Section C_ Dirksen Ground Level Food Services_Senate Restaurants SOW.pdf

Section C –Statement of Work for Dirksen Ground Level Food Services

C.1 General Information

C.1.1 Introduction Serving Congress and the Supreme Court, the Architect of the Capitol (AOC) is the builder and steward of the landmark buildings and grounds of Capitol Hill. Our staff preserves and maintains the historic buildings, monuments, art, and inspirational gardens on the Capitol campus.

Recognizing the trust placed in us by Congress and the American people, the AOC team is committed to providing a safe environment and inspiring experiences for all who work and visit the symbol of American democracy.

The mission of the AOC is to serve Congress and the Supreme Court, preserve America's Capitol and inspire memorable experiences. The AOC is responsible for the maintenance, operation, development, and preservation of 18.4 million square feet of buildings and more than 570 acres of land throughout Capitol Hill. The AOC provides a welcoming and educational environment for millions of visitors through the U.S. Capitol Visitor Center and the U.S. Botanic Garden.

Learn more at www.aoc.gov.

The AOC manages foodservices on behalf of the United States Senate (“Senate”). Senate dining operations are unique given the congressional environment in which they exist. In addition to historic and architectural value, food services provide Members of Congress, their staff, supporting agencies, and visitors with a convenient solution and facilitate legislative and representational work of Congress.

C.1.2 Background Two contractors have been operating Senate food service facilities. The Senate food service operation is comprised of cafes, catering, coffee shops, convenience stores, and vending services on the Senate side of Capitol Hill.

Senate food services facilities operate in a unique congressional environment. The Contractor must be cognizant of the challenges and uniqueness of the Senate environment, diverse populations, and everyday operations which support Congress. Senate dining operations operate according to the schedule of Congress which can be less predictable than schedules of other institutions and can fluctuate based on the needs of the Senate and legislative business. As such, while the Senate is in session, the Contractor must accommodate last-minute requests for food service support and schedule changes. Building population and participation rates in food service operations decrease when the Senate is out of session.

Customers of Senate food service operations include Senators, Senators' staff, elected officials, supporting agencies of Congress, and visitors. Supporting agencies of Congress include the AOC, Senate Sergeant at Arms, Secretary of the Senate, U.S. Capitol Police (“USCP”), and various contracted staff. Unlike other federal buildings, the Senate food services are open to visitors. Visitors include constituents, tourists, trade groups, school groups, issue advocates, http://www.aoc.gov/ other government agencies, and workers from nearby office buildings. Prior to the pandemic, an average of 2 million people visited the Senate Office Buildings each year. The building has been open again to the public and visitation is at pre-pandemic levels.

The Senate is in the process of revitalizing its food services. The AOC has been allocated funding to design restaurant renovations for the Capitol Building and the Senate Office Buildings. The first of the revitalization efforts will be the renovation of space associated with this contract. See Attachment J.6: Line Drawing SDG_FS for the Dirksen Ground Level Food Services operation for the architectural layout and space assignment. It is the intent of the AOC to provide the infrastructure and buildout of the space pursuant to the Contractor’s approved food service concept of operations. The renovation effort is estimated to be 15 months after an approved construction plan and will be dependent on the level of effort associated with the Contractor’s concept of operations. See Section C.2.13: Government Furnished Equipment and Facilities for roles, responsibilities, and additional requirements.

C.1.2.1 Food Service Goals

• Thoughtful stewardship, good taste, and attentive execution must be carried through in all food service facilities.

• Food quality, safety, customer service, speed of service, ambience, comfort, and perceptions of value must be commensurate with services expected at the nation’s capital.

• Food services must be a destination of choice at prices that are competitive with similar government food service operations and employee cafeterias in the Washington, D.C.

area.

C.2 Scope of Work The Contractor shall provide food services at the identified location on the ground floor of the Dirksen Building and the adjacent seating area (Attachment J.6: Line Drawing SDG-FS) as described herein. Services covered by this contract are vital to the successful accomplishment of the AOC’s mission. The Contractor will maintain continuity of services, without interruption, throughout the entire term of the contract.

C.2.1 Food Service Outlets and Hours of Operation All changes to general operating hours as shown in Table 1 shall be submitted in writing to the Contracting Officer Representative (“COR”) and approved by the Contracting Officer (“CO”) prior to any change in operating hours taking effect.

Please note that gross receipts may fluctuate year-over-year based on the Senate Legislative calendar. The 2023 Senate calendar is subject to change without notice and can be found at https://www.senate.gov/legislative/ resources/pdf/2023_calendar.pdf. Future versions of the Senate calendar can be downloaded at the same location for the appropriate year.

Table 1: Operating Hours https://www.senate.gov/legislative/ https://www.senate.gov/legislative/

Monday – Thursday Friday Senate In Session 8:00 a.m. – 6:30 p.m. 8:00 a.m. – 4:00 p.m.

Senate Out of Session 8:30 a.m. – 4:00 p.m. 8:30 a.m. – 4:00 p.m.

If a permanent change in operational hours is requested, the Contractor will seek approval for the change from the Contracting Officer’s Representative (“COR”) and Contracting Officer (“CO”) and provide documentation to support its request. Permanent changes to the operational hours require a contract modification.

C.2.1.1 Food Offerings The Contractor shall ensure that all food offerings within the food service facility (coffee, grill, etc.) are available from the exact opening times to the exact closing times in Table 1. Failure to fully operate within, and at, these hours may result in financial penalties to the Contractor.

Requests to operate outside of these hours shall be subject to the approval of the COR and CO.

Services covered by this contract are vital to the successful accomplishment of the AOC’s mission. The Contractor will maintain continuity of services, without interruption, throughout the entire term of the contract.

C.2.1.2 Reduced Operating Hours If the Contractor wants to reduce the operating hours listed in Table 1 when the Senate is not in session, it will seek approval for that change from the COR. All requests for reduction in hours must be submitted in writing a least ten (10) business days before implementation. Permanent changes to the operational hours require a contract modification.

C.2.2 Food Quality Standards The AOC reserves the right to examine all records, documents, logs, and information pertaining to food quality, Contractor performance, and/or safety at any time.

C.2.2.1 Service Areas, Personnel, and Wares The following general standards shall apply to all food service areas:

• Dishes, glassware, and utensils will be handled in a sanitary manner. Appropriate serving utensils will be used to plate food products, and ungloved fingers will not contact food surfaces.

• Food and beverage items will be available for take-out with appropriate recyclable service ware.

• All disposable service ware, including trays, utensils, napkins, cups, and other items will be of high-quality.

• Non-disposable service ware and equipment will be of high quality and certified or classified as acceptable for sanitation per the 2022 Food and Drug Administration (“FDA”) Food Code Section 4-205.10, or latest version.

• Splattering or other sloppy service practices will not be tolerated.

• Foods will always be portioned according to established portion sizes.

• Employees assigned to counter stations will be familiar with menu items, accompaniments, prices, and correct portion sizes.

• All employees will be professional, polite, and attentive to the patron's needs and provide courteous customer service.

• Condiment stations in the dining room for patron self-service will be monitored to ensure they are clean and appropriately stocked throughout the service hours.

• Patrons are responsible for depositing soiled service ware in containers that are segregated for compostables, recyclables and landfill waste. The AOC will provide containers, strategically located in the dining area. The Contractor shall monitor these receptacles and empty immediately when full.

• The Contractor shall ensure that the exterior and the interior of the receptacles are cleaned and disinfected on a frequency (minimum daily) that will prevent unsightly dust, dirt, and food waste buildup.

• All floors, tables and chairs will be actively cleaned by Contractor staff during service to remove remaining soiled service ware and to clean table and chair surfaces.

C.2.2.2 Nutritional Information Products will include labels in accordance with FDA regulations and guidelines.

It is imperative that all items known to contain critical dietary allergens, in accordance with the FDA allergen guidelines, are clearly marked with appropriate warning language or symbols on all labeling and signage.

C.2.2.3 General Food Quality Guidelines Contractor shall serve items in accordance with applicable provisions of the FDA and the United States Department of Agriculture (“USDA”), Food and Safety Inspection Service (“FSIS”), ensuring meat, poultry, dairy, and egg products are safe and properly labeled to help prevent foodborne illnesses and support nutritional health maintenance and chronic-disease prevention.

Dependent upon the offerings, the Contractor shall:

1. Provide premium artisan whole grain breads and rolls where bread is offered, including breakfast pastries (English muffins, bagels, etc.).

2. Provide a gluten free bread option.

3. Serve a daily variety of items that are high in nutritional value and promote Recommended

Dietary Allowances

4. Serve a variety of food and beverage and follow updated evidence in nutrition policy, education, outreach and reflect the latest nutrition science.

5. Serve fresh fruit, meats, and dairy. Meat should be roasted in house; in instances where in-house roasting is not available or is cost prohibitive, the Contractor must submit a product specification for approval by the COR.

6. Limit the use of artificial flavorings and promote whole foods.

C.2.3 Sanitation Inspections The Contractor will furnish all labor, supplies, materials, equipment, and supervision sufficient to serve high quality food under clean and sanitary conditions. The service will be in accordance with the provisions and recommendations contained in the most recent Food Code published by the US Department of Health and Human Services, Public Health Service, and FDA. The Contractor will follow a “clean-as-you-go” policy. The food service facility is subject to inspection by the AOC and the OAP at any time. The Contractor shall also adhere to the following standards and guidelines:

• In preparation, production, office, dining and all other food service areas, the Contractor shall maintain all fixtures, equipment, materials, utensils, floor surfaces, walls, doors, and other surfaces in a sanitary condition. The Contractor shall perform “deep cleaning” quarterly, including pulling out equipment to clean hard to reach areas. The Contractor shall provide this quarterly “deep cleaning” schedule to the COR no later than thirty (30) calendar days after the award date.

• In the dining areas, the Contractor shall ensure that the food service seating and trash disposal areas are free of used containers, napkins, and soiled service ware.

Tabletops, bases, and chairs will always be clean. Consumer recycling and trash receptacles will be placed in visible locations in dining areas.

• The Contractor will remove trash in the seating area and transport it to the Dirksen Senate Office Building (“DSOB”) loading dock in accordance with “Operating Responsibilities Matrix” of the contract. The Contractor shall collect and transport recyclables and/or compostables to the loading dock for placement in the appropriate receptacles in accordance with the Senate Office Building Recycling Program. All waste management performed by the Contractor will comply with applicable Federal and local requirements.

• The Contractor shall provide all janitorial services for the food service areas, to include but not limited to daily cleaning of floors, kitchen, seating, tables, condiment stations, and utensil stations. The Contractor shall clean all interior walls in all food service areas, and clean hard surface flooring in accordance with manufacturer’s recommended procedures.

• Failure to keep any of the facilities in a clean and sanitary condition satisfactory to the AOC or the OAP may result in the authorization of cleaning of the facilities by other means and charging the cost of such work to the Contractor.

• Within fourteen (14) calendar days of issuance of an OAP report, the Contractor shall address all findings in it and confirm in writing through the COR that it has addressed all the report’s findings.

• Failure to comply with OAP directives may result in a Cure Notice from the CO and other financial penalties per the Quality Assurance Surveillance Plan (“QASP”).

C.2.4 Menu for Food/Beverage Program As part of contract performance, the Contractor shall identify a variety of products in collaboration with the COR and maintain adequate stock levels to ensure a varied and complete selection of products. In addition to traditional product mix, the Contractor must provide healthy alternatives in line with science-based recommendations to encourage health and to reduce the risk of chronic diseases through diet. The Contractor must meet a 20% target of product being allocated to healthy-type items in accordance with the USDA Dietary Guidelines for Americans.

The food service Contractor will make the best effort to provide an representation of vegetarian and vegan menu items.

C.2.4.1 Pricing

C.2.4.1.1 Tax Collection The Contractor shall not charge taxes to customers under the provisions of this contract. Food service operations at the Senate are designated as essential support activities or functions under section 307 of the Legislative Branch Appropriations Act, 1988, Public Law 100-202, 101 Stat.

1329-290, 1329-309 (1987), which is a statutory note to 4 U.S.C. § 105.

C.2.4.1.2 Changes to Existing Menu Prices and Food/Beverage Program The contract will reflect the menu items and the food/beverage program that the Contractor will provide and the prices that the Contractor will charge for those items and that program. Any recommendations that the Contractor submits to the COR for changes to menu items, the food/beverage program, or the price for any menu item or any part of the food/beverage program must include a full rationale for each proposed change. A modification to the contract will be executed to provide final approval of any change to the menu and food/beverage program.

C.2.4.1.3 Price Display The Contractor must display all prices at the food service facility and on the Contractor’s website. Contractor shall submit its proposed menu, prices, and portions with the proposal.

C.2.4.1.4 Pricing for New Items If the Contractor submits any new proposed menu items and or food/beverage programs outside the annual price review period, it shall be submitted to the COR for review/approval no less than fourteen (14) calendar days prior to implementation.

https://www.dietaryguidelines.gov/

C.2.4.1.4.1 Pricing for Specials & Promotions The Contractor shall submit to the COR for review and approval any non-permanent menu items.

C.2.4.1.4.2 Annual Price Adjustments The Contractor will not make any price adjustments or changes without prior written approval from the COR. Price adjustments will be reviewed and approved on an annual basis on all menu items. If a price adjustment is requested outside of the annual review, a proposal and justification is required. All prices will be approved by the COR.

The AOC will approve all adjustments to the selling price of food and other products or services provided by the Contractor on or shortly after a 30-day review period by the AOC after receiving the Contractor’s price adjustment request based on the percent change (up or down) pursuant to the Bureau of Labor Statistics: Consumer Price Index Summary– Table A located in URL:

https://www.bls.gov/news.release/cpi.nr0.htm. Percent changes in CPI for All Urban Consumers (CPI-U): U.S. city average, Food Away from Home. The AOC will use a 12-month reference period, ending October. The Contractor’s failure to provide accurate and supported price adjustments will impact the start date of any price increase. Price adjustments may go into effect fourteen (14) calendar days after written notice of acceptance by the CO or on the business day after Martin Luther King, Jr. federal holiday of the contract anniversary period. The Contractor may not exceed the percentage price increase on any individual item and percentage increases/decreases will be on a per-item basis.

C.2.4.2 Marketing and Displays The Contractor is responsible for preparing all digital and printed promotional material. The Contractor shall design and deliver appropriate marketing initiatives to foster a broad and enduring relationship with the Senate community. The diversity of the Senate community must be taken into consideration when designing marketing initiatives.

To ensure a positive customer informational experience, the Contractor shall ensure that signage and product labels are professional and creative, appropriately placed, non-controversial, and factually accurate. Marketing programs, merchandising displays, and promotions should stimulate customer interest and increase participation.

The Contractor shall obtain written approval from the COR before undertaking any marketing or promotional initiatives and displaying any on-site materials or graphics, including menu boards, tabletop displays, promotional advertising, bulletin boards, and the AOC’s, the Senate’s, and the Contractor’s names and logos.

At least once per month, the Contractor must utilize social media and other electronic delivery methods to communicate menus and other food service information.

https://www/

The Contractor must submit all marketing and promotional initiatives and materials (including related signage) to the COR for review/approval no less than fourteen (14) calendar days before it proposes to begin those initiatives or use those materials.

C.2.4.3 Modifications to Service Schedule During periods of inclement weather and/or emergencies, AOC closure decisions are made independently of the Office of Personnel Management (“OPM”). The Contractor shall have written or verbal instruction from the COR in the event of inclement weather or emergency status for all food service operations. The Contractor shall maintain close contact with the COR to determine whether food service is required during these periods. Senate food services and all associated functions are designated “essential.” In general, the Contractor’s essential personnel will be required to work unless the COR permits the Contractor to close operations.

There may be special circumstances where the food service facility is open outside of hours listed in Table 1. For example, during Inauguration, the food service facility will remain open until 9:00 p.m. to meet the needs of the Senate community and members of the press. Extended sessions of Congress may also necessitate the food service facility to remain open beyond 9:00 p.m.

C.2.4.4 Soft Opening Upon completion of any renovations and prior to full operational capability, the Contractor shall execute a “soft opening.” The purpose of this period is to test all equipment, food preparation, recipes, payment systems, signage effectiveness, food procurement, delivery processes, and all other business aspects to ensure a smooth food service capability. This is an operational trial period of a length mutually agreed to between the Contractor and the COR at the Kick-Off meeting. The COR will work with the Contractor in a partnering capacity to resolve all issues uncovered.

C.2.5 Personnel and Related Requirements Within the Capitol Hill setting, on-site contractor foodservice personnel may be perceived by patrons as “representatives of the AOC.” Contractor personnel shall always conduct themselves with the highest standards of moral, ethical, and professional behavior. Therefore, the AOC reserves the right to require the immediate removal from the contract any on-site personnel who do not uphold these standards. Removal from the contract does not necessarily mean ‘termination’ from employment.

C.2.5.1 Key Personnel In accordance with AOC Clause 52.211-1 “Key Personnel”, of Section G of the contract, the General Manager (“GM”) is considered “key personnel” position and is subject to the approval of the AOC. The GM will have at least five years of experience and successful past performance in a position of employment with comparable responsibilities to those covered by the contract.

Qualifications are listed in Attachment J.1.

If the GM is not directly responsible for the culinary side of the food operation, the Contractor shall provide a kitchen manager, which will also be considered a “key personnel” position (see AOC Clause 52.211-1 “Key Personnel” of Section G of the contract) and is subject to the approval of the AOC. The kitchen manager will have at least two years of experience and successful past performance in a position of employment with comparable responsibilities to those covered in the contract.

The Contractor shall have identifiable managerial representation in the food service area during business hours to the maximum extent possible. Managerial representative(s) will be available to assist patrons as needed.

C.2.5.2 Professional Appearance Employees of the Contractor shall be appropriately attired when performing their work assignments. The term “appropriate attire” is defined to include all apparel, nametags, hats, hairnets, etc. All attire will be in good taste and appropriate to the professional environment of the Senate community. If uniforms are required by corporate policy, they likewise will be in good taste and appropriate to the professional environment of the Senate.

C.2.5.3 Contractor Office Space Office space on the Capitol Complex is limited and will be assigned based on need and approved by COR. Currently, the AOC will provide Room SDG28A as office space in the Dirksen Senate Office Building and is dependent on any space renovation associated with Attachment J.6. The AOC will provide a desk and office chair if office space is provided.

C.2.5.4 Parking One (1) parking space, provided to the AOC by the Senate Sergeant of Arms, subject to Parking regulations, will be provided to the Contractor. The COR will provide parking rules and policies to the contractor at the at the Kick-Off meeting.

C.2.5.5 Professional Training and Certifications Contractor must maintain current ServSafe certifications, including Food Manager and Food Allergens, for all managerial and supervisory staff. Certifications will be presented to COR at the commencement of contract, upon manager’s or supervisor’s recertification, when the Contractor assigns a new manager or supervisor to the contract, and upon request by OAP or COR.

The Contractor must reasonably attempt to provide training recommended by the COR for Front of House (“FOH”) and Back of House (“BOH”) employees. The Contractor shall demonstrate commitment to continuing education for FOH and BOH staff, such as food handler’s courses, customer service refreshers, and fire and other pertinent safety courses by providing training to all employees, at least twice a year. The COR may require Contractor personnel to take additional mandatory trainings as needed.

C.2.5.6 Contractor New Hire Process The Contractor shall notify the AOC seven (7) calendar days of a new staff member hired to perform on-site services. New staff are subject to employment eligibility verification, a background check and fingerprinting by the USCP in accordance with the terms and conditions AOC52.204-4, Personal Identity Verification of Contractor Personnel (E-Verify) and AOC52.223-7, Special Security Clearance and Inspection Procedures. The Contractor shall submit fingerprint and badging paperwork for new on-site employees within three (3) business days of employment by the Contractor.

All subcontractors are subject to the review and approval of the COR.

C.2.5.6.1 Area of Contractor Responsibility The Contractor’s perimeter includes the kitchen (SDG-20, SDG-20A), office and storage area (SDG-28A), and dining area (SDG-21). All tables and chairs in the eating area of this space are the contractor’s responsibility to keep clean and sanitized during business hours. The Contractor is also responsible for maintaining and emptying all trash, recycling, and compostable receptacles in the dining area.

The Contractor is accountable for these areas relative to loss prevention and is responsible for preventing unauthorized access to back-of-house areas. The Contractor shall be responsible for ensuring each facility is closed and locked daily. Designated Contractor employees must have the responsibility for locking all doors and for turning off lights and equipment that are not essential for safety, security, or sanitation outside of business hours.

C.2.5.6.2 Authorized Access for Contractor Staff Food service employees must only have access to public areas and their designated work location. All other locations belonging to the Senate, the AOC, or other tenants of the building are strictly off limits.

C.2.5.7 Keys and Badging

C.2.5.7.1 Key Matrix Audit Report The Contractor shall submit an annual Key Matrix Audit Report by the last Friday in August each year. This report must demonstrate that the contractor conducted a complete key audit and all issued keys have been physically verified according to the Senate Office Buildings Lock and Key Policy, presented at Kick Off Meeting. The COR may request a Key Matrix report as needed.

C.2.5.7.2 Lost Keys The Contractor must account for all keys. The Contractor shall be responsible for returning the keys to the AOC. If misplaced and unable to be returned, the AOC will levy a fine of no more than $100.00 per key.

C.2.5.7.3 Badging The Contractor must account for all badges. The contractor shall be responsible for returning the badges of all separated employees to the COR. If misplaced and unable to be returned, the AOC will levy a fine of no more than $100.00 per badge.

C.2.6 Sustainability

C.2.6.1 Environmental Sustainability Good stewardship of the environment is important to the AOC; therefore, the Contractor shall participate in Senate environmental initiatives. At a minimum, the Contractor shall:

• Not use Styrofoam disposable food vehicles.

• Not use Polystyrene and other non-eco-friendly disposable food vehicles, cups, and utensils.

• Consider broad use of recyclable food service items.

• Participate in all existing future campus recycling programs.

• Install equipment and devices that save water whenever reasonably possible.

• Educate kitchen staff in recycling and composting procedures. The AOC will provide recyclable and compostable receptacles in food preparation areas.

C.2.6.1.1 Environmental Standards Plan The Contractor shall submit an Environmental Standards Plan for use of efficient and sustainable materials at the Senate. The plan should, at a minimum, document proposed actions to:

1. Participate in existing and future campus waste diversion programs.

2. Use environmentally friendly cleaning supplies, based on EPA designations.

3. Maintain separate waste streams for recyclables, compostables, and non-recyclables in kitchen, preparation, serving, dishwashing, and dining areas. The Contractor shall not mix recyclable or compostable materials with other trash going through the waste stream.

4. Recycle all kitchen grease and provide the AOC with a diversion report during quarter business review meeting.

5. Provide only napkins with minimum 50% post-consumer product, to be used at the retail food service location.

6. Encourage the use of reusable vs. disposal service ware in operations that have dishwashing capabilities.

7. Maximize efforts to maintain energy and water efficiencies and savings.

8. Procure and install equipment that meets AOC standards and meets the Energy Star and or the U.S. Department of Energy’s Federal Energy Management Program energy efficiency guidelines.

9. Except for disposable utensils, source only single-use disposable service ware that is capable of diversion through the AOC’s waste management program as either recyclable or compostable, unless otherwise directed. The environmental standards plan must include a list of all single-use disposable service ware to be reviewed and approved by AOC. Every six months, Contractor has the option to submit any proposed changes in single-use items to COR for review.

10. Donate edible surplus foods for human consumption while following all necessary food safety procedures, in accordance with the FDA. Report to the AOC monthly to include the number of pounds donated and the recipient organization.

11. Recommend new ideas and support current AOC initiatives regarding sustainable practices and environmentally conscious disposables and should communicate these practices to the food service customers. The Contractor should extend this sustainability program to all services managed by the Contractor.

C.2.6.2 Marketing Sustainability Programs The Contractor shall support sustainability programs with marketing and merchandising materials that it implements its retail operation. This program may be communicated under the name of the Contractor’s internally branded sustainability program within AOC. Changes to existing sustainability programs or new sustainability programs require written approval of AOC prior to implementation. When possible, the Contractor must implement co–branded sustainability programs.

C.2.7 Customer Service

C.2.7.1 Customer Service Experience The food service operation and other services covered under the contract are services that are an integral and an important part of the visitor and staff experience. The Contractor shall provide outstanding customer service in all food service areas. Contractor staff shall be motivated and thoroughly trained to ensure the highest quality of service. All staff must attend an accredited semi-annual yearly customer service training paid by the contractor. The Contractor will provide records to the COR at the conclusion of each training session, no later than seven (7) calendar days following the training.

C.2.7.2 Customer Service Assessments The Contractor shall propose and utilize a variety of assessment tools to measure customer service and customer satisfaction in order to achieve and maintain customer service levels above 90%. This requirement does not preclude the Contractor from conducting other assessment programs to gauge level of performance and customer preference. The number, type, methodology, frequency, and content of all contractor assessments shall be submitted to the COR for approval no later than fourteen (14) calendar days prior to proposed distribution or implementation. The results of all assessment activities must be submitted to the COR within thirty (30) calendar days of the assessment end date or during AOC requested restaurant meetings, and be accompanied by a proposal to address concerns, trends, and low ratings. The Contractor may not obtain contact information for customers by accessing the intranet or listservs. The Contractor may only use contact information of customers who have knowingly shared that information with it and may only solicit feedback about the food service outlet only.

The AOC reserves the right to bring in a third-party for independent assessments, inspections, and consulting on Senate food services and related matters.

C.2.8 Technology

C.2.8.1 Computer Connectivity

The AOC will provide assistance with computer networking and information security matters.

Hardware and software maintenance on Contractor-owned computer equipment is the sole responsibility of the Contractor. All computer equipment must meet minimum AOC hardware standards and be kept refreshed pursuant to AOC policy. The contractor must adhere to all Senate Information Security Policies and AOC Information Security Publications. It is the Contractor’s responsibility to recommend upgraded computer equipment over the life of the contract to meet AOC policies and standards and to ensure that Contractor-owned hardware and software are compatible with AOC hardware and software.

The Contractor, if hosting an information system on behalf of the AOC, must conduct either an Assessment and Authorization of their system in accordance with National Institute of Standards 800-Series Special Publication’s guidance or conduct independent assessments of their information security controls by a third-party assessment organization using industry standard metrics and methodologies.

The Contractor must ensure that its IT-related products or services comply with AOC policies, and applicable standards and guidelines, included in AOC Order 7-4, IT Security Policy, provided in Attachment J.2. Personnel with AOC system accounts responsible for rendering the Contractor’s services must be subject to the same security requirements as AOC employees including but not limited to annual Rules of Behavior, and Computer Security Awareness Training.

The AOC will provide connectivity (to include IP subnet, switch ports and activating necessary jacks) to the AOC network at reasonable locations in the quantities identified by the Contractor, as allowable by the AOC. If connections are required at locations where none currently exist, the AOC will work with the Contractor to develop the cabling statement of work to meet the AOC’s cabling standard. The AOC will coordinate the installation with its cabling vendor. The Contractor will be required to pay for all voice or data line additions, moves or changes.

https://www.nist.gov/itl/publications-0/nist-special-publication-800-series-general-information https://www.nist.gov/itl/publications-0/nist-special-publication-800-series-general-information

The AOC network will only be used for communication between the Contractor’s onsite staff and AOC staff/organizations. Any other data communications including those that go off campus (examples include back to home office, Internet access or for a POS system) must be done on a private, contractor-owned and -maintained network. If cabling is required, the AOC will create the statement of work and coordinate installs with the cabling vendor. All costs associated with cabling additions, moves and changes will be paid by the Contractor. The AOC will assist the Contractor with coordinating the install of any provider circuits that will be needed. All costs including installation and monthly reoccurring charges for these circuits will be at the expense of the Contractor.

C.2.8.2 Wi-Fi Wi-Fi is the responsibility of the Contractor. Contractor must have its own Wi-Fi network to conduct daily business operations. Wi-Fi installation must be approved by the AOC and must meet mandatory security requirements and cannot interfere with the existing government-owned and managed Wi-Fi network.

C.2.8.3 Contractor Dedicated Website The Contractor shall have an independently owned and operated website. Contractor’s website shall be mutually approved and list daily hours, specials, menu items, contact information, locations, and General Manager information. The website should be user friendly, aesthetically pleasing, up-to-date, and hosted on the Contractor’s network, and accessible to all the Senate community.

The Contractor must provide at least seven (7) calendar days’ notice of weekly menus, promotions, incentives, and specials for operations on its website. It must ensure that its website is developed and maintained to effectively communicate hours of operation, all food service facility offerings, specials, and contact information.

C.2.9 Point of Sale System

The Contractor is responsible for the Point of Sale (“POS”) system to be used at the food service facility. Any POS system must be configured so that each POS terminal can operate independently of its central server if there are network issues, or the central service fails. All terminals must be able to start working automatically in an off-line mode once it senses a connectivity or server issue. Terminals must be able to process cash and capture credit card transactions while in this “off-line” mode in an uninterrupted manner. The Contractor is responsible for the software updates, preventive maintenance, and repairs.

The Contractor shall provide and install Payment Card Industry Data Security Standard compliant (“PCI-compliant”) POS equipment. Cash registers will be electronic, fully networkable, and contain integrated credit card and quick pay capabilities. The Contractor shall bear the cost of any infrastructure enhancements, including the cost of providing internet access, to ensure all service outlet cash registers are networked. The Contractor will provide any required maintenance, service, and system upgrades and/or replacements in accordance with Attachment J.3 “Operating Responsibilities Matrix.”

In addition, the Contractor shall ensure the POS system maintains the following capabilities:

• Data collection for historical sales record

• Reporting capability at user-defined intervals, such as:

o Daily, weekly, and monthly sales report o Volume Trends o Tracking of mobile ordering orders.

• Electronic registers will issue an itemized receipt

• Employee clock in/clock out capabilities

• Mobile ordering platform

• Customer Display System to show status of order

C.2.9.1 POS Compliance Any credit or debit card processing system or POS system utilized by the Contractor must be Payment Card Industry (“PCI”) compliant and must be upgraded accordingly as applicable standards change. It is the Contractor’s responsibility to ensure all third-party processors are fully PCI-compliant and continue to be so during the contract performance period.

C.2.9.2 Mobile Ordering The Contractor must provide mobile and online ordering capabilities for customers and patrons are required. The Contractor must deploy a mobile ordering platform via an application, website, and/or kiosk for pre-ordering. The Contractor is responsible for ensuring all pricing, menu, and descriptive data listed are accurate and updated as necessary.

C.2.9.3 Method of Payment

All major credit, debit cards and cash must be accepted at the Senate food service facility. The AOC may request other types of payments not currently listed. The Contractor must accept and implement any future requests of other payment methods not currently listed within 90 calendar days. The contractor is responsible for all costs and fees associated with any method of payment.

C.2.10 Administrative Requirements

C.2.10.1 Books and Records The Contractor shall maintain accurate books and records in connection with the services provided under the contract and will retain such records during the contract service term and for two years thereafter.

The Contractor shall use POS systems and other automatic cash counting equipment as it reasonably deems necessary to properly and accurately record all gross receipts. All such systems are subject to prior review and approval by the AOC. The AOC will have the right, upon reasonable notice, to review and to inspect such equipment at any time.

The AOC will have the right to audit the Contractor’s books and records of account on an annual basis at a mutually agreed upon time and location. If the result of any such audit establishes that the Contractor has overpaid the AOC such overpayment will be credited against payments currently or to become payable to that AOC. If the audit reveals the Contractor has underpaid the AOC, the Contractor must pay the difference to the AOC within ten (10) calendar days.

If the audit reveals an underpayment in excess of two (2) percent of the total amount of payments payable during any contract year, the Contractor will pay the AOC the cost of said audit plus a ten (10) percent administrative fee.

Contractor records will be available for routine inspection and audit by AOC representatives at any time during the contract services term and for two years thereafter, during business hours and upon reasonable notice. These routine audits and inspections will not be conducted more frequently than twice in any consecutive 12-month period, subject to the AOC’s right to conduct special inspections and audits whenever it deems such audits to be necessary or appropriate. The AOC reserves the right to conduct surprise inspections and audits and/or mystery shopping at any point of sale under the control of the Contractor.

C.2.10.2 Reports Related to Employee Pay For the purposes of ensuring Service Contract Labor Standards (“SCLS”) and AOC minimum wage compliance, the Contractor will submit the following reports to the AOC:

• Payroll Calendar – submit a payroll calendar at the beginning of each payroll calendar year, including pay date and pay period beginning/end dates.

• Hire Date Report – submit a monthly payroll system report that indicates the employee’s hire date, SCLS labor classification, and hourly rate(s) of pay on the third business day of each month.

• DC Notice of Hire – submit a copy of all “DC Notice of Hire” forms for all employees upon initial employment and after any subsequent change necessitating reissuance of said form.

• Payroll Reports – submit complete payroll reports on a monthly basis that include the following minimum information:

o Employee name o Hours worked

▪ Total number of hours (breakdown: Regular, Overtime, Holiday, Sick, Vacation, Jury duty, Bereavement, etc.)

▪ Total amount paid per breakdown category o Employee benefits – breakdown needed to verify SCLS-compliant benefit payments (e.g., Health and Wellness, contributions to bona fide benefit plans, etc.) and provide additional submittal (e.g., payroll statement for each employee) if benefit is paid in a manner that does not show up on the automated report.

The AOC reserves the right to request additional reports if the reports provided do not provide the level of detail needed to verify compliance with SCLS labor requirements and AOC minimum wage rates.

C.2.10.3 Income Statements or Profit and Loss Statements The Contractor shall provide to the AOC, monthly (within fifteen (15) calendar days of the end of the Contractor’s accounting period) financial statements, including a full statement of all costs, income, and rebates. Operating statements must detail all revenue and expenses for the current period, current budget, monthly variance, Year-to-Date (“YTD”) totals and YTD budget totals and YTD variances.

Statements shall be certified and provided in General Accepted Accounting Principles format and be proven as allowed, allocable, and reasonable and include any rebates or other income, pursuant to the requirements of Federal Acquisition Regulation Part 31. The Contractor shall allow the AOC or its representatives access to its accounting records. This includes, but is not limited to meal counts, cash register tapes, sales reports, sales journals, payroll journals, other books of original entry and the general ledger to verify the accuracy of the cost and sales reports.

The Contractor’s accounting system shall be capable to perform federal government cost accounting. The Contractor must follow the contract year for all reporting.

The AOC reserves the right to request additional reports or financial information about the food service facilities, which the Contractor will provide as needed. Report frequency will be at the discretion of the COR.

C.2.11 Deliverables

C.2.11.1 Deliverables Schedule Contained in Section J as Attachment J.4 is an example of the deliverables schedule. During the contract Kick-off meeting, the COR will review and finalize the deliverables schedule with the Contractor.

C.2.11.2 Logs Upon the AOC’s request, the Contractor shall provide copies of temperature logs, waste logs, recipe cards, inventory logs, etc. Logs must be submitted via email in PDF or sortable excel file.

The Contractor must provide logs to the COR no later than two (2) calendar days after the request.

C.2.11.3 Quarterly Business Reviews The Contractor shall present quarterly business reviews to key AOC leadership four (4) times per year.

The meetings will be a forum for the Contractor to share operational and financial results with the AOC. The meetings are designed to be interactive and provide an opportunity for the sharing of information, strategic direction, development of action items and recognition. At a minimum, these meetings must be attended by AOC representatives and the Contractor’s local management team.

C.2.12 Security

C.2.12.1 Security Requirements Contractors and vehicles entering the Capitol complex under this contract and all new and current food service staff, both hourly and management, are subject to Senate security requirements; Policies relating to Security are attached.

C.2.12.2 Inspections for Safety and Security Authorized government employees may inspect the food service facilities for security and safety purposes at any time pursuant to the Inspection and Acceptance requirements of Section E under this contract.

C.2.13 Government Furnished Facilities and Equipment The Contractor may be held accountable for designated areas relative to loss prevention and preventing unauthorized access to back-of-house areas. The Contractor is responsible for ensuring doors are locked, lights are turned off, and equipment that is non-essential for operations is in the off position outside of business hours.

The Contractor’s perimeter includes the kitchen (SDG-20, SDG-20A), office (SDG-28A), and dining area (SDG-21). See Attachment J.6 “Line Drawing SDG_FS”. All tables and chairs in the eating area of this space are the Contractor’s responsibility to keep clean and sanitized during business hours. The Contractor is responsible for maintaining and emptying all trash, recycling, and compostable receptacles in the dining area.

C.2.13.1 Government Furnished Property (GFP) All heavy (capital, permanent (i.e., steam kettles, ovens)) equipment currently in the Senate food service facilities is owned by the AOC. All GFP inventory currently in the food service facilities is provided to the Contractor to use in an as-in condition. See Clause AOC52.245-2 Government Furnished Property. See Attachment J.5 “Government Furnished Property” inventory list. All repairs, preventative maintenance, and replacements of this equipment will be the responsibility of the AOC.

Any additional heavy equipment required for the food service operation, as a result of an approved renovation to the space(s) as outline in Attachment J.6, will be purchased, owned, and maintained by the AOC. Attachment J.5 will be updated accordingly with any additions to the GFP list.

This space is equipped with an oil recycling pump, maintained by Restaurant Technologies formerly known as RTI. The Contractor must establish an account with Restaurant Technologies to coordinate deliveries and removal of the oil based on use. The Contractor is responsible for adhering to the AOC policies and procedures on all oil spills. The policies will be presented at the Kick-off meeting.

Microwaves, televisions, tables, and chairs located in this common area are considered GFP but not included in the inventory list. All maintenance and repairs to these items are the responsibility of the AOC.

C.2.13.2 GFP Inventory A GFP inventory review will be conducted in collaboration with the COR and a representative from the Contractor annually by the fourth (4th) Friday of January, the beginning of each contract year. See Attachment Section J.5 “Government Furnished Property” List.

C.2.13.3 Contractor-Furnished Property and Supplies The Contractor must provide, at Contractor cost and expense, all small wares and loose equipment. Small wares are defined as glassware, flatware, dinnerware, pots, pans, bar supplies, décor, tabletop items, food preparation and serving utensils, storage supplies, service items, and removeable or tabletop small appliances (e.g., toasters, slicers, food processors and espresso/coffee machines).

The AOC will have the right to review and approve any small wares or loose equipment used or in view of visitors/customers.

Before placing any new equipment in Senate food service facilities (e.g., new oven, new small ware equipment, new food cart), the Contractor must submit a proposal to the AOC that includes the specifications and pricing for all equipment. The COR must approve all new equipment proposed for Senate food service facilities by the Contractor. The AOC will have the right to review and approve any small wares or loose equipment used or in view of visitors/customers.

All equipment must be National Sanitation Foundation (“NSF”) certified equipment (with an NSF label), or American National Standards Institute (“ANSI”) classified equipment.

C.2.13.4 Renovations & Remodeling In order to meet AOC regulations and FDA food code…