RFP Cafeteria Services DOS with Attachments 2022 12 5 (6).pdf

THIS PROCUREMENT IS OPEN TO ALL BUSINESSES

In accordance with GSA’s Affirmative Procurement Program and the Statutes, Regulations, and Executive

Orders of the United States, the Contractor is to use green products and supplies in the accomplishment of this contract.

SOLICITATION NO: 47PM0923R0007

PROJECT: CAFETERIA SERVICES

LOCATIONS: U.S. Department of State, Main (Agency)

Harry S. Truman Building (HST)

2201 C Street, NW Washington DC 20520 and

Columbia Plaza (Agency)

2401 E Street, NW Washington DC 20037

SOLICITATION ISSUE DATE: Tuesday, December 6, 2022

OFFER DUE: General Services Administration (GSA)

National Capital Region (NCR)

Public Building Service (PBS)

1800 F Street, NW

Washington, DC 20407

DATE AND TIME DUE: Friday, January 6, 2023

DELIVER TO: Via Email Attn: Theodore Bonwit, theodore.bonwit@gsa.gov

General Services Administration (GSA)

National Capital Region (NCR)

Public Buildings Service (PBS)

Office of Acquisition (OOA)

Regional Acquisition Support Team

1800 F Street NW

Washington, DC 20407

Patricia Davis

Email: patricia.davis@gsa.gov

NOTE: ANY QUESTIONS REGARDING THIS SOLICITATION MAY BE DIRECTED TO:

Contracting Specialist: Theodore Bonwit E-mail: theodore.bonwit@gsa.gov

General Services Administration

National Capital Region

Public Buildings Service

Washington, DC

SPECIFICATIONS AND BID FORMS

Department of State - Main & Columbia Plaza Cafeteria Services Page 2

TABLE OF CONTENTS

PAGE

NUMBER

TABLE OF CONTENTS

SPECIAL NOTICE TO OFFERORS

Special Notices to Offerors

Pre-Bid Conference at the Cafeteria Facility

DESCRIPTION/SPECIFICATION

1. Statement of Work

A. Description of Services

B. Scope of Work

C. Term of Contract

2. Description of Facilities

A. Area and Location in the Building

B. Historical Sales Data

C. Randolph/Sheppard Facilities

3. Effective Date

4. Hours of Service

A. Service Schedule

B. Modification to Service Schedule

5. Contractor Responsibility

A. Service

B. Menus

C. Menu Calorie Labeling Rules

D. Food Service Guidelines for Federal Facilities introduction

E. Procedures for Future Price Adjustments/ Changes

F. Equipment and Utensils Furnished by the Contractor

G. Sanitation and Quality

H. Personnel and Supervision

I. Recycling

J. Preventative Maintenance

K. Repairs

L. Equipment Replacement

M. Cleaning and Janitorial Services

N. Security Areas

O. Hazardous Conditions

P. Liability

Q. Occupant Emergency Program

R. Reporting Requirements

S. Operating Expenses

T. Energy Conservation Guidelines

U. Telephone and Computer Systems

V. Building Space

Department of State - Main & Columbia Plaza Cafeteria Services Page 3

6. Continuity of Operations

7. Contracts and Subcontracts

8. Responsibilities/Furnished by the Government

A. General

B. Property

1. Government Furnished Space

2. Vending Stands

3. Facilities

4. Parking

5. Windows

6. Trash Removal

7. Rodent/Pest Control

8. Government - Owned Equipment

9. Rights and Authority of the Government

A. Approval

B. Public Space

C. Restrictions

D. Records

E. Cash Register Readings

F. Modification of Contract

G. Discrepancy in the Specifications

10. Protection and Damage

INSPECTION AND ACCEPTANCE

1. Contractor Responsibility

2. Quality Standards

3. Contractor Representative

4. Role of Government Personnel and Responsibility for Contract Administration

A. Contracting Officer (CO)

B. Contracting Officer’s Representative (COR)

C. Representatives of the Government

5. Inspections

6. Reviews

DELIVERABLES

1. Milestone Chart for Contractor’s Deliverables

2. Government Deliverables Due the Contractor

CONTRACT ADMINISTRATION DATA .......................................................................................... …… 40

1. Administrative Expenses and Loss

2. Payment in Lieu of Rental

3. Purpose of Payment in Lieu of Rent and Payment Schedule

4. Failure to Perform

5. Proprietary Marks

6. Business Licenses, Taxes & Assessments

7. Payment of Postage and Fees

8. Markings

9. Termination of Contract by Contractor

Department of State - Main & Columbia Plaza Cafeteria Services Page 4

10. Wage Determination

SPECIAL CONTRACT REQUIREMENTS

1. Personnel

A. Qualifications of Employees

2. Security Requirements

3. Standards of Conduct

CONTRACT CLAUSES

52.222-42 Statement of Equivalent Rates for Federal Hires Comparable Hires

Commercial Items Contract Clauses Index

52.252-2 Clauses Incorporated by Reference

52.212-4 Contract Terms and Conditions - Commercials Items

52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders - Commercial Items

552.212-72 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to GSA

Acquisition of Commercial Items

52.204-7 Central Contractor Registration

52.204-8 Annual Representations and Certifications

52.204-9 Personal Identity Verification of Contractor Personnel

552.212-71 Contract Terms and Conditions Applicable to GSA Acquisition of Commercial Items

52.223-4 Recovered Material Certification

52.223-10 Waste Reduction Program

52.223-15 Energy Efficiency in Energy-Consuming Products

52.223-16 IEEE 1680 Standard for the Environmental Assessment of Personal Computer Products

52.223-17 Affirmative Procurement of EPA-designated Items in Service and Construction Contracts

52.223-1 Biobased Product Certification

52.223-2 Affirmative Procurement of Biobased Products Under Service and Construction Contracts

Addendum to FAR 52.212-4, FAR 52.212-5 and 552.212-71

INSTRUCTIONS, CONDITIONS AND NOTICES TO

OFFERORS

1. Insurance Requirements

A. Worker’s Compensation and Employer’s Liability

B. General Liability Insurance

2. Instructions to Offerors

A. 52.212.1 Instructions to Offerors – Commercial Items

B. Instructions on Submitting Proposals

C. Contents of the Proposal

D. Period for Acceptance of Offerors

E. Product Samples

F. Late Submissions, Modifications, Revisions, and Withdrawals of Offerors

G. Contract Award

H. Multiple Awards

FAR 52.212-2 Evaluation--Commercial Items

FAR 52.212-3 Offeror Representations and Certifications - Commercial Items

FAR 52.233-2 Service of Protest

552.233-70 - Protests Filed Directly With the General Services Administration

Department of State - Main & Columbia Plaza Cafeteria Services Page 5

ATTACHMENTS

1. Listing of Attachments

Attachment 1 - Wage Determination

Attachment 2 - Standard Form LLL – Certification Regarding Lobbying

Attachment 3 - Standard Form 527 - Contractor's Qualification & Financial Information

Attachment 4 - Sales Generation Model

Attachment 5 - Staffing and Labor Cost Model

Attachment 6 - Monthly Profit/Loss Statement Pro-Forma Operating Statement

Attachment 7 - Food Service Guidelines for Federal Facilities

Attachment 8 - Presidential Memorandum entitled, “Creating a Preference for Meat and Poultry Produced According to

Responsible Antibiotic-Use Policies” (CRAU).

Attachment 8A - Certified Responsible Antibiotic-Use Extension Template; dated 9/10/2015

Attachment 8B - Certified Responsible Antibiotic-Use Waiver Template; dated 9/9/2015

Attachment 8C - Quarterly Certified Responsible Antibiotic-Use Report Template, Dated 9/10/2015

Attachment 8D - USDA Process Verified Program – GVD 1001 dated 4/16/ 2004

Department of State - Main & Columbia Plaza Cafeteria Services Page 6

Special Notice to Offerors

A. The successful Contractor shall be fully responsible for providing and accomplishing the required services as outlined in this solicitation. The Contractor is responsible for the operation of the food service facilities at the:

U.S. Department of State, Main (DOS-M)

Harry S. Truman (HST) Building

2201 C Street, N.W. Washington D.C. 20520 and

U.S. Department of State, Columbia Plaza (DOS-CP)

2401 E Street, N.W. Washington D.C. 20037

B. The Offeror must submit an offer/bid for each evaluation factor to be considered for award.

C. To be considered for award, the offeror must acknowledge receipt of each amendment issued (if any) under this solicitation by submitting three (3) signed and dated copies of the Standard Form 30 (Amendment of

Solicitation/Modification of Contract) issued for each amendment.

D. Facsimile (FAX) bids are unacceptable in response to this solicitation.

E. Deficiencies and Unacceptable Proposals Offerors are cautioned that an offer may be rejected as non-responsive if it is deficient and thereby unacceptable because it does not answer the evaluation factors completely or meet GSA requirements.

F. Interruptions in Government Should inclement weather, interruption in Government operations or other unanticipated events occur that interrupt normal Government processes or require the closing of the

Government on the bid due date, the bid will be due at the same time of the next Government workday unless notice is given to the contrary by the contracting office.

G. Executive Order 12989 Economy and efficiency in Government procurement through compliance with certain immigration and naturalization act provisions, is in effect and must be complied with under any contract(s) resulting from this invitation for bids. In accordance with Executive Order 12989, Contractors are responsible for compliance with immigration laws and are hereby notified that all suspected infractions shall be reported to the Immigration and Naturalization Service.

H. Contract Award The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial offer should contain the offeror's best terms.

Department of State - Main & Columbia Plaza Cafeteria Services Page 7

PRE-BID CONFERENCE at the CAFETERIA FACILITY

The purpose of the Pre-Bid Conference is to provide a briefing on the contracting concept, the scope of work, and the specifications, so that offerors can ascertain the complexities of the services to be performed. Offerors will also be briefed on the vision of GSA to have a cafeteria that is consistent with Federal work/life programs, including employee wellness, the use of meat and poultry produced according to responsible Antibiotic-use policies, customer satisfaction and environmental sustainability.

Questions must be submitted in writing after the Pre-Bid Conference via email to the Contracting Officer and an addendum to the Request for Proposals will be submitted with responses. Dates for submitting questions will be established at the Pre-Bid Conference.

MEMORANDUM TO: All Prospective Offerors

SUBJECT: Request for Proposals (RFP) 47PM0923R0007

Cafeteria Services

The General Services Administration invites you to attend a Pre-Bid Conference which will be held at the time and place listed below:

LOCATION: U.S. Department of State, Main

Harry S. Truman (HST) Building

2201 C Street, N.W. Room B-258 Washington D.C. 20520

After the pre-bid meeting at Main State, the meeting will proceed to Columbia Plaza at

2301 E Street, NW Washington DC for a tour.

The Pre-bid Conference will adjourn from the Columbia Park Location.

DATE: Thursday, December 15, 2022

Pre-Bid Conference at 10:00am

Prospective Offerors are allowed to sketch and take pictures of the main cafeteria facility area only during the pre-bid walk-thru. Photos and sketches will NOT include any security related features or equipment, i.e., cameras or doors. A Diplomatic Security Officer (DSO) will be present at the pre-walkthroughs to maintain security integrity.

After which, the meeting will proceed to Columbia Plaza located at 2301 E Street, N.W. Washington D.C. for a tour of

Subway.

It is advantageous for each offeror to have qualified representation at the Pre-Bid Conference to understand the total result desired by the Agency and GSA. The cafeteria space will be accepted in “As-Is” condition to keep the cost down for the Government. Prospective Offerors are encouraged to propose minor changes that will be considered based on recommendations and their vision of the space layout and design to maximize customer enjoyment and engagement in the proposed food service program. However, these changes are not to involve any Government funding for the proposed changes/renovations.

Contractors are requested to notify the individual listed below by letter or e-mail (e-mail is preferred) of the names of person(s) who will attend the Conference. Notification should be made at least two working days before the scheduled meeting to:

Department of State - Main & Columbia Plaza Cafeteria Services Page 8

Point of Contact:

Cheryl D. Williams

Email: cheryl.d.williams@gsa.gov

Mobile: 202.525.8655

All offerors attending the Pre-Bid Conference must submit their full name and company via email to the Point of

Contact above for security clearance into the building 3 business days in advance for clearance. Entry will not be granted to persons who do not have a valid driver’s license or Government issued identification with their picture.

Persons will also have a 100% security screening (bags thru x-ray and walk through magnetometer) before entrance is granted.

For access into the State Department, Offerors will need to provide, First and Last name, Phone number, Organization/Company and have a valid government issued ID. Please submit this information by December 9, 2022, to cheryl.d.williams@gsa.gov. Parking is NOT available, please plan accordingly.

All questions are to be submitted in writing via e-mail to theodore.bonwit@gsa.gov after the pre-bid meeting and must be submitted by December 29, 2022. Any questions submitted after this date will not receive a response.

Description/Specification

1. Statement of Work:

A. Description of Services The Contractor shall establish and operate the food service facilities described herein for the purpose of dispensing food, and nonalcoholic beverages, supporting catering events as requested and such other items as may be authorized by the Contracting Officer (CO) in accordance with the terms and conditions of this contract. Alcoholic beverages (beer & wine) maybe be served in the Martin Van

Buren Dining Room by the caterers.

B. Scope of Work The Contractor shall establish and operate in the Contractor's name; the food service facilities for the purpose of dispensing food, alcoholic and nonalcoholic beverages and such other items as may be authorized by the Contracting Officer's Representative (COR), in accordance with all terms and conditions specified herein.

The Contractor is responsible to ensure full execution of the terms of the contract between GSA and the

Contractor. The following documents constitute the full contractual agreement between GSA and the

Contractor:

1. Contractor’s response to RFP (proposal) that is accepted by GSA and upon which the contract was awarded to the contractor,

2. The RFP used by GSA during the bid process that outlines the work statement and GSA expectations related to the award of the contract; and,

3. Any amendments and documents issued by the CO to the contractor.

mailto:cheryl.d.williams@gsa.gov

Department of State - Main & Columbia Plaza Cafeteria Services Page 9

The foodservice facility will be operated for the benefit of approximately 7000 employees in the building located at:

U.S. Department of State, Main

Harry S. Truman (HST) Building

2201 C Street, N.W., Washington D.C. 20520

The foodservice facility will be operated for the benefit of approximately 1500 employees in the building located at:

U.S. Department of State, Columbia Plaza

2401 E Street, N.W., Washington D.C. 20037

The population numbers noted above are Pre COVID.

The DOS-M and DOS-CP utilizes Telework (TW) and/or Alternate Work Schedules (AWS). AWS provides employees one day or more off (typically a Monday or Friday) one day every week or every other week depending on their work schedule. Telework supports employees who work from home on select days of the week.

Department of State Main Cafeteria estimated occupancy on Tuesday through Thursday is between 2000 to

2200 and Monday and Friday occupancy is between 1200 to 1500.

Department of State Columbia Plaza Cafe estimated occupancy on Tuesday through Thursday is between 1000 to 1100, and on Monday and Friday occupancy is between 450 to 600.

The Contractor shall propose their alternate operating hours and identify the venues to remain open for service on law occupancy days such as Monday and Friday.

In addition, the Main cafeteria has an average of approximately 400 to 600 visitors during the day that attend short seminars, on-site meetings, and other functions. These visitors have access to the cafeteria but may not necessary “overlap” the breakfast or lunch period.

Seasonal Farmer’s markets, food trucks, restaurants, amenities, and other competition in the area should be studied and evaluated by the prospective contractor. The contractor’s proposed program should include a foodservice program to mitigate outside competition and maximize operational success of the contractor’s proposed food service program.

The DOS-M/CP and GSA shall not be held responsible for any variation or annotations regarding building and/or visitor population figures or any other assumptions noted herein.

C. Term of Contract The contract shall be for a period of 5 years effective with the beginning date specified in the Notice to Proceed, subject, to the rights of termination set forth in the termination clauses. At the option of the Contracting Officer, and in concurrence with the Contractor, the contract may be extended thereafter for a term or terms of one to five years, provided that the Contracting Officer shall give written notice to the

Contractor at least 180 days before the contract, or any extensions thereof, would otherwise expire. In no event shall the contract period, as extended, exceed a period of 15 years from the beginning date of the original contract.

Department of State - Main & Columbia Plaza Cafeteria Services Page 10

2. Description of Facilities:

A. Area and Location(s) in the Building:

1. Main Cafeteria

The Main cafeteria, at the South Servery includes two National Brand facilities i.e., Dunkin Donuts and

Subway. It is encouraged that the successful Contractor retain or propose a National Brand offering. At the

North Serving area which is designed as a boutique style shop featuring à la Carte specialties, Ethnic and

American favorite food options, a large selection of self-serve hot and cold entrees, along with a large variety of cold beverages and locally introduced or branded assorted hot beverages.

Main Cafeteria seating capacity indoor 610.

2. Circle Cafe

The Circle Café is located one level below the main Cafeteria. This space is ready for an innovative specialty program with a seating capacity of 50 ready to capitalize on filling the customer need for a pick me up snack between breakfast, and lunch periods and should be primed for a last amazing snack or beverage before the customer heads home. The circle café is in the area designated as Foggy Bottom which includes other retail establishments such as, Credit Union, Post Office, Randolph Sheppard facility, Employee Stores, etc.

3. Martin Van Buren Dining Room

The Martin Van Buren Dining Room is located on the 8th floor. A dining room featuring history and elegance. This facility is open for lunch service and catering events as needed, It is incumbent upon the contractor to determine the most effective and innovative service plan to maximize guests’ participation and define a special destination for the visitors and customer of the State Department.

On location there is approximately 600 square feet support kitchen for Lunch and any catering events. This kitchen operates as a satellite facility to the Main Cafeteria kitchen and supports the dining services for the

640 seats Martin Van Buren Dining Room. The facility also has two private dining rooms, the Webster and

Buchanan Rooms that can be used as overflow or be reserved for working lunches or private events, Webster setting capacity is 10 and Buchanan seating capacity is 20. This facility is open to all employees and historically closes in the month of August. Reservations are strongly encouraged, but not required.

4. Columbia Plaza

This space is currently operated as a Subway and occupies approximately 5,000 square feet and a seating capacity of 40. The contractor is encouraged to propose a National Brand capable of providing a robust breakfast and lunch service.

B. Historical Sales Data

Department of State - Main & Columbia Plaza Cafeteria Services Page 11

Year State Main-

Cafeteria Dining Room Subway Dunkin Donuts

Columbia

Plaza

2022 (YTD–

Sept) $729,246 $ - $296,095 $293,885 $ -

2021 $173,702 $ - $411,787 $268,034 $ -

2020 $842,941 $19,994 $321,571 $217,629 $62,019

2019 $4,220,731 $173,211 $439,814 $465,937 $195,663

2018 $4,478,626 $114,726 $411,057 $425,905 $199,180

2017 $4,508,632 $114,048 $380,967 $412,555 $294,370

C. Randolph-Sheppard Facilities

A Snack Bar located on the main floor and a vending facility located on the lower level along with vending machines on various floors. Additional Randolph-Sheppard facilities maybe planned based on Agency needs.

3. Effective Date:

Contractor is expected to commence operations at all noted venues herein effective April 1, 2023.

4. Hours of Service:

A. Service Schedule

Cafeteria services will be provided 5 days per week, Monday through Friday (except for holidays observed by the

Federal Government), as follows:

HST Main State

Main Cafeteria – North Servery area

Period Opening Closing

Breakfast 7:00 AM 10:00 AM

AM Break 10:00 AM 11:00

Lunch 11:00 AM 2:00 PM

PM Break At the discretion of the

Contractor At the discretion of the

Contractor

Circle Cafe

Period Opening Closing

Breakfast 7:00 AM 9:30 AM

AM Break 9:30 AM 11:00

Lunch 11:00 AM 2:00 PM

PM Break 2:00 PM 4:00 PM

Proposed National Brands – South Servery area

Period Opening Closing

Department of State - Main & Columbia Plaza Cafeteria Services Page 12

Breakfast 6:00 AM 10:00 AM

AM Break 10:00 AM 11:00

Lunch 11:00 AM 2:00 PM

PM Break 2:00 PM 5:00 PM

Martin Van Buren Dining Room

Period Opening Closing

Lunch 11:00 AM 2:00 PM

Columbia Plaza

Subway

Period Opening Closing

Breakfast 7:00 AM 9:30 AM

AM Break 9:30 AM 11:00 AM

Lunch 11:00 AM 2:00 PM

The above hours are minimum hours to which the Contractor must adhere; if the Contractor wants to extend the service schedule to increase its financial viability, the hours can be extended in accordance with Section B.

Modification to Service Schedule below.

B. Modification to Service Schedule

Any request for modifying the hours or days of service shall be submitted for approval to the Contracting

Officer’s Representative (COR) prior to start of requested service date. The Contractor shall submit a request for reduction in service during Government holiday periods 14 days in advance.

5. Contractor Responsibilities:

1. The Contractor shall provide prompt, efficient, and courteous service, and avoid undue interference with the operation of building in which services are provided. The Contractor shall employ sufficient and suitable personnel to support this contract, secure and maintain insurance, maintain records, submit reports as needed by GSA and Agency, and observe other contract requirements, all as more specifically set forth herein.

2. The Contractor shall pay all fees, expenses, or other financial obligations or charges from incident resulting to or from operations under the contract as more specifically set forth herein.

3. Contractor shall meet monthly or as needed with the COR or COR representative(s) and designated tenant

Agency representatives to discuss mutual objectives, including but not limited to service levels, wellness, sustainability menus promotions, customer communications, marketing programs and financial obligations etc. Contractor will be responsible for compliance with Section 508 (29 USC 794(d)) for any submissions for mass emails or websites.

A. Service

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Patrons shall be encouraged to remove trays, containers, and utensils from tables to the trash/recycle stations that will be strategically located in the dining area. The Contractor will provide busing service during service hours to monitor the dining room, remove any remaining soiled trays, containers and utensils, service area cleaning front end area and assure that tables, chairs, and floors are kept clean throughout the breakfast and lunch service periods. Contractor is responsible for cleaning and maintaining kitchen area, emptying trash (designated area), from dining room collection points during and after service.

B. Menus

It shall be the responsibility of the Contractor to provide a variety of quality prepared foods that are a model for wellness and sustainability, offer meat and poultry products that are in line with the responsible use of antibiotic polices in accordance with the Presidential Memorandum (Attachment 8 -

Presidential Memorandum website link) , monitor and implement industry trends, industry standard practices and the industry’s latest innovative concepts.

The Contractor shall offer food that provides wide variety to customers, including vegetarian, vegan, organic, healthy, and light eater. Menus must also include items for people with dietary restrictions and offer “low fat”, "low sodium", "low calorie" and "reduced sugar" menu items as defined in Attachment #7

“Food Service Guidelines for Federal Facilities” website link. and all subsequent revisions of U.S. Dietary

Guidelines for Americans (www.health.gov/dietaryguidelines), All menu items which meet any health claim eligibility must be clearly labeled for customers Familiarity.

Considering the emphasis placed on the wellness program in this solicitation, and to ensure optimum visibility of the healthy menu offerings, the Contractor should take into consideration the positive effects of priority placement of the products in the cafeteria and on the serving lines. Examples of product placement may include placement of healthy menu offerings as the first thing the customer encounters at each serving line, or at the cash register or at key places on serving lines that are closest to eye level.

For Contractor standard menu items only: The Contractor shall comply with the nutritional information requirements of the 2020 and all subsequent revisions of U.S. Dietary Guidelines for Americans

(www.health.gov/dietaryguidelines) including the following:

1. Prior to the start date of service, for standard menu items served at each point of sale, the

Contractor shall provide to the COR a complete price/portion book for the account (e.g., hamburger, list patty size and selling price; Ham sandwich list ounces of meat, toppings included and selling price).

2. During each serving period, easy-to-read menus with prices listed and nutrition data shall be prominently displayed for the information of patrons at the cafeteria. Identify menu items that offer meat and poultry products that are in line with the responsible use of antibiotics. Menus shall be posted at or near the cafeteria entrances and at the service points. All customer signage, menus, etc.

must be printed (no hand-written signs are allowed).

3. Contractor is responsible for updating the electronic boards provided. Contractor sponsored webpages with menu and survey related information is encouraged. It is incumbent upon the contractor to be creative in the development of the menu profile in the facility and utilize all the

Department of State - Main & Columbia Plaza Cafeteria Services Page 14 service points within the serving area keeping in mind the latest market trends and nourishing customer desires.

C. Menu Calorie Labeling Rules

The U.S. Food and Drug Administration established two rules requiring that calorie information be listed on menus and menu boards in retail food establishments to provide consumers with more nutritional information about the foods they consume outside of the home. The rules are required by the 2010

Patient Protection and Affordable Care Act.

1. Food establishments are required to display calorie information clearly and specifically for standard items on menus and menu boards, next to the name or price of the item. Seasonal menu items offered for sale as temporary menu items, daily specials, promotional food presentations, chef’s table promotions etc., and condiments for general use typically available on a counter or table are all exempt from the labeling requirements.

2. The menu labeling rule also requires covered establishments to provide, upon consumer request and as noted on menus and menu boards, written nutritional information about total calories, total fat, calories from fat, saturated fat, trans fat, cholesterol, sodium, total carbohydrates, fiber, sugars, and protein.

3. To help consumers understand the significance of the calorie information in the context of a total daily diet, under the rule, menus and menu boards will include the statement:

“2,000 calories a day is used for general nutrition advice, but calorie needs vary.”

4. To obtain additional information the full rules are available in the Federal Register:

https://www.federalregister.gov/articles/2014/12/01/2014-27833/food-labeling-nutrition-labeling-of-standard-menu-items-in-restaurants-and-similar-retail-food

D. Food Service Guidelines for Federal Facilities – See Attachment 7

Introduction

The U.S. Department of Health and Human Services (HHS) and the U.S. General Services Administration

(GSA) collaboratively released the first food service guidelines for federal facilities in March 2011 to assist employees in making healthier food and beverage choices and to create an efficient and environmentally beneficial food service system. Those guidelines, Health and Sustainability Guidelines for Federal

Concessions and Vending Operations, (referred to here as the 2011 HHS / GSA Guidelines) have been updated and renamed, Food Service Guidelines for Federal Facilities.

The United States government encourages the availability, promotion, and consumption of healthier foods and beverages to support optimal health and prevent nutrition related chronic diseases, several of which are among the leading causes of death.

The 2015–2020 Dietary Guidelines serves as the basis for the Food and Nutrition standards included in the

Food Service Guidelines for Federal Facilities.

Department of State - Main & Columbia Plaza Cafeteria Services Page 15

E. Procedures for Future Price Adjustments/Changes

Future price adjustments/changes must be submitted to the CO/COR 30 days in advance with supporting documentation for approval in a spreadsheet format that includes:

1. Any changes to the standard menu prices, or portion. Promotional menu items are excluded.

2. Date of proposed price adjustment.

3. A market basket survey of at least 3 similar food facilities in the local area.

4. 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

CO/COR are to be contacted with a request for a temporary surcharge or menu change. Once the subject item cost has stabilized, the former approved price is to be reestablished or the item returned the menu as specified.

If the price change/adjustment is accepted by the CO/COR, a notice to the customers is then created by the Contractor and posted in prominent locations at least 14 working days prior to the on-site implementation. Every effort will be made by the COR to reach consensus on the final price adjustment within 45 days.

It should be noted that the Agency and GSA’s expectation for pricing menu items be less than regional pricing of similar commercial facilities by a minimum of 10% due to the Government providing a fully furnished facility and no cost utilities.

F. Equipment and Utensils Furnished by the Contractor

All essential equipment and utensils (sample list below) shall be provided by the Contractor who shall replace such equipment and utensils when necessary. Equipment and utensils provided by the Contractor shall be of a quality in keeping with that provided by the Government.

Sample items expected to be provided by Contractor:

Can Openers

Storage Containers

Condiment Dispensers

Napkin Dispensers

Office Furniture

Steam table pans

Utensils and kitchenware

Merchandising Equipment

Safe

Machines - office

Scales, food preparation

Menu boards and all related station signage

Electronic menu boards and electronic customer communication systems

Sharpeners

China (as required)

Department of State - Main & Columbia Plaza Cafeteria Services Page 16

Glassware (as required)

Silverware (as required)

Trash receptacles

Trays

Telephone

POS System including credit card/debit card system

Necessary communication lines for POS, telephone, and computer

Computer system and necessary software

Station signage when contractor is utilizing proprietary or National/Regional brands

All other kitchen smallwares/equipment to meet contract requirements

1. Equipment deemed necessary by the Contractor for the execution of proposed food programs and/or concepts shall be provided and installed by the Contractor at no cost to the Government. Contractor provided equipment shall be subject to CO approval.

2. The Contractor shall provide “Green” disposable products including products that are petroleum-free, contain post-consumer recycled content and processed chlorine free. All disposable products must be

“compostable” and compatible with the recycling/compost system that will be or is in use within the building. The use of disposable products (including plates, cups, bowls etc.) constructed of Polystyrene

Foam is prohibited.

3. The Contractor shall provide complete Point of Sale (POS) system to include the acceptance of patron’s use of credit and debit cards in an expeditious manner at cafeteria. A pre-paid debit card system and a self-checkout system are highly encouraged. Electronic Pre-ordering and paying for selected menu items via web or e-mail is encouraged to speed customer processing.

4. Trash receptacles shall be of hard non-toxic plastic material. Single service compostable liners shall be used in conjunction with these receptacles. All trash containers will be provided with self-closing tops.

5. Contractor should maintain a physical inventory of all Contractor owned equipment on site. All

Contractor owned equipment shall remain the property of the Contractor throughout the contract term and be repaired or replaced in a timely manner at no cost to the Government.

6. All items provided by the Contractor shall be of good quality, suitable for the purpose of its intended use, and consistent with the quality of the various items provided by the Government and meeting current business and industry standards.

7. If recycling is essential to the Agency, the Contractor shall provide informational display or electronic boards at recycling/trash stations that will identify material and instruct customers to sort recyclable and/or compostable material from general waste material, to support the recycling program initiated by the Agency.

G. Sanitation and Quality

The Contractor shall serve quality food under clean and sanitary conditions in accordance with the provisions and recommendations contained in the most recently published Food Code, U.S. Public Health

Service publication. All foods served shall be wholesome and free from spoilage, free from adulteration and

Department of State - Main & Columbia Plaza Cafeteria Services Page 17 misbranding, and safe for human consumption. Uncooked items, such as fresh fruits, shall be clean and free from blemishes. All foods shall, when served, be attractive and correct in temperature and consistency.

To the degree possible, the Contractor will purchase food that is produced locally and regionally of certified organic products that can be offered at market comparable prices (financially sustainable) that should be available on the menu

The minimum specifications the Contractor will use as a guide when purchasing food products are:

• 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

Frozen Fish Monterey Bay Aquarium’s Seafood Watch guidelines

Fresh Fish Monterey Bay Aquarium’s Seafood Watch guidelines

• 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.

Products purchased must meet the sodium level recommended in the 2010, and all subsequent revisions, U.S. Dietary Guidelines for Americans. If such products are not available in the marketplace, alternative products should be used and may include fresh prepared products.

Freshly prepared menu items (soups, entrees, side dishes, salads etc.) are highly desirable.

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

1. The most recently published Food Code, U.S. Public Health Service publication

(https://www.fda.gov/food/retail-food-protection/fda-food-code and https://www.fda.gov/food/fda-food-code/food-code-2017 ) and all local codes and regulations relating to food service sanitation and procedures shall be adhered to by the Contractor.

https://www.fda.gov/food/retail-food-protection/fda-food-code https://www.fda.gov/food/fda-food-code/food-code-2017 https://www.fda.gov/food/fda-food-code/food-code-2017

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2. The Contractor is to develop a Hazard Analysis and Critical Control Point (HACCP) plan as required by

Health Department. A copy is to be available on site for COR review.

3. Safety Data Sheets (SDS) shall be onsite prior to the start date of the contract and remain updated on site.

4. This contract requires that a certified food handler (as required by Health Department) to be on the premises during all operating hours.

5. Any suspected outbreak of illness, whether involving employees or visitors, is to be reported immediately to the Agency and COR and investigate to determine the source of the outbreak. (A suspected outbreak of human illness results when two or more persons have common symptoms that could be associated with contaminated water or food sources or other adverse environmental conditions).

H. Personnel and Supervision

The Contractor shall employ sufficient professional personnel to maintain sanitary conditions and satisfactory service which will ensure prompt and efficient service. All employees must be, reliable, neat, and courteous. All employees assigned by the Contractor to perform work under this cafeteria contract must be physically able to do their assigned work and shall be free from communicable diseases:

1. The Contractor must provide monthly training to employees to ensure competent performance in all areas associated with these contracted services.

2. The Contractor is required to provide a professional, full-time, qualified food service Manager at the facility. The manager will be subject to the approval of GSA. The Contractor's manager will be delegated the authority, to effectively manage the day-to-day operation of the cafeteria relative to supervision of personnel, training, execution of the Contractor’s RFP response, menu planning, purchasing, cost control, sanitation, and customer satisfaction, etc., The manager must be onsite when the cafeteria is open for the entirety of this contract.

In the event the Contractor's manager is deemed incompetent in the execution of his/her duties and ability to perform in an acceptable manner, upon request of the COR, the contractor is required to replace the facility manager within 30 days’ notice.

It is also highly recommended that a representative of the Contractor leadership, such as a District

Manager, Regional Director, Regional Vice president and/or President shall visit the facility periodically and adjust or respond to significant matters or issues requiring Contractors’ leadership attention upon

48 hours’ notice from the GSA.

To facilitate customer feedback, the Contractor will establish an online or e-mail customer feedback program with comments being sent directly to the on-site manager, the GSA COR, and the Agency representative. The establishment of this program will be coordinated with the Agency. The on-site manager will monitor daily the customer comments and/or complaints received via such program and respond appropriately. It is highly recommended that all contractor responses to customers comments are documented, always, for future reference as may be needed. The Agency/GSA will reserve the right to monitor both customer submissions and Contractor responses.

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3. While on duty, the Contractor's employees shall always wear a distinctive professional looking uniform that displays the company logo, wear a hair net and or other suitable head coverings, appropriate gloves, or face masks, as maybe required while handling food or serving the customers and a legible name badge as a means of identification while they are in the building.

4. The Contractor must provide security cleared (HSPD-12) trained relief personnel (management and hourly) to substitute for the regular employees when they are absent (scheduled or unscheduled) in order that a high-quality food service standards are consistently maintained.

5. The Contractor shall require the employees to comply with such instructions pertaining to conduct and building regulations as are in effect for the control of persons in the building, or as may be issued for that purpose by Government representatives.

6. The Contractor is required to schedule a monthly employee training program that will continue for the duration of this contract and any extensions thereof, to ensure that their employees perform their jobs with the highest standards of efficiency, customer service and sanitation excellence.

Contractor must keep on site a record copy of training activities including topics, employee attendance records and subject matter reviewed for all employees. GSA and the Agency personnel are to be invited to attend training sessions, provide date and time of training sessions to GSA.

7. All articles found by the Contractor, the Contractor's agents, or employees, or by patrons and given to the Contractor shall be turned in to the front entrance security desk as lost and found items. Contractor is to post signage to notify customers of lost and found location.

I. Recycling

The Contractor shall participate and integrate with the building’s Recycling program (i.e., cardboard, aluminum, metal cans, plastic, glass, etc.) operated by the Agency. The Contractor is responsible to collect and transport recyclables to the loading dock.

1. When applicable, the Agency shall provide the composting-collection bins and service. Contractor shall make collections from each bin in the dining area as needed during and after food service periods, at a minimum of at least once each day. The Contractor is responsible to collect compostable material from the kitchen and transport all collected composting material to the loading dock.

Agency shall store and arrange for pick up any materials to be composted. The Agency, in conjunction with the Contractor, shall encourage and educate the customer on the composting program and necessary sorting of customer’s materials.

2. The Contractor is responsible to collect, store and recycle grease and cooking oils. The containers and surrounding space where the grease barrels are located must be kept clean and orderly by the

Contractor. The Contractor shall be responsible for the proper storage and marking of containers of grease and cooking oils. The kitchen grease will be collected in containers that are waterproof, vermin-proof, covered with working lids, and well-labeled to indicate what should be deposited in the container.

J. Preventive Maintenance (PM)

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The Contractor shall be responsible for maintaining, cleaning, and providing timely equipment related service requests to ensure operable condition of all Agency-owned equipment. Timely submittal of service request should be no more than four (4) hours for major equipment and no more than one (1) days for all others. Major equipment will be identified by the Agency Building Manager.

The Contractor is required to establish and perform a preventive maintenance program on all contractor owned and provided equipment during the term of this contractor and any future renewal of this contract.

The preventive maintenance will be in accordance with the manufacturer's recommendations for each individual piece of equipment. The preventative maintenance shall be performed no less than quarterly per calendar year.

The Contractor will maintain on file, in the cafeteria, the preventive maintenance work/log that was performed and the dates that each job was accomplished and be available for GSA/Agency review. A comprehensive and well managed preventive maintenance program should reduce the need to replace/repair equipment over the life of the contract.

In the event of improper usage, vandalism, or abuse of government furnished equipment by Contractor employees, the Contractor will be responsible for equipment preventive maintenance, repair, or replacement of said equipment. Furthermore, If the Contractor fails to perform, report, or follow the preventive maintenance instructions, proper operation or cleaning of Agency owned equipment, the CO has the right to obtain the services of a recognized maintenance company and bill the Contractor for the cost of such services.

K. Repairs and Replacement

1. The Contractor shall be responsible for the repair costs (material, parts, and labor) and the replacement cost of each Agency-owned equipment item as detailed below:

A. Contract years one (1) through five (5):

1. For repairs: The food service Contractor shall pay the first $1000.00

2. The Contractor’s combined repair and replacement costs shall not exceed $25,000 per calendar year

3. Replacement and repair costs over $25,000 per calendar year will be paid by Agency.

4. The first year after renovation the new equipment warranty will apply, and 100% repair costs will be covered under warranty

a. Contractor is to coordinate equipment warranty coverage during first year after renovation

B. Contract Option years six (6) through 15:

1. For repairs: The food service contractor shall pay the first $1000.00

2. For replacement: The food service contractor shall pay the first $3000.00 for each piece of

Agency equipment that requires replacement

3. The Contractor’s combined repair and replacement costs shall not exceed $30,000 per calendar year

4. Replacement and repair costs over $30,000 per calendar year will be paid by Agency

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2. The Contractor shall immediately perform repairs and replacements under the thresholds whenever they are required and shall notify the Agency and COR via email, when such work is being accomplished.

However, repairs on cafeteria equipment covered by a warranty or guarantee agreement shall not be initiated without the prior approval of the Agency or COR.

3. The Contractor shall immediately report any potential need of repairs where the cost of labor, parts, and materials is expected to exceed the $1000 to the Agency and COR. Failure to do so will result in the

Contractor absorbing 100% of the repair or replacement costs. The Agency or COR or designated representative will provide guidance on how to proceed with the repair.

L. Equipment Replacement

1. The Contractor will be responsible for equipment replacement costs due to improper use, vandalism, or abuse by Contractor employees:

A. Contract year one (1) through five (5):

1. For replacement: The food service contractor shall pay the first $3000.00 for each piece of

Agency equipment that requires replacement

2. The Contractor’s combined repair and replacement costs shall not exceed $25,000 per calendar year

3. Replacement and repair costs

4. The first year after renovation the new equipment warranty will apply and 100% repair and/or replacement costs will be covered under warranty

a. Contractor is to coordinate equipment warranty coverage during the first year after renovation

B. Contract option years six (6) through 15:

1. For repairs: The food service contractor shall pay the first $1000.00

2. For replacement: The food service contractor shall pay the first $3,000 for each piece of

Agency equipment that requires replacement

3. The Contractor’s combined repair and replacement costs shall not exceed $30,000 per calendar year

4. Replacement and repair costs over $30,000 per calendar year will be paid by Agency

M. Cleaning and Janitorial Services

The Contractor agrees to furnish all labor, supplies, materials, equipment, and supervision sufficient to maintain the cafeteria areas and foodservice equipment (i.e.: hoods, hood filters and/or water wash down system, water wash detergent, etc.) within its areas of responsibility in a clean, orderly, and sanitary condition always as detailed below.

The Contractor shall establish and maintain a “Kitchen Best Practices Program” to ensure cleanliness standards are followed. The program shall include proper cleaning, storage and disposal procedures for biodegradable, slow biodegradable, and non-biodegradable in connection with the performance of this contract. The Contractor shall not use any material which the Agency solely determines would be unsuitable for the purpose, or harmful to the surfaces to which it is applied. The Contractor shall follow the standards set forth in ASTM E 1971-98 Standard Guide for Stewardship for the Cleaning of Commercial and

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