Statement of Work (3).pdf

CUI

STATEMENT OF WORK

FOR

CONCESSIONAIRE FOOD SERVICE AT MULLIGAN’S GRILL, GOLF COURSE

TINKER AFB, OKLAHOMA

A. Performance Period: The performance period of this concessionaire agreement shall be for a term of 1 year with 1year extensions not to exceed 5 years.

A-1 In the event that the Contractor chooses to not accept the renewal option of this concessionaire agreement, it shall give at least 30 days’ written notice to the 72d Force Support Squadron Non-appropriated Fund Instrumentality (NAFI).

B. Phase-In Period: The Contractor shall ensure full manning is available in each functional area according to submitted proposal and this Statement of Work (SOW). The Contractor shall provide and maintain properly trained, qualified, and certified personnel starting with the first day of the performance period. The Contractor shall ensure a smooth transition of work effort from the current operations and locations to Contractor operations and locations. The Contractor shall become familiar with work and personnel requirements during this period. This includes obtaining security clearances/badges (if necessary), entry badges, training requirements, developing work plans and procedures, inventory of NAFI furnished Equipment (AFI 34-204, Property Management) and finalizing quality control plans and procedures.

B-1. Security clearance/badges: The Contractor shall provide all required background personal information for clearance and background check for access to the installation. All staff must possess a REAL ID and provide the following information to Security Forces in order to gain access to the installation: full legal name, driver’s license number, state of issuance, date of birth and social security number. The information will be submitted to the NAFI Contracting office and to the Security Forces Squadron, Pass and Registration. The government will provide a complete “Identification Credential” (AFMC Form 387), which shall be issued, displayed and surrendered at concessionaire agreement completion. The Contractor shall ensure that all employees have the proper identification credentials prior to entering Tinker Air Force Base.

C. Description of Work: The Contractor shall provide all labor, materials, supplies, equipment (except as specified in this SOW as NAFI furnished property or services), transportation, personnel, supervision/oversight and all incidentals necessary to perform an integrated system for the management and delivery of food services at the Tinker Golf Course Mulligan’s Grill located at Tinker AFB, Oklahoma.

C-1. The contractor shall manage and deliver food services which enhances the work environment of Tinker employees and golfers.

C-1.1 Investments, facility upgrades, and equipment purchases (required by this concessionaire agreement) made by the Contractor may impact on the accomplishment of the desired new concepts and services called for herein. However, the Contractor may utilize existing Government-owned facilities and NAFI owned equipment, in addition to any other capital investments and equipment furnished by the Contractor, in order to achieve the desired new concepts and services in a reasonable amount of time. The Air Force nor the NAFI will be held responsible for any damage or loss of the supplies, materials, equipment or employees of the contractor.

C-1.2 State Licensing Agencies responding to this solicitation terms and conditions must provide, with their proposals, the following in accordance with Section C-5.1 - failure to comply shall render the offeror’s response as non-responsive:

C-2 Definitions:

C-2.1 Within this SOW, the terms “Government” and “NAFI” are used in an interchangeable way.

C-2.2 The term “food service” is defined as an appropriate selection of food menu offered at the food operation, as mutually determined between the Contractor and the Chief, Community Services Flight or the Golf Course Manager, hereby referred to as the Quality Assurance Evaluator (QAE.)

C-2.3 “Gross receipts” is defined as the total amount received, realized by or accruing to the Contractor from all sales, for cash or credit, of food and beverage sales made pursuant to the privileges authorized by this agreement, rendered at/or from the facilities. All revenue shall be deemed to be received at the time of determination of the amount due the Contractor for each transaction, whether cash or credit, and not at the time of billing or payment, unless otherwise specifically stated in this concessionaire agreement.

C-2.4 The contractor is required to pay all sales taxes imposed by law shall be separately stated and paid by the customer, and directly payable to the taxing authority by the Contractor and shall be excluded from the gross receipts.

C-2.5 The NAFI Contract Officer’s QAE: The contracting officer has designated the Community Services Flight Chief or the Golf Course Manager to act as his/her QAE and technical representative in the administration of this contract – such responsibility cannot be re-delegated. The QAE shall monitor the work being performed to ensure its compliance with the SOW. The QAE is not authorized to make changes to the plans or specifications.

Any work performed because of a changed condition or at the request of the QAE or any other individual without first obtaining NAFI Contractor Officer approval is done at the Contractor ’s expense.

C-3 Facilities to Be Operated

C-3.1 Contractor shall establish and operate in his/her company’s name, the NAFI furnished food/employee service facilities as described in below subparagraphs for the purpose of providing food and nonalcoholic beverages authorized by the NAFI. The building numbers listed correspond to the building location at Tinker Air Force Base.

C-3.1.1 The Golf Course Grill dining area (Bldg. 6601) seats approximately 100 people and is the primary eating facility. The central kitchen is located at this location. This area is used by both golfers and food customers.

C-3.1.2 The Golf Course Proshop (Bldg. 6601) is in the east side of Bldg. 6601.

Currently it operates as a traditional proshop to include golf supplies, apparel, snacks, beverages, grab and go foods and alcoholic beverages.

C-3.1.3 Establish and operate in the Contractor ’s name, other employee services such as end-of-day and evening take-out service of pre-prepared meals etc.

C-3.1.4 Contractor working in partnership with the NAFI, shall provide advice and recommendations on all matters related in achieving the employee/golf and food services called for herein to include recommendations on equipment, layout of each facility, motifs, themes, décor, etc.

C- 4 Hours of Operation

C-4.1 Contractor shall operate the facilities as outlined below with actual hours of operations to be mutually determined between the Contractor, CO, and Golf Course.

C-4.1.1 For situational information: The Proshop Area (Bldg. 6601) – Will be open from sunrise to sunset, 7 days a week, except for Thanksgiving, Christmas and New Years Day which will be closed. This area includes the operation of the cart barn and driving range. If there should be inclement weather, the golf course and proshop will close.

C-4.1.2 Mulligan’s Grill – Can be open 7 days a week. However, the Golf Course and Proshop will be closed on Thanksgiving, Christmas, New Years Day and severe inclement weather days. Contractor may serve breakfast and hours shall between 6:00 – 10:30 a.m.

and lunch being served between 10:30 a.m. - 2:00 p.m. Dinner hours would be between

4:30 pm – 8 pm.The kitchen may remain open and operational as long as necessary in order to support the other food services offered at the Golf Course.

C-4.1.2.3 During the golf season, golf tournaments may be hosted by organizations on the installation. These tournaments can range from 40 to 144 participants. It is highly desirable to have this provided by the contractor. This limited menu is normally a hot sandwich (burger/cheeseburger/or BBQ sandwich,) chips, side (potato salad/baked beans,) large cookie and soft drink. If the contractor and the golf tournament organizer do not agree on a reasonably cost-effective menu for tournament participants food the tournament director has the option to have it catered by another facility.

C-4.1.2.4 Hours and types of service may be changed by mutual agreement between the Contractor and the Contracting Officer’s Technical Representative. In any/all instances, adequate notice of changes, a 30-day minimum, shall be given in writing, Golf Course-wide, to allow fulfillment notification of employees and customers.

C-5 Contractor Responsibilities

C-5.1 Contractor shall provide prompt, efficient, and courteous service, and avoid undue interference with the operation of buildings in which services are provided. Licenses and permits shall be obtained as required by State and local authorities, and all applicable building, health, sanitary, and other regulations and laws shall be observed. All staff must have industry acceptable food handler’s certificate. Standards and guidelines shall be determined by the following: FDA Food Code, AFI 48-116, Food Safety Program; OSHA and DOD 5500-7-R, Ethics Standards. The Contractor shall be provided copies of the listed standards and guidelines.

C-5.1.1 Contractor shall pay all fees, costs, or other charges incident to or resulting from operations under the agreement. Reasonable care shall be exercised in the use of space and NAFI owned equipment, and, upon termination of the concessionaire agreement, the Contractor shall yield such space and equipment in as good condition as when received, except for ordinary wear and tear, and damage or destruction beyond Contractor ’s control and not due to the Contractor ’s fault or negligence.

C-5.2 Menus – Contractor shall maintain menu rotations, tailored accordingly for the facility’s unique needs, as mutually agreed upon by the Contractor and the COTR.

C-5.2.1 Easy-to-read menus with prices listed shall be prominently displayed for the information of patrons. Any desired advertising/marketing, to be conducted outside of the individual facilities premises, shall be mutually agreed upon by the Contractor and the

COTR.

C-5.2.2 The Contractor shall only sell food and beverages (no alcohol.) The contractor may not use facilities and equipment to cater for events off the installation.

C-5.3 Required equipment and small-wares not furnished by the NAFI, shall be furnished by the Contractor who shall replace such equipment and small-wares when necessary, because of loss, wear, breakage, or obsolescence. Contractor furnished equipment and small wares shall be of the same quality in keeping with that of commercial industry standards. Contractor shall provide a list of equipment and small wares they propose to furnish with their proposal.

C-5.3.1 An itemized priced inventory shall be made on all Contractor furnished equipment with an approved signed copy by the COTR being filed with the concessionaire agreement.

C-5.3.2 All Contractor furnished items/materials shall be subject to NAFI approval.

C-5.3.3 Contractor shall coordinate with the COTR, not less than 30 days, and Civil Engineering pertaining to location and means of attachment, before installing any equipment, connecting any electrical, gas, or water-using equipment, or attaching shelving or other major fixtures.

C-5.4 Contractor shall serve tasty, appetizing, and quality food, under clean and sanitary conditions in accordance with the provisions and recommendations contained in the Food Service Code 2001, Public Health Service; Publication No. (FDA) 78-2081. All foods served shall be wholesome and free from spoilage, free from adulteration and misbranding, and safe for human consumption. Uncooked items, such as fresh fruits, shall be clean and free from blemish. All foods, when served, shall be attractive in appearance and correct in temperature and consistency. They shall be crisp, moist, dry, tender, etc., as may be appropriate in each case.

C-5.5 Contractor ’s employees shall be physically able to do their assigned work and free from communicable diseases. Contractor shall follow the guidelines set forth in the Food Service Sanitation Manual, Public Health Service Publication No. (FDA) 78-2081, OSHA and any local codes and regulations relating to food service sanitation and procedures.

C-5.5.1 Contractor shall submit with its proposal a comprehensive health and sanitation plan which meets or exceeds the standards within the current National Food Safety Code, if acceptable, it shall become a part of the resulting concessionaire agreement.

C-5.5.2 Contractor shall employ enough personnel to maintain sanitary conditions and to ensure prompt and efficient service at all times. All employees shall be sober, conscientious, neat, and courteous. Contractor must always provide an adequate staff of employees to perform the varied and essential duties inherent to a successful, world class foodservice operation.

C-5.5.3 Contractor ’s employees shall wear appropriate distinctive clothing such as blouse, shirt, or other uniform as means of identification during the time they are working in a facility. Legible name badges, identifying each employee, shall be furnished by the Contractor and displayed as part of the uniform.

C-5.5.4 Contractor shall provide adequately trained relief personnel to substitute for the regular employees when they are absent, ensuring that a high-quality employee food service operation is always maintained.

C-5.5.5 Contractor shall require employees to comply with instructions pertaining to conduct and building regulations in effect for the control of persons in the facility or as directed by the building custodian.

C-5.5.6 Contractor shall maintain an employee-training program that shall continue for the duration of the concessionaire agreement period to ensure that employees perform their jobs with the highest standards of courtesy, efficiency and sanitation.

C-5.5.7 All articles found by the Contractor, Contractor ’s employees, or by patrons turned into the Contractor shall be turned into a designated point for lost and found items.

C-5.6 The Contractor shall develop and submit with their proposals, a Quality Assurance Plan (QAP). The Contractor ’s QAP shall reflect the procedures addressing the areas identified below:

C-5.6.1 Description of the inspection system that shall cover all services listed in this SOW. Description shall include specific details as to the areas to be inspected, along with the frequency of inspections.

C-5.6.2 Description of what methods shall be used for identifying and preventing defects in the quality of service performed.

C-5.6.3 Description of what records shall be maintained to document inspections and corrective or preventive actions taken. Records of inspections shall be maintained and provided to the NAFI, as requested, throughout the concessionaire agreement performance period. At the termination/expiration of the concessionaire agreement all records shall become the property of the NAFI.

C-5.7 Contractor shall be responsible for all Contractor and NAFI furnished equipment costs required for needed adjustment and repairs to ensure equipment is maintained in a satisfactory condition.

C-5.7.1 Contractor shall promptly perform needed repairs when required. Repairs on NAFI owned equipment, covered by a warranty or guarantee agreement, shall not be initiated without the prior COTR approval.

C-5.7.2 Contractor shall report any NAFI items for which the estimated repair costs are determined to be economically infeasible. The NAFI shall provide the disposition procedures for any NAFI equipment to the Contractor.

C-5.7.3 Contractor shall maintain a preventive maintenance program along with documentation for all equipment. Failure by the Contractor in performing preventive maintenance on the equipment shall result in the NAFI providing the services and/or obtaining the services of a recognized maintenance company, and in either case, billing the Contractor for the costs of such services.

C-5.8 Contractor shall furnish all labor, supplies, materials, equipment, and supervision necessary to maintain the various facilities in a clean, orderly, and sanitary condition always.

C-5.8.1 Contractor shall furnish custodial services for the space assigned within each facility. This includes kitchens, stockrooms, storage areas, outdoor patio/smoker area and any other such areas used for the food service operations including window cleaning services, cleaning of floors and rugs, cleaning of tables, chairs, and other such services as required to keep all areas assigned and used by the provider in a safe hygienic working condition.

C-589.2 Contractor shall be responsible for cleaning all food service equipment, systems, and vent hoods.

C-5.8.2.1 The Base will provide the quarterly cleaning of the hood vent system (within the ceiling and roof) and the hood fire protection equipment.

C-5.8.3 The contractor shall notify the Golf Course Manager or the Contracting Officer of any facility repairs required or power outages immediately so that Civil Engineering may be called to rectify the situation.

C-5.8.4 Failure by the Contractor in keeping any of the facilities in a clean, orderly, and sanitary condition, satisfactory to the COTR, shall result in the NAFI providing the services and/or obtaining the services of a recognized janitorial company, and in either case, billing the Contractor for the cost of such services.

C-5.9 Contractor shall not:

C-5.9.1 Remove any NAFI owned equipment (except for repair but only after coordination with the COTR.)

C-5.9.2 Use the premises furnished by the NAFI to prepare foods or beverages for sale at any location other than those stated within the SOW or as approved by the COTR.

C-5.9.3 Use any of these facilities in its advertising, or state or imply Government endorsement of its business.

C-5.9.4 Interfere with the Government’s activities in the buildings wherein the Contractor is serving food; except as permitted by the COTR.

C-5.10 The NAFI nor the Air Force shall not be responsible in any way for damage or loss caused by fire, theft, accident, or otherwise to the Contractor ’s stored supplies, materials, or equipment, or the employees’ personal belongings. Any personal injury or physical damage to the building or equipment resulting from fire or other causes shall be immediately reported to the COTR.

C-6 NAFI Furnished Facilities, Equipment, Utilities, and Services:

C-6.1 The NAFI shall provide golf food service facilities as specified herein and such other space, as it deems necessary or desirable:

C-6.1.1 Except as otherwise specified, the NAFI shall maintain and repair the facilities and may alter, recondition, or improve the space consistent with its intended purpose, or as necessary to conform to applicable health or sanitary requirements.

C-6.2 The NAFI shall provide all services associated with the facilities, as agreed to by the Contractor and the NAFI.

C-6.3 NAFI furnished equipment (attachment 1) not furnished by the Contractor, for use in the golf food service operations, shall remain the property of the NAFI.

C-6.3.1 Upon the expiration or termination of this concessionaire agreement, all NAFI owned equipment shall be returned to the NAFI in as good as condition as when received, except for ordinary wear and tear.

C-6.3.2 An inventory of the actual property and expendables to be initially furnished and installed (as appropriate) by the NAFI for use of the golf food service operations shall be mutually agreed upon between the Contractor and the COTR. Transfer of the accountability to the Contractor for such initial inventory will be evidence by AF Form 1297, Issue/Receipt, executed by the Contractor. Changes, additions, and deletions to the initial inventory shall be documented by use of this same form, or successor forms, executed by both the Contractor and the Government’s assigned property administrator.

C-6.3.3 Utility connections used for the operation of the facilities covered under this concessionaire agreement shall be provided by the NAFI to the point of connection or point of outlet, as appropriate. The Contractor shall be responsible for all costs associated with point of sales resale and printers used to fulfill the terms of this concessionaire agreement.

C-6.4 The NAFI shall furnish trash disposal service, except grease removal. However, the Contractor shall ensure that the area is kept clean and the doors on the trash disposal dumpsters are always closed except when being used.

C- 6.5 The NAFI (FSS golf staff) will require access to the 3-part sink in the kitchen during the golf season (early mornings) to wash and rinse water jugs that are required for the golf course. They will also use the large bin ice machine. In addition, other FSS food activities may use the smoker; this will be coordinated prior to use to avoid any conflicts. The dining area is used by both golfers and food customers. Golf tournaments will take priority over any food catering event using the dining room.

C-8 Information Provided to Offeror by the NAFI: The following shall be provided to offerors attending the on-site visit.

C-7 Offerors to provide entire price and portion information to include new items which they intend to introduce to include vending data/selling prices in meeting/exceeding the NAFI’s requirements and flexibility as it pertains to pricing.

C-7.1 Breakfast and lunch:

C-7.1.1 Customer counts

C-7.1.2 Average Check

C-7.2 Sales per location by month for one year.

C-7.3 Catering menus with pricing

C-7.4 Equipment listing

C-8 Financial Soundness - Financial strength of the organization to ensure that delivery of services will remain uninterrupted and continue to grow positively.

C-8.1 Financial Management Systems (ties to Performance Management), including the detail:

C-8.1.1 Around production.

C-8.1.2 Inventory control, ordering, and reconciliation.

C-8.1.3Reports generated and overall account management including audit process.

C-9.4 Performance Measurement:

C-9.4.1 Tools used to monitor performance and the frequency of the tool’s usage and communication (especially absent a subsidy cap.)

C-9.4.2 Processes used to communicate this information to the base, re-financial management including catering invoicing and reconciliation, customer service, customer preference, customer satisfaction, quality, personnel, promotions, safety and sanitation process, tracking tools used and shared with the base on performance matrix and continuous improvement process management.

C-9.5 Culinary Expertise and Strength - Nationally, Regionally, by Market, including new recipe generation, keeping concepts and stations exciting, recipe accomplishment, additional resources to support large and executive catered events.

C-9.6 Must demonstrate use approved food source as approved by public health (Sam’s, Costco, US Foods, Labatt, Ben E Keith)

C-9.11. 1 Cycle Menu samples.

C-9.11.2 Promotional and Marketing Material samples.

C-9.11.3 Catering Guide samples.

C-9.11.5 Safety Training and Program Information.

C-9.11.6 Quality Assurance, Sanitation and Food Safety Control tool samples.

C-9.11.7 Recent Health Department Scores in the market.

D. Insurance Requirements: The Contractor shall be required to maintain commercial liability insurance in the amount of One Million dollars ($1,000,000.00) and workers’ compensation insurance in the amount required by the state of Oklahoma for the performance period of this concessionaire agreement.

D-1 The Certificate of Insurance shall be provided to the Concessionaire agreement Officer.

D-2 All HAZMAT materials brought on the base must go through HAZMAT Pharmacy and follow all Safety Data Instructions and must be posted for employees

PART IV- REPRESENTATIONS AND INSTRUCTIONS

1. Award shall be made to that responsive/responsible offer or whose proposal/presentation (written and oral) represents the overall best value (price & technically), acceptable offer to the government in accordance with the evaluation criteria set forth below.

2 In order to be acceptable, written proposals must clearly describe in their written proposal a complete understanding of the requirements required in this concessionaire agreement. Any written proposal determined to be unacceptable will be dropped from further review. A basis of unacceptability may include but is not limited to; a lack of complete information called for in the Request For Proposal, failure to address all information requested in the RFP, receipt of late proposals, and lack of information to properly evaluate the offer. However, at the discretion of the evaluation team, additional information may be requested from offertory to clarify and supplement but not basically change any proposal as submitted. For this purpose, the Concessionaire agreement Officer may clarify, without entering discussions, any such proposal with the offeror;

therefore, award may be made on initial offers. However, if deemed necessary discussions may still be held but only with those offerors determined to have acceptable proposals, within the established competitive range, from a price and technical standpoint.

3. Evaluation factors are as follows with price and facilities’ proposed concepts and timelines being equally important:

A. Price (Fixed Percentage Fees): Most favorable rate fees given to DoD employees and their dependents for duration of the concessionaire agreement.

B. Facilities’ proposed concepts and timelines: Initial investment, facility upgrades, training, and start-up date for each facility.

C. Technical Factors:

(1) Team’s Understanding/Compliance of the Requirement. Offeror(s) to provide a written narrative, with their proposal, that clearly defines propose methodology/approach that captures/ meets or exceeds Tinker's needs in accordance with Section C. Narrative must also demonstrate to the maximum degree possible the team’s technical competence of the company and individuals within the company that will be accountable for the work to be performed, which may also be demonstrated to the extent based on similar jobs performed.

(2) Offeror to provide proposed

(a) Financial Soundness - Financial strength of the organization to ensure that delivery of services will remain uninterrupted and continue to grow positively.

(b)Quality Assurance Plan

(c) Business Philosophy:

(i) Guiding Principles.

(ii) Overall, Client Relationship Philosophy.

(iii) Autonomy of local management.

(iv) Flexibility in an ever-changing environment.

(d) Performance Measurement:

(i) Tools used to monitor performance and the frequency of the tools’ usage and communication (especially absent a subsidy cap)

(ii) Processes used to communicate this information to the base, re-financial management including catering invoicing and reconciliation, customer service, customer preference, customer satisfaction, quality, personnel, promotions, safety and sanitation process, tracking tools used and shared with the base on performance matrix and continuous improvement process management.

(e) Golf food service and experience - Nationally, Regionally, by Market, menu and additional resources to support large events.

(f) Community Relations – activity in the community to support community organizations and willingness to partner with the base in its community relations objectives.

(g) Strength in the Market:

(i) Total number of accounts managed.

(ii) Region managed services accounts

(h) Financial Management Systems (ties to Performance Management), including the detail:

(iii) Reports generated and overall account management including audit process.

(iv)Equipment Preventive Maintenance Program

(j) Point of Sales Information - Software and net-based programs to deliver ease of ordering, reliability, invoice reconciliation by department, by organization current food operations.

(k) Personnel - Recruiting and Retention processes, how they select their staff, partner with their clients on ensuring cultural and service expectation fit, bench strength in the market and in the provider's organization.

Resumes of key individuals which shall be assigned under this concessionaire agreement, and their individual experience shall be examined in order to determine the anticipated success of the firm in meeting the NAFI’s requirements

(n) Employee-Training Program

(o) Purchasing Strength and Quality Parameters - Distribution network, Quality parameters for purchases, supplier information on national concessionaire agreements (who they partner with as national and regional suppliers.)

(p) Value Added - List of additional support services

(q) Additional information generally requested in the form of samples – such samples/data to be supported by company tools and processes to ensure that performance is accurately tracked and reported data is available. Possible requested samples may include but are not limited to:

(i) Detailed financial performance to include pre-opening.

(ii) Organizational charts for the site, market, and Region.

(iii) Samples of all tools used for performance management.

(iv) Cycle Menu samples.

(v) Promotional and Marketing Material samples.

(vi) Pricing, menu catering Guide samples.

(vii) Training Program and Benefits Sample for Hourly and Management.

(viii) Safety Training and Program Information.

(ix) Quality Assurance, Sanitation and Food Safety Control tool samples.

(x) Recent Health Department Scores in the market.

(xi) Sample Food Service Contractor Agreement.

(xii) Financial and other Auditing process tools

D. Company’s Ability to Perform/Similarity of previous scope:

(1) Offeror shall provide a listing of at least two current accounts (references of business) of similar scope to include current client’s phone numbers and point of contact for each listed account.

(2) Offeror to provide proposed concepts, equipment and small-ware lists that their firm has completed or are in progress on projects similar in scope, team composition, and team’s history of working together.

C. PAYMENT TERM

1. Concessionaire will pay the NAFI:

a. A sum equal to 10% percent of gross sales

b. Payment of fees due the NAFI must be made:

(Check One) ( ) daily, ( ) weekly, (X) monthly, or ( ) at the end of the sales period and submission of the Concessionaire Settlement Report.

4 Attachments

1. Special Provisions - Concessionaire

2. Non-appropriated Fund Standard Clauses

3. Statement of Work

4. NAFI Golf Kitchen Equipment