SOW ILEA Catering - 04212026.pdf

SBU - CONTRACTING AND ACQUISITIONS

STATEMENT OF WORK

Catering Services for ILEA San Salvador

1. BACKGROUND

The International Law Enforcement Academy (ILEA) – San Salvador seeks a catering services provider for the ILEA San Salvador course calendar years. The period of performance will be July 20, 2026, through December 31, 2030: a five-month base period (July 20 – December 31, 2026) plus four one-year option periods (January 1, 2027 – December 31, 2030).

2. PURPOSE

The catering service 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 participants' arrival and departure times. The catering company must accommodate any changes to the academic course calendar due to unforeseen circumstances.

3. OPERATIONAL REQUIREMENTS

3.1 Flexibility Requirements

The contractor must demonstrate a high degree of flexibility 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 periods without service. The provision of food service is contingent upon two 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.

The ILEA conducts classes on both El Salvadorian and U.S. holidays. If students attend classes at the ILEA Academy during these holidays, food service must be provided. This requirement extends to weekends as well.

3.2 Student Demographics and Dietary Requirements

The diverse student population at the academy necessitates a variety of meal options. With approximately forty percent (40%) of students 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, including:

• Allergies

• Medical conditions (e.g., diabetes, hypertension, celiac disease)

• Vegetarian/vegan diets

• Religious requirements (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.

3.3 Estimated Meal Volume

While there is no guaranteed number of meals per year, the contract covers approximately fifty (50) classes, with an estimated total of 1,600 students (40 trainings of 40 participants). This translates to roughly 49,600 meals served annually.

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.

3.4 Contractor Qualifications

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

3.5 Temporary Additional Services

Temporary Additional Services refer to Standard Services needed outside of regular scheduled meal services. These services may be requested by the COR on an as-needed 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 cancellations with 24-hour advance notice.

4. MEAL SERVICE REQUIREMENTS

4.1 General Food Preparation Standards

Meals provided must be of restaurant quality and variety. All meals must be wholesomely 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, considering the quality and purity of ingredients, as well as cleanliness in food preparation and handling. Menus must be approved by the COR one 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.

4.2 Breakfast

Breakfast should include a variety of:

• Cereals

• Milk

• Breads

• Cheeses

• Cold meats

• Sausages

• Bacon

• Yogurts

• Eggs prepared in various ways

• Fruits

• Natural juices

• Tea and coffee

4.3 Lunch

The lunch menu should feature:

• Hot natural soup or cream

• Salad bar with 5-8 items and Western-style dressings

• Fried or steamed rice

• Two (2) hot entrees and vegetables

• Dessert

• Fruit

• Hot and cold beverages

All heated foods must be kept and served warm.

4.4 Dinner

The dinner menu should mirror the lunch menu:

• Hot natural soup or cream

• Salad bar with 5-8 items and Western-style dressings

• Fried or steamed rice

• Two (2) hot entrees and vegetables

• Dessert

• Fruit

• Hot and cold beverages

All heated foods must be kept and served warm.

4.5 Coffee Breaks

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

• Small snacks such as fruit and pastries

The selection of these items should be varied.

4.6 Special Events

The COR may request additional services for special events.

5. SERVICE LOCATION AND HOURS

5.1 Service Location

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.

5.2 Typical Hours of Operation

Approximate hours: +/- 1 or 2 hours

• Breakfast: 6:00 AM

• Morning Coffee Break: 10:00 AM

• Lunch: 12:00 PM

• Afternoon Coffee Break: 2:30 PM

• Dinner: 7:00 PM

6. CONTRACTOR RESPONSIBILITIES

6.1 Equipment and Supplies

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, including:

• Plates

• Bowls

• Tableware

• Glasses

• Food warmers

• Serving utensils

• Tablecloths

6.2 Cleaning and Maintenance

The contractor is responsible for maintaining and cleaning the food service area and kitchen. The cleaning of 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.

6.3 Laundry Services

The contractor is tasked with providing laundry services to ensure the cleanliness and sanitation of all kitchen and dining linens, including:

• Uniforms of catering crew

• Towels

• Rags

• Other similar items

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.

7. MANAGEMENT AND SUPERVISION

7.1 On-Site 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 communication with U.S.

Government staff. The supervisor's exclusive responsibility will be to oversee operations.

7.2 Scheduling

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.

7.3 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.

8. PERSONNEL

8.1 General Requirements

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 U.S. 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 cost to the U.S. 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.

8.2 Key Personnel

The COR identifies two (2) key personnel roles: the Contract Manager and the

Chef. The Contract 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.

8.2.1 Contract Manager

Qualifications:

• 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

8.2.2 Chef

Qualifications:

• 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

9. 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

• 200 chairs

• One (1) ice maker machine

10. INSPECTIONS AND QUALITY ASSURANCE

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 are 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.

11. INVOICING AND PAYMENT

The contractor should submit their invoices to the ILEA on a monthly basis. The

ILEA will not provide any advance payments or deposits.

12. TERMINATION

If the food service company fails to meet expectations after receiving written notice by the U.S. Embassy, the contract can be terminated without penalty with two (2) weeks' notice.

CONTRACT MONITORING AND QUALITY ASSURANCE PLAN

Quality Assurance Surveillance Plan (QASP)

The contractor shall develop a Quality Assurance Surveillance Plan (QASP) for incorporation into the contract to ensure required performance standards and service levels are achieved. The QASP will include:

Performance Standards

• Timeliness: Meals ready 15 minutes before scheduled service time

• Temperature Control: All meals served at USDA-approved temperatures

• Menu Variety: No menu repetition within a weekly cycle

• Dietary Compliance: 100% accommodation of documented dietary restrictions

• Staff Standards: Professional appearance, hygiene, and English-speaking management

Surveillance Methods

• Unannounced inspections by the Contracting Officer's Representative

(COR) or designated quality assurance personnel

• Student feedback surveys administered at the conclusion of each training class (100% participation)

• Monthly inventory audits to verify food quality and storage compliance

• Quarterly performance reviews to assess compliance trends

• Annual comprehensive performance evaluation to inform option exercise decisions

Corrective Actions

• Immediate notification of deficiencies with required corrective action plans

• Payment withholding for non-compliance with critical performance standards

• Escalation procedures for repeated deficiencies

Reporting Requirements

The contractor shall provide a QASP report to the Contracting Officer (CO) on a quarterly basis. Each report must be signed by the Contracting Officer's

Representative (COR) prior to submission.

EVALUATION FACTORS

This acquisition will use the Lowest Price Technically Acceptable (LPTA) evaluation methodology, as the requirement is clearly defined with objective quality standards.

Technical Acceptability (Pass/Fail)

Offerors must demonstrate the following to be considered technically acceptable:

1. Experience and Qualifications:

• Minimum 10 years of experience providing international cuisine catering services

• Certified international chef on staff

• International kitchen certification

• Demonstrated capability to produce a minimum of 1,600 meals per month

2. Operational Capability:

• Minimum 7 on-site employees per meal service

• English-speaking management

• Ability to accommodate diverse dietary requirements (allergies, medical conditions, vegetarian/vegan, kosher, halal)

• Capacity to provide 25% overage for fluctuating enrollment

• 15-day mobilization capability

3. Past Performance:

• Relevant past performance references for similar large-scale catering operations (minimum 1,000 meals/day)

• Satisfactory quality ratings and contract compliance history

Offerors that fail to meet any technical acceptability criteria will be eliminated from further consideration.

Price Evaluation

Among technically acceptable offers, the Government will evaluate total evaluated price based on:

• Base Period (5 months): Unit prices for CLINs 0001-0005 multiplied by estimated quantities

• Option Years 1-4: Unit prices for CLINs multiplied by estimated annual quantities

The offer with the lowest total evaluated price (base plus all option years) will be selected for award, provided the offeror is technically acceptable and responsible.

Option Evaluation

Options will be evaluated for award purposes by adding the total price for all option years to the base period price. This ensures the Government selects the vendor offering the best overall value across the entire potential contract period.

Options will be exercised based on continued satisfactory performance, availability of funds, and determination that exercise is in the Government's best interest.

Price Reasonableness

Price reasonableness will be determined through competition and comparison of proposed prices, supplemented by market research data.

PROPOSAL SUBMISSION FORMAT

Proposals must be submitted in the following format:

Volume I – Technical Proposal

1. Experience and Qualifications

2. Operational Capability

3. QASP

Volume II – Past Performance

Volume III – Pricing (must be provided in Excel)

1. CLIN Structure to be used (Base + Option Years):

• CLIN 0001: Breakfast Meals (per each)

• CLIN 0002: Lunch Meals (per each)

• CLIN 0003: Dinner Meals (per each)

• CLIN 0004: Coffee/Snack Breaks (per student/day)

• CLIN 0005: Special Event Catering (per each)