Senate Food and Related Services SOW - 10 APR 2026.pdf

Senate Food and Related Services, Senate Office Buildings Section C – Descriptions and Specifications/Scope of 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 food services 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 the legislative and representational work of Congress.

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 Background The Senate food service operation is comprised of cafes, catering, coffee shops, convenience stores, and vending services on the Senate side of Capitol Hill.

The following food service outlets and related locations for the Senate-wide Food Service provider are included in this Statement of Work (SOW). The current name of each unit is referenced in Attachment J.10 - Venues, for each of the following locations:

• Capitol Building Room SB-10

• Dirksen Office Building Room SDB-RE

• Catering Services (throughout Senate spaces)

• Dirksen Office Building Room SDB-R7

• Capitol Building S-110

• Capitol Building Room S-112A

• Vending (throughout Senate spaces, USCP Headquarters) http://www.aoc.gov/

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 that support Congress. Senate dining operations operate according to the schedule of Congress, which can be less predictable than the 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 (SAA), 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, other government agencies, and workers from nearby office buildings. An average of 2 million people visit the Senate Office Buildings each year.

C.2.1 Food Service Goals

• Thoughtful stewardship, good taste, and attentive execution must be carried out 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.3 Operating Hours Senate food service facilities, including convenience stores, vending, and catering, are located in the U.S. Capitol, the Dirksen Senate Office Building (DSOB), the Hart Senate Office Building (HSOB), the Russell Senate Office Building (RSOB), and the United States Capitol Police Headquarters.

Food service facilities are generally closed on Saturdays, Sundays, and Federal holidays unless required to support legislative activities, as indicated in the legislative calendar, to support special events, or as otherwise directed by the Contracting Officer’s Representative (COR) or Contracting Officer (CO). Federal Holidays can be found at opm.gov. Convenience stores and vending facilities throughout the Senate complex shall operate 24 hours a day, 7 days a week, 365 days a year.

The Senate calendar and holiday schedule can be found at: www.senate.gov. The following food service facilities are operational during the hours listed in Table 1. The hours are subject to change and may fluctuate based on Senate needs, as provided for specific units and as directed by the

COR.

The Contractor shall maintain the core operating hours as specified under Table 1 below for the units described in C.2 unless otherwise directed in writing by the COR after consultation with the https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2023 http://www.senate.gov/

CO. Senate food services and all associated functions are designated “essential.” As an essential support activity or function, the Contractor’s essential personnel will be required to work unless the CO permits the Contractor to close operations.

Table 1: Core Operating Hours

Food Service Facility In session Hours Out of Session Hours

Capitol Building Room S-110

Monday – Friday 8:00 a.m. – 3:00 p.m.

Closed

Capitol Building Room SB-10

Monday – Friday 7:00 a.m. – 3:00 p.m. or until Senate adjourns, latest 9:00 p.m.

7:00 a.m. – 3:00 p.m.

Dirksen Office Building Room

SDB-RE

Coffee Shop, if operating, Monday – Friday 7:00 a.m. – 4:30 p.m.

C-store functions shall operate 24 hours/7 days a week

Coffee Shop, if operating, Monday – Friday 7:00 a.m. – 4:30 p.m.

C-store functions shall operate 24 hours/7 days a week

Dirksen Office Building Room SDB-R7

Vending (Throughout the SOB and Senate side of the Capitol Building and additional offsite facilities)

24 hours/7 days a week 24 hours/7 days a week

Capitol Building Room S-112A

24 hours/7 days a week

24 hours/7 days a week

Catering (Throughout the SOB and Senate side of the Capitol Building)

As needed, 24 hours/7 days a week

As needed, 24 hours/7 days a week

If a permanent change in operational hours is requested, the Contractor will seek approval for the change from the CO and provide documentation to support its request. Permanent changes to the operational hours require a contract modification. In no event shall the Contractor make a permanent or temporary change in operational hours without the express, written approval of the CO. Such approval may be approved or denied at the sole discretion of the CO, for any reason or no reason at all.

C.3.1 Modification in Operating Hours There may be times the Senate stays in-session on the weekend with limited notice. If this occurs, the Contractor is required to open with a limited menu to serve the community.

There may be special circumstances where food service facilities are open outside of hours listed in Table 1, and/or must remain open after 9:00 p.m. to meet the needs of the Senate community and members of the press, including but not limited to extended sessions of Congress. Requests to operate outside of these hours shall be at the written direction of the CO.

There may be exceptions to hours of operation listed in Table 1, as approved by the CO, when Senate food service facilities may operate under reduced operating hours when the Senate is not in-session.

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 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.

C.4 Food Service Units & Services The Contractor shall provide food services to five food service units including one (1) fine dining executive dining room, one (1) cafeteria, a minimum of two (2) food service units with convenience store capabilities, vending operations, catering, and related services.

C.4.1 Extended Sessions of Congress/Extended Operating Hours Hours of operation for the Senate Carryout are established to provide food services while the Senate is in-session and must be flexible to accommodate late(r) sessions, as needed. Varying hours of operation reflect the varying schedule of the Senate; the Senate Carryout must remain open while the Senate is in-session, but no later than 9:00 p.m.

There may be times the Senate stays in-session on the weekend with limited notice. If this occurs, the food service units with 24/7 convenience store capabilities (Dirksen Office Building Room SDB-RE and Capitol Building Room S-112A) are required to be stocked with self-serve coffee and fresh food. The Contractor is required to open Capitol Building Room SB-10 and/or other units with a limited menu to serve the community. Hours of operation of the Capitol Building Room SB-10 are 7:00 a.m. until one hour after the Senate adjourns, at the latest 9:00 p.m. The Contractor may be directed to open other units as needed based on needs of the Senate community.

There may be special circumstances where food service facilities are open outside of hours listed in Table 1, to meet the needs of the Senate community and members of the press. Extended sessions of Congress may necessitate the unit to remain open beyond 9:00 p.m. to meet the needs of the Senate community. Requests to operate outside of these hours shall be at the written direction of the CO. Extended hours as provided under Subsection C.4.1 shall be at no additional cost to the Government or shall not be grounds for equitable adjustment.

C.4.2 The Grab and Go Program (Grab and Go) All Grab and Go, unless mutually agreed upon by the COR and Contractor, must be made in-house. A minimum of six (6) varieties of salad and six (6) varieties of sandwiches shall be offered daily.

Grab and Go items must be offered daily at a minimum of two locations, at least one of which must be available 24/7, except the Capitol Building Room S-110. Except for a 24/7 unit, if a unit has Grab and Go items, the items must be available from 11:00 a.m. until the Senate adjourns, at the latest 9:00 p.m.

The Contractor must notify the COR within two (2) hours of any menu changes on previously submitted items, including any changes to the publicly shared menus. All menus must comply with Food and Drug Administration (FDA) standards for Consumer Advisory and Allergens.

The Contractor must present to the COR a refresh of all items to Grab and Go menus on a semi-annual basis (to be implemented in April and September), aligning with the legislative calendar.

The Contractor will conduct bi-annual tastings for external stakeholders by invitation from the COR only; attendance will not exceed three (3) AOC staff and six (6) external stakeholders.

External stakeholder tastings are limited to two (2) occurrences calendar year. The tastings will not occur at a high traffic time or traditional mealtimes.

If the COR or external stakeholders require changes after the bi-annual tasting, the Contractor must present the revised version or substitute to the COR and external stakeholders in a limited follow-up tasting no later than five (5) business days after notification. The COR(s) will provide final approval before releasing the item for sale to the Senate community.

Grab and Go menu items do not count towards the minimum requirements of any other food service units.

C.4.3 Dirksen Office Building Room SDB-R7 Dirksen Office Building Room SDB-R7is a fully self-contained operation with complete food production capabilities, offering a diverse menu of hot and cold items, along with specialty items.

In this environment the following concepts are currently programmed: cold and warm deli, grill, pizza, salad bar, two (2) entrée stations, hot soup, cook–to-order station, grab and go, dessert, hot/cold beverages, drip coffee, single service beverages. This location requires the Senate Bean Soup to be served daily. At a minimum, the following items are required:

Soup Minimum of three (3) soup choices daily in addition to Senate Bean Soup

(four (4) total) At least one (1) soup shall be clear, stock based (not cream based) At least one (1) soup shall be vegetarian or vegan three (3) days per week

Deli Minimum of five (5) types of meat Minimum of five (5) types of cheese Minimum of one (1) plant-based protein Minimum two (2) toasted sandwich offering

Grill Egg whites available at breakfast Beef, poultry, and vegetarian burgers available at all times Minimum of one (1) daily special

Salad Minimum of three (3) types of leafy greens Minimum of three (3) fresh cut seasonal fruits available Minimum of three (3) fresh house made salads prepared with limited fat and sodium, one (1) of which shall be whole grain based (such as quinoa, whole wheat pasta, wheat berries, etc.)

Variety of fresh, seasonal vegetables Minimum of five (5) house made salad dressings, one (1) low fat, one (1) creamy, one (1) oil based, all prepared with limited sodium Seeds, nuts, and crunchies available Cheeses, legumes, roasted veggies Offer premium proteins including one (1) plant based protein

Other Offerings The Contractor must provide a minimum of four (4) diverse other offerings (such as pizza, sushi, desserts, international or regionally diverse offerings, etc.), subject to the written approval of the COR.

The Dirksen Office Building Room SDB-R7 must be maintained with the following minimum service standards:

o Twelve (12) cashier stations are available, currently designed with six (6) employee-occupied stations and six (6) self-checkout station capabilities. The number of employee-occupied stations and check-out stations may be adjusted upon request by the Contractor, with written approval from the COR, but there must be at least two (2) employee-occupied stations and must not reduce the overall number of cashier stations.

o All self-check-out stations must be open and active during open business hours.

Employee-occupied cashiers' stations must be fully staffed at peak times to reduce waiting times and lines.

o Breakfast stations shall be open from 7:00 a.m. – 10:30 a.m. Lunch stations shall be open from 11:30 a.m. to 3:00 p.m.

o All stations must be open and provide service during operating hours during legislative sessions. When the Senate is out of session, the Contractor may propose to close stations.

All station closures must be approved by the COR four (4) calendar days in advance.

C.4.4 Dirksen Office Building Room SDB-RE This food service facility must fulfill customers’ immediate needs and leverage impulse purchases 24 hours a day, 7 days a week, 365 days a year. The product assortment must include but is not limited to self-serve hot and cold beverages, microwaveable, cold pre-packaged meals, salads, pre-packaged snacks, single-serve desserts, candy, fresh popcorn, and fresh produce. All food items must be pre-packaged and/or self-serve and conform to FDA standards. The AOC is not responsible for any loss or damage to products or equipment, for any reason.

Menu standards include:

o Types of snacks that are considered acceptable include packaged chips, crackers, granola bars, protein nutrition bars, nuts, etc.

o Continuous fresh popcorn must be available in mutually agreed upon locations during peak business hours to be determined by COR.

o Coffee must be available after regular operating hours in locations determined by the COR. All coffee brands, style, and equipment must be approved by COR.

o The Contractor shall ensure multiple competing brands are represented. No single brand shall have exclusive representation in any product category.

The Contractor may additionally provide a small menu of hot and cold items, along with specialty items, subject to the approval of the COR

C.4.5 Capitol Building Room SB-10 A limited operation with complete food production capabilities offering a small menu of hot and cold items, along with specialty items. In this environment, the following concepts are currently programmed: deli, hot soup, limited breakfast offerings, entrée station, cook–to-order grill station, grab and go, hot/cold beverages, single service beverages, supported by the Dirksen and the Capitol kitchens. At a minimum, the following items are required:

Soup Minimum of 1 soup choice daily

Deli Minimum of five (5) types of meat Minimum of five (5) types of cheese Minimum of one (1) plant-based protein A minimum of two (2) toasted prepared sandwich offerings

Grill Egg whites available at breakfast Beef, poultry, and vegetarian, and plant-based protein burgers available at all times

Other Offerings Minimum of one (1) daily meal special Entree choice daily

The Capitol Building Room SB-10 must be maintained with the following minimum service standards:

o All check-out stations must be open and active during open business hours. Employee-occupied cashiers' stations must be fully staffed at peak times to reduce waiting times and lines.

o Breakfast stations shall be open from 7:00 a.m. – 10:30 a.m. Lunch stations shall be open from 11:30 a.m. to 3:00 p.m.

o All entrees will rotate daily or on a mutually agreed upon schedule with the COR.

All stations must be open and provide service during operating hours during legislative sessions.

When the Senate is out of session, the Contractor may propose to close stations. All station closures must be approved by the COR four (4) calendar days in advance.

C.4.6 Capitol Building Room S-112A Capitol Building Room S-112A must fulfill customers’ immediate needs and leverage impulse purchases 24/7. The product assortment must include but is not limited to self-serve hot and cold beverages, microwaveable, cold pre-packaged meals, fresh popcorn, salads, pre-packaged snacks, single-serve desserts, candy, ice cream/frozen yogurt, and fresh produce.

All food items must be pre-packaged and/or self-serve and conform to FDA standards. The Contractor must ensure the convenience store is cleaned, organized, and maintained as needed to sustain an inviting and hygienic appearance.

Menu standards include:

o Types of snacks that are considered acceptable include packaged chips, crackers, granola bars, protein nutrition bars, nuts, etc.

o Continuous fresh popcorn must be available in mutually agreed upon locations during peak business hours to be determined by COR.

o Coffee must be available in C-stores locations determined by the COR. All coffee brands, style, and equipment must be approved by COR.

o The Contractor shall ensure multiple competing brands are represented. No single brand shall have exclusive representation in any product category.

The AOC is not responsible for any loss or damage to products or equipment, for any reason.

C.4.7 Capitol Building Room S-110 (“SDR”) SDR is a fine-dining option for Senators and their invited guests in accordance with relevant policies and regulations. A sample of the menu can be found in Attachment J.12 - SDR Sample Menu.

The SDR is a full-service restaurant offering upscale á la carte menu options. Dress codes, staff presentations, dinner wares, ambience, and atmosphere all make up the experience in the SDR.

Staff who work at the Senate Dining Room must have experience working at an upscale location that provides fine dining services. The Contractor must maintain and utilize standard operating procedures and controls to ensure that the highest level of service and decorum is always provided at the SDR.

The Contractor may propose innovative options for improving the current business model of the SDR while maintaining the levels of service outlined below.

It is important to the Senate that service in the SDR is of the highest quality. Service standards must be met according to Attachment J.3 - SDR and Catering Service Standards.

The Contractor may provide additional service standards, for review and consideration, to be mutually approved by the COR and the Contractor.

Breakfast shall be served from 8:00 a.m. – 10:30a.m. and lunch shall be served from 11:30 a.m. to 3:00 p.m.

C.4.7.2 SDR Operations

C.4.7.2.1 Staffing The SDR provides high-quality service to Senators and staff members in a formal and private setting and must be staffed accordingly.

In accordance with AOC Clause 52.211-1 “Key Personnel”, of Section G of the contract, the Senate Dining Room Executive Chef is considered “key personnel” position and is subject to the approval of the AOC, as referenced in Attachment J.7 - Key Personnel Qualifications.

To ensure a high level of service, at a minimum, the front of house staffing plan shall include one

(1) host, four (4) servers, and one (1) manager. A busser or food runner shall be available as needed.

C.4.7.2.2 SDR Reservations An online reservation system is required with the standards identified by the COR. Reservations for SDR must also be accepted via telephone and/or email. The COR will provide the Contractor with the specific telephone and email address after award for reservations. The Contractor must check the voicemail, email, and reservation system at least twice (2x) a day or as business demands. The Contractor must respond to each reservation request immediately via email.

It is the responsibility of the Contractor to regularly update the voicemail with appropriate messages.

Reservations and actual customer counts must be digitally maintained and available for the COR upon request.

C.4.7.2.3 SDR Confidentiality The Contractor must be cognizant at all times of the customer base being served in the SDR. The Contractor must maintain the highest degree of confidentiality as to the individuals, activities, and conversations that take place.

The Contractor must notify the COR within one (1) hour by email of any customer complaints and must take immediate steps to resolve customer complaints.

C.4.7.2.4 Small ware All customer facing small wares, such as glassware, flatware, dinnerware, bar supplies, décor, table service items, (i.e. tablecloths, napkins, serving utensils, etc.) must be a consistent pattern and color, and suffice at par levels (i.e., replacement serving ware to be available if multiple units are broken). Table settings must be approved by the COR prior to implementation.

C.4.7.2.5 SDR Menus Throughout the course of the contract performance, the Contractor is encouraged to propose creative and innovative menus for service in the SDR.

Additional menu items, such as “specials”, must be submitted one (1) week in advance of implementation to the COR for approval. All menus must be approved by the COR.

The Contractor must notify the COR within two (2) hours of any menu changes on previously submitted items and changes must be made on all publicly shared menus.

In addition:

• All burgers must be fresh, never frozen

• Gluten free, vegetarian, and vegan items must be available

• Minimum of one (1) soup choice daily in addition to Senate Bean Soup (2 total)

• Breadbasket must include at least one (1) bread and warm cornbread and butter during lunch service

• A “Senate trio” is a required menu item: salad, soup, sandwich combo

C.4.7.2.5.1 SDR Tastings The Contractor will conduct tastings before the April and September new menu implementation.

Tastings for proposed menu items must be conducted with COR(s) and external stakeholders to seek concurrence on refreshed and new menu items and pricing.

Tastings will be conducted by invitation from the COR only; attendance will not exceed three (3) AOC staff and six (6) external stakeholders. External stakeholder tastings are limited to two (2) occurrences per breakfast menu per calendar year and two (2) per lunch menu per calendar year.

The tastings will not occur at a high traffic time or traditional mealtimes.

C.4.7.2.6 Member Dining Room (S-113) The Member Dining Room is open to current Members only on Mondays through Fridays, if votes are scheduled. It is open until the last vote is complete, but not later than 9:00 p.m.

An a-la-carte menu from the SDR is available when the SDR is open. Members can pre-order in advance, from a limited catering menu, for food/beverage services when the SDR is closed. The limited catering menu should be refreshed twice annually and agreed upon with COR. The room shall be maintained by the Contractor.

C.4.7.2.7 SDR Menu Pricing SDR menu prices will be submitted with each new menu proposal and are exempt from price review outlined in Section B.

The COR and Contractor shall mutually agree to review proposed SDR menus and prices, based on menu item, portion size, quality, and quantity, twice annually, in April and September, at the time of tasting (i.e., spring/summer and fall/winter).

Proposed removal of any items from the SDR menu, apart from the seasonal menu change, must be submitted to and approved by the COR.

C.4.8 Catering Services Senate Office Buildings require comprehensive catering services to support a diverse range of internal and external events held year-round. These events take place across approximately 30 event rooms within the Senate Office Buildings, Capitol and Senate side of the Capitol Visitor Center. Event types range from small-scale breakfast and luncheon meetings (10-50 attendees) to large formal dinners and receptions (up to several hundred guests). Services must accommodate varied schedules from early morning through evening hours. Menu offerings should reflect the geographic, cultural, and dietary preferences of Congressional members, staff and guests from across the United States and abroad.

The Contractor must be able to provide catering services to the Senate community as requested.

The Contractor must be able to accommodate last-minute requests and changes for catering services.

Historically, the heaviest catering orders occur on Tuesday, Wednesday, and Thursday. The busiest months are January to July, September, October, and early December. During Senate recess periods, fewer events occur.

Catering events may be held across the Senate Office Buildings: the Russell Senate Office Building, Dirksen Senate Office Building, and Hart Senate Office Building, the Senate side of the Capitol Visitors Center (“SVC”) and parts of the Capitol Building.

C.4.8.1 Catering Service Standards Catering is a full-service venue offering upscale menu options. The Contractor may propose innovative options for improving the current business model of the catering department while maintaining the levels of service outlined below.

a. The Contractor must operate onsite and be highly flexible in terms of menu and type of service as well as capable to support the varied – often simultaneous – catering needs of the Senate.

b. All rooms are required to be cleaned at the end of each event, unless directed by the COR.

It is important to the Senate that service in the catering department is of the highest quality.

The Contractor must serve food with consistent taste, presentation, and temperature of all dishes while adhering to the most recent food code. Attachment J.3 - SDR and Catering Service Standards contains the standards for catering events.

C.4.8.2 Contractor Cleaning Responsibilities of Catered Events Upon catered event conclusion, the Contractor shall ensure the event space is cleaned and maintained to Association of Physical Plant Administrators (APPA) Level 1 (“Orderly Spotlessness”) standards. APPA Level 1 represents the highest standard of cleanliness and maintenance within the APPA custodial and grounds standard, including:

• Cleanup of catering areas shall be completed within 1 hour of event conclusion, including removal of food, beverage, and equipment.

• All floors, tables, and chairs will be actively and continuously cleaned to APPA 1 levels by Contractor staff during service to remove soiled service ware.

• Vacuuming for appropriate floor types must be completed to ensure floors are free of food remnants and debris.

• Removal and proper disposal of all trash and debris left from the event.

• Cleaning and restoring all surfaces, floors, and fixtures to a spotless condition to ensure the space is ready for immediate reuse.

C.4.8.3 Vendor Exclusivity The Contractor is the exclusive vendor for Senate Member Sponsored Events, and the preferred vendor for all other catered events.

A “Senate Member Sponsored Event” means a congressional business-related function in an event space that is reserved by a Member office, Committee office, Leadership office, or Support office on behalf of an outside entity.

The Contractor maintains exclusive use of kitchen facilities and equipment therein. The AOC may approve a third-party caterer to use catering facilities in a Senate Office Building or the Capitol Building. The Contractor is not responsible for room setting or cleaning up when a third-party caterer is used.

In no event will a third-party caterer use the onsite Contractor’s kitchen or catering equipment unless arrangements are made directly with the Contractor.

Senators may request incorporation of specific food items and ingredients into event menus and may provide the items to the Contractor. The Contractor shall incorporate these food and beverages as directed. The Contractor shall ensure all third-party food is received in accordance with the most updated FDA Food Code in coordination with OAP. The Contractor must provide service and set-up for third-party food and/or beverages based on Contractor pricing and terms, as accepted by customer.

If the Contractor cannot furnish the requested food and/or beverages for a Senate Member Sponsored Event, the Contractor shall notify the sponsoring office in writing. The sponsoring office may seek alternative catering options if the Contractor has confirmed in writing that it cannot furnish the requested catering items.

C.4.8.4 Traditional Senate Events The Contractor is responsible for providing catering services to seven (7) traditional events that re-occur on a weekly basis when the Senate is in-session. The seven (7) events are considered “Traditional Senate Events”. Pricing and offerings are fixed. The list of the Traditional Senate Events with pricing is provided in Attachment J.4 - Recurring Senate Events. Any changes must be approved by the CO.

An administrative fee of thirty-five percent (35%) is added to external events to maintain the Traditional Senate Events.

C.4.8.5 Furniture Needs for Catered Events & Meetings Standard table and chair and limited audiovisual equipment setups are available to support meetings and events. Within the Capitol Building and Senate Visitor Center (SVC), equipment coordination is managed through the SAA Capitol Facilities division. Within the Senate Office Buildings, equipment coordination is handled by the AOC Special Events Office. The Contractor must coordinate directly with the appropriate office to request any additional furniture or equipment.

C.4.8.6 Catering Event Service Equipment All rentals and Contractor owned serving ware shall be a consistent pattern and color per catering event.

See Section C.5.9 Equipment and Attachment J.5 - Government Furnished Property for further descriptions and details.

All Contractor owned equipment must be kept clean and stored at approved locations at all times.

C.4.8.7 Catering Prices The COR and the Contractor shall mutually agree to review proposed catering menus and prices, based on menu items, portion size, quality, and quantity, twice annually, in April and September, at the time of tasting (i.e., spring/summer and fall/winter).

Proposed removal of any items from the catering menu, apart from the seasonal menu change, must be submitted to and approved by the COR. All proposed pricing will be submitted with each new menu proposal.

C.4.8.8 Historical Menu Items The Contractor must follow the specific recipes of the historical menu items “Senate Bean Soup”, “Senate Bread Pudding”, and “Poultry Pot Pie”. No changes may be made to the recipe unless extenuating circumstances result in ingredient shortages and otherwise approved by the COR. “The Senate Bean Soup” must be offered daily at Dirksen Office Building Room SDB-R7 and SDR.

See www.senate.gov for additional details and Section J Attachment J.1 - Senate Food Service Historical Food Items with Recipes.

C.4.9 Vending The Contractor shall provide comprehensive vending machine services to support the daily needs of building occupants and visitors. This service includes strategic placement, procurement, stocking, and maintenance of vending machines throughout designated locations within the Senate Office Buildings, the Senate side of the Capitol, and the United States Capitol Police Headquarters.

C.4.9.1 Vending Locations Vending machines are currently provided in locations as outlined in Attachment J.6 - Vending Machine Types and Locations. The Contractor may propose changes and additions to locations and equipment during performance. Any changes will be mutually agreed upon by the COR and the Contractor.

C.4.9.2 Vending Products The Contractor must ensure a varied and complete selection of products, ensuring multiple competing brands are represented in each product category and shall not grant exclusivity to any single brand or manufacturer. In addition to traditional offerings, the Contractor shall provide healthy alternatives in the vending machine product mix. The Contractor must provide a schedule outlining product replacement to be approved by COR twice a year, January and June.

C.4.9.2.1 Product Standards

• Types of snacks that are considered include packaged chips, crackers, granola bars, protein nutrition bars, nuts, etc.

• Vended coffee must be available throughout the Senate Office Buildings and the Senate side of the Capitol.

• Fresh sandwiches, salads, and entrees must be available.

• Sundry machines must be available.

C.4.9.3 Vending Machines The Contractor must conduct inspections and restock of all machines based on product consumption. The Contractor must maintain adequate stock levels to each machine. The Contractor shall ensure that machines are restocked to a minimum of 90% of slots. Machines may require restock 2-3 times per day.

The AOC reserves the right to alter the number of machines and locations. The Contractor will be responsible for the relocation or removal of machines as directed by the COR at the Contractor’s sole expense.

All vending machines must be new, installed, and in full operating order at the start of the contract performance period and must be equipped at the Contractor’s expense with the following:

• Credit/debit card readers and/or Contractor operated cashless system readers or devices that facilitate payment with smartphone applications (e.g. Google Pay, Apple Pay, etc.)

• All refrigerated vending machines must be at least Tier III Energy star certified.

• Offerings shall include snacks, hot and cold beverages, food, energy drinks, fresh food (sandwiches, salads, etc.), healthy options, etc. which may be spread across vending services.

• Must meet applicable FDA Food Code standards.

All vending machines must be fully functional, operational, and aesthetically pleasing throughout contract performance. The Contractor shall ensure that machines are always in working operating condition. The Contractor is responsible for maintenance, servicing, temperature monitoring (if applicable), and the replenishment of items dispensed by the machines. The ability to have real time on-line connectivity to address machine malfunctions and product outages for all or select high-volume machines/banks must be considered. The Contractor is responsible for inspections to verify cleanliness of the machines. The interior, exterior, top, back and base must be maintained in a clean and orderly manner.

The AOC is not responsible for any loss or damage to products of government or Contractor owned equipment, for any reason.

C.4.9.4 Vending Machine Performance The Contractor must make every effort to repair the vending machine within seventy-two (72) hours. The COR must be notified when any machine cannot be repaired within this time frame.

Machine performance includes, but is not limited to, product disbursement, credit card readers and equipment malfunctions. Notification must be made to the COR via e-mail and include identification and location of the machine, the nature of the repair, reason for delay and expected repair date. If the Contractor determines that a machine cannot be repaired within ten (10) business days of COR notification, the defective machine must be removed from the AOC and replaced with a like model per the performance standards in the Quality Assurance (QA) Plan.

The Senate is not responsible for loss or damage to vending machines or their contents resulting from any cause while on AOC jurisdictional premises.

The Contractor must provide a vending machine specific preventative maintenance plan to ensure machine function of all units.

C.4.9.5 Vending Customer Feedback and Refunds Each vending machine must have up-to-date contact information for customers to report problems and obtain refunds for lost money using the latest technology (i.e. QR code).

The Contractor will clearly position up-to-date contact information at each machine for customer visibility. The Contractor will respond to refund inquiries within one (1) business day during normal hours of operation. The Contractor must provide a refund policy and procedure for review and approval by the COR no later than forty-five (45) calendar days after contract award.

C.4.10 Alcoholic Beverage Service The Contractor must provide alcoholic beverage (i.e. beer, wine and spirit) service to the SDR and all catering events where it is requested by the customer or directed by the COR.

There are no exclusive pouring or product service rights agreements in effect. This does not preclude the AOC from instituting such arrangements later.

C.4.10.1 Liquor License and Other Certifications The Contractor shall be responsible for all licensing, training and certifications that may be required for the service of alcoholic beverages at the Contractor’s expense. All licenses, training, and certifications must remain valid throughout the life of the contract.

C.4.10.2 Standard Operating Procedure The Contractor shall be responsible for ensuring that no underage individuals are served alcoholic beverages when the Contractor is providing and serving the alcoholic beverages. The Contractor must have standard operating procedures for alcoholic beverage services. This procedure must be submitted to the COR for review and approval thirty (30) days after award.

C.5 Guidelines Contractor will serve items in accordance with applicable provisions of the FDA Food Code, U.S.

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.

The Contractor will maintain continuity of services, without interruption, throughout the entire term of the contract.

C.5.1 Food Offerings The Contractor shall ensure that all food offerings within each unit are available from the exact opening times to the exact closing times in Section C.3 - Table 1. Failure to operate within, and at, these hours may result in financial penalties to the Contractor.

C.5.2 Food Quality and Variety Standards

• As part of contract performance, the Contractor must identify a variety of products in collaboration with the COR and must maintain adequate stock levels to ensure a varied and complete selection of products. Menu items must be available during operating hours.

• Coffee must be available during operating hours. All coffee brands, styles, and equipment must be approved by the COR.

• Variety of items that are high in nutritional value and promote Recommended Dietary Allowances or equivalent.

• The Contractor will make the best effort to provide a diverse menu with adequate representation of vegetarian, vegan, and plant forward menu items.

• The Contractor shall provide different levels of catering services and menus to the Senate community.

• A gluten free bread option daily.

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

Dependent upon the offerings, the Contractor will provide a variety daily:

• Pastries and sandwiches must have the ability to be warmed.

• If provided, the brand of dispensed frozen yogurt must be mutually agreed upon between

Contractor and COR.

• The brand of fresh bread products inclusive of bagels and pastries must be mutually agreed upon between Contractor and COR.

• The Contractor will offer high quality deli meats and cheeses where such products are required for specific units.

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

• Limit the use of artificial flavorings

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.5.3 Nutritional Information Products will include labels in accordance with FDA regulations and guidelines. All items known to contain critical dietary allergens, as defined by the FDA major allergen guidelines, shall be clearly marked with appropriate warning language.

C.5.4 Service Areas, Personnel, and Wares The AOC will provide the following necessary utilities for the operation of the Senate-wide Food Service provider food service facilities: electricity, heat, air conditioning, hot and cold running water, and ventilation. The AOC will not guarantee the uninterrupted provision of the above utilities and service except to ensure that reasonable and diligent efforts will be pursued in restoring the interrupted service. The Government will not be liable for product or revenue loss that may result from the interruptions or failure of the above services to include any planned building outages. The COR will communicate planned building outages to the Contractor’s on-site General Manager.

The AOC will provide standard illumination in the food service areas to include cleaning and replacing light bulbs. Any specialized lighting desired by the contractor shall be at its own cost and expense. The COR must review and approve specialized lighting prior to contractor installation.

The AOC will provide pest control services for all space assigned to the Contractor for use under this contract. The Contractor will provide prompt notice to the COR of any signs or evidence of pests. The Government will not be liable for product or revenue loss in the event of pest issues or closures required to handle pest issues.

The following general standards will 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 bare 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 shall be commercial grade products that are durable, leak-resistant, and appropriate for their intended use.

• Non-disposable service ware and equipment will be of high quality and certified or classified as acceptable for sanitation per the 2022 (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 in retail locations 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 will monitor these receptacles and empty immediately when full.

• The Contractor will be responsible for ensuring that the exterior and the interior of the receptacles are cleaned 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 clean table and chair surfaces.

C.5.5 Sanitation 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 U.S. Department of Health and Human Services (HHS), Public Health Service, and FDA. The Contractor will follow a “clean-as-you-go” policy, continuous cleaning of surfaces to avoid buildup. The food service facility is subject to inspection by the AOC and the Office of Attending Physician (OAP) at any time. The Contractor shall also adhere to the following standards and guidelines:

• In preparation, production, office, dining, vending, 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.

• 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 Hart or Capitol Visitors Center loading dock in accordance with the “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 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 industry standards or per FDA Food Code.

• The Contractor is responsible for pulling out equipment to clean hard to reach areas to provide comprehensive and thorough cleaning of spaces beyond visible areas and routine tasks every eight (8) weeks. Key characteristics include comprehensive cleaning to include disinfecting, removal of stains and buildup, and attention to detail.

• 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 of the report’s findings.

The COR may direct the Contractor to deep clean equipment or areas if the areas become heavily soiled and untidy. Completion of the cleaning must be conducted no later than three

(3) business days after notification from the COR. The Contractor is required to provide the task list/schedule of deep cleaning equipment and units at kick off.

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

C.5.5.1 Oil Disposal The Contractor is responsible for adhering to the AOC’s policies and procedures on transportation of oil, oil dumping, and oil spills, provided by the COR at commencement of the contract.

The Dirksen Office Building Room SDB-R7 is equipped with an oil recycling pump. The Contractor must establish an account with an oil disposal contractor to coordinate deliveries of fresh oil and the removal of oil in accordance with usage rates.

Capitol Building Room SB-10 and the Capitol Building Room S-110 are not equipped with an oil recycling pump. The Contractor will be responsible for recycling the dirty oil in accordance with AOC policies and procedures.

C.5.6 Environmental/Sustainability Initiatives The Contractor must support AOC sustainability programs with marketing and merchandising materials that are implemented in retail and catering operations. The Contractor must also:

• Participate in all present and future AOC campus waste diversion programs.

• Use environmentally friendly cleaning supplies per Environmental Protection Agency

(EPA) designations.

•…