SOW ABR Catering 6-17-24.pdf

Statement of Work (SOW) FY25 Annual Business Refresh Catering Requirement September 18 & 19, 2024

June 17, 2024 V 1.0

1.0 OBJECTIVE

The contractor shall provide general catering services for the Defense Finance and Accounting Service (DFAS) Annual Business Refresh event which will take place at the National Museum of the United States Air Force in Wright-Patterson Air Force Base (WAFB), Ohio.

2.0 BACKGROUND

DFAS holds an Annual Business Refresh (ABR) event with oversight from the Strategic Council (SC). The SC is one of three formal governance bodies established under the authority of the Director, DFAS. Its purpose is to recommend, oversee, and monitor the Agency Strategy and organizational performance. The event will have an expected audience of approximately 160 Senior Level DoD Leaders and OUSD Comptroller representation who will review the Agency’s Strategic Plan, Agency performance, review the previous year’s accomplishments, and refresh the following year’s focus on the Agency’s priorities, and supporting initiatives and goals. The event objective is to layout and introduce the upcoming fiscal year’s initiatives and goals so the Agency can cascade the information to all employees and immediately implement and execute the strategy.

After numerous years in a virtual or hybrid environment, DFAS senior management has placed increased emphasis on team building, networking, and camaraderie; thus, the DFAS intends to hold this event at an offsite location ensuring all participants are in-person and fully engaged while focusing on the DFAS Strategy. The first night of the ABR, an awards dinner will take place that will present the HON Hale award. Numerous Senior Level DoD Leaders and customers will attend and present.

3.0 REQUIREMENTS

3.1 The contractor shall furnish all labor, equipment, food, tableware, flatware, and services necessary to accomplish providing food service for this event located at the National Museum of the United States Air Force, 1100 Spaatz St, Wright-Patterson Air Force Base, Ohio 45433; on September 18 and 19, 2024 with expected event hours from 7:30 a.m. to 8:30 p.m. and dinner reception immediately following on day one as described below. Kelly Long will meet and assist contractor with location set-up.

3.2 The venue will provide tables and chairs that are foldable with carts for easy moving.

The vendor is responsible for set up and tear down of table and chairs, providing linen tablecloths and napkins (black, navy blue, white, or cream), providing premium plastic plates and utensils for Breakfast and Lunch service and real china and silverware for dinner service, food equipment, servers/staff. Additionally, the venue will allow contractor set-up on September 17, 2024, anytime from 7:30 a.m. - 5 p.m.

3.3 All foods should be transported in covered containers to prevent contamination. Hot foods need to be kept above 135 degrees Fahrenheit. An insulated container should be used to keep the food hot during transportation. Furthermore, cold foods need to be kept below 41 degrees Fahrenheit. A cooler with ice or gel packs should be used to keep the food cold during transportation. All prepared meals must be delivered and available on site in the proper warmer/cooler no later than 45 minutes before the scheduled serving time unless otherwise directed. Menu deviations require prior approval of the designated Govt. POC and/or Contracting Officer or No menu deviations will be allowed.

3.4 The government shall provide a set agenda and accurate counts of attendees two (2) weeks prior to the date of service to confirm food preparation counts.

3.5 Event Schedule

1. Day One – September 18, 2024

a. Continental breakfast that includes appropriate condiments. Some examples of continental breakfast items should include: fruits, pastries, already prepared warm oatmeal, cereal bars, variety of yogurt and boiled eggs. Breakfast should also include beverage options such as coffee, water and juice. Vendor will ensure food choices are clearly identified for guests via name plates/labels.

b. Box Lunch – (variety of sandwiches, wraps, and salad options i.e.

vegetarian and gluten free options, meat options, chips, fruit, cookie/dessert – water, soft drinks). Vendor will ensure food choices are clearly identified for guests via name plates/labels.

c. Beverage service throughout the day to include minimum of 3 breaks (coffee/tea/water/soft drinks)

d. Snack service – available throughout the day (minimum 3 breaks)

e. Dinner Reception service (following ABR) - buffet dinner with hot and cold food to be served at appropriate temperatures (variety of options to include i.e. vegetarian and gluten free options, pasta, meat, a couple of veggie options, salad, dessert, beverage service, etc.). Vendor will ensure buffet table clearly identifies food choices for guests via name plates/labels.

2. Day Two – September 19, 2024

a. Continental breakfast that includes appropriate condiments. Some examples of continental breakfast items should include: fruits, pastries, already prepared warm oatmeal, cereal bars, variety of yogurt and boiled eggs. Breakfast should also include beverage options such as coffee, water and juice. Vendor will ensure food choices are clearly identified for guests via name plates/labels.

b. Box Lunch – (Box Lunch – (variety of sandwiches, wraps, and salad options i.e. vegetarian and gluten free options, meat options, chips, fruit, cookie/dessert – water, soft drinks). Vendor will ensure food choices are clearly identified for guests via name plates/labels.

c. Beverage service throughout the day to include minimum of 3 breaks (coffee/tea/water/soft drinks)

d. Snack service – available throughout the day (minimum 3 breaks)