SLAC_Cafe_SOW_DRAFT_NOV2024.pdf

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Statement of Work (SOW) for Food Services: Cafeteria and Catering November 2024 [DRAFT]

A. On-Site Food Service

The contractor shall provide comprehensive food service operations at SLAC, including the operation of the SLAC Food Court (Building 53) and catering services, in accordance with SLAC and Stanford University policies and procedures.

1. Intent: It is the intent of this agreement that the contractor shall provide services to the food court and catering services utilizing its own funds and credit and shall be responsible and accountable for the conduct of these operations in accordance with sound business practices.

2. Personnel: The contractor shall provide adequately trained personnel and supervision to operate the food services during mutually agreed-upon days and hours. Any changes in hours of operations and staffing require appropriate notification to SLAC.

3. Access to Records: SLAC's designated Contract Administrator or authorized representatives shall have access to all records and documentation as reasonably required to verify that the contractor is providing the required services.

B. Service Standards

Contractor staff shall always be courteous and attentive, delivering efficient service to customers. The goal is to provide prompt and effective service in a pleasant and courteous manner, while also ensuring fiscal responsibility on the part of the contractor.

C. Quality Control

The contractor will utilize top-quality ingredients in the production of all products. All food and supplies purchased shall adhere to specified minimum standards set by Federal and State regulations. The SLAC Contract Administrator or their duly authorized representative(s) shall periodically inspect the contractor's inventory of food and supplies with reasonable notice to ensure compliance with these standards.

Display and serving areas must be maintained in a safe, clean, orderly, and attractive manner at all times. The contractor will monitor these areas and take necessary actions to ensure proper maintenance throughout meal serving periods. Additionally, all kitchen and service areas must be cleaned and well-maintained between serving periods in preparation for the next day's operations. Pre-dished and stock items shall be replenished or regrouped as needed to maintain a neat and presentable appearance. Serving areas should be adequately stocked throughout the serving periods.

With SLAC's approval, serving and eating areas may be attractively decorated. Seasonal displays are encouraged during appropriate seasons.

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D. Menus

1. Variety and Nutrition: The contractor shall offer a variety of wholesome, nutritious, and well-prepared foods, reflecting the diversity of tastes among SLAC employees. Menus should include ethnic, regional, and seasonal cuisines and current food service trends.

2. Menu Posting and Substitution: Menus shall be prominently displayed before the start of the week, with substitutions clearly posted if necessary. Menus shall accurately represent what is being served. It is imperative that certain foods reflecting current market trends remain consistently available. The contractor must stay abreast of and adaptable to prevailing trends within the food service industry. For instance, a prominent trend advocates for flavorful yet low-fat, low-sodium entrees, aligning with the principles of the American Heart Association's "Heart Healthy" program. SLAC acknowledges that such trends must be financially sustainable and not impose undue strain on the contractor's resources. Moreover, the contractor should actively promote themed menus, such as featuring Mexican cuisine on Cinco de Mayo. Upon reasonable notice and assessment of feasibility, the contractor should entertain requests from SLAC for menu tie-ins with institutional trends or events, as well as traditional thematic days.

3. Daily Offerings: Lunch menus shall generally include two hot entrees, a salad bar with various ingredients, sandwiches with accompaniments, a variety of non-alcoholic beverages, and desserts, including fresh fruit.

E. Service Hours

The contractor will offer Grab & Go service daily, excluding SLAC/Stanford University holidays, from 8:00 AM to 3:00 PM. Breakfast service will be available 8:00 am to 10:30 am and lunch service will be available 11:00 am to 2:30 pm, or as mutually agreed upon, Monday through Friday, excluding SLAC/Stanford University holidays.

F. Management

1. Management Team: The contractor shall develop and maintain an effective management team, including expert administrative, dietetic, and equipment consulting services. Adequate on-site management and personnel must be provided for food service operations and catering.

2. Employee List: The contractor shall maintain a list of all employees performing services at SLAC and provide it to SLAC upon request.

G. Operations

1. Health and Safety: The contractor shall prioritize the protection of customers and employees' health and safety by maintaining clean, safe, and sanitary premises. They will implement sanitation programs adhering to the highest standards of cleanliness. Daily procedures include, but are not limited to:

• Regular bussing of indoor and outdoor dining and seating areas during business hours.

• Sanitizing tables after each meal period.

• Wiping and spot washing chairs as necessary.

• Removing trash from dining room receptacles and depositing it in assigned dumpsters.

• Daily cleaning of dining, serving, kitchen areas, and equipment.

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• Regular monitoring to swiftly address housekeeping deficiencies within their responsibilities or notify SLAC if within their control.

• Prompt cleaning of spilled food products.

• Maintenance of cleanliness around outside trash bins, free of debris.

• Proper handling, transportation, storage, refrigeration, and freezing of food to prevent spoilage and contamination.

• Implementation of washing procedures ensuring thorough cleaning and sanitation of dishes, glasses, silverware, utensils, pots, and pans.

2. Pest Management: The contractor shall notify SLAC of any pest issues with respect to harmful insects, rats, mice, and other pests in or around food service areas. All other pest management activities are SLAC’s responsibility and SLAC will provide advanced notice.

3. Accident Prevention: The contractor shall implement an accident prevention and safety education program, providing proper training on equipment use and food handling. First aid supplies (provided by the contractor) and fire extinguishers and alarms (provided by SLAC) will be available as needed. In conjunction with SLAC, the contractor shall train employees on their location and usage. All injuries and accidents shall be promptly reported to the SLAC Contract Administrator or their authorized representative(s) on the day they occur.

H. Facilities and Equipment

1. Utilities: SLAC, at its own expense, will furnish all existing heat, gas, hot water (to 180 degrees for dishwasher), cold water, electric current, refrigeration and sewage disposal facilities necessary for the operation of the equipment and facilities. Telephone and electronic network connections or service of every kind (including installation) shall be the sole responsibility of SLAC. SLAC shall not guarantee an uninterrupted supply of water, steam, electricity, gas or heat. However, it will be diligent in restoring service following an interruption. SLAC shall not be liable for any product loss which may result from the interruption or failure of any such utility services. The contractor shall exercise care to minimize utility use and comply with energy conservation practices.

2. Cleanliness and Sanitation: The contractor shall maintain equipment and facilities in a condition satisfactory to SLAC and comply with state and local sanitation codes. The contractor shall adhere to the highest standards of cleanliness and sanitary practices to ensure continual sanitation in all functions and matters related to food service operations including food handler's appearance and performance in the preparation, service, transport and storage of food and related items.

Inspectors for state, local, and DOE health departments, and safety offices shall have complete contractor’s cooperation and access to all food service, production and storage areas as necessary and with such prior notice as reasonable possible. Inspectors will contact the manager on duty at the Food service operation and communicate the purpose of their visit.

SLAC representatives can enter upon reasonable notice.

Government inspectors may enter the premises at the discretion of the SLAC Contract Administrator or their duly authorized representative(s). Upon inspection, copies of all reports shall promptly be shared between both Parties. The contractor is accountable for implementing necessary corrective actions following inspections to the best of their ability and within reasonable timeframes. Similarly, SLAC is responsible for addressing any corrective actions related to its food service facilities promptly. The contractor shall be excused from obligations disrupted by such corrective actions.

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The contractor commits to maintaining the highest standards of sanitation through comprehensive cleaning and sanitation services. This encompasses upkeep of the kitchen, production and servicing areas, refrigerators, freezers, storage, and dining areas, with a focus on general cleanliness on all patios. Additionally, the contractor will need to clean the furniture on the patio as well as open and close the umbrellas daily. Moreover, during business hours, the contractor undertakes the responsibility for dining room cleanliness, including table, chair, serving line, condiment dispenser, drink dispenser, and cooking equipment cleaning, as well as immediate spillage cleanup and proper garbage disposal. The contractor is expected to sweep and mop the kitchen and dining room floors daily. Routine maintenance of kitchen hoods and filters is also within the contractor's purview. SLAC's responsibility extends to floor care in the dining area, along with periodic tasks such as duct cleaning, Ansul fire protection, and drain maintenance, beyond daily operations.

SLAC agrees to handle window cleaning, sweeping paved patio areas, garbage removal from loading dock dumpsters, as well as the replacement of light bulbs and fluorescent tubes.

For waste management, SLAC shall provide adequate waste containers in dining areas to ensure sanitary trash disposal. The contractor will maintain cleanliness of these containers and empty them as needed. Furthermore, the contractor will designate receptacles for recycling, composting, and regular trash, with SLAC providing composting containers at the loading dock.

3. Inventories: SLAC shall provide the contractor with a physical inventory of expendable and non-expendable supplies (e.g., china, glassware, and silverware) and capital equipment as of the effective date of the Agreement (see Exhibit A). The contractor shall be responsible for additions to and replacement of expendables, smallware, and non-fixed equipment. A copy of the anticipated physical inventory shall be included in Exhibit A.

The contractor shall provide an adequate inventory of employee uniforms, aprons, towels, bar wipes, potholders, and other related food service linens. The contractor shall also be responsible for the laundry, cleaning, and maintenance of an adequate inventory of these items.

Upon expiration or termination of this Agreement, the inventories of food, beverages, and any capital equipment supplied by the contractor shall remain with the contractor. An amount of expendable and non-expendable supplies equal in value to the opening inventories of such items, as documented in Exhibit A, will be returned and become the property of SLAC

4. Equipment and Furniture: SLAC will furnish, at its own expense, all existing kitchen and dining room furniture, fixtures, and equipment needed by the contractor to fulfill its obligations per Exhibit A. SLAC may update the decor and dining room furnishings upon the end of their useful lifespan, providing advance notice to the contractor and collaborating to minimize operational disruptions.

The contractor shall inform the SLAC Contract Administrator or their authorized representatives of necessary repairs to SLAC-owned capital equipment and related facilities, and SLAC shall be responsible for timely repairs and replacements unless caused by the contractor's gross negligence. In such cases, SLAC may request the contractor to undertake and cover the costs of necessary repairs or replacements, or SLAC may opt to handle them directly and invoice the contractor promptly.

A preventive maintenance program for SLAC-owned capital equipment, including regular replacements, will be established and financed by SLAC, with full cooperation from the contractor. SLAC will provide periodic reports on its preventive maintenance activities.

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Maintenance and replacement activities will be scheduled to minimize disruptions to food service operations.

The contractor may suggest SLAC purchase or lease additional equipment to enhance services, but SLAC has the discretion to decline. If accepted, delivery and installation will be coordinated to minimize disruptions, with Exhibit A updated accordingly. SLAC will handle the disposition of fixed equipment. SLAC will also provide lockable office and storage spaces for the contractor's exclusive use during the Agreement's term, with exceptions for SLAC's right to access upon notice or in emergencies. The contractor must obtain written permission from SLAC for the use of SLAC-owned equipment by any other party.

The contractor agrees to use all SLAC capital equipment in place as of the effective date or as replaced or added. Diligence against damage or destruction of SLAC equipment is expected.

SLAC facilities and equipment are to be used solely for fulfilling contractual obligations, and any use for other parties requires SLAC's prior approval. The contractor is responsible for the delivery of all food, beverage, and smallware items, ensuring responsible delivery practices and liability for any property damage resulting from delivery vehicle negligence.

5. Facilities Use: The physical spaces currently constituting the Food Court within Building 053 shall be made available to the contractor for use from the effective date and remain available throughout the Term of the Agreement except as otherwise provided for herein.

The contractor shall not utilize the facilities in a manner different from their current use, except with the prior written approval of the SLAC Contract Administrator or their duly authorized representative(s).

During hours when food is not being served by the contractor, SLAC may, at its discretion, have access to the dining room seating area. The contractor shall cooperate in allowing access to this space. It is understood that SLAC may, without interfering with normal food service operation, utilize the dining and service areas from time to time for necessary purposes. Any setup and cleanup related to such use shall be undertaken by SLAC personnel at no cost to the contractor, and the facilities shall be restored to their previous condition before the next operational period.

This includes maintenance, sanitation of the areas, dining and service equipment, and necessary trash removal.

Under no circumstances shall the contractor license or permit any person or entity to use or occupy any such space except as specifically provided in the Agreement, and no lease or easement is created hereby.

A successor Operator shall have access to the premises at reasonable times that are not operationally disruptive, with prior written notice to the contractor as determined by the SLAC Contract Administrator or their duly authorized representative(s) before the termination of this Agreement. The Contract Administrator or their duly authorized representative(s) shall determine and coordinate the required arrangements for this access and ensure that the successor operator does not interrupt or disturb any operation of the contractor.

I. Business Practices

1. Security and Control: The contractor shall maintain tight security in the facilities and exercise maximum control over all sales transactions. The contractor must be committed to maintaining stringent security measures within the facilities. To facilitate this, SLAC will furnish locks and keys to enable the contractor to secure storerooms, offices, refrigerators, and freezers when

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2. Health Exams and Bonding: Health examinations and bonding of personnel shall be the contractor's responsibility.

3. Assignment and Subcontracting: This Agreement, in its entirety or in part, may not be assigned to another Operator without prior written permission from the SLAC Contract Administrator or their duly authorized representative.

J. Promotional Materials

All promotional materials, regardless of their media format (including printed, electronic, and broadcast media), provided by the contractor in connection with the services outlined in this Agreement, must receive written approval from the SLAC Contract Administrator or their duly authorized representative(s) prior to use. This approval shall not be unreasonably withheld. All such materials must prominently identify the contractor as the sole authorized operator of the food court, retail operation, and catering services, designated to serve SLAC National Accelerator Laboratory

K. Catering

SLAC shall strive to ensure that all catering activities on its campus are contracted exclusively with the designated contractor. Particularly, all catering services within the SUSB Building 053 must be exclusively contracted with the designated contractor. Additionally, it is important to highlight that the contractor reserves the right to decline any catering activities based on business volume.

L. Compliance

The contractor shall comply with all applicable federal, state, and local laws and regulations, as well as SLAC and Stanford University policies and procedures.

M. Reporting and Communication

The contractor shall provide regular reports on service operations, including sales data, customer feedback, and any issues or incidents. Effective communication with SLAC’s Contract Administrator is required to address and resolve concerns promptly.

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Exhibit A

[TO BE COMPLETED]

List of physical inventories of expendable and non-expendable supplies (e.g., china, glassware, and silverware) and capital equipment as of the effective date of the Agreement including existing kitchen and dining room furniture, fixtures, and equipment.