for any loss or damage resulting in whole and/or part from acts of neglect or omissions by the contractor, any subcontractor or employee, agent, or representative of the contractor or subcontractor, to any government property while in their custody and care for storage, repairs, or services to be performed under terms of this contract.

1.4.4 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.5 Installation Access and Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Defense (DoD), Headquarters Department of Army (HQDA) and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 For contractors that do not require a CAC, but require access to a DoD facility or installation:

Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05), and applicable installation, facility and area commander installation/facility access, and local security policies and procedures (provided by a Government representative).

1.4.5.2 Communications Security/Information Technology (COMSEC/IT) Security. All communications with DoD organizations are subject to COMSEC review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations.

DoD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DoD organizations. Therefore, the contractor is advised that any time contractor personnel place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DoD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.6.1 Lock Combinations: The contractor shall establish and implement methods of ensuring that no lock combinations are revealed to unauthorized persons.

1.4.7 Combating Trafficking in Persons: The United States Government has adopted a zero-tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.8 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO. In the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.3 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.4 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.5 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.6 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.7 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.8 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.9 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

• AR Army Regulation

• AT/OPSEC Antiterrorism/Operational Security

• CM Contract Manager

• COR Contracting Officer Representative

• DA Department of the Army

• DFARS Defense Federal Acquisition Regulation Supplement

• DoD Department of Defense

• DCSA Defense Counterintelligence and Security Agency

• FAR Federal Acquisition Regulation

• GFP/M/E/S Government Furnished Property/Material/Equipment/Services

• KO Contracting Officer

• NGB National Guard Bureau

• OCI Organizational Conflict of Interest

• PII Personally Identifiable Information

• POC Point of Contact

• PWS Performance Work Statement

• QA Quality Assurance

• QASP Quality Assurance Surveillance Plan

• QC Quality Control

• QCP Quality Control Program

• SCR Service Contract Reporting

• TE Technical Exhibit

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of assembling and serving under this contract:

• Dining Facility

• Prep Tables

• Refrigerated Tables

• Steam Tables

• Sink(s)

3.1 Property: The Government will furnish the necessary workspace for the contractor to perform services outlined in this PWS.

3.2 Utilities: All utilities in the facility will be available for the contactor’s use in the performance of this contract. The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount. Water and electricity will be furnished to the Contractor by the Government from existing system outlets at no cost to the Contractor.

3.3 Equipment: Contractors shall not use Government Furnished Equipment (GFE) located on site for the purpose of refrigerating, preparing, cooking, storing, and heating food (No GFE will be used for any start to finish cooking or other related meal preparation). Contractors shall not be reliant on GFE, and the absence of GFE shall not excuse performance or any obligation of the Contractor.

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): The contractor is responsible for providing the following items when supporting meal requirements: All necessary paper goods (e.g.

plates, bowls, cups, flatware, napkins etc.), insulated food transportation containers (e.g. Cambros, Cater Tek, Sterno, etc.), beverage dispensers / containers (e.g. Cambro, Carlisle, Winco, etc.), and serving utensil necessary for safe and sanitary serving of meals.

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements: The contractor shall deliver and provide catered meals to the OKARNG in accordance with the following schedule and meal standards. The schedule for meals is event / mission based with scheduling of meals, services and delivery coordinate by requesting unit / organization authorized point of contact. The time for delivery and meal service is set by unit point of Contact or Contracting Officer

Representative. The performance standards and requirements for these services and meals includes the following responsibilities:

5.1 Meal Standards

5.1.1 Breakfast Meal requirement. The breakfast meal shall, at a minimum, include the following classes of foods and servings per person:

• Eggs (2 ea.)

• Meat (2 ea.)

• Fruit (1 ea.)

• Starch or potatoes (1/2 cup ea.),

• Bread (2 ea.),

• Hot or cold cereal (1 ea.),

• Drinks including but not limited to coffee, juice, and milk,

• All condiments to compliment the meal

Sample breakfast meal items include but are not limited to the following: eggs any style (omelets, hard boiled, scrambled, poached, etc.), breakfast meat (bacon, sausage, sliced ham), fresh or canned fruits, hot or cold cereal, one grilled specialty (pancakes, waffles, French toast, all with syrup), hash browns, choice of bread (toast, bagel, biscuit, or English muffin), breakfast pastry (raised or cake donut, sweet muffin, sweet roll, or Danish), yogurt, meat based gravy, and appropriate condiments, such as margarine, honey, salt and pepper, and choice of spread (jam or jelly).

5.1.2 Lunch and Dinner Meal Requirement. The lunch / dinner meal shall, at a minimum, include the following classes of foods and servings per person:

• Entrée to include a 6 oz serving of protein (1 ea.)

• Vegetables (1 ea.)

• Starch or potatoes (1 ea.)

• Bread (2 ea.)

• Fruit or dessert (1 ea.)

• Drinks shall include coffee plus choice of two other drinks, such as flavor aid, tea, juice, soda or punch

• All condiments to compliment the meal

5.1.3 Dinner meal items include but are not limited to: soup or stew, baked, roasted or grilled meat, one or more sauce or gravy to accompany the entrée, mashed, fried or baked potatoes, cooked vegetables such as green beans, carrots, or corn, salad, salad dressing, two choices of fruit, bread (wheat, white, rolls, cornbread, garlic, biscuit), appropriate condiments such as margarine, ketchup, mustard, salt and pepper, honey, jelly, or jam, fresh fruit, canned fruit, dessert (cake, cookies, ice cream, Jell-O, yogurt), and two choices to drink.

5.1.4 Contractor will provide alternate meals upon the request of the COR to meet the needs of soldiers who have special dietary needs in the kinds and quantities ordered by the Government.

5.2 Menu Planning and Coordination of Services:

5.2.1 Coordination to include menu planning and selection, quantities ordered, time and place of delivery, shall be coordinated between the Contractor and the Contracting Officer’s Representative

(COR).

5.2.2 Planning shall include meals for soldiers with special dietary needs, and it is the responsibility of the ordering unit to determine the nature of any special needs and order appropriate quantities of meals required to provide for these soldiers. The ordering POC may request from a Contractor specific information about the menu items offered as needed to make informed choices, including but not limited to use of ingredients related to common allergies or whether fruit, vegetables, or eggs supplies are fresh, frozen or canned. At no time shall the Contractor accept any changes that will exceed the authorized contract price per meal or the terms and conditions in the contract unless authorized by the Contracting Officer.

5.2.3 Quantities of meals ordered are generally based on preliminary estimates which are subject to change as the Government’s requirement changes or becomes more certain. Projected dates of services to be performed are subject to change during the month. A notice of minimum time frames is required to adjust headcount numbers and submit to a Contractor/Vendor from ordering points of contact, to include cancellation, decreases and increases to meal quantities. The Contractor is to annotate time requirements required for catering adjustments in Technical Exhibit 3.

5.2.4 Contractor shall deliver and setup the prepared meals at the designated times in accordance with the orders established between the Contractor and Government.

5.2.5 Contractor properly invoices correct quantities and rates for services performed.

5.3 Operational Instructions.

5.3.1 No person afflicted with, or a carrier of, a communicable disease shall be permitted in any room where products are prepared, manufactured, or otherwise handled. No person who has a discharging or infected wound, sore, or lesion on hands, arms, or other exposed portion of the body shall work in any capacity resulting in contact with the processing or handling of products, containers, or equipment used in the production of meals. Where state health authorities require health inspections and/or certificates, said certificates shall be kept on file at the Contractors place of business and reviewed by the COR upon request. All personnel employed or subcontracted for by the Contractor shall receive appropriate training in proper techniques and food protection principles and shall be cognizant of the danger of poor personal hygiene and unsanitary practices.

5.3.2 Cleanliness. All employees shall wash their hands before beginning work and upon returning to work after using toilet facilities, eating, smoking, or otherwise soiling their hands. They shall keep their hands clean and follow acceptable hygienic practices while on duty. Eating, expectorating, or use of tobacco in any form shall be prohibited in each room and vehicle where food products or supplies are prepared, stored, served or otherwise handled. Personnel shall not wear fingernail polish or unsecured jewelry. All persons engaged in receiving, testing, processing, manufacturing, packing, or handling food products shall wear clean, white, or light – colored washable outer garments. Hair nets, headbands, caps, beard nets, or other effective hair restraints to effectively cover hair shall be worn to prevent contamination of food and food contact surfaces. Employees’ personal effects shall not be stored in food production or serving areas.

5.3.3 Vehicles and preparation facilities shall be maintained and operated to protect contents from contamination or deterioration. Vehicles used for transporting food items shall be kept clean and in good repair.

5.3.4 The contractor will ensure there are proper hand-washing facilities available and supplies necessary for personal hygiene, to include soap, paper towels, and waste receptacles, always in sufficient quantity to accommodate the number of Contractor personnel using the facility.

5.3.5 The Contractor will ensure that all Contractor personnel preparing or serving catered or boxed meals are 18 years or older and have a food handler’s permit as required by the County or State Health Department.

5.3.6 Food will be monitored for proper temperature, and quality within terms and conditions of the Master BPA.

5.3.7 Food shall be prepared, maintained, and served in accordance with TB Med 530 Tri-Service Food Code, a copy of which is available online at https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=1006236

5.3.8 Any Government furnished facility or equipment used by the Contractor is properly cleaned, and waste disposed of prior to Contractor departure from the facility.

5.4 BPA ORDERING PROCEDURES

OKARNG will identify catered meal requirements by date, location, number and type of meals needed per day and identify whether full service, delivery or pickup is required.

5.4.1 Performance Coordination.

Once an Order is sent to the vendor, the vendor must return the signed copy acknowledging receipt and acceptance of the order. This forms a binding contractual agreement between the vendor and the Government.

Now the vendor is authorized to coordinate the delivery specifics and menu selections with the Contracting Officer Representative (COR).

BPA Calls issued with a SF1449 will be paid through Wide Area Workflow (WAWF). Vendors submit an electronic invoice in WAWF and will be paid via electronic funds transfer (EFT).

5.4.2 Performance Monitoring.

The Government will establish CORs to perform oversight of vendor performance using the Performance Requirements Summary (PRS) in Technical Exhibit 5. Random sampling surveys will be conducted for feedback. Contractor agrees to resolve any performance issues in an effective and timely manner. The Government reserves the right to terminate a BPA with any vendor that fails to meet these standards.

5.5.1 The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau via a secure data collection site.

5.5.2 The contractor shall completely fill in all required data fields using the following web address:

https://sam.gov. Log in and select Entity Registrations and then select Service Contract Reporting.

The Contractor shall report the required information annually by October 31, for services performed under this contract during the preceding Government fiscal year (October 1-September 30).

The DoD Guidebook for Service Contract Reporting in SAM, available on the DoD Procurement Toolbox at https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr. The General Services Administration (GSA) has also posted additional guidance such as quick start guides, informational videos, and frequently asked questions, that can be accessed by going to https://sam.gov and searching the “HELP” section. The SAM Federal User Guide is also available in the “HELP” section for comprehensive instructions on navigating SAM. Contractors requiring assistance using SAM should contact the Federal Service Desk at https://www.fsd.gov.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter/Page) Date of

Publication Mandatory or Advisory

Website

Federal Acquisition Regulation https://www.acquisition.gov/?q=browsefar Defense Federal Acquisition Regulation https://www.acq.osd.mil/dpap/dars/dfarsp gi/current/index.html https://dodprocurementtoolbox.com/site-pages/service-contract-reporting-scr https://www.fsd.gov/ http://www.acquisition.gov/?q=browsefar

Supplement Homeland Security Presidential Directive (HSPD)-12 Policy for a Common Identification Standard for Federal Employees and Contractors

08/27/2004 https://www.dhs.gov/homeland-security- presidential-directive-12

DoDI 5400.11 Department of Defense Privacy and Civil Liberties Programs

01/29/2019 https://www.esd.whs.mil/Directives/issuanc es/do di/

DoD 5400.11-R Department of Defense Privacy Program

05/14/2007 https://www.esd.whs.mil/Directives/issuanc es/do dm/

AR 25-2

Information Assurance Army Cybersecurity

04/04/2019 https://armypubs.army.mil/ProductMaps/P ubForm/Details.aspx?PUB_ID=1002626

AR 530-1

Operations Security

09/26/2014 https://armypubs.army.mil/ProductMaps/P ubForm/Details.aspx?PUB_ID=3324

AR 525-13

Antiterrorism

12/09/2019 https://armypubs.army.mil/ProductMaps/P ubForm/Details.aspx?PUB_ID=1007430

AR 381-12

Threat Awareness and Reporting Program (TARP) (Section II, ¶ 2-4.b)

06/01/2016 https://armypubs.army.mil/ProductMaps/P ubForm/Details.aspx?PUB_ID=1000045

6.1 Applicable Forms: Forms applicable to the PWS are listed below:

Form Date Website

DD 441

Department of Defense Security Agreement

Feb 2020 http://www.dtic.mil/whs/directives/forms/dd/ddforms0001- 0499.htm

DD 250

Material Inspection and Receiving Report

Aug 2000 https://www.esd.whs.mil/Directives/forms/dd0001_0499/ http://www.dhs.gov/homeland-security-http://www.dhs.gov/homeland-security-http://www.esd.whs.mil/Directives/issuances/do http://www.esd.whs.mil/Directives/issuances/do http://www.esd.whs.mil/Directives/issuances/do http://www.esd.whs.mil/Directives/issuances/do https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=1002626 https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=1002626 https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=3324 https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=3324 https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=1007430 https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=1007430 https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=1000045 https://armypubs.army.mil/ProductMaps/PubForm/Details.aspx?PUB_ID=1000045 http://www.dtic.mil/whs/directives/forms/dd/ddforms0001-http://www.esd.whs.mil/Directives/forms/dd0001_0499/