Section L _ Dirksen Ground Level Food Services.pdf

Section L, Page 1

SECTION L

INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFEROR

L.1 FORMAT AND CONTENT PROPOSAL

(a) Offeror shall submit proposal in sufficient detail to enable the AOC to make a thorough evaluation thereof, and to arrive at a sound determination as to whether the proposal conforms to the solicitation and is the most advantageous to the Architect of the Capitol (AOC) when all relevant factors are considered. The Offeror shall submit information in a clear, concise, factual, and logical manner. Offerors are reminded to avoid excessively lengthy or overly extravagant proposals and proposals that emphasize marketing information at the expense of substantive responses to AOC requirements.

(b) Proposals that do not address all elements and requirements of the solicitation may be disqualified from further consideration.

(c) It is the Offeror’s responsibility to carefully read, understand and comply with all solicitation instructions. Failure to comply with solicitation instructions is solely at the Offeror’s risk.

(d) The AOC reserves the right to require a performance bond.

(e) Anecdotal evidence and documented successes are preferable to rhetoric, platitudes and promises.

L.2 EVALUATION OF PROPOSALS

The specific evaluation criteria are found in Section M. Detailed instructions regarding the information the AOC requires to evaluate proposals are included in Section L.

L.3. PROPOSAL FORMAT

Proposals shall be submitted electronically in two distinct and separate parts. Provide a Table of Contents reflecting Part I (Technical Proposal) and Part II (Standard Form 33, Qualifications, and Financial Offer) and sub-sections as follows. The Table of Contents and all pages should be numbered.

Part I - Technical Proposal

Part I – Technical Proposal should be divided as follows:

(1) Executive Summary

(2) Technical Approach

• Proposed Products and Services

• Operational Plans

• Quality Assurance

• Customer Service

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(3) Corporate Capabilities

(4) Past Performance

(5) Contractor Supporting Attachments

Part II – Qualifications, SF33, and Financial Offer

Part II – Qualifications and Financial Considerations should be divided as follows:

(1) Section A Solicitation, Offer, and Award Standard Form - 33 (SF33) completed

(2) Company Qualifications and Background

(3) Section B and Specific Section J Attachments completed

(4) Supporting Contractor Attachments

L.3.1 Part I - Technical Proposal

L.3.1.1 Executive Summary

Provide a comprehensive summary of your entire proposal in bullet-point format. The Executive Summary should provide condensed highlights of your proposal in sufficient detail for the reader to fully understand the scope and intent of your proposal and should not exceed 10 pages.

Clearly summarize the food service concept, operational plan, quality assurance, and customer service aspect in accordance with the requirements in Section C. This document should be suitable for review by senior management, Senators and their staff and should provide the reader with an overview of the proposed services. This document should not include or reference any aspect of the Offeror’s financial proposal.

L.3.1.2 Technical Approach

The Offeror shall provide in detail their approach to satisfying the requirements of the statement of work.

L.3.1.2.1 Proposed Products and Services

(1) Describe the proposed food service concept based on the space allocation from Attachment J.6 Line Drawing SDG_FS.

(a) Include the proposed name of your location.

(2) Provide drawings, artist renditions, or similar photographic concepts for the proposed food service concept in the space provided.

(3) Provide detailed written description of the proposed concept and operation for all relevant meal period operations (breakfast, lunch, and/or dinner) and a detailed written description of the

Section L, Page 3 proposed merchandising concept for the operations including illustrative sketches, renderings, floor plans or photos of similar Offeror operations.

(4) Provide sample menus, and portions for breakfast, lunch, beverages, desserts and snacks, dinner, etc. Menus should be complete and representative of all proposed food and beverage items (it is not necessary to provide cyclical or multi-week menus unless such submission best represents Offeror’s proposed operation).

(5) Provide proposed pricing based on calendar year 2023 dollars for menus described in (3) above per Menu Standards (Section C.2.4.1). Pricing to be based on local food service outlets (comparable to similar public buildings and food service operations in Washington, D.C. Since one size does not fit all at the Senate, Offeror should be creative yet specific in proposing special offerings, different price points and options that cater to the entire range of Senate customers, incomes and working hours. For example, describe how you will provide low-cost healthy menu options and what those menu options shall be, at pricing for a specific customer category.

(6) Confirm that the Offeror will meet the core hours of operation as shown in Section C.2.1. If the Offeror is proposing additional or adjusted hours of operation, the proposed schedule should be provided along with a discussion of the proposed change(s) and the benefits the Offeror anticipates from the revised schedule.

(7) Provide a comprehensive Marketing Plan including a Customer Communications Plan with the goal of aggressively driving revenues and making the Senate food service operation the dining choice among Senate personnel. The plan should address traditional as well as non-traditional means of communicating with customers including all forms of social media, smart phones, and apps.

(a) Provide representative samples of merchandising and marketing campaigns and promotional displays.

(b) Provide a plan for publicizing information such as healthy choice options, nutrition, specials, menu updates, value meals, and other offerings.

(8) Indicate Offeror’s ability to provide menus, promotional material, etc. that will be posted on the Offeror's website and related social media vehicles.

(9) Submit an implementation/start-up schedule and action plan, including the soft opening, indicating the steps required from the date of renovations have been completed through and including the first 90 calendar days of operation.

(10) Provide the names, titles, and roles of all individuals that will represent your company during the transition period.

L.3.1.2.2 Operational Plans

(1) Describe food preparation methods.

(2) Describe plan for maintaining clean and orderly kitchen spaces, serving areas, storage areas, and dining rooms.

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(3) Describe any proposed cosmetic changes, including merchandising, marketing, point of purchase displays, uniforms, etc. and include the total capital cost your company will be allocating for the facility. This does not include major renovations.

(4) Describe your company’s commitment to sustainability as it relates to Section C.2.6.

(5) Describe strategy for dealing with the increasing demands for organic, gluten free and vegan/vegetarian products. Also describe your company’s program for identifying and communicating food items that include common ingredients that may be allergens (e.g., nuts, shellfish, MSG, etc.).

(6) Address technologies to be incorporated into the food service operations. Examples of technologies to be considered include on-line/mobile ordering system, accelerated check out systems utilizing bar or QR codes. Describe how technology will improve customer service and/or revenues.

(8) Provide the make and model number of the Point of Sales (POS) system that will be utilized and describe the operational aspects, including connectivity, of the POS system.

(9) Provide a general description of your Payment Card Industry (PCI) compliance program and those of any subcontractors.

a. Describe in general how the Point-of-Sale terminals, credit/debit card readers, and smartphone applications are secured; how they are protected against Point of System malware and intrusions; and, how incidents can be detected if they occur.

b. Describe how customers' credit card and other personably identifiable information is collected and protected.

c. Provide details of your process for addressing incidents if they occur, which must include immediate notification to the Contracting Officer Representative (COR).

d. Identify the point of contact within your organization who is responsible for information security.

(10) If your company will use a central commissary, distribution facility, or kitchen for prepared, perishable, nonperishable, fresh or frozen food stuffs, and/or non-consumable supplies, provide details as to what will be provided by your commissary, distribution facility, and/or off-site kitchen including frequency of use and purpose. Indicate if it is licensed and approved by the appropriate local and State governmental agencies. Provide the address of the facility.

L.3.1.2.3 Quality Assurance

(1) Quality Assurance Surveillance Plan (C.2.14)

The AOC intends to implement a Quality Assurance Surveillance Plan. Offeror shall provide a written Quality Assurance Plan designed to ensure an excellent guest experience.

The Quality Assurance Plan must include:

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a. Total quality assurance process, including quality standards, monitoring, and reporting,

b. Quality reporting to client, including frequency thereof,

c. Customer satisfaction guarantees and assurances.

(2) Sanitation Inspection (Section C.2.3)

Provide a sample of your standard company manual that covers the cleaning and sanitation practices and policies including Hazard Analysis & Critical Control Point (HACCP). Describe procedures for internally daily monitoring compliance of these policies and procedures.

L.3.1.2.4 Customer Satisfaction

(1) Provide details of Offeror’s approach, including sample documents, to establishing and maintaining high customer service standards. Identify customer service programs covering the entire food service operation being proposed, including the Offeror’s approach to accountability for service delivery standards. Describe how you will provide the results from these activities monthly to the AOC.

(2) Describe any techniques you plan to employ to make the dining experience and other product purchases positive and meaningful for the customer.

(3) Address what, if any, frequent customer, or loyalty reward programs will be offered and how they will improve the customer’s perception of services or revenues.

(4) Describe the method for handling customer refunds.

(5) Describe your approach to reducing wait times and to ensure fast and efficient checkout and payment processing during peak times.

L.3.1.3 Corporate Capabilities

The Offeror shall demonstrate it possesses the infrastructure, processes, and financial solvency to successfully carry out the requirements in Section C – Statement of Work. The Contractor shall provide the following:

(1) Renovations, Remodeling and Capital Investments

(a) AOC will complete renovations to kitchen, service, and seating areas to meet FDA food service requirements needed and the awarded Contractor’s concept of operations for its proposed food operations. AOC will work in collaboration with the Contractor to ensure all aspects of the facility operations are code compliant before soft opening.

(i) If your company is proposing additional capital improvement renovations, provide proposal(s) for the Senate services ‘As-Is’ and with ‘Renovations.’ If your company is not proposing additional renovations and capital expenditures for renovations, then no response is requested other than your written indication that you are only accepting the AOC’s space ‘As-Is’ upon completion of the initial renovation by the AOC. The

Section L, Page 6 definition of ‘renovation’ includes physical, permanent improvements to equipment and facilities and does not include cosmetic improvements that can easily be installed and removed.

(ii) Notwithstanding the previous discussion regarding additional renovations, the AOC encourages Offeror’s to suggest any changes in traffic flow, seating arrangements, etc., that would enhance the dining experience, reduce customer congestion, increase speed of service, and make existing spaces more “usable” at minimum or no cost to the AOC.

(iii) The Offerors shall provide verification of its ability and commitment to provide adequate funding for all proposed Contractor investments (see Section C.2.13.4.1). A prospective Offeror shall be required to demonstrate its financial capacity to fund its proposed investment plus all transition and pre- and post- opening The funding must in the form of either documentation verifying the Offeror’s private capital or an unconditional, formal, and binding letter of commitment from a commercial lender or third party. Funds not currently on hand, but which are confirmed in writing with Offeror’s proposal to be available at commencement of contract term, may be acceptable.

The Offeror must provide documentation that the necessary funding will be available. In the case of a public corporation, an original, notarized letter signed by an officer of the company that represents that company’s finance committee or whatever entity (executive committee, board of directors, etc.) that has the authority to authorize this expenditure will satisfy this requirement.

(b) Management Structure and Company Operation

(i) Provide an organization chart of on-site management structure covering all services provided by the Offeror. Show reporting relationships for on-site staff as well as the organizational structure and reporting relationships up through the President and/or Chief Operating Officer.

(ii) Provide a complete description of the company resources that will be in support of Senate operations, i.e., company representatives above and beyond the resident general manager. Provide the names, titles, and responsibilities of each of these individuals.

Indicate the level and frequency of interaction these individuals will have with the COR, Contract Specialist (CS) and CO and the accessibility of these individuals to the COR, CS and CO.

(iii) Provide your problem escalation and mitigation process.

(iv) Describe your company's standards for the handling of customers and customer complaints.

(c) Key Personnel

Provide resumes of the prospective General Manager (GM) (key personnel). If the GM is not directly responsible for the culinary side of the food operation, the Contractor shall provide a Kitchen Manager.

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Resume content must include, but is not limited to: work history, skills and experience, educational background, and certifications. While it is understood that some of the individuals proposed may change, the individuals included in the proposal should be (1) currently available, interested, experienced and fully capable and (2) individuals that indicate your company’s depth and ability to provide highly qualified and experienced senior management for on-site resident positions that closely match the operating criteria.

(d) Outside Support

Identify any consultants or non-employees that your company will use initially and/or on an on-going basis that are not full-time, regular employees.

(e) Personnel and Related Items

(i) Describe the orientation and training provided for your staff. Describe all training practices that will be applied to operations. A training manual is not necessary, however, a summary statement giving examples of training for management and hourly staff will suffice.

(ii) Provide proposed staffing plan including job descriptions and daily hours.

(iii) Describe your company’s standards and requirements for attire, grooming, and uniforms.

(iv) Describe your company’s personnel rewards, recognition, and retainage policy.

(v) Describe your company’s strategy and controls to ensure personnel job satisfaction.

L.3.1.4 Past Performance

A Past Performance Project List identifying three current and three completed projects within the last three years for which the Offeror has provided services relevant to the services required by this solicitation. These Project Lists shall include:

(1) Name of the entity for which services were provided;

(2) Contract and/or task order number for federal/government contracts or the entity’s identifiable agreement number or name assigned, if applicable;

(3) Brief description of the services provided; and

(4) Current telephone and e-mail address of the person with principal responsibility for monitoring the services provided (e.g., the CO for a federal government agency).

(5) Include the contact information for the person who has ongoing, first-hand knowledge of the Offeror's performance. Include and identify a list of accounts lost within the last three years and the reason(s) for the losses. Include contact information for a person having first-hand knowledge of the Offeror's performance.

L.3.1.5 Contractor Provided Supporting Attachments

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Include any material (i.e., training manuals, checklists, etc.) that directly relates to your proposal at the end of Part I – Technical Proposal. Clearly label each attachment.

L.3.2 Part II --SF33, Qualifications, and Financial Offer

L.3.2.1 Section A Offer and Award Form (SF33) completed

Submit the SOLICITATION, OFFER AND AWARD Form (SF33) with blocks 12 through 18 completed. Offerors must submit completed Section K of this RFP, Representations, Certifications, and Statements of Offerors.

L.3.2.2 Company Background

All Offerors will be required to submit proposals to include the following information concerning the company background:

(1) Legal name of the company and include your SAM.gov “Unique Identifier Number.”

(2) Health Department Compliance: Provide details if any Health Department has ever closed any of your foodservice operations, suspended a license to operate, or ordered you or your company to a hearing due to any non-compliance issues in all regions of the U.S.

(3) Key point of contact (POC) list and telephone number.

L.3.2.3 Section B Financial Schedules Completed

(1) To support any proposed commission to be paid to the government, provide a detailed description of proposed commission, if above the government’s 10% minimum, to the government based on a percentage of total Gross Receipts, based on volume of sales, separately by contract line-item number. The goal is to receive the best possible service/value for the Senate.

(2) To support any proposed contractor investments under Section B.6 pursuant to Section C.2.13.4.1, provide a detailed description, pricing, and narrative of the proposed investments and estimated timeline for completion.

(3) Based on the historical information provided, provide a pro forma financial statement for the base period of the contract in Microsoft (MS) Excel format.

(4) Complete a Price and Portion Guide, with the items and prices you are proposing for these areas. These lists should include at least 90 percent of the items that your company will be offering for sale. Selling prices shall not include sales tax since the AOC is tax exempt.

L.3.2.4 Contractor Provided Supporting Attachments

Include any additional items in support of your qualification statements of financial considerations. Clearly label each attachment.

L.4 SUBMISSIONS

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(a) Offeror shall ensure that the proposal is signed in block 17 of the Request for Proposal page (page one of the RFP) by an authorized party and shall print or type its name and the name of the authorized signatory in the appropriate blocks. An offer signed by an agent should be accompanied by evidence of his or her authority unless such evidence has been previously furnished to the Contracting Officer. Offerors are reminded not to use the image of the seal of the Senate or AOC, or any other seal referenced in Section 713 of Title 18, United States Code, on its proposal.

(b) Offeror shall submit one (1) electronic version in MS Word or PDF format, with Excel spreadsheets as appropriate. The proposal is to be prepared in such format and detail as to enable the AOC to make a thorough evaluation thereof, and to arrive at a sound determination as to whether or not the Offeror has the qualifications to meet the AOC’s requirements.

The AOC is not responsible for any failure to access information. Receipt of the electronic version by email by the due date and time will satisfy the submission deadline requirement. The AOC shall not accept proposals submitted by fax, courier, or hand-delivery. The email shall not exceed 10 MB in size. If the proposal exceeds 10MB, Offeror may submit more than one email, provided that all emails associated with an Offeror 's proposal are received no later than the time and date specified in section (i) below.

(c) The Technical Proposal, Financial Proposal, and Projections shall be submitted as separate files.

(d) A Pre-proposal Conference and Walk-through of Senate facilities will be Thursday, October 19, 2023, at 11:30 am EDT.

Companies are asked to limit participation to no more than two (2) individuals per contractor.

Please provide contractor identifying information for the walk-through via email to LaVaysha Lewis at lavaysha.lewis@aoc.gov no later than Date: Monday, October 16, 2023, by 5:00pm EDT. Registered participants shall meet in the Senate Dirksen Office Building, 50 Constitution Ave NE, Washington, DC 20002, room SD-G45 conference room between 11:00 am and 11:30 am.

(e) Questions concerning this RFP must be submitted in writing. The deadline for receipt of all questions is Tuesday, October 24, 2023, at 5:00pm EDT Questions must be submitted via email to LaVaysha Lewis: LaVaysha.Lewis@aoc.gov. Questions must be submitted in a MS Excel spreadsheet identifying the RFP Document Name, RFP Page Number, RFP Section, RFP Paragraph, and RFP Question as shown in the table example below. Questions and answers will be published in an amendment to the solicitation and posted to SAM.gov by Thursday, November 2, 2023.

RFP Document RFP Page number

RFP Section RFP Paragraph RFP Question

Example:

Instructions, Conditions, and

9 L.4(e) 1 When are proposals due?

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Notices to Offeror

(f) The AOC may, at its sole discretion, conduct site visits to one or more facilities currently managed by the Offeror. The AOC is not required to conduct a site visit of all Offerors who submit a proposal in accordance with Section L.3 above.

(g) The AOC may, as its sole discretion, request oral presentations from those Offeror’s who are determined to be in the competitive range for award of this contract(s).

(h) The AOC may, at its sole discretion, enter into discussions with Offerors. If the AOC elects to enter into discussions with Offeror, the AOC expects to conduct those discussions from Thursday, January 18, 2024, through Thursday, February 1, 2024, so Offeror should expect to be available during this period to meet with the AOC. The AOC expects to make an award on or around Friday, February 9, 2024, and will expect that the Offeror and proposed resources that have been accepted by the AOC will be available to begin the on-boarding process thereafter.

Service is to begin when the AOC provides a notice to proceed to the Contractor. See Section B.9 for details.

(i) Proposals are due Friday, November 17, 2023, at 12:00 noon ET. Proposals must be emailed to the Contracting Officer at lavaysha.lewis@aoc.gov. The subject of the email should be AOCSSB23R0060_{Name of company} proposal. Example: AOCSSB23R0060_XYZ Co.

Questions. All submissions in response to this RFP shall be valid for 180 days.

(j) All correspondence pertaining to this solicitation must have the RFP number, AOCSSB23R0060, in the subject.

(k) In the event of a Government Shutdown, the AOC will suspend all action pertaining to the RFP until the government reopens. Upon reopening, the Government will issue an amendment with revised dates.

L.5 ACKNOWLEDMENT OF AMENDMENTS TO SOLICITATION

Offerors shall acknowledge receipt of any amendments to this solicitation requiring the Offeror’s signature by signing and returning the amendment as part of its proposal, or by identifying the amendment number and date in the space provided for this purpose on the form for submitting an offer.

L.6 RESTRICTION ON DISCLOSURE AND USE OF DATA

(a) Offeror’s that include in their proposals data that they do not want disclosed to the public for any purpose or used by the AOC except for evaluation purposes, shall do the following:

(1) Mark the title page with the following legend:

“This proposal includes data that shall not be disclosed outside the Architect of the Capitol (AOC) and shall not be duplicated, used, or disclosed--in whole or in part--for any purpose other than to evaluate this proposal. If, however, an award is mailto:lavaysha.lewis@aoc.gov

Section L, Page 11 made to this Offeror as a result of--or in connection with--the submission of this data, the AOC shall have the right to duplicate, use, or disclose the data, including cost and pricing data, to the extent provided in the resulting order. This restriction does not limit the AOC’s right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets numbered [insert number(s)],” and

(2) Mark each sheet of data to be restricted with the following legend:

“Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.”

L.7 LATE SUBMISSIONS AND REVISIONS OF PROPOSALS

Any proposal or revision to a proposal received by the CO after the time specified for receipt will not be considered. Proposals may be withdrawn by e-mail or other written notice received at any time before award.

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