RFQ nr. 19EN1024Q0004 for Commercial cook services.pdf

U.S. Embassy Tallinn

Date: February 5, 2024

Dear Prospective Quoter:

Subject: Request for Quotations number 19EN1024Q0004

Enclosed is a Request for Quotations (RFQ) for Commercial Cook services. If you would like to submit quotation, follow the instructions in Section 3 of the solicitation, complete the required portions of the attached document, and submit it to the address shown on the Standard Form 1449 that follows this letter.

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price. We intend to award a contract/purchase order based on initial quotations, without holding discussions, although we may hold discussions with companies in the competitive range if there is a need to do so.

The Embassy intends to conduct a pre-quotation conference at the site, The pre-proposal conference will be held on March 12, 2024 at 10:00 (local time) at the US Embassy Marine Security Guard Residence. Prospective offerors/quoters should contact TallinnProcurement@state.gov by March 8, 2024 for additional information or to arrange entry to the building.

Quotations are due by April 4, 2024. No quotations will be accepted after this time.

Proposals must be in English and incomplete proposals will not be accepted.

Your quotation must be submitted electronically to TallinnProcurement@state.gov. It is important to make sure the submission is made in specific size and format; in MS-Word 2007/2010 or MS-Excel 2007/2010 or Adobe Acrobat (pdf) file format. The file size must not exceed 30MB. If the file size should exceed the 30MB, the submission must be made in separate files and attached to separate emails with less than 30MB each.

In order for a quotation to be considered, you must also complete and submit the following:

1. SF-1449

2. Section I, Pricing

3. Section 5 Representations and Certifications

4. Additional information as required in Section 3

5. [Reserved]

6. Proof of SAM Registration mailto:TallinnProcurement@state.gov

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR

4.1102. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given.

Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Sincerely, Ryan Schreck Contracting Officer

Enclosure:

SF-1449 Cover page Addendum to SF-1449 SAM.gov registration instructions Quality Assurance Surveillance Plan https://www.sam.gov/

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449

(REV. 02/2012)PREVIOUS EDITION IS NOT USABLE Computer Generated Prescribed by GSA - FAR (48 CFR) 53.212

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

PR12338599

2. CONTRACT NO.

3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER

5. SOLICITATION NUMBER

19EN1024Q0004

6. SOLICITATION ISSUE DATE

February 5, 2024

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME TallinnProcurement@state.gov

b. TELEPHONE NUMBER(No collect calls)

+3726688173

8. OFFER DUE DATE/ LOCAL

TIME

April 4, 2024, at COB

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE:____ % FOR:

SMALL BUSINESS WOMEN-OWNED SMALL BUSINESS

AMERICAN EMBASSY TALLINN

KENTMANNI 20,

ATTN: GSO/PROCUREMENT

TALLINN 15099

HUBZONE SMALL

BUSINESS

(WOSB) ELLIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM NAICS:

ESTONIA SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

EDWOSB

8 (A) SIZE STANDARD:

11. DELIVERY FOR FOB DESTINAT-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS 13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

AMERICAN EMBASSY TALLINN

KENTMANNI 20,

ATTN: GSO/PROCUREMENT

TALLINN 15099

ESTONIA

AMERICAN EMBASSY TALLINN

KENTMANNI 20,

ATTN: GSO/PROCUREMENT

TALLINN 15099

ESTONIA

17a. CONTRACTOR/

OFFERER

TELEPHONE NO.

CODE FACILITY

CODE

18a. PAYMENT WILL BE MADE BY

AMERICAN EMBASSY TALLINN

KENTMANNI 20,

ATTN: B&F

TALLINN 15099

ESTONIA

CODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

Please see Continuation to SF-1449 for statement of work and full terms and conditions as well as Pricing charts

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a.SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED

27b.CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL

ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REF. _________________ OFFER DATED

____________. YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY

ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS

TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (Type or print)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (Type or print) Ryan M. Schreck

31c. DATE SIGNED February 5, 2024 mailto:TallinnProcurement@state.gov

RFQ for MSG Detachment Cook Services American Embassy Tallinn

TABLE OF CONTENTS

SECTION 1 - THE SCHEDULE

• SF 1449 cover sheet

• Continuation To SF-1449, RFQ Number 19EN1024Q0004, Prices, Block 23

• Continuation To SF-1449, RFQ Number 19EN1024Q0004, Schedule Of

Supplies/Services, Block 20 Description/Specifications/Work Statement

• Attachment 1 to Description/Specifications/Performance Work Statement

• Attachment 2 to Description/Specifications/Performance Work Statement, Government Furnished Property

SECTION 2 - CONTRACT CLAUSES

• Contract Clauses

• Addendum to Contract Clauses - FAR and DOSAR Clauses not Prescribed in Part 12

SECTION 3 - SOLICITATION PROVISIONS

• Solicitation Provisions

• Addendum to Solicitation Provisions - FAR and DOSAR Provisions not Prescribed in

Part 12

SECTION 4 - EVALUATION FACTORS

• Evaluation Factors

• Addendum to Evaluation Factors - FAR and DOSAR Provisions not Prescribed in

Part 12

SECTION 5 - REPRESENTATIONS AND CERTIFICATIONS

• Representation Regarding Certain Telecommunications and Video Surveillance

Services Or Equipment

• Offeror Representations and Certifications

• Addendum to Offeror Representations and Certifications - FAR and DOSAR

Provisions not Prescribed in Part 12

SECTION 1 - THE SCHEDULE

CONTINUATION TO SF-1449,

RFQ NUMBER 19EN1024Q0001

PRICES, BLOCK 23

1. PRICES AND PERIOD OF PERFORMANCE

The Contractor shall perform food services work, including furnishing all labor, material, equipment and services, for the U.S. Embassy Tallinn, Estonia - Marine Security Guards.

The price listed below shall include all labor, materials, insurance (see FAR 52.228-4 and 52.228-5), overhead, and profit. The Government will pay the Contractor the fixed price per month for services. Food is purchased separately by Mess NCO (after approval of 10-day menu) and maybe accompanied by the Contractor if needed.

After contract award and submission of acceptable insurance certificates, the Contracting Officer shall issue a Notice to Proceed. The Notice to Proceed will establish a date (a minimum of ten (10) days from start date listed in Notice to Proceed unless the Contractor agrees to an earlier date) on which performance shall start.

The performance period of this contract is from the start date in the Notice to Proceed and continuing for 12 months, with one, one-year option to renew. The initial period of performance includes any transition period authorized under the contract.

1.1 VALUE ADDED TAX

VALUE ADDED TAX. Value Added Tax (VAT) is not included in the CLIN rates.

Instead, it will be priced as a separate Line Item in the contract and on Invoices. Local law dictates the portion of the contract price that is subject to VAT; this percentage is multiplied only against that portion. It is reflected for each performance period.

1.2. Base Year - starting from date in Notice to proceed and continuing for 12 months A. Services. The firm fixed price for the Base Year of the contract is:

Price per Month Quantity of Months Price per Year

VAT 22% 12

Total Price for Base Year

1.3. Option Year 1 Prices (Option Term: Twelve (12) Months after end of Base Year) A. Services. The firm fixed price for Option Year 1 of the contract is:

Price per Month Quantity of Months Price per Year

VAT 22% 12

Total Price for Option Year 1

1.4 Grand Total of Base and All Option Years

Base Year Total

Option Year 1 Total

GRAND TOTAL- BASE AND ALL OPTION YEARS

* Grand Total of base and option year(s) must include VAT, no revisions will be accepted after quote submittal

CONTINUATION TO SF-1449,

RFQ NUMBER 19EN1024Q0004

SCHEDULE OF SUPPLIES/SERVICES, BLOCK 20

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

1. SCOPE OF WORK

The purpose of this fixed price contract is to obtain food services program for U.S.

Government at U.S. Embassy Tallinn for Marine Security Guards at the Marine Security Guard Residence (MSGR). The Contractor shall perform services in designated spaces.

The contract will be for a one-year period from the date of the contract award, with one one-year option.

The Contractor shall furnish all managerial, administrative, and direct labor personnel that are necessary to accomplish the work in this contract. Contractor employees shall be on site only for contractual duties and not for other business purposes.

1.1 GENERAL INSTRUCTIONS

The Contractor shall prepare general instructions for the work force. The Contractor shall provide drafts to the Contracting Officer's Representative (COR) for review within thirty days after contract award. The Contracting Officer’s Representative must approve these general instructions before issuance.

1.2 DUTIES AND RESPONSIBILITIES

1.2.1 Certain areas listed in paragraph #3 require an escort and can only be entered during scheduled times. The General Instructions shall emphasize security requirements so that accidental security violations do not occur.

Contractors will require appropriate badges from the U.S. Embassy in order to gain entry to the U.S. Embassy compound and the MSGR. While working at the Residence, the contractor is allowed access to the common areas only. The contractor is not allowed access to the upper floors or basement of the residence at any time without an escort from a member of the residence. Signs are posted throughout the Marine House depicting off limit areas.

1.2.2. Contractor shall schedule cooking and serving requirements to ensure that these are done in the order and time frame specified and they are to be performed on a daily basis, Monday-Friday.

Hours of operation as follows:

Breakfast (from 7-9:30 am)

Lunch: Ready at 11:00

Dinner: Ready at 16:00

The cook(s) will need to be present from Monday - Friday. It is assumed that cook(s) will take staggered lunch breaks, if more than one is on duty.

Lunch and dinner will be served from a pre-planned menu.

The menu will be agreed upon every 10 days with contractor and groceries will be provided accordingly. The Mess NCO will accompany the contractor to the grocery store to procure the appropriate food items necessary to complement the 10-day meal plans.

Saturday – Sunday, and official Embassy holidays. Hours of operation as follows:

Cooking operations are not required on weekends and official Embassy holidays.

However, the contractor shall provide sufficient food (three full meals each day,) that can be reheated. Food shall be prepared in advance, in excess quantities. Menu will be provided by the COR and Mess NCO for further guidance.

1.2.3. Contractor shall clean kitchen, all dishes and appliances after each meal and cause minimal disruption to the normal operation of the facility. The COR shall determine the schedules presented which will meet the needs of the individual facility.

1.3 TYPES OF SERVICES

Shall include the following work:

1.3.1 Daily Cooking and Serving Requirements

The contractor shall provide at least two meals a day (lunch, dinner), with an optional breakfast per the individual Marine’s choice, for seven Marines, equaling 14-21 meals a day.

A menu to be established according to dietary standards.

Dishes that are used during working hours must be cleaned and stored by the end of the day.

Dishes used by the Marines during the weekend or U.S. Embassy holidays are not the responsibility of the cooks to clean.

Floors are swept and mopped at the end of every day. The trash bin in the kitchen will be emptied, daily.

All surfaces are to be cleaned and sanitized between every meal and at the end of the workday.

2.0 MANAGEMENT AND SUPERVISION

2.1 The Contractor shall designate a representative who shall be responsible for on-site supervision of the Contractor's workforce at all times. This supervisor shall be the focal point for the Contractor and shall be the point of contact with U.S. Government personnel. The supervisor shall have sufficient English language skill to be able to communicate with members of the U.S. Government staff.

2.2 The Contractor shall maintain schedules. The schedules shall take into consideration the hours that the staff can effectively perform their services without placing a burden on the security personnel of the Post.

2.3 The Contractor shall be responsible for quality control. The Contractor shall perform inspection visits to the work site on a regular basis. The Contractor shall coordinate these visits with the COR. These visits shall be surprise inspections to those working on the contract.

2.4 [Reserved].

3.0 LOCATIONS FOR FOOD SERVICES

All services are to be delivered Monday to Friday of the year for 7 (seven) U.S. Marine security personnel in providing 7 meals (2 breakfast options, 2 lunch options and 3 dinner options) at the MSGR for US Embassy.

Location Estimated Service

Scheduled Hours

Escort

Marine Security Guard Residence (exact address to be provided, located in Tallinn City center area)

Full service See schedule

Contractor must be able to obtain appropriate badge from Regional Security

Officer to enter the residence.

Thorough Background checks will be made.

4.0 PERSONNEL

4.1 General. The Contractor shall maintain discipline at the site and shall take all reasonable precautions to prevent any unlawful, riotous or disorderly conduct by Contractor employees at the site. The Contractor shall preserve peace and protect persons and property on site. The Government reserves the right to direct the Contractor to remove an employee from the worksite for failure to comply with the standards of conduct. The Contractor shall immediately replace such an employee to maintain continuity of services at no additional costs to the Government.

4.2 STANDARD OF CONDUCT.

Uniform/Appropriate Attire and Personal Equipment. The Contractor's employees shall wear clean, neat and complete uniforms/appropriate attire when on duty. All employees shall wear attire approved by the Contracting Officer's Representative (COR).

4.2.3 Neglect of duties shall not be condoned. The Contractor shall enforce no sleeping while on duty, unreasonable delays or failures to carry out assigned tasks, conducting personal affairs during duty hours and refusing to render assistance or cooperate in upholding the integrity of the worksite security.

4.2.4 Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words, actions, or fighting shall not be condoned. Also included is participation in disruptive activities, which interfere with normal and efficient Government operations.

4.2.5 Intoxicants and Narcotics. The Contractor shall not allow its employees while on duty to possess, sell, consume, or be under the influence of intoxicants, drugs or substances that produce similar effects.

4.2.6. Criminal Actions. Contractor employees may be subject to criminal actions as allowed by law in certain circumstances. These include but are not limited to the following actions:

-falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records or concealment of material facts by willful omission from official documents or records;

-unauthorized use of Government property, theft, vandalism, or immoral conduct;

-unethical or improper use of official authority or credentials; security violations; or, organizing or participating in gambling in any form.

4.2.7 Key Control. The Contractor shall receive, secure, issue and account for any keys issued for access to buildings, offices, equipment, gates, etc., for the purposes of this contract. The Contractor shall not duplicate keys without the COR's approval. Where it is determined that the Contractor or its agents have duplicated a key without permission of the COR, the Contractor shall remove the individual(s) responsible from this contract.

If the Contractor has lost any such keys, the Contractor shall immediately notify the COR. In either event, the Contractor shall reimburse the Government for the cost of rekeying that portion of the system.

4.3. NOTICE TO THE GOVERNMENT OF LABOR DISPUTES

The Contractor shall inform the COR of any actual or potential labor dispute that is delaying or threatening to delay the timely performance of this contract.

4.4. PERSONNEL SECURITY

4.4.1 After award of the contract, the Contractor shall provide the following list of data on each employee who will be working under the contract. The Contractor shall include a list of workers and supervisors assigned to this project. The Government will run background checks on these individuals. It is anticipated that security checks will take approximately 30 days to perform. For each individual the list shall include:

Form OF 174 (provided by the Embassy) Photocopy of the Identification Card Criminal Record (less than 90 days) Letter from Contractor stating the name of the worker(s) Authorization to release information.

The Government shall issue identity cards to Contractor personnel, after they are approved. Contractor personnel shall display identity card(s) on the uniform/attire at all times while providing services under this contract. These identity cards are the property of the US Government.

The Contractor is responsible for their return at the end of the contract, when an employee leaves Contractor service, or at the request of the Government. The Government reserves the right to deny access to U.S.-owned and U.S.-operated facilities to any individual.

Although there is no uniform requirement, the Contractor shall ensure all employees arrive to work in clean and appropriate clothing. Clothing should help inspire a sense of pride, authority, and comradery among employees. The food service clothing shall be commensurate with a high-quality operation and communicate a positive first impression for guests. In addition to appearance the clothing shall take into consideration employee safety (non-slick shoes to prevent slipping, long sleeve chef coat to avoid burns, aprons, etc.)

4.5 EMPLOYEE SAFETY REQUIREMENTS

Contractor shall ensure that employees are supplied with and use proper safety personal protective equipment (PPE) such as aprons and potholders.

Contractor employees will follow signed safety work procedures, which protect the Contractor employees and DOS personnel in proximity to work site.

4.5.1 KEY PERSONNEL

4.5.1.1 POSITION AND FUNCTION

The key personnel specified in this contract are essential to work performance.

The only position considered in this contract is the MSG Detachment Cook.

4.5.2 MINIMUM QUALIFICATIONS

MSG Detachment Cook

The MSG Detachment Cook is the culinary lead of the program and is responsible for the development of menus, food storage, and cleanliness of the MSGR kitchen and dining areas. The MSG Cook shall have a minimum of 3 years’ experience managing food services operations demonstrating experience in premium level food and service execution.

Clearance Level: None The cook shall be able to communicate adequately, speaking and reading English, to successfully perform the duties. The cook shall have a certificate in culinary arts.

4.5.3 SUBSTITUTIONS

During the first 180 days of performance (after transition), the Contractor will make no substitutions of key personnel unless the substitution is required due to illness, death, or termination of employment. The Contractor will notify the Contracting Officer within 5 calendar days after the occurrence of any of these events.

4.5.4 REPLACEMENTS

After the first 180 days of performance, the Contractor may substitute the key person if they determine that it is necessary. The Contractor will provide notice at least 45 days prior to diverting any of the specified individuals to other programs or contracts (or as soon as possible, if an individual must be replaced, for example, as a result of leaving the employ of the Contractor). The Contractor will notify the CO and shall submit comprehensive justification for the diversion or replacement request (including proposed substitutions for key personnel) to permit evaluation by the Government of the impact on performance under this contract. The proposed substitute shall possess qualifications comparable to the original key person and meet the minimum standards set forth in the contract.

4.5.6 WRITTEN APPROVAL AND CONSENT

The Contractor shall not divert or otherwise replace any key personnel without the written consent of the CO. The Government will modify the contract to reflect any changes in key personnel.

5.0. MATERIALS AND EQUIPMENT

The MSGR kitchen is currently fully equipped, and the equipment can be used by the contractor. The Contractor shall provide any necessary cooking supplies and or equipment that is not available in the kitchen to perform the work identified in this contract.

6.0. GOVERNMENT FURNISHED PROPERTY/EQUIPMENT

6.1 The Contractor has the option to reject any or all Government furnished property or items (see Attachment 2 - GOVERNMENT FURNISHED PROPERTY). However, if rejected, the Contractor shall provide all necessary property, equipment or items, adequate in quantity and suitable for the intended purpose, to perform all work and provide all services at no additional cost to the Government. All Government furnished property or items are provided in an "as is" condition and shall be used only in connection with performance under this contract. The Contractor is responsible for the proper care, maintenance and use of Government property in its possession or control from time of receipt until properly relieved of responsibility in accordance with the terms of the contract.

The Contractor shall pay all costs for repair or replacement of Government furnished property that is damaged or destroyed due to Contractor negligence.

6.2 The Contractor shall maintain written records of work performed, and report the need for major repair, replacement and other work for Government property in its control.

The Contractor shall physically inventory all Government property in its possession.

Physical inventories consist of sighting, tagging or marking, describing, recording, reporting and reconciling the property with written records. The Contractor shall conduct these physical inventories periodically, as directed by the COR, and at termination or completion of the contract.

7. INSURANCE

7.1 Amount of Insurance. The Contractor is required to provide whatever insurance is legally necessary. The Contractor shall, at its own expense, provide and maintain during the entire performance period the following insurance amounts:

7.2 General Liability (includes premises/operations, collapse hazard, products, completed operations, contractual, independent contractors, broad form property damage, personal injury)

1. General liability stated in euros:

Per Occurrence € 180,000.00 / ca $ 200,000.00 Cumulative € 300,000.00 / ca $ 330,000.00

7.3 The types and amounts of insurance are the minimums required. The Contractor shall obtain any other types of insurance required by local law or that are ordinarily or customarily obtained in the location of the work. The limit of such insurance shall be as provided by law or sufficient to meet normal and customary claims.

7.4 For those Contractor employees assigned to this contract who are either United States citizens or direct hire in the United States or its possessions, the Contractor shall provide workers’ compensation insurance in accordance with FAR 52.228-3.

7.5 The Contractor agrees that the Government shall not be responsible for personal injuries or for damages to:

any property of the Contractor, its officers, agents, servants, employees, or any other person arising from an incident to the Contractor's performance of this contract. The Contractor shall hold harmless and indemnify the Government from any and all claims arising, except in the instance of gross negligence on the part of the Government.

7.6 The Contractor shall obtain adequate insurance for damage to, or theft of, materials and equipment in insurance coverage for loose transit to the site or in storage on or off the site.

7.7 Government as Additional Insured. The general liability policy required of the Contractor shall name "the United States of America, acting by and through the Department of State", as an additional insured with respect to operations performed under this contract.

7.8 Time for Submission of Evidence of Insurance. The Contractor shall provide evidence of the insurance required under this contract within ten (10) calendar days after contract award. The Government may rescind or terminate the contract if the Contractor fails to timely submit insurance certificates identified above.

8.0. LAWS AND REGULATIONS

8.1 Without additional expense to the Government, the Contractor shall comply with all laws, codes, ordinances, and regulations required to perform this work. In the event of a conflict among the contract and requirements of local law, the Contractor shall promptly advise the Contracting Officer of the conflict and of the Contractor's proposed course of action for resolution by the Contracting Officer.

8.2 The Contractor shall comply with all local labor laws, regulations, customs and practices pertaining to labor, safety, and similar matters, to the extent that such compliance is not inconsistent with the requirements of this contract.

9.0. TRANSITION PLAN

Within 10 (ten) days after contract award, the Contracting Officer may request that the Contractor develop a plan for preparing the Contractor to assume all responsibilities for cook services. The plan shall establish the projected period for completion of all clearances of Contractor personnel, and the projected start date for performance of all services required under this contract. The plan shall assign priority to the selection of all supervisors to be used under the contract.

10. DELIVERABLES

The following items shall be delivered under this contract:

Description Quantity Delivery To Date

1.1 General Instructions 1 COR 30 days after award

1.2.3 Schedules 1 COR Weekly

4.4.1 List of Personnel 1 COR 10 days after award

7. Evidence of Insurance 1 COR 10 days after award

8. Licenses and Permits 1 COR Date of award

9. Transition Plan 1 COR 10 days after award Menu Adjustments COR 1 week in advance of change

Menu Acceptability and Waste Report 1

COR Monthly

Quality Control Plan

COR Prior to Start of Performance and each Option Year

Food Service Operation Uniform plan per Estonian Gov Standards 1

COR Within first 30 days

Health, Safety and Environment Plan per Estonian Gov Standards 1

COR Within first 30 days

11. QUALITY CONTROL MANAGEMENT, QUALITY ASSURANCE AND

SURVEILLANCE PLAN (QASP)

QUALITY CONTROL

The Contractor, prior to implementation, shall provide for DOS approval a Quality Control plan, that will include food service performance standards, metrics, and reporting required for quality control.

This plan shall define the contractor’s approach to Quality Assurance/Quality Control on the contract. It shall provide an overview of the contractor’s approach to the planning, organization, direction, and control of quality-related activities associated with the delivery and performance of products and services.

Contractor shall specifically provide oversight to all food inspection activities while working within the requirements set forth by food service standards and regulations, the DOS Regional Medical Officer (RMO) and DOS Contracting Officer’s Representative (COR) in completing the following duties:

• Food Handling Procedure

• Adherence to HACCP

• Menu Execution and Presentation

• MSGR kitchen inspections

• Food Storage inspections

11.1 FOOD INSPECTION RESOURCES

The Contractor shall provide resources to perform food procurement, food handler training, public and food facility inspections, vulnerability assessments and QA/QC monthly reports for the MSGR kitchen and dining areas. These requirements shall meet or exceed established Estonian Food Safety requirements.

MSGR kitchens shall be inspected on a routine basis or as determined by the individual sanitation history and the potential risk associated with the number of personnel eating at a single site. The Contractor’s Food Service employees shall receive periodic refresher training and a medical records review of new employees. The Contractor’s food service employees shall be medically cleared prior to returning to work after receiving medical care.

11.2 STANDARD OPERATING PROCEDURES (SOP)

The Contractor will develop MSG kitchen usage food, and water inspection SOPs and, upon COR approval of the SOPs, apply the SOPs during periodic site inspections.

The contractor shall provide monthly quality control reports and perform overall trending by facility and contractor to the DOS COR. All phases of food service operations shall be evaluated against contractual requirements. Provide monthly reports on QA/QC, inspection findings and notification to DOS when follow-up action is needed, or a health hazard is identified during data analysis.

11.3 MEDICAL EVALUATION OF FOOD SERVICE EMPLOYEES

The Contractor’s Food Service personnel who seek medical treatment must be medically cleared prior to returning to work. In the event there is a communicable disease, appropriate health recommendations shall be elevated to DOS onsite supervisors and the facility manager.

11.4 REPORTING PLAN

Performance Data System The Contractor will keep DOS informed of performance through deliverables, reports, and regular meetings with DOS representatives. The contractor shall capture and record resource changes against contract requirements to track schedules. Contractor shall also monitor resource allocation and performance data to determine whether sufficient resources are applied to required tasks, or whether reductions in work warrant corresponding reductions in staff. Analysis of labor, material, and equipment expenditures to work order and job code levels enables the COR and Program manager to track key data to verify that requirements are met to cost and schedule, and to identify and correct variances. The Contractor shall coordinate with the COR to enforce project controls at the site level. The Contractor’s systems should be flexible, scalable, and adaptable to each requirement offering DOS real-time performance data upon request with minimal risk of information exposure.

Business Systems The Contractor’s business systems shall provide the support structure needed to input and track data for Quality Assurance/Quality Control (QA/QC) and performance management; personnel management; contract management; and to share deliverables and reports upon request.

The Contractor shall enhance program consistency, transparency, and accountability by maintaining detailed, Government-recognized processes and procedures for all MSG Detachment Cook duties.

These systems shall interface and feed information into a program management information system to provide near real-time reporting of performance status through a secure web-based portal/dashboard.

This portal integrates programs, systems, and plans, and consolidates recruiting information, personnel management data, time and labor tracking, cost, and performance data by scheduled value. It shall provide a reporting mechanism to produce required deliverables, personnel manning information, and employee performance report status.

The Contractor shall collaborate with DOS and identify specific needs from requirements regarding the appropriate structuring and information needed for reporting.

Contractor reports are directly related to an approved invoice system and human resource management system.

During performance, Contractor shall document work progress against the schedule. The Contractor shall measure performance against planned tasks weekly and monthly and develop a series of schedule performance metrics. The Contractor shall submit reports via electronic messaging to the COR, followed by hard copies as requested.

12. QUALITY CONTROL PLAN

This plan provides an effective method to promote satisfactory contractor performance. The QASP provides a method for the Contracting Officer's Representative (COR) to monitor Contractor performance, advise the Contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance.

The Contractor, not the Government, is responsible for management and quality control to meet the terms of the contract. The role of the Government is to monitor quality to ensure that contract standards are achieved.

Performance Objective Scope of Work

Paragraph Performance Threshold

Services.

Performs all cooking services set forth in the scope of work.

1 through 11

(1) All required services are performed and no more than three written customer complaints through COR is received per month.

12.1 SURVEILLANCE. The COR will receive and document all complaints from Government personnel regarding the services provided. If appropriate, the COR will send the complaints to the Contractor for corrective action.

12.2 STANDARD. The performance standard is that the Government receives no more than three (3) customer complaint per month. The COR shall notify the Contracting

Officer of the complaints so that the Contracting Officer may take appropriate action to enforce the inspection clause (FAR 52.212-4, Contract Terms and Conditions- Commercial Items), if any of the services exceed the standard.

12.3 PROCEDURES

(a) If any Government personnel observe unacceptable services, either incomplete work or required services not being performed they should immediately contact the COR.

(b) The COR will complete appropriate documentation to record the complaint.

(c) If the COR determines the complaint is invalid, the COR will advise the complainant. The COR will retain the annotated copy of the written complaint for his/her files.

(d) If the COR determines the complaint is valid, the COR will inform the Contractor and give the Contractor additional time to correct the defect, if additional time is available. The COR shall determine how much time is reasonable.

(e) The COR shall, as a minimum, orally notify the Contractor of any valid complaints.

(f) If the Contractor disagrees with the complaint after investigation of the site and challenges the validity of the complaint, the Contractor will notify the COR. The COR will review the matter to determine the validity of the complaint.

(g) The COR will consider complaints as resolved unless notified otherwise by the complainant.

(h) Repeat customer complaints are not permitted for any services. If a repeat customer complaint is received for the same deficiency during the service period, the COR will contact the Contracting Officer for appropriate action under the Inspection clause.

ATTACHMENT 1

DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK STATEMENT

The Contractor will be responsible for being familiar with host nation laws and possess demonstrated ability for obtaining all licenses, permits and other official requirements allowing for the cooking of food items in the Marine Security Guard Residence (MSGR).

When requested by the MSG Mess Non-Commissioned Officer (NCO), the Contractor may be required to accompany the Mess NCO on local food purchasing trips.

The Contractor shall provide all management, supervision, administrative support, labor, logistics, training, and transportation required to conduct food service operations.

The USG requires a variety of food services operations services including, but not limited to:

• Menu Planning and Coordination

• Food Sourcing and Provisioning

• Food Preparation and Service

• Food Service Staffing

• Quality Management

The Contractor shall follow all relevant applicable industry standards, codes, Government regulations, DOS guidance and written supplier’s recommendations in executing the services of this contract.

Locations

The Contractor shall provide all Dining services for the Marine Security Guard Residence (MSGR) (exact address to be provided, located in Tallinn Kesklinn).

Clientele consist of Marine Security Guards (MSGs) working on the Embassy/Consulate compound.

Hours of Operation:

Hours of operation will follow the established hours for food service operations;

• Breakfast: 7:00-9:30

• Lunch: ready at 11:00

• Dinner: ready at 16:00

The cook(s)s will need to be present from Monday - Friday. It is assumed that cook(s) will take staggered lunch breaks if more than one is on duty.

Lunch and dinner will be served from a pre-planned menu.

Saturday – Sunday, and official Embassy holidays. Hours of operation as follows:

Cooking operations are not required on weekends and official Embassy holidays, however the contractor shall provide sufficient food (three full meals each day) that can be reheated.

Food shall be prepared in advance, in excess quantities. Menu will be provided by the COR and Mess NCO for further guidance.

1. General Requirements

The Contractor shall implement a DOS-approved food services support program to standardize food operations, meet mission requirements, control costs and provide good service to the MSG Detachment. The Contractor’s food services approach will incorporate change management to support an evolving DOS approved business plan to meet situational changes.

Objectives

• Provide a proper skill mix, and experience of qualified personnel

• High Quality Food Operations, with minimal disruptions during transitions

• Control Cost of Food Services

• Provide effective internal controls and management oversight in support of effective organizational processes

• Demonstrate an innovative approach to food operations

• High level of customer satisfaction

• When required, assist the MSG Mess NCO in identifying high quality food for meal preparation

Licensing, Laws, and Regulations The Contractor will make certain that the proper host nation licensing and approvals are in place for employee(s) to be in full compliance with the laws and regulations.

2. Specific Requirements

a. Food Service Operations

i. Hours of Operation

Hours of operation will follow the DOS established hours for food service operations.

Kitchen Services

Facility

Breakfast Hours

Lunch Hours

Dinner Hours

MSGR 7:00-9:30 11:00 16:00

i. Quantities of Meals

The MSG detachment at US Embassy Tallinn consists of seven (7) Marines,which would require the preparation of three meals per day for each Marine, except for Saturdays, Sundays. Extra meals will be cooked on Fridays to last over the weekend.

ii. Menu

The MSGR patrons are a diverse group: Americans who have traveled extensively and been exposed to many cultures as well as those who prefer their own regional cuisines in the U.S.; and individuals who have dietary restrictions for health, cultural or religious reasons.

Trying to please everyone all the time is labor intensive, expensive, and a near impossible task. But making the small steps will be appreciated.

The Contractor will develop a 10-day menu cycle (adjusting menus accordingly for those months that have more than 20 weekdays), offering a variety of food selections for each meal and on a weekly basis, based upon acceptability ratings, availability of food items, and food preparation limitations, as well as cost of operations.

The menu shall consist of a variety of quality prepared foods that meet business and industry standards, complying with the current and subsequent revisions of Dietary Guidelines for Americans (www.health.gov) offering menu alternatives that are low in total fat, saturated fat, cholesterol, sodium and sugar; no trans fats;

lean meats; low-fat dairy products; a variety of vegetables, fruits and grain products; and vegetarian selections. The quality and appearance of the food shall be consistent with approved food service industry standards for comparable “business and industry” dining facilities.

The menu should incorporate local/regional cuisine, American and international dishes. There should be at least one healthy option with each meal. Full use of leftovers can also extend the selection if items are stored and labeled in accordance with food safety standards.

Special meals (e.g. Mexican night, Italian supper, Asian stir-fry luncheon) are also possible introductions. A suitable selection for any identified vegetarian diners shall be on the menu daily as well.

1. Menu Planning

The Contractor shall establish 10-day menus that reflect meals variety consistent with the varied cultural, religious, and health dietary requirements of the MSGs.

Adjust menus accordingly for those months that have more than 20 weekdays.

Menu items shall be fresh, prepared onsite, healthy, modern and authentic to the maximum extent practicable.

Contractor shall utilize accepted cooking standards for food preparation and develop program specific standards to ensure consistency in preparation across the program.

Contractor shall develop standards or recipe cards for items determined to be customer favorites. Cooking standards and recipes shall be available to the COR and included as part of program quality assurance program.

2. Menu Adjustments

The Contractor will submit adjustments to the menus to the COR one week in advance, in writing for approval.

iii. Concept of Operations

Food is an important morale factor, as are the health priorities of a good diet. A successful food operation will be one that continuously pleases the diners; offers a wide variety of food choices; accommodates different dietary needs and desires based upon personal choice, ethnic experience and religious restrictions; is environmentally sustainable, exceeds goals, generates useful metrics and provides excellent service in all areas.

Food is a “high risk” area. It can negatively affect health, adversely affect morale, be impacted by political and economic events, and be a source for fraud, waste and abuse. The planning and resourcing that will go into this effort cannot be changed quickly. Overseas, the options are severely limited, and resources are few. The contractor shall provide an approach that measures performance and capitalizes on success while planning to mitigate such risk factors.

In order to normalize food operations, the Contractor shall have an ultimate goal of achieving a system that is: efficient; reduces waste; provides sufficient variety allowing the diner to make choices based on nutrition and variety; and is a pleasant experience overall.

The Contractor shall make use of local supplies for common and available items, local, regional, and international dishes while utilizing international sources for main entrée items, as well as favorites (USA brand items). Planning for the menu should account for available provisions.

The Contractor will staff and supply meals in accordance with meal hours and meal service specified in Section 1, 2.3 Locations, and 4.1.1 Hours of Operation.

iv. Establishment of Facilities

The Contractor shall establish food service operations located within the MSGR.

Offeror/Contractor shall coordinate with the COR on any additional equipment needs that are identified during the solicitation process.

Patrons may be expected to clean up after the meal by taking their dinnerware and trash to a designated site for turn-in and/or disposal. However, the Contractor is responsible for Cleanliness services at the MSGR. The designated site shall accommodate efforts to recycle plastics, glass, and paper apart from compostable food waste.

v. Standards of Service

Contractor shall maintain a standard of service equal to our better than quality commercial food service operations found on university campuses, finer hotels and resorts.

1. Preparation

Contractor shall utilize the appropriate industry preparation standards for the all food products and menu items. Contractor shall ensure all food is not overcooked or undercooked, over seasoned or under seasoned.

2. Presentation

Food will not only be delicious, but well presented, readily replenished, and served at the right temperature for food safety requirements as well as patron expectations. Contractor shall use fresh ingredients to the maximum extent possible and use varying colors and arrangement that are pleasing to the eye.

Serving areas, equipment, pans and serving bowls shall be clean, well-lit and free of drips and food particles. Serving utensils shall be replaced regularly throughout service to reduce cross contamination and provide a clean appearance.

3. Green Program and Waste Minimization

The Contractor shall utilize environmentally friendly cleaning products to the maximum extent practicable. The Contractor will demonstrate waste minimization through establishing historical usage, accurate forecasting, progressive cooking, and tracking of waste to continuously improve performance.

The Contractor will participate in “Sustainability Programs” that may include:

disposable bulk purchasing program, organic food products, organic or environmentally friendly cleaning products, reusable items, marketing programs, minimizing waste stream, energy and water saving programs (equipment, food preparation, etc.) and other “green” programs that will benefit the patrons, the workers, DOS and the host nation.

Contractor shall work to reduce and replace the use of disposable dining ware through expansion of dishwashing operations to the maximum extent practical.

4. Customer Service

The Contractor’s food service worker(s) will be knowledgeable, provide excellent customer service, be pleasant, and achieve compliance with U.S.

food worker health standards. Staff shall greet customers with a smile and appropriate greeting. Staff shall be polite and address all customers with respect. Staff shall look to assist guests to the maximum extent practical.

5. Food Handling and Safety

Food standards will be in accordance with applicable EU and Government of Estonia standards.

General Standards – Safety As part of the Program Management Plan, the Contractor shall establish a Food Service Safety Program. The Contractor’s Food Service workers will employ appropriate safety gear in the course of their work. The Contractor’s Safety Program shall include documented training and refresher courses for all personnel, evidence of which will be provided to the Government upon request. Language accommodation for LNs may be required. The Contractor shall investigate, and record events involving personal injury or significant damage to DOS facilities and report these events to the COR. To prevent future incidents, the Contractor will verify Safety Program reports are part of Program and Quality Assurance (QA) reviews.

6. Food Worker Health, Sanitation, and Hygiene

Health and Sanitation Inspections The Contractor will maintain and retain reports on health and sanitation inspections.

Food Service Management The Contractor will train food service management and service staff in food handling procedures.

Food-Handling Awareness The Contractor will provide periodic health, sanitation, and hygiene training to address food handling awareness and sanitation processes.

Fit for Duty

All Food Service workers will be physically capable, certified communicable disease-free, and attired in clean clothing.

Health Certifications Health certifications shall be made by medical examination with exam documentation retained on file for DOS inspection.

1. Cleanliness

As part of the operation of the MSGR kitchen, the Contractor shall provide cleaning services. These services shall be performed in accordance with standard commercial cleaning practices. The MSGR kitchen and dining areas require regular cleaning of all visible dust, grease, dirt, soil, scuff marks, and debris from surfaces, fixtures, tables, walls, floors and carpets due to regular traffic. Additional standard cleaning services include, but are not limited to, the following: table bussing/cleaning during food service operations, sweeping, mopping, trash removal, washing kitchen/dining windows, disinfecting, cleaning entryways and mats, and basic metal polishing.

All indoor and outdoor kitchen/cafeteria spaces will be kept clean and sanitized to the highest standards.

vi. Food Service Management System and Controls

Food Service Management System The Contractor will implement and/or maintain a Food Service Manage System for maintaining accountability and limiting access to authorized patrons. With tracking and database tools for the Contractor’s program office, and storage facilities, the system will be a flexible and transparent inventory management solution. The system will enable the Contractor to monitor inventory levels, streamline purchasing, develop menus, standardize recipes, analyze data, and accurately report on a wide range of food service activities and metrics.

Access Control The Contractor shall implement planning and access controls to ensure only authorized guests are able to access the MSGR.

Fraud, Waste, and Abuse The Contractor will have…