SOW-Catering-ILEA-SanSal-2024-Revised-06252024.docx

June 18, 2024 June 25, 2024

Scope of Work for Caterer (Food Service) for ILEA San Salvador The International Law Enforcement Academy (ILEA) – San Salvador is seeking a catering services provider for the 2024-2029 ILEA San Salvador course calendar years.

The catering service requested is specifically designed for ILEA participants/students attending training at the academy. The catering company must provide breakfast, lunch, dinner, and two (2) coffee/snack breaks daily during scheduled classes. Additionally, meals (breakfast, lunch, and dinner) must be provided on weekends for participants staying at the academy, as well as during participant’s arrival and departures times. The catering company must agree to accommodate any changes to the academic course calendar due to unforeseen circumstances.

The contractor providing food services to the ILEA Academy must demonstrate a high degree of flexibility. This is due to the variable nature of ILEA class activities, which can take place either within or outside of ILEA facilities. These variations may necessitate changes in service hours or request periods without service. The provision of food service is contingent upon two (2) factors: the receipt of funding for training and the presence of ongoing training. The ILEA operates on an annual budget, typically ensuring funding for the entire calendar year once the budget is approved. However, there may be intervals when no classes are scheduled. The contractor will be informed of such periods as soon as possible, bearing in mind that course dates may also change. It is important to note that the ILEA conducts classes on both ES and US holidays. Therefore, if students are attending classes at the ILEA Academy during these holidays, food service must be provided. This requirement extends to weekends as well.

The diverse student population at the academy necessitates a variety of meal options.

With approximately forty percent (40%) of students hailing from Central America and Mexico, thirty-five percent (35%) from South America, and twenty-five percent (25%) from the Caribbean Islands, the contractor must cater to the diverse culinary preferences of these regions. Additionally, the contractor must accommodate various dietary restrictions, such as allergies, medical conditions (e.g., diabetes, hypertension, celiac), vegetarian/vegan diets, and religious requirements like kosher and halal food. To ensure the highest quality and compliance, meals must be prepared by a certified international chef, and the kitchen must hold an international certification.

The contractor should submit their invoices to the ILEA upon the completion of each course. The ILEA will not provide any advance payments or deposits. While there is no guaranteed number of meals per year, the contract covers approximately fifty classes, with an estimated total of 2,000 students. This translates to roughly 62,000 meals served annually.

As previously noted, the schedule may be subject to change. The contractor must ensure the availability of the specified dishes on delivery orders, along with an additional twenty five percent (25%) to accommodate any unscheduled participants.

The contractor must be a seasoned food catering business with at least ten (10) years of experience in delivering international cuisine.

Temporary Additional Services refer to Standard Services needed outside of regular scheduled meal services. These services may be requested by the COR on an asneeded basis to support special events at the academy covered under the contract. All work must be performed by trained employees of the contractor and cannot be subcontracted. The COR may request the contractor to provide additional meal services or cancel meal services with a 24-hour advance notice.

Food preparation. In general, the meals provided must be of restaurant quality and variety. All meals must be wholesome attractively prepared and served, with a diverse range of foods to prevent menu repetition on a weekly basis. A high standard of catering must be maintained, taking into account the quality and purity of ingredients, as well as cleanliness in food preparation and handling. Menus must be approved by the COR a week in advance.

All raw or uncooked foods, such as salads, should be refrigerated and served on ice, adhering to proper health standards. The COR is responsible for overseeing and supervising the catering service, ensuring quality, readiness, service control, and tracking the number of plates served for breakfast, lunch, breaks, and dinner.

The breakfast should include a variety of cereals, milks, breads, cheeses, cold meats, sausages, bacon, yogurts, eggs prepared in various ways, fruits, natural juices, tea, and coffee.

For lunch the menu should feature a hot natural soup or cream, a salad bar with 5-8 items and Western style dressings, fried or steamed rice, and four (4) hot entrees and vegetables. One (1) entrée should be a Western-style dish and one (1) vegetable entree should be meatless, excluding seafood. Dessert, fruit, and both hot and cold beverages should be included. All heated foods must be kept and served warm.

The dinner menu should mirror the lunch menu, with a hot natural soup or cream, a salad bar with 5-8 items and Western-style dressings, fried or steamed rice, and four (4) hot entrees and vegetables. One (1) entree should be a Western-style dish and one (1) vegetable entree should be meatless, excluding seafood. Dessert, fruit, and both hot and cold beverages should be included. All heated foods should be kept and served warm. Coffee breaks will be provided twice daily during classes, around 10:00 am and 2:30 pm. These breaks will include hot coffee and tea, natural juices, sodas, water, and small snacks such as fruit or pastries. The selection of these items should be varied.

For special Events the COR may request additional services.

Meals are typically served in the academic facility dining hall or Events Hall.

However, there may be instances when meal services will be requested outside the ILEA facility, such as during outdoor practical training sessions. While food service hours are generally fixed, ILEA class activities can sometimes take place at the ILEA facilities or off-site, which may change the service hours or even result in service not being requested.

Typical Hours of Operation Approximate hours: +/- 1 or 2 hours

Breakfast: 6:00 Morning Coffee Break: 10:00 Lunch: 12:00 Afternoon Coffee Break: 14:30 Dinner 19:00

ILEA San Salvador will supply the tables and chairs for the dining areas. The contractor is responsible for providing all other essential items needed for food service. This includes items such as plates, bowls, tableware, glasses, food warmers, serving utensils, and tablecloths. The contractor also has the responsibility of maintaining and cleaning the food service area and kitchen. The cleaning of the plates and utensils should not be carried out at the ILEA facility. Instead, the contractor should transport these items to their own facility for cleaning.

Laundry. The contractor is tasked with providing laundry services to ensure the cleanliness and sanitation of all kitchen and dining linens. This includes the uniforms of catering crew, towels, rags, and other similar items, which must be always kept in a clean and sanitary condition. The ILEA will supply tables, chairs, and chair covers for the exclusive use of the contractor at the ILEA. The responsibility of cleaning the chair covers falls under the contractor’s duties.

MANAGEMENT AND SUPERVISION

The contractor is required to appoint a representative who will be in-charge of on-site supervision of the contractor's workforce at all times. This representative, acting as a supervisor, will serve as the primary liaison between the contractor and U.S.

Government personnel. It is essential that the supervisor possesses adequate English language skills to facilitate effective communications with U.S. Government staff. The supervisors’ exclusive responsibility will be to oversee operations.

The contractor is tasked with maintaining schedules that take into account the hours during which the staff can effectively carry-out services without overburdening the ILEA staff. For services beyond routine daily services, the contractor must provide the COR with a comprehensive plan detailing the personnel involved and the timeline for service execution.

In terms of quality control, the contractor is responsible for conducting regular inspection visits to the work site. These visits, which will be coordinated with the COR, are intended to be surprise inspections to monitor the performance of those working at the academy under the contract.

PERSONNEL

General. The contractor is responsible for maintaining discipline at the site, taking reasonable precautions to prevent any unlawful, riotous, or disorderly conduct by their employees. They must also ensure the peace, safety, and protection of individuals on site. The US Government reserves the right to instruct the contractor to remove any employee who fails to comply with the standards of conduct. In such cases, the contractor must promptly replace the employee to maintain uninterrupted services at no additional costs to the US Government.

The staff should consist of a minimum of seven (7) on-site employees per meal for each class, although this number may increase during special events or when multiple classes are held simultaneously.

Key Personnel. The COR identifies two (2) key personnel roles: The Contract Manager and the Chef. The Contractract Manager, who is selected by the contractor, is responsible for overseeing the overall operations. This individual, along with an alternate who steps in during the manager’s absence, will be designated in writing to the COR. The Contract Manager or alternate will have full authority to make decisions on daily operations related to the contract. They should be available whenever the facility is in use. Specific qualifications are listed below:

Contract Manager. The ability to manage in a diverse environment with focus on client/customer services, entrepreneurship, and business growth. Effective communication with clients, customers, senior management, and support staff to respond to changes effectively.

Experience: A minimum of five (5) years’ experience in food service, hotel, or hospitality industry. Experience in premise and liability accountability and contract-managed services experience is desirable.

Education: Ideal candidates will hold a bachelor’s degree in institution management, hospitality services, food and nutrition, business, or a related field. However, relevant experience can be considered as a substitute for education.

Languages: English is required.

Core competencies: Communication, Fiscal Management, Management, Planning.

Chef. A skilled and experienced culinary professional with exposure to a variety of international cuisines. Key responsibilities include designing menus, training and managing kitchen staff, and effectively communicating with clients, customers, senior management, and support staff to adapt effectively to changes.

Experience: A minimum of five (5) years’ experience in food service, hotel, or hospitality industry is required, with premise and liability accountability and contract-managed service experience being desirable.

Education: Ideal candidates will possess a bachelor’s degree in institution management, hospitality services, food and nutrition, business, or a related field, although relevant experience can be considered as a substitute for education.

Languages: English is required.

Core competencies: Communication, Fiscal Management, Management, Culinary

MANAGEMENT AND SUPERVISION

General: The contractor is tasked with supplying all the necessary equipment to carry out the required catering services. These services should be delivered in a manner that is timely, efficient, and professional. It is the contractor’s responsibility to guarantee that these services are provided without any interruptions.

GOVERNMENT FURNISHED PROPERTY/EQUIPMENT

The Kitchen area will be provided to the contractor equipped with one (1) refrigerator, one (1) microwave oven, one (1) industrial waffle maker, 45 round tables, and 200 chairs.

ILEA San Salvador reserves the right to perform unannounced food sampling, analysis, and health inspections as deemed necessary.

Samples may be sent to a recognized national laboratory for analysis. If the results were unfavorable and indicate hygiene violations by the contractor and/or staff, the contractor will bear the costs of the testing. However, if the results are favorable, ILEA will cover the costs.

(Note: The contract should include a clause stating that “if the food service company fails to meet expectations after receiving written notice by the US Embassy, the contract can be terminated without penalty with two (2) weeks’ notice”.)

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