SOW for FY25 Catering 129 RTI - final.pdf

STATEMENT OF WORK (SOW) FOR SUPPLIES

ILLINOIS ARMY NATIONAL GUARD (ILARNG)

129TH REGIONAL TRAINING INSTITUTE (RTI)

Project Title: Catered Meals for State/Tradoc Training Events

INTRODUCTION. The 129th Regional Training Institute of the Illinois Army National Guard is seeking to engage a vendor capable of providing meal services that meet all necessary standards and possess the requisite resources for effective catering operations. Given the unique specifications outlined in the military guidelines, it is essential that the selected vendors can ensure that the meals correspond with the requirements detailed for the 22 menu days as specified in Appendix 2.

BACKGROUND. The 129th Regional Training Institute (RTI) offers Inactive Duty Training (IDT), Military Occupational Specialty Training (MOS-T), Advanced Leadership, Senior Leadership, as well as a multitude of state courses at the Illinois Military Academy (IMA) on a yearly basis. To ensure that training sessions are as productive as possible, mass catered meals are required at the Dining Facility (DFAC) located at Camp Lincoln, providing participants with breakfast, lunch, and dinner during these training events.

1. SCOPE OF WORK. The Contractor is responsible for the transportation of meals in a manner that is both hygienic and compliant with food transportation regulations.

This includes establishing a serving line for prepared meals on specified dates, at designated mealtimes and locations, and in the quantities outlined in Appendix 1 (meal schedule) and paragraph 2 and 3. All meals are to be prepared in a commercial kitchen that adheres to the standards set by the Illinois Department of Public Health for food preparation. As part of the bidding process, the Contractor must provide the address of the kitchen where meals will be prepared, along with an Illinois Food Handler's certificate or an equivalent certification that verifies the legal capability to prepare and sell food in Illinois.

Furthermore, the Contractor is required to comply with all applicable Federal, State, and local food safety regulations throughout the processes of food preparation, transportation, delivery, and setup.

The meals provided will closely align with the Illinois 22 Day Menu as detailed in Appendix 2. Additionally, the Contractor will supply all necessary disposable items, including cutlery, paper plates, cups, knives, forks, spoons, napkins, and serving utensils. Meals must be delivered no more than one hour before the scheduled mealtimes specified in paragraph 4, and the Contractor is obligated to remove any remaining meals no later than one hour after the conclusion of these mealtimes.

The scope of the Contractor's services is limited exclusively to the delivery and disposal of the Contractor's products into the designated trash receptacles and dumpsters.

Invoicing for each type of meal is conducted based on the funding source utilized (State/TRADOC) to finance each meal, with the quantities for each meal type and their classification as either State Funded or TRADOC Funded detailed in Appendix 1. Throughout the duration of the contract, the Contractor is required to pay particular attention to and comply with the stipulations outlined in paragraph 4, titled "Specifications Required”.

2. DELIVERY LOCATION AND MEALTIMES.

Location #1: IMA DFAC at Camp Lincoln: 1301 N. MacArthur Blvd, Springfield, IL 62702.

Location #2: Lincoln Land Community College, Workforce Career Center dining facility 5250 Shepherd Rd, Springfield, IL 62703

Meal Times:

Breakfast: 6:30am – 8:00am CST

Lunch: 11:30am – 1:00pm CST

Dinner: 5:00pm – 6:30pm CST

*Meal times may vary based upon mission requirements and will be communicated to the vendor in an adequate timeframe.

3. QUANTITY AND DATES REQUIRED. The Contractor provides the quantities of each meal type on the date identified in Appendix 1. Appendix 1 shows meal type, delivery date, totals, and whether the contractor bills according to the State or TRADOC funded SubCLIN.

Anticipated meal numbers for the duration of the events:

Breakfast Meals:

State-funded SubCLIN: 2096 ea

Tradoc-funded SubCLIN: 7800 ea

Lunch Meals:

State-funded SubCLIN: 3392 ea

Tradoc-funded SubCLIN: 7907 ea

Dinner Meals:

State-funded SubCLIN: 1584 ea

Tradoc-funded SubCLIN: 7818 ea

*Please note: The government does not guarantee these meal counts. Meal counts are calculated based on the 129th RTI’s maximum course load during any given FY. Course load will not increase but may decrease due to variables such as a course being non-conducted, students being sent home due to failure to meet course standards, Red Cross notifications, or fewer than expected course reservations.

4. SPECIFICATIONS REQUIRED. The Contractor is responsible for delivering and setting up a serving line of prepared meals on specified dates, ensuring that all meals are maintained at a regulated temperature without the use of open flames, thereby minimizing the risk of accidents and contamination during the designated mealtimes. The meals must be provided in the quantities outlined in Appendix 1 (meal schedule), which will be continuously updated throughout the duration of the contract and communicated to the Contractor at least seven days prior to any scheduled meal date. It is important to note that Appendix 1 serves as a sample of the expected daily workload for the Contractor; while the specific meal numbers and dates may vary, the total number of meals will not exceed the limits set forth in paragraph 5. The Contracting Officer Representative (COR) or Contracting Officer least three days before any meal date. 2. The meals are designed to closely align with the Illinois 22 Day Menu as detailed in Appendix 2. The main courses will be rotated to ensure a sufficient variety, with no repetitions occurring within a seven-day timeframe. Additionally, the main ingredient type and style of the main courses will not repeat within a three-day period; for example, if pork chop is served for lunch on Day 1, a pork cutlet should not be served for dinner on the same day, nor should lasagna be followed by spaghetti for dinner on consecutive days. 3. The Contractor is required to specify the serving or portion sizes for the main courses to ensure that there is enough food available for all Soldiers.all selection of standard items be made available as alternative main course options for every meal, which should include a variety of dry cereals with milk, bread and peanut butter, whole fresh fruit, and granola bars.

Individual meals should approximate a daily calorie count of 4000 (962 for breakfast, 1111 for lunch, and 1925 for dinner). Meals should follow the Army Regulation 40–25 guidelines, which states:

carbohydrates: 50 to 55 percent of the total calories protein: 10 to 35 percent of the total calories fat: 30 percent or less of the total calories fiber: 34 g per day for men and 28 g per day for women iron: 15 mg iron per day

Variations can be approved by the Contracting Officer or delegated representative.

5. GOVERNMENT RESPONSIBILITIES. The government will provide a Contracting Officer Representative (COR) to communicate meal numbers, location logistics, timeframes, and changes to the Contractor. The COR will verify food items meet the requirements and will utilize feedback card from end users to check for quality. CORs will communicate contractual issues to the Contracting Officer to begin resolution processed detailed in the Contractor’s Quality Assurance Plan, if needed. The COR will be authorized to solidify numbers for delivery during the period of performance up to the contracted quantities.

6.DRUG & ALCOHOL POLICY In accordance with the guidelines established by all federal and state agencies, Camp Lincoln enforces a strict zero tolerance policy regarding the use or even the suspicion of drug and alcohol consumption on its premises

7. MATERIALS CLEANING & SANITIZATION the vendor must provide a Material Data Sheet (MDS) detailing the cleaning agents utilized during kitchen preparation and sanitation processes before services begin, ensuring compliance with both federal and state regulations.

8. UNIFORM vendor must enforce a strict dress code for staff, prohibiting open-toed shoes, shorts, and short-sleeved shirts during food preparation and serving to prevent any risk of contamination.

9. INVOICING. Individual meals are based on a 4000 calorie per day standard (24%/28%/48%, breakfast/lunch/dinner). The government reserves the right to pay based on calories delivered if food items are missing, damaged, or otherwise unserviceable (example: 35 percent of calorie protein items are missing or moldy, then quantity being accepted will be 35 percent less rounded up). Any dispute in quality between the COR and Contractor will be arbitrated by a Contracting Officer.