11-05-2010 RFI for Food Service.docx

RFI-3143-I-11-0009

PURPOSE:

The purpose of this Request for Information (RFI) is to obtain market capability information and industry response/reaction on USDA’s proposed method for seeking innovative and unique approaches to healthy and sustainable dining at USDA Headquarters located in Washington, DC. Specifically USDA is seeking industry’s response/input to the four (4) proposed USDA Dining Service Goals as identified in Section 3 of the attached. Responses to this RFI will enhance the Government’s ability to obtain quality services.

DISCLAIMER:

This is a Request for Information (RFI) issued by the United States Department of Agriculture (USDA) located in Washington, DC. This is a RFI ONLY, and does not constitute a solicitation. In accordance with FAR 15.201(e) responses to this RFI are not offers and cannot form a binding Contractor commitment by the USDA or the United States Government to take procurement action in this matter. The Government is not responsible for any costs incurred by responders in furnishing information in response to this RFI.

1.Introduction The United States Department of Agriculture (“the Agency”) seeks a reputable dining service management company to operate a dining service program offering innovative and unique approaches to healthy dining and sustainability.

USDA’s vision is to obtain dining services that mainstream healthy food practices that offer a diversity of freshly prepared food, and has a positive societal impact.

The Agency will select a Contractor who will deliver a variety of high quality, freshly prepared, sustainably produced and procured, foods on a daily basis and that creates strong customer satisfaction.

The Agency envisions the services under this Contract to be a model for healthy eating and “sustainable” operations. Generally stated, this objective will be realized by operations that will include:

· Food and beverage items that are fresh and locally grown or otherwise made or procured in the closest possible proximity to Washington DC and that contribute to a balanced diet and contain the fewest possible additives.

· A fully-sustainable dining service program that economically supports sustainable food systems as a way of contributing to the vitality, environmental sustainability, and quality of life in the region.

· Back-of-House Operations that include a verifiable waste reduction program; verifiable recycling program, uses (to the fullest extent possible) environmentally preferable products including products that are BioPreferred, made from recycled materials that are recyclable and/or biodegradable; and uses environmentally preferable practices.

The Agency employs approximately 7,000 persons at its Headquarters. The buildings are open to the public and on average 2,000 to 3,000 visitors patronize one of the dining facilities each month. The USDA dining facilities will be undergoing modernization and extensive renovations with an estimated start date of April 2011. We expect the Contractor to partner with USDA in the commissioning and start-up of the renovated facilities. See section 7 “Renovation of Facilities.”

2. Intention The Contractor shall establish and operate the dining service facilities described herein for the purpose of dispensing food, nonalcoholic beverages, and such other items as may be authorized by the Contracting Officer (CO) in accordance with the terms and conditions of this Statement of Work (SOW). The Contractor shall operate the dining services for its own account, retaining all receipts, paying all costs and expenses at its sole risk of profit or loss without rent or commission obligation to USDA.

3. Dining Service Goals USDA intends to accomplish several goals with respect to its dining program. This RFP process is an opportunity for the Agency to enter into a partnership with an operator who is committed to helping meet those goals. There are four major performance goals for the Dining Service Contract as follows:

One: Mainstream Healthy Food Offerings and Practices

· FRESHLY PREPARED – nutritious meals, prepared from “scratch” using fresh ingredients, natural, organic, unprocessed, and locally sourced to the extent practical.

· Maximize the use of locally grown food and inform the consumer of the sources in the spirit of Know Your Farmer Know Your Food (KYF2) www.usda.gov/knowyourfarmer.

· Provide Food Nutrition Information through innovative approaches.

· Provide consumer information relayed at the point of choice in a clear and conspicuous manner that allows for immediate and comprehensive understanding of food choices in respect to calories, nutrient density, and portion size that enable people to make healthy selections and minimize less healthy choices.

· Recipes incorporate low sodium ingredients, minimize sodium additions and incorporate the use of herbs and spices.

· Menu items shall not include deep fried food.

· Recipes must use non-trans fat oil, minimize the use of tropical fats and incorporate the use of fats from sources such as nuts, seeds and avocados.

· Minimize the consumption of beverages with added sugar.

· Minimize the consumption of refined, highly processed foods and foods void of nutrients.

· Demonstrations, samplings and tastings to introduce customers to healthy eating practices.

· Dietary Preferences for religious and health related reasons are accommodated.

· Healthy food options are offered at reasonable prices, in accordance with Dietary Guidelines/Food Pyramid.

· Pricing and menu offerings promote choices of healthy food options. Whole grain bread, pasta, and rice are the standard.

Two: Offer a Diversity of Food Selections and Cafeteria Services A. Diversity of Food Selections

· FRESHLY PREPARED foods that incorporate:

· Artisanal Products

· Dietary Preferences/Restrictions

· Cultural Diversity

· Heritage/Place Based

· Seasonality

· Local/Organic/Sustainable

· Provide a menu array of plant-based (vegetarian) entrees

· Fresh grill to order, fresh salads to order

· Brick oven pizza and cookery offerings

· Food offerings consider Fair Trade/Fair Labor Practices

· Food offerings reflect the need for a variety of price ranges and portion sizes that encourage the selection of healthiest options.

B. A variety of cafeteria services such as:

· Grab and Go Options

· Healthy take home dinner meals

· Destination Eateries (Ag. Promenade, Whitten Café, Executive Dining Room)

· Coffee and Snack Kiosk (in South Building Cafeteria)

· Outside grill cookery on 2nd Wing Courtyard

Three: Incorporate Sustainability Practices to Ensure Positive Societal Impacts

· Embrace Fair Labor practices and Fair Trade practices (domestic and international)

· Reduce Greenhouse Gas Emissions through corporate and operating practices.

· To the maximum extent possible USDA designated BioPreferred and “green” products shall be used in the Dining Services. www.biopreferred.gov.

· Food Procurement Practices: throughout the life of the contract consistently increase the use of regionally produced, organic, and/or documented sustainably grown foods.

· Throughout the life of the contract continually improve on the energy efficiency of food procurement and food preparation.

Four: Engage, Educate, and Promote Healthy Eating and Sustainability Practices to Cafeteria Patrons

· Ensure dining service staff are energetic and knowledgeable and can engage the public in providing a pleasurable dining experience.

· Incorporate the use of food products (e.g., herbs, fruit and vegetables) grown on site.

· Participate, support and/or conduct cooking and food preparation demonstrations.

· Exemplify sanitation/hygiene/food safety best practices

· Engage patrons through innovative and attractive food presentation and food menu displays.

· Educate patrons about the benefits of making healthy eating choices.

· Obtain and respond to customer feedback and where appropriate modify practices.

· Partner with USDA in demonstrating/adopting emerging food and nutrition practices, standards, and initiatives.

4. Contract Administration

4.1 The Contracting Officer’s Technical Representative (COTR) is responsible for oversight of the Agency’s dining services. The Contractor, its representatives and all other personnel will conduct business with the COTR

4.2 Contractor’s Representative: A management representative of the Contractor other than the on-site general manager (e.g. District Manager) shall visit the facility at least bi-weekly, and during the first three months of the Contract he or she shall visit at least once per week. An executive level employee (e.g. Vice President) shall be available for on-site meetings upon forty eight (48) hours advance notice from the Agency.

5. Continuity of Contract: The Contractor shall recognize that services covered by this Contract are vital to the successful accomplishment of the Agency's mission. The Contractor shall maintain continuity of services, without interruption, throughout the entire term of the Contract.

6. Scope of Work The Contractor shall establish and operate in the Contractor’s name and for its own account, the dining service facilities described herein (collectively, “the Dining services”) for the purpose of dispensing food, nonalcoholic beverages, and such other items as may be authorized by the Agency in accordance with all terms and conditions specified herein.

The Contractor shall have exclusive permission to provide all dining services, including catering service (typical light morning, afternoon breaks, coffee services, working lunches, Departmental awards ceremonies). Major events formal lunches, dinners, hosted affairs (sit-down dinners) will be non-exclusive.

The Contractor shall retain any profit or absorb any loss incurred in the performance of this contract, subject to the terms of Section 21, Financial Arrangements (not included in RFI).

6.1 Place of Performance: The Contractor shall perform all work in the Agency’s dining service facilities, located in the South and Whitten Buildings and provide catering services elsewhere on the Agency’s owned or leased premises as requested.

Building

Location

Description

Seating Daily Transactions Number/Avg. check

South

29,824 sq. ft. total space full kitchen; food court; roof patio; conference area

1100/$2.25 Lunch:

1800/$5.25

full line breakfast, limited lunch menu selections and Gourmet coffee bar

Whitten

3,042 sq. ft.

eat-in cafeteria with small kitchen

160/$2.12 Lunch:

200/$3.75

2,855 sq. ft. total space Buffet-style formal dining room with small kitchen

The South Building houses the main service area. It was built in 1980 and has had no major renovation in the past 25 years. This building is undergoing a phased modernization program that will include the dining service facilities. See Section 7, Renovation of Facilities.

The Whitten Building houses senior Agency officials, including the Secretary of Agriculture.

6.2 Vending Service: The Randolph-Sheppard program operates all vending machines in Agency facilities. Vending service is excluded from this Contract.

6.3 Period of Performance: The Contract will commence on or about October 1, 2011 and shall expire on September 30, 2014. Thereafter, the Agency reserves the right to extend the Contract for rolling three year option periods on an annual basis, based on performance and accomplishment of dining service goals, not to exceed fifteen (15) years in total.

6.4 Days and Hours of Operation

The Contractor will provide services on all Agency business days, excluding federal holidays. In the event that the Agency’s offices are closed on a day other than the holidays observed in Exhibit C (not included in RFI), the COTR shall provide the Contractor with as much advance notice as possible. The Agency’s full hours of operation are listed in Exhibit C.

6.5 Modification to Service Schedule.

Any request for modifying the hours or days of service shall be submitted for approval of the Contracting Officer’s Technical Representative (COTR) prior to start of service date. The Contractor can submit a request for reduction in service during Government holiday periods in advance (14 days). If the Telecommute and/or Alternate Work Schedule (AWS) Agency programs impact sales levels on specific business days, the Contractor can submit a request for change in service on these days. The COTR will review the request and advise the Contractor if a request is approved.

6.6 Workplace Flexibility:

The Agency promotes the use of flexible work schedules, such as alternative work schedules (AWS) and telework to enable employees to have work schedules that help the employee balance work and family or personal responsibilities.

Many USDA Headquarters employees are approved to work AWS, which allows them the flexibility to work other than a traditional 8 hour a day, 5 day a week schedule (e.g. 4 day work week). In addition many USDA employees are approved to telework (1-2 days per week), which provides employees with the flexibility to perform their work from home or offsite at a telework center. Specific data is not available on the percentage of approximately 7,000 Headquarters employees that actually participate in these workplace flexibility programs. Many employees that do participate often choose either Monday or Friday as their AWS day off or telework day.

6.7 Continuity of Operations: The Contractor shall recognize that services covered by this contract are vital to the successful accomplishment of the Government’s mission. The Contractor shall maintain continuity of services, without interruption, throughout the entire term of the contract according to the terms set forth herein. Service should be provided every day that the USDA Headquarters Complex is not in CLOSED Status.

6.8 Contingencies: The Contractor will provide continuity of services (24 hours a day, seven days a week) during emergencies, such as terrorism, fire, pandemic crisis and/or strike.

7. Renovation of Facilities Currently, the South Building is undergoing a modernization that will be completed on or about April 2012. The project will include the dining facilities. A deli in the sub-basement may be included in the modernization. The Whitten Building dining facility sites and three locations on the Promenade are under consideration will be alternative venues during the modernization. Specific information about the design and configuration of the renovated cafeteria are not available at this time. The most current information about the project will be provided at the pre-proposal conference.

8. Operating Requirements The Contractor shall provide prompt, efficient, and courteous service, and avoid undue interference with the operation of buildings in which services are provided. The Contractor shall employ sufficient and suitable personnel, secure and maintain insurance, maintain records, submit reports, and observe other Contract requirements, all as more specifically set forth herein.

8.1 Suggested Menu Profile: As part of its technical response, offerors should submit a representative menu that meets the Agency’s goals, as provided in Section 3.

The Contractor will provide meals, snacks and beverages, prepared to order when practical. Offerors are encouraged to describe in their proposals new and imaginative concepts and menu offerings that will increase patronage and improve customer satisfaction in the dining centers. For example, this may include exhibition cooking, special displays and other distinctive features.

All foods should be offered for consumption in the Dining Center and for takeout.

8.2 Prices and Portions: The Contractor shall provide to the COTR a complete price/portion book for all retail services prior to the inauguration of service under this contract.

8.2.1 Future Price Adjustments: Changes must be submitted with supporting documentation in a spreadsheet format that includes:

a. Any changes to standard menu prices, portions, or items offered for sale shall be submitted to the Contracting Officer’s Technical Representative 30 days in advance and shall be submitted as replacement pages for the price/portion book initially submitted by the Contractor. Daily or weekly promotional menu items are excluded.

b. Date of proposed price adjustment.

c. A market basket survey of at least 3 similar food facilities in the local area (COTR accepted locations).

d. In situations where one or more critical food or supply items have sudden upward price fluctuations due to an “Act-of-God” or other situation considered by the Contractor to be out of its control, the COTR/CO are to be contacted with a request for a temporary surcharge or menu change. Once the subject prices have stabilized, the former approved price is to be reestablished or the item returned the menu as specified.

e. If the price change/adjustment is accepted by the COTR/CO, a meeting will take place between COTR, Contractor, and Client of the Agency for final approval. After approval, a notice to the customers is then created by the Contractor and posted in prominent locations at least 14 days prior to the on-site implementation.

8.3 Servery Menu Display: During each serving period, easy-to-read menus with item, price, and nutritional value shall be listed and prominently displayed for the information of patrons at the dining service locations. Menus shall be posted at or near the café entrances and near the service points. All customer signage, menus, etc. must be printed (no hand written signs are allowed)

8.4 Personnel: All Contractor personnel, including temporary employees, will be suitably dressed in clean uniforms that are approved by the Agency. Servers should be knowledgeable of the foods they are serving, and all Contractor personnel should be courteous, helpful and speak and understand English.

8.5 Catering Service: Typical light morning, afternoon breaks, coffee services, working lunches, Departmental awards ceremonies are exclusive to the contractor. Major events formal lunches, dinners hosted affairs (sit-down dinners) are non-exclusive. Services required include: delivery, set-up and pick-up in a timely manner. Waiters will be provided as needed. Sample of menu: (should also reflect healthy, locally grown and nutritious items)

· Crudités/Dip

· International Fruit & Cheese

· Hummus & Pita Bread

· Bruschetta & Sliced Baguettes

· Fruit Kabobs w/Yogurt Dipping Sauce

· Spinach Dip w/French Bread

· Assorted Finger Sandwiches

· Tijuana turkey Chipotle Club, Tomato Mozzarella Caprese, Roasted

· Garlic Chicken Caesar, Roast Beef and Cheddar

· Assorted Cookies (mini or large size)

· Assorted Dessert Bars

· Spanikopita

· Pot Stickers w/Dipping sauce

· Mini Quiche

· Beef or Chicken Brochette

· Chilled Shrimp w/Lemons and Cocktail Sauce

· Mini Crab Cakes

· Mini Cheese or Chicken Quesadillas

· Desserts 8.5.1: Representation Events: Services are required for high-level officials and foreign dignitaries, including coffee services, receptions, special menu services, luncheons and small or large group services.

8.5.2: Light Catering Services: Continental breakfasts, cold or hot luncheons and refreshment breaks are required on a frequent basis.

8.5.3: Major Catered Events: Departmental Awards Ceremonies, Secretary’s annual events and Holiday events will be catered by the contractor.

8.5.4 Catering Guide: The Contractor will prepare and distribute a Catering Services Guide, subject to the Agency’s prior approval, that describes the meals, other services offered, prices per person or per service and ordering system. For sample of current catering menus please see 8.5.

8.5.6 Servers: Servers utilized in catering services shall be competent, professional, well-trained, courteous, discrete, appropriately uniformed, and be fluent in English.

8..5.7 Setup and Cleanup: The Contractor shall be responsible for the set-up of the services it caters, including but not limited to, the preparation of food and beverages, delivery of items and set-up. The Contractor also shall be responsible for the clean-up of any catering services.

9. Purchasing Standards

9.1 Food Purchasing Specifications: The Contractor shall adhere to the GSA Standards following minimum quality standards for all foods purchased. All food shall be purchased with a high degree of emphasis on locally sourced.

• Meat Beef U.S. Department of Agriculture (USDA) Choice Pork USDA Number 1 Veal USDA Select and Choice Lamb USDA Choice Poultry USDA Grade “A” for all graded fresh or frozen poultry and poultry products as a minimum specification

• Seafood Sustainable seafood choices available in Mid-Atlantic region of the U.S. Choices are abundant, well managed and fished or farmed in environmentally friendly ways. Sources are verified by third party certification.

• Dairy Eggs Fresh USDA or State Grade “A” Butter USDA Grade “A” (92) Score Cheese USDA Grade “A” for all graded cheeses Milk and milk products USDA Grade “A” Fresh Soy products FDA guidelines

• Produce USDA Grade “A”

• Dry Stores Grade “A” Fancy

• Canned goods Grade “A” Fancy Products containing high fructose corn syrup, modified corn starch, and other similar additives, as well as products including preservatives, are highly discouraged from wholesale ingredients to be incorporated in menu items that will be prepared onsite.

These are minimum specifications for sanitation and quality. Offerors may propose additional and higher standards that meet the Government’s goals of providing an environmental sustainable, healthy cafeteria for its employees.

9.2 Food Code: The most recently published Food Code, U.S. Public Health Service publication and all local codes and regulations relating to food service sanitation and procedures shall be adhered to by the Contractor.