RFI PWS FACS ACQ Capitol Campus Food Catering and Vending Services (PWS) Rev Aug 12.docx

Capitol Campus Food Services Performance Work Statement (PWS)

1. OVERVIEW / BACKGROUND.

The Library of Congress (LOC) seeks comprehensive food, catering and vending services for its Capitol Hill buildings in Washington, DC.

Established by an act of Congress in 1800, the LOC's mission is to support the Congress in fulfilling its constitutional duties and to further the progress of knowledge and creativity for the benefit of the American people.

The LOC employs approximately 3,300 staff members to conduct research, manage the collections and lead and manage the organization. Approximately 1.9 million visitors come to the LOC annually to view its historic buildings, exhibitions and conduct research. Additionally, the LOC frequently hosts events and meetings in its spaces. To best serve visitors and staff, the LOC’s food service facilities must provide modern and innovative food, catering and vending services.

Integrated Support Services (ISS) is the directorate with the mission of LOC infrastructure support. Integrated Support Services (ISS) oversees all facility services, including food services. The LOC’s facilities include public access, museum style exhibitions, collections storage and processing spaces, offices, reading rooms, meeting rooms, ceremonial and event spaces.

2. SCOPE

The Contractor shall manage and operate food and vending services facilities at the LOC to support the approximately 1.9-million visitors and 3,300 staff. The Contractor shall operate said facilities in accordance with federal and local regulations for the purpose of serving food, beverages, and other items as may be authorized by the LOC.

This document outlines the specific requirements of the required services. Given the long term nature of this agreement and the changing nature of services involved the LOC anticipates that there may be significant changes in the specific services required. It is the intention of the LOC to engage with the vendor to implement any future changes by mutual agreement under the terms of this contract. The LOC however is not obligated to utilize this agreement in these cases.

The LOC will consider suggestions from the Contractor for modifications that may enhance the food service facilities. The financial responsibility for any and all proposals for modifications shall be the responsibility of the contractor. The Contractor shall bear the cost of the necessary alterations to achieve the desired result.

Utilities (Water, Electric, and Sewer) shall be provided by the LOC.

3. REQUIREMENTS

The LOC food service program shall be structured as a profit and loss (P&L) account(s) in which revenues from the operating areas cover expenses, management and contractor profit. A small percentage of gross sales shall be used by the Contractor to benefit the services provided in this contract. In consideration for use of the food service facilities, the contractor shall maintain a reserve account of 1.5% of gross sales throughout all operations in the LOC to be used as directed by the Contracting Officer Representative (COR) with approval from the Contracting Officer (CO).

The Contractor shall maintain complete and accurate accounting records of the food service operations in accordance with acceptable accounting principles and practices. The Contractor shall present a comprehensive food service program consisting of café, cafeteria, market and franchise venues that offers a wide variety and range of reasonably priced, on-trend food items. This service shall be provided with an emphasis on a variety of fresh, healthy, organic, and locally grown seasonal foods.

3.1. General Staffing

The Contractor shall be responsible for the total work effort of this performance work statement (PWS). This includes but is not limited to; overall restaurant management, food purchase, preparation and presentation, sanitation, planning, scheduling, staffing, reporting, establishing and maintaining records, environmental compliance, quality control and customer service feedback management. The Contractor shall provide its staff with the necessary expertise to assure that performance standards and objectives are met. The Contractor shall be responsible for assigning sufficient personnel for the performance of services under this PWS to ensure timely completion of all requirements. The Contractor shall be fully staffed on the first day of work. Qualified replacement personnel shall be available as needed and staffing shall be sufficient to cover any scheduled and unscheduled absences (scheduled/unscheduled sick leave, annual leave, jury duty, etc.). The Contractor shall determine the number of positions required to support the work. On-site Supervisor(s) shall be present and accessible to the customers at all times services are being performed. The Library's personnel shall not supervise, manage or otherwise direct the Contractor's employees.

The Contractor is responsible for providing and ensuring that all Contractor personnel wear distinctive (franchise specific where applicable), tidy, professional uniforms, inclusive of name tags that identify the individual as part of the food services team. The Project Manager, Catering Manager and administrative personnel are not required to wear uniforms, however shall present a professional appearance at all times. All other employees, including supervisors, shall be required to wear uniforms.

3.1 Training

The Contractor shall implement and maintain an employee training program for the duration of the contract. The program shall focus on items that include but are not limited to sanitation, product knowledge, customer service, Americans with Disabilities Act (ADA) and all applicable health, safety and environmental subjects.

All Contractor employees shall receive applicable food handling training for their respective positions prior to being assigned to work under this contract. Documentation such as certificates, curriculum with attendance rosters or other certified transcripts shall be provided to the CO/COR upon request. The Contractor shall receive Library specific emergency preparedness training as needed. It will be the responsibility of the Contractor to participate in all LOC training exercises/drills to ensure full working knowledge and can assist and direct their employees.

3.2 Catering

The Contractor has the opportunity to compete for catering/special services such as those for conferences, meetings, or other affairs at the LOC. The services will be varied in frequency and types of food, ranging from coffee services to fully catered, plated and served events. Creativity, quality and cost are the key considerations for catering at the Library. Catering shall be a non-exclusive service. The Contractor shall have to compete for this business with other entities.

The Contractor shall closely coordinate with the LOC Events Office (LEO) to develop a complete annual catering menu and drop off price list. Any change in pricing during the year must be submitted, in writing, with 30 days’ notice.

No cash transaction shall occur for catering. The Contractor shall only accept payment for catering services (for) from a Library organization in the form of a government issued approved accounting method in advance. Individuals, Congressional Offices, or outside organizations must pay for catering services by any form of acceptable payment in advance, except cash. It is solely the Contractor’s responsibility to validate payment in advance of providing catering service. The Contractor’s deviation in this requirement may compromise collection of payment. The LOC is not responsible for assisting the Contractor in collecting debts in any way.

3.2.1 Alcoholic beverage service and sales: The Contractor shall have written policies and documented staff training and procedures sufficient to permit them to legally and responsibly provide alcoholic beverage service and sales. (Serve Safe, TIPS, etc.)

If the Contractor is involved in litigation related to the service, sale or consumption of alcoholic beverages, complete details shall be provided to the CO/COR within calendar 10 days of the litigation arising.

If the Contractor has its alcoholic beverage license suspended or revoked a full description of the circumstances and what action the Contractor took to prevent reoccurrence shall be provided to the CO/COR within 15 calendar days of the suspension/revocation.

3.3 Restaurant Management Systems

The Contractor shall be responsible to procure, implement, maintain and upgrade as needed its own restaurant management systems (hardware, software, etc.). When a venue is operated as a franchise, the Contractor shall procure, implement, maintain and upgrade as needed franchise specific systems to include participating in, and endorsing all corporate franchise specials, promotions, incentives, etc.

The Contractor shall accept cash and non-cash payments (to include a Contractor proposed mobile application, franchise specific when operated as such) unless otherwise agreed to in writing by the CO/COR. The Contractor shall provide the necessary equipment, technology, high-speed telecommunications services, etc. to enable patrons to pay utilizing a method of their choosing.

The Contractor shall be responsible for providing their own back of house IT equipment and high-speed telecommunications support services to include but not limited to, computer(s), printer(s), time clock(s), cash management and phone system for calling outside of the LOC buildings.

3.4 Customer Feedback Management System

The Contractor shall maintain a customer feedback management system to record and monitor feedback from customers with an effective process for resolution and monitoring progress of ongoing issues. Feedback involving individual employees shall be considered in evaluating Contractor performance. Feedback reports shall be submitted to the COR no later than 15 days after the beginning of each month. The report shall track at a minimum: date of customer feedback, summary of feedback, date of resolution, Contractor actions taken as a result of the feedback and contact information for the individual providing the feedback. The Contractor shall attend formal and informal feedback sessions as required by the COR.

3.5 Staff Discount

The Contractor shall provide a 20% staff discount. The Contractor shall provide this discount in all venues except: Vending/micro markets and/or when venues are operated as a Franchise. The discount applies to Library staff and includes individuals regularly employed by organizations whose offices are located in the Library of Congress, i.e., Office of the Architect of the Capitol (AOC), United States Capitol Police (USCP), Library of Congress Federal contract staff, House and Senate members, staff and volunteers, Federal Credit Union, etc. The discount does not apply to guests of these individuals.

The Contractor’s restaurant management systems shall be programmed to automatically calculate this discount upon presentation of an applicable ID card, badge and/or applicable congressional lapel pin. All receipts shall itemize said discount.

3.6 Prices

All pricing (food service outlets and vending/unstaffed market) included in the Contractor’s proposal shall not increase during the first year of the contract.

All items for sale in all venues shall have prices that are clearly marked and visible either on a menu located near the product or a label directly on the packaging of the product. All prices shown shall be the public pricing and have the disclaimer “Staff Discount Reflected at Register”.

The Contractor may submit price increase requests, if necessary, on an annual basis. The Library will accept price increase requests a maximum of once a year. The procedure for processing these requests is as follows:

· Requests shall be submitted in writing to the CO with sufficient documentation to adequately define the conditions necessitating a change. The Contractor shall provide a document itemizing, at a minimum; existing price for staff and public, proposed new price for staff and public, difference, comparable prices at three (3) comparable Capitol Hill venues.

· If warranted, the CO shall arrange a meeting with the Contractor within fifteen working days following receipt of the proposed price/portion adjustments to allow the Contractor the opportunity to verbally present the conditions necessitating the proposed adjustments.

· Within thirty working days from the meeting date, the proposal will either be reviewed and returned to the Contractor with comments for action, denied or deemed acceptable.

· Mutually agreed to pricing will be approved and revised prices at all locations will then be advertised by the Contractor giving customers a minimum 30 days notification after CO/COR approval. The Contractor will be responsible for the creation, fabrication and installation of all updated pricing materials.

The following exception(s) apply: When operated as a Franchise, the Contractor shall follow the franchise specific, National Capitol Region structure (comparable with the nearest publicly available locations).

3.7 Menu

The Contractor shall be responsible for providing a variety of quality and nutritionally prepared foods at a reasonable price.

The Contractor shall exercise a considerable amount of creativity with respect to menu planning as a result of the diverse complement of existing kitchen and service point equipment.

Each non-franchise-food service outlet shall have a unique menu that is updated weekly. The menus shall reflect the actual offerings for patrons. The menu shall include all daily specials and combination offerings. Food offerings shall fluctuate with the changing seasons to focus on products that are currently in season.

All non-franchise menu submissions shall be sent electronically to the COR and/or designee a minimum of 1 week in advance.

Menus and promotional material shall be created in order for them to be placed on or linked to from the Library Intranet for staff use as well as electronic signage where available.

Menus shall display public pricing and have a clear disclaimer that states “Staff Discount Reflected at Registers” where applicable.

3.8 Vending/Unstaffed Market Service

The Contractor shall be responsible to provide vending and/or unstaffed market services in LOC buildings. Management and oversight of the vending and/or unstaffed market services shall be the responsibility of the onsite Project Manager. The vending/Micro market shall include a wide variety of products to include but not limited to Coke, Pepsi, tea, juice, hot beverages, water, ice cream, hot and cold fresh healthy foods such as sandwiches, salads, and fruit. Snacks should be diverse and consistent with vending options found in the Capitol Hill area.

The Contractor is responsible for providing commercial, UL Listed microwaves in all vending and/or unstaffed market locations.

The Contractor is responsible to ensure vending/micro market operations are stocked on a schedule to prevent products from being out of stock.

The Contractor shall ensure nonfunctional equipment is returned to service within 2 business days.

The Contractor is responsible for the cleaning and sanitation of all vending equipment to include microwaves.

3.9 Signage

All food offerings including but not limited to: hot foods, cold foods, soups, pastries and desserts shall be signed in accordance with DC DOH guidelines and contain the public price (with the disclaimer “staff discount reflected at register” as applicable), nutritional information, allergen information, specific contents and “sell by” date, where applicable. Signage shall also include but not limit to: content levels for heart smart, organic, low fat, low sodium, sugar free, and/or low carb where applicable. All signage that displays pricing shall contain a visible disclaimer that states “Staff Discount Reflected at Register”.

The Contractor shall provide a signage plan with their proposal for review and approval for the CO and/or COR within 15 days of contract award. The plan shall include but not limit to: electronic, overhead, station, handouts, individual item, special display, reach in case and beverage signage. No hand written signage is permitted.

The Contractor signage plan shall be fully implemented within 30 days of signage plan approval.

Electronic signage and supporting mechanical and IT infrastructure shall be the responsibility of the Contractor to procure, install, maintain and upgrade as needed.

3.10 Continuity of Operations

The Contractor shall recognize that services covered by this contract are vital to the successful accomplishment of the Library of Congress’ mission. The Contractor shall maintain continuity of services, without interruption, throughout the entire term of the contract.

On days the Federal Government closes due to weather conditions or other unforeseen events, services required under this contract are required, unless permission to close operations is approved by the COR with the approval of the Contracting Officer.

3.11 Environmental Sustainability

The Contractor shall participate in and incorporate all current and future sustainability requirements/initiatives in accordance with the Government and the District of Columbia. The Contractor shall not be permitted to use Styrofoam, plastic straws and shall reduce/eliminate single use plastics for public use/consumption in food service and vending/unstaffed markets. The Contractor shall be responsible for all cost and effort to recycle all waste oil. All Contractor provided equipment shall be energy star or equivalent where applicable. The Contractor shall participate in the LOC compost and recycling programs. The Contractor shall use environmentally friendly cleaning products where applicable.

3.12 Sanitation and Waste Removal

The Contractor shall furnish all labor, supplies, materials, equipment, and supervision sufficient to maintain consistently clean and sanitary conditions. The service shall be in accordance with all Federal, State, and Municipal Laws, Codes, and Regulations. The Contractor shall follow a “clean-as-you-go” policy. The Contractor is solely responsible for floor level, above floor level and equipment cleaning and sanitation in food production/kitchen facilities, storage areas, food serving and dining facilities. This includes and is not limited to general sanitation maintenance during the business day and deep cleaning as needed.

In the dining areas, the Contractor shall actively police (to include frequent sweeping, mopping and high touch sanitizing and disinfectant) the food service seating, trash and tray drop areas to efficiently remove all trays, soiled service ware and other waste from tables, chairs, floors, and tray drop off areas that have been left by patrons. Table tops, bases and chairs, countertops, walls, microwaves and trash drop off areas shall be cleaned, sanitized and disinfected frequently throughout each service shift to deliver constantly clean and sanitary conditions. Continuous monitoring of the dining areas is required during business hours to ensure a clean and sanitary environment free from spills, stains, litter, dust and trash.

Power Washing is prohibited in all food service areas unless agreed to in writing by the COR or designee.

The Contractor shall provide at their own expense trash and transportation containers with biodegradable liners in all food service areas. Trash originating in any of the food service operations shall be removed on a frequency to prevent overflows and/or setting overnight to the designated food service pulper located in Madison 6th floor café dish room. All waste shall be examined and segregated in this location by the Contractor’s staff. All biodegradable, pulpable or compostable materials shall be deposited in the onsite pulper and the byproduct delivered to the Madison Building loading dock by the Contractor’s staff for removal to a composting facility. All non-biodegradable, non-pulpable or non-compostable materials shall be transported by the Contractor’s staff to the Madison building loading dock for disposal.

Landfill and compostable materials removal service will be contracted by the LOC. Daily communication for food service waste removal and compaction shall be directly between the food service Contractor and the LOC’s Loading Dock Master. The food service Contractor is responsible for the daily cleanliness of both the upper and lower dock areas in the immediate vicinity of the designated waste removal point as well as the daily cleanliness of all pulper totes, trash receptacles and carts.

The Government, at its own expense provides the following services: custodial services for the 6th floor food service management offices, restrooms, locker rooms and staff break area and floor maintenance such as deep scrubbing, stripping and waxing in the 6th floor seating area. This work will be accomplished off hours as needed and is not intended to supersede the Contractor’s requirement for sanitation.

3.13 Pest Management

The Contractor, at their own expense shall contract for professional extermination services on a minimum weekly basis for all food service areas assigned to the Contractor for use. This shall occur more frequently as needed. The pest management contractor will be given access to the food service areas following notification and submittal of their name and scheduled extermination service hours.

3.14 Small wares

Small wares include but are not limited to: disposable ware, glassware, flatware, trays, dinnerware, pots and pans, powered and non-powered table top items (includes commercial, UL Listed microwaves: (2) in the Madison 6th floor venue and (1) in the Madison ground floor venue), bar supplies, food preparation utensils and tools, food transportation, storage supplies, service items, small plug in appliances and specialty appliances. The Contractor shall provide, maintain and replace at their own expense all small wares in performance of this contract.

All disposable/single use small wares shall be compostable and/or recyclable where applicable in accordance with the Government and/or the District of Columbia.

3.15 Specialty Equipment

Specialty equipment is defined as equipment required/desired by the Contractor in addition to the existing equipment provided by the government. The Contractor shall be required to procure, maintain and replace as needed this equipment as necessary to ensure continuity of services. Support will be provided by the government to connect this contractor provided specialty equipment to the government provided utilities where available.

The Contractor is required to propose equipment and receive concurrence in writing from the COR prior to purchasing and bringing specialty equipment to the site

3.16 Physical Security

The Contractor shall be accountable for the areas under the Contractor's responsibility relative to security. Some food service facilities have been equipped with video monitoring and all have venue specific keyed, locking systems. The contractor shall be responsible providing a computer which meets specifications provided by LOC to access the existing video monitoring system. If the Contractor desires additional video monitoring capability, the Contractor, at their own expense, shall propose a system for review and approval by the LOC. Procurement, Installation, maintenance, repair and/or replacement will be the responsibility of the Contractor.

Food service employees shall have access to only their designated work site areas during non-public hours.

Authorized Government employees and contractors will access food service facilities at various times during and after business hours for the purpose of inspection, testing and maintenance.

3.17 Modifications to Service Schedule

Request(s) for modifying the hours or days of service shall be submitted in writing minimum of 30 days in advance to the COR/CO for approval. To accommodate the evolving needs and requirements of the LOC hours of service may be adjusted by the COR with the approval of the CO, including requiring venues(s) to provide additional hours.

On days the Federal Government closes due to weather or other unforeseen events, the Contractor shall be required to work, unless permission to close operations is approved by the COR with concurrence of the CO.

3.18 Reporting

The Contractor shall propose a format for LOC review and approval and submit to the COR the following for each venue.

3.18.1 Monthly profit and loss (P&L) statement, no later than the 15th of each month

3.18.2 Electronic record of daily transactions and corresponding sales, separated by venue (to include catering), itemized by hour, no later than the 15th of each month

3.18.3 The Contractor shall maintain and provide no later than the 15th of each month and upon request an accurate listing of employees. The list shall include employee's name, badge number, position title, and area of assignment including badge access clearance and/or Government issued keys.

3.18.4 The Contractor shall immediately notify the COR and/or CO of any accidents/injuries arising during the performance of this contract involving bodily injury to workers, building occupants, visitors, or other persons. The Contractor shall follow up in writing for documentation. The Contractor shall complete an accident/injury report for all occurrences.

3.18.5 Annually, the Contractor shall provide a minimum of three (3) innovations/emerging trends in the food service industry the Contractor can implement at the LOC.

3.19 Health, Safety and the Environment Operations Plan:

The Library is committed to the safety and health of employees, visitors, patrons, and all other individuals who use or visit our buildings. The Library is also committed to being a good steward of the environment and to the sustainability of our resources including our collections and buildings.

In the performance of its duties the Contractor is responsible for knowledge of and compliance with all applicable federal, state and local occupational safety and health and environmental laws, regulations and ordnances.

The Contractor shall have on staff, a corporate level, full time, qualified health, safety and environmental (HSE) professional with the knowledge, skills and abilities to effectively implement and manage an effective health, safety and environmental program. The HSE professional must be acceptable to the Library and must not be replaced without the written approval of the CO and/or COR.

3.19.1 Chemicals and Hazardous Materials: The Contractor shall submit an initial comprehensive list of all chemicals and their Safety Data Sheets (SDSs) that will be used in Library buildings to the CO/COR within 2 weeks of contract award and receive written approval/denial for use from the CO/COR. SDSs shall reflect the form/concentration for which the chemical is used. The Library will provide approval/denial within 14 days of receipt. Any changes to the approved list must be submitted and approved before introduction in the Library. The Library will render a decision within 21 days for routine changes. All chemicals shall be stored and used in accordance with the manufacturer’s written instructions. The Contractor shall maintain a current chemical inventory, including their quantity and building/room location, in a format approved by the COR provide accurate and timely updates no later than the 15th of each month to the CO/COR.

The Contractor shall use only commercially available products that meet Federal, State, and local regulations/codes. The Contractor shall, on a continuing basis, search the marketplace for effective chemicals that reduce the risk to human health and the environment.

Safety Data Sheets (SDS) are required as specified in the latest version of Federal Standard No. 313, 29 CFR 1910.1200 and/or 40 CFR 262 (including revisions adopted during the term of the contract) and for any other material designated by the government technical representative as potentially hazardous and requiring safety controls.

SDS shall be maintained in the workplace and be made available to the Library for viewing immediately upon request.

3.19.2 Spill Response: The Contractor is responsible to report to the CO/COR and promptly cleanup all incidental releases of hazardous substances or hazardous materials by its employees or from its equipment where the substances/materials can be absorbed, neutralized, or otherwise controlled at the time of release by its employees in the immediate release area.

If the Contractor experiences a spill that cannot be absorbed, neutralized, or otherwise controlled at the time of release by its employees in the immediate release area, then they shall report the release to the emergency center by dialing 911 and provide as much detail as they are able.

The Contractor shall be responsible for the cost of time, materials, equipment and disposal associated with an emergency response for a spill or release by its employees.

3.19.3 Hazardous and Universal Waste: The Contractor shall not generate any hazardous waste in the normal performance of its duties.

The Contractor shall seek to limit the amount of universal waste that it generates. The Contractor shall recycle at its own cost all universal waste and document recycling with a bill of laden, manifest or receipt from a licensed recycler and provide copies to the CO/COR, quarterly.

Any hazardous waste generated in performance of this contract shall be stored and disposed of in accordance with United States Environmental Protection Agency (USEPA) and District of Columbia Department of Energy and Environment (DOEE) regulations at its own cost. The Contractor will contact the CO/COR for the Library’s generator ID number. The Contractor will provide a signed copy of the hazardous waste manifest to the CO/COR the day the waste leaves the Library and a signed copy of manifest no later than 40 days after it is received at the Treatment, Storage and Disposal Facility (TSDF).

3.19.4 Emergency Evacuation: The Library will provide copies of the Library’s Emergency Evacuation Plan to the Contractor and any revisions as they arise. The Contractor shall familiarize itself with the contents of the plan and execute it when required. The Contractor’s PM shall serve as the Office Emergency Coordinator (OEC) for the Contractor’s personnel and spaces and attend OEC informational meetings with Library’s Security and Emergency Preparedness Directorate (SEPD).

3.19.5 Training: The Contractor shall have knowledge of all applicable HSE training requirements and ensure that their employees are effectively trained and current. Training documents, demonstrating successful completion, shall be maintained at the Library and made available immediately upon request of the CO/COR.

3.19.6 Safety Requirements & Reports: The contractor shall submit a current and written HSE program applicable to its operations at the LOC that delineates how it will effectively meet all regulatory and other contractual requirements of this section no later than 10 calendar days after contract award of the base contract and with each follow on option period.

The program shall:

Demonstrate a management commitment to employee safety and health;

Identify the application of the safety and health plan to subcontractors;

Identify the roles and responsibilities of the following individuals with respect to safety: Management, Supervisors, Employees, and HSE professional;

Identify applicable safety rules and regulations;

Include a certification of hazard assessment and worksite hazard analysis to include base-line hazard identification and required control measures;

Identify employee safety and health training requirements and the documentation process;

Include a workplace inspection frequency, to include identifying the individual conducting the inspections;

Include employee hazard reporting procedures;

Identify individual(s) responsible for corrective action of hazards;

Identify first aid/injury procedures;

Identify procedures for accident investigation and reporting;

Identify emergency response procedures;

Identify the process for tracking controlled hazards in contractor work areas.

4. CONTRACT PERFORMANCE

4.1. SCHEDULE OF EVENTS/DELIVERABLES

4.2. QUALITY CONTROL

The Quality Control Plan (QCP) shall be developed by the Contractor for approval by the LOC to ensure systematic quality assurance methods are used in the administration of this contract. The QCP shall describe how the Contractor shall ensure the LOC receives the quality of services required in this contract; and, describe how the Contractor shall ensure that the LOC receives an acceptable level of service.

The QCP shall provide an effective and efficient means of identifying and correcting problems while providing services in this contract. The evaluation of results shall be based on observation, random inspections and customer feedback.

The Contractor provided Quality Control Plan (QCP) is required for LOC review and approval with the proposal and at each option. At a minimum, the plan shall include:

4.2.1. Systematic procedure for assessing compliance with performance objectives.

4.2.2. Specific actions that the Contractor will employ to ensure that all services under this contract are complete, accurate, delivered according to established schedules and best practices for LOC review, comment and acceptance.

4.2.3. A monitoring program by which the Contractor will validate that established schedules are sufficient to meet mutually agreed upon Acceptable Quality Levels (AQL), work tasks are being completed in accordance with industry best practices. The contractor shall proactively identify and remediate quality issues.

4.2.4. Specific actions that the Contractor will take to improve performance whenever the Contractor discovers substandard performance, or when substandard performance is identified by written notice from the CO or COR.

4.2.5. Weekly, independent inspections and preparation of written inspection reports in the Contractor’s format to be approved by the LOC that documents findings and recommended training/corrective actions for contractor-identified deficiencies. The Contractor shall develop and use inspection checklists as appropriate for these inspections and provide a copy of all inspections to the CO and COR as requested.

4.2.6. Maintain a file of all completed quality control inspections and results, and provide access/copies to the CO and COR for review as requested.

4.2.7. Participate in all Quality Control meetings/joint inspections.

4.2.8. The QCP shall be evaluated for effectiveness by the LOC by randomly surveying the QC record to determine completeness, timeliness and effectiveness of the program.

4.2.9. Any condition not consistent with the stated requirements will be considered unacceptable and will result in the contractor re-performing the work.

4.3. Food Service Facility Inspection

All food service facilities are subject to inspection by the Library of Congress, Architect of the Capitol, authorized health and safety officials, District of Columbia Department of Health and others at any time. In the event of an unannounced Health and Safety inspection, the Contractor shall notify the Government points of contact in the order listed below. Inspections shall not occur without a Contractor and Government representative present.

1. COR - 202-707-9938

2. OCCUPATIONAL SAFETY MANAGER 202-707-6204

3. FACILITY OPS MANAGER - 202-707-9938

4. CHIEF OF FACILITY SERVICES - 202-707-9938

Resultant Food Establishment Inspection Reports shall be submitted to the COR and CO within 24 hours of receipt. Immediately after each inspection, the contractor shall be responsible to create an electronic document to track findings from the inspection. The Contractor shall be responsible to maintain and update the document as items are corrected, provide updates on a frequency mutually agreed to by the onsite PM and the COR and file completed documents for later trend analysis.

5. ADDITIONAL INFORMATION

5.1. PLACE OF PERFORMANCE & MINIMUM HOURS OF OPERATION: All LOC buildings are closed to the public on Sundays, Thanksgiving Day, Christmas and New Year holidays. All reading rooms and the Madison and Adams buildings are closed on Federal Holidays. Minimum venue specific hours are listed here. The Contractor may operate some or all venues in addition to the hours listed here as business dictates with prior approval from the COR or CO.

5.1.1. Thomas Jefferson Building - 10 First St SE, Washington, DC 20540 LJ-C25 – Convenience store and coffee shop (1,200 square feet) Continuous service 7:00am to 4:00pm, Mon - Fri 1 vending lounge – 24/7 (1,200 square feet) Additional requirement(s) to be developed at a later time

5.1.2. John Adams Building - 120 2nd St SE, Washington, DC 20002 LA-110 food service venue (Kitchen – 1,000 square feet, Servery – 900 square feet, Seating – 1,100 square feet) Continuous service 7:00am to 3:00pm, Mon - Fri 1 vending area – 24/7 (165 square feet, four, 120v outlets and water availability)

5.1.3. James Madison Building - 101 Independence Ave SE, Washington, DC 20540 LM-625 – 6th floor café, Mon - Fri (Kitchen – 4,300 square feet, Servery – 4,800 square feet, Coffee Shop – 2,000 square feet, Seating – 13,500 square feet) Breakfast: 7:00am to 10:30am Limited Service: (i.e. hot and cold beverages and “grab and go” items): 10:30am to 11:00am Lunch: 11:00am to 2:00pm Limited Service: (i.e. hot and cold beverages and “grab and go” items): 2:00pm to 3:00pm LM-627 – 6th floor coffee shop Continuous service 7:00am to 4:00pm, Mon – Fri LM-G47 – ground floor venue(s) Continuous service 7:00am to 3:00pm, Mon - Fri 3 vending areas (4th Floor Red (360 square feet, five, 120v outlets and water availability), 2nd Floor Yellow (360 square feet, five, 120v outlets and water availability), Ground Floor Blue (200 square feet, six, 120v outlets and water availability)

5.1.4. Special Facilities Center - 601 E Capitol St SE, Washington, DC 20003 1 vending area – 24/7 (100 square feet, two 120v outlets)

5.1.5. 501 First Street – Requirement(s) to be developed at a later time

5.2. Priority Usage

Priority (non-exclusive) usage of the LM-625 6th floor café servery shall be reserved for LOC employees between the hours of 8:00 am to 9:00 am, 11:00 am to 12:30 pm, and all other busy times Mon – Fri. To accomplish this requirement during the above listed times, two of the six registers shall be designated for employee use only (Employees Only). The Contractor shall propose signage for approval by the COR and create and maintain approved signage.

The contractor during the priority times mentioned above shall be required to provide crowd control and ensure that LOC staff has unimpeded access to the food service facility.

5.3. Estimated Average Monthly Demand.

The LOC does not warrant the accuracy of these transaction estimates nor is the Library required to obligate funds or make up the difference if these estimates are not achieved by the contractor.

· 6th Floor Café: 32,900 transactions

· 6th Floor Coffee Shop: 4,100 transactions

· Subway: 5,300 transactions

· Dunkin: 11,600 transactions

· Jefferson Cellar C Store: 3,500 transactions

· Adams: 3,900 transactions

5.4. Government furnished property

Madison 6th Floor venue Existing compliment of government provided food service equipment.

Two office spaces and secure cash management room telephones for “in house” use with existing furnishings. Male and female locker and restrooms with existing furnishings.

Madison Ground Floor Venue Existing compliment of government provided equipment.

Secure office space/cash management area with existing furnishings and telephone for “in house” use

Adams Venue Existing compliment of government provided equipment.

Secure storage area with existing shelving and telephone for “in house” use

Jefferson Venue Existing compliment of government provided equipment.

Telephone for “in house” use

5.5. Maintenance of Government Provided Equipment

The Library will make or cause to be made all repairs in the food service areas with respect to the equipment, fixtures, and facilities owned by the Government.

The Library recognizes the need to respond on a timely basis to food service maintenance requirements. Depending on the maintenance condition, the Library will perform preventive maintenance, emergency maintenance and non-emergency maintenance as appropriate.

The Library is not responsible for product, wage and/or revenue loss resulting from repair, replacement or renovation of equipment and/or property. The Contractor shall be responsible for the sanitation and operations of government provided equipment in accordance with manufacturer’s recommendations. The Contractor shall initiate immediate written or telephone communication of maintenance or repair requirements, upon discovery to the COR. All telephone communications shall be followed up in writing to the COR 2 hours of the verbal notification.

Damage or injury to any equipment, facilities, or property of the LOC that necessitates major refurbishment resulting from negligence on the part of the Contractor shall be repaired or replaced to the Library’s satisfaction at the sole expense of the Contractor.

5.6. Utilities

The Government provides the following utilities for the operation of the food service facilities: electricity, steam, heating, ventilation, air conditioning (HVAC), hot and cold potable water.

The Government shall not guarantee the uninterrupted provision of the above utilities and service except to insure that reasonable and diligent efforts will be pursued in restoring the interrupted service. The Government shall not be liable for product or revenue loss that may result from the interruptions or failure of the above services.

5.7. Incentives

The Contractor shall be permitted to remove up to 50% of the 1.5% reserve account based on a minimum of a fully satisfactory rating on their annual vendor performance evaluation. The funding that is returned to the Contractor may be used at the discretion of the Contractor to benefit the LOC food service operation. The Contractor shall describe in detail this benefit, prior to the release of funds.

6. KEY PERSONNEL

The Contractor shall employ and maintain personnel in the management and key positions who meet the minimum requirements for each of the skill levels to which they are assigned, and shall be capable of performing the functions described in a competent and professional manner.

No Key Personnel substitutions or additions shall occur unless necessitated by compelling reasons including, but not limited to, illness, death, maternity leave, or termination of employment. Prior to the substitution, addition and/or replacement of Key Personnel, the Contractor shall provide to the CO/COR a detailed explanation of the circumstances necessitating the proposed substitution, addition and/or replacement, a complete resume for the individual and any other information requested by the CO/COR. Proposed individuals shall have qualifications that meet or exceed the qualifications required for the position. Requests must be submitted in writing to the CO/COR at least fifteen business days in advance of the proposed change. The COR will notify the Contractor within ten business days after receipt of all required information of the decision on substitutions or additions. All disapprovals will require re-submission of another substitution or addition within fifteen (15) days by the Contractor. Noncompliance with the provisions of this clause will be considered a material breach of the terms and conditions of the contract for which the Government may seek any and all appropriate remedies, to include termination for default.

The LOC has identified the following as key positions:

6.1. Project Manager (PM): The Contractor shall provide an onsite (at the Library of Congress) Project Manager who shall act on behalf of the Contractor to oversee and manage the performance of all services under this contract. This individual shall be responsible for the overall management and coordination of this contract and shall act as the central point of contact with LOC staff. The PM shall have full authority to act on behalf of the Contractor on all matters relating to this contract, including having the authority to make purchases to accomplish the requirements of the contract in a timely manner. The Project Manager shall have the following minimum qualifications: Seven years of recent (within the past 10 consecutive years) experience in a project management capacity, managing high volume food service operations in comparable multi-unit type facility and/or operation. The PM shall be able to fluently read, write and speak the English Language.

6.2. On-Site Supervision: The Contractor shall provide on-site (at each LOC food service venue) Supervisor(s), experienced in high volume food service operations, to manage, supervise, direct, provide technical support and oversee the operation. On-site Supervisor(s) shall have at least three years’ of recent (within the past 5 years) experience in high volume food service operation(s). On-site Supervisors shall be able to fluently read, write and speak the English Language.

6.3. On-Site Catering Manager: The Contractor shall provide an on-site (at the Library of Congress) Catering Manager experienced in high volume catering ranging from coffee service to fully catered, plated and served banquet services. The Catering Manager shall be able to fluently read, write and speak the English Language.

6.4. Health, Safety and Environmental Manager (HSE): The Contractor shall employee a corporate level, full time, qualified health, safety and environmental (HSE) professional with the knowledge, skills and abilities to effectively implement and manage an effective health, safety and environmental program. The HSE shall be able to fluently read, write and speak the English Language.

7. Security Requirements: Work under this contract is unclassified. However, the Library of Congress has a contractor suitability program, including the conduct of background investigations on contractor personnel who will have regular, ongoing, unescorted access to the Library’s buildings, grounds, collections, or information technology systems to ensure they meet basic standards of honesty and trustworthiness. The Library does not determine the suitability of employees to work for the contractor firm that hires them. The Library’s interest is in determining whether the contractor personnel should be granted access to Library facilities greater than the access that would be afforded to a member of the general public. The Contractor shall ensure the COR is notified of all changes to personnel performing work on this contract.

The fact that the Library may conduct background investigations on assigned Contractor personnel does not relieve the Contractor of the responsibility to provide qualified, reliable personnel of sound character and conduct.

The Contractor shall be versed with all Library regulations as posted, or as provided by the CO or COR as they pertain to providing services under this contract.

7.1. Unless otherwise specified, the Contractor shall submit to the COR at least two (2) weeks before the starting work on this contract, a badge application package for each individual that will provide services under this contract. The Contractor shall ensure that all its employees carry their badges with them during duty hours, and shall be visible at all times.

7.2. The LOC has full and complete control over granting, denying, withholding or terminating badges for contractors. All Contractor personnel engaged under this contract may be subject to background investigation.

7.3. Contractor personnel that will perform services under this contract shall complete appropriate forms specified for security clearance requirements.