Statement of Work - Fire Crew Camp Catering.pdf

STATEMENT OF WORK

Catering Services June 1, 2017 – June 4, 2017

Department of Conservation and Natural Resources

Bureau of Forestry

I. SCOPE OF WORK:

The Commonwealth of Pennsylvania, Department of Conservation and Natural Resources, Bureau of Forestry, require services to provide meals for the Bureau of Forestry’s Wildland Fire

Crew Camp. Meals will be provided to students and staff at “crew camp” being held at Boy

Scouts of America Camp Karoondinha Boy Scout Camp.

Attendance at this event will be approximately 200-300 individuals per day.

The bidder shall supply any and all help required to prepare, serve and perform any other tasks required for the fulfillment of this contract, including the set up, tear down, and cleaning of the dining and kitchen facilities.

Subcontracting to another vendor will not be permitted.

Any questions concerning the technical aspects of this contract should be directed to Mike Kern at 717-787-2925 or mikern@pa.gov. Questions regarding the contracting or bidding procedures should be directed to Nancy Weibley at 717-783-2566 or nweibley@pa.gov.

II. FACILITY REQUIREMENTS:

Dates: Thursday, June 1, 2017 through Sunday, June 4, 2017.

Location: Wildland Fire Crew Camp will be held at Susquehanna Council Boy Scouts of

America Camp Karoondinha located at 225 Thomas Dam Road, Millmont, Pennsylvania 17845.

Use of the Camp’s Mess Hall will be available to the caterer at no charge to them. Assorted cooking utensils, pots, pans and cooking appliances will be available at no charge to the caterer.

III. MEAL REQUIREMENTS:

Meal specifications for Wildland Fire Crew Camp FY 2016 are as follows:

BREAKFAST: (served 6:30 a.m. – 8:00 a.m.)

3 large fresh eggs, fried or scrambled or a 3 egg omelet

Meat item, 4 slices of bacon or sausage links, or one 4 oz. sausage patty

Bread, 2 slices of wheat toast, or 2 waffles, or 2 French toast, or 2 pancakes

Potatoes, 6 oz. serving of the following: hash browns, home fries or tater tots mailto:mikern@pa.gov mailto:nweibley@pa.gov

Cooked Cereal – 6 oz.

Fresh or canned fruit (no apples or oranges)

Fresh brewed coffee, and hot water with tea bags, instant cocoa mix, liquid dairy creamer, sugar, and 0 calorie sugar substitute

½ pints of assorted 100% fruit juice

½ pints of white and chocolate milk

Additional items required shall include condiments, butter and margarine, salt, pepper, ketchup, hot sauce, brown sugar, raisins, syrup, etc., as required by menu selected.

LUNCH: (bagged) (need to be prepared by 7:30 a.m.)

2 sandwiches:

a) one sandwich consisting of peanut butter and jelly; and,

b) one sandwich or wrap consisting of 4 oz. of meat, or a combination of meat and cheese weighing 4 oz.

Individual serving size (1.5 oz. or larger) bag of potato or corn chips

2 oz. factory wrapped snack of cookies, brownies or granola bars

One 100 size Gala, Fuji, or Honey Crisp apple

Drinks in either two 5 oz. cans w/pop tops, or non-crushable paper type containers

One factory wrapped snack consisting of a candy bar or bagged candy or trail mix

Bread is to be wheat. Condiments required in individual packets: mayonnaise, ketchup, mustard, salt and pepper. Napkin and hand wipe.

DINNER: (served 5:30 p.m. – 7:30 p.m.)

1 each - 10 oz. boneless portion of beef, pork or poultry (14 oz. bone-in)

2 each - 4 oz. servings of vegetables or a salad bar

6-8 oz. potato or pasta dish

Bread (two slices per person)

Coffee, milk, fruit drink, hot water, tea bags

4 oz. slice of fruit pie or cake

All condiments as applicable.

The caterer shall supply trash bags, all paper products, plates, napkins, hot and cold beverage cups, and plastic utensils as required for eating meals.

Tableware shall be from a renewable resource (no Styrofoam).

An approximate breakdown of the meals required is as follows:

June 1: Breakfast = 0 Lunch = 0 Dinner = 65 each

June 2: Breakfast = 70 each Lunch = 90 each Dinner = 90 each

June 3: Breakfast = 250 each Lunch = 250 each Dinner = 100 each

June 4: Breakfast = 250 each Lunch = 0 Dinner = 0

Please note that these numbers are estimations only and are subject to change depending on the needs of the Department.

The Department shall provide the contractor with a two (2) week tentative confirmation of quantities. A final confirmation of quantities notice shall be provided to the contractor seventy-two (72) hours prior to the event.

A minimum of one (1) week prior to the Thursday of crew camp, the contractor shall provide a menu of all meals to be served during crew camp.

The contractor shall be required to accommodate individual requests for special diets

(vegetarian, diabetic, etc.)

IV. ESTIMATED QUANTITIES:

Attendance at this event will be approximately 200-300 individuals per day. The contract quantities herein are estimated only and may increase or decrease depending on the needs of the

Department. The contractor shall be paid at the unit price bid for actual number of meals served with 72-hour notice to the contractor. Contractor will be notified of the tentative count notice 2 weeks prior to the event, and 72-hours for the final count.

V. SERVICES INSPECTION:

The Department has the right to inspect the food service at any point in time. The inspections may include, but are not limited to, monitoring of food preparation and food storage as well as the ability to weigh portion sizes on a scale provided by the Commonwealth. Expiration/sell by dates should be made available to the program at all times.

Any potential violations of this Statement of Work and the Terms and Conditions will be handled on a case by case basis. However, consequences can include Liquidated Damages as outlined in

Section VI, inclusion in the Commonwealth’s Contractor Responsibility Program (CRP) for failure to perform, or the replenishing/replacement of any faulty, incorrect, or expired product at the sole expense of the contractor.

VI. LIQUIDATED DAMAGES:

The Department will have the right to assess a $5.00 liquidated damage per person, per meal, that fails to meet any requirements as stated in this Statement of Work. Requirements include appropriate portion size, food served by the requested time and at the proper temperature, as well as food not past the suggested expiration/sell by date.

For clarification purposes: If breakfast is served with only two of the three required eggs, and

250 people are scheduled for breakfast, the contractor will accumulate a $1,250 Liquidated

Damage for breakfast alone.

If at lunch that same day, the bag of chips is beneath the required 1.5 ounces and 250 people are scheduled for lunch, an additional Liquidated Damage of $1,250 will be assessed.

Finally, if at dinner, the boneless meat portion is determined to be 8 ounces and not the required

10 ounces, and 100 people are scheduled for dinner, a Liquidated Damage of $500 will be assessed.

Therefore, for one day of service only, the vendor will accrue $3,000 in Liquidated Damages owed to the Department with the possibility of further damages assessed at subsequent and prior meals throughout the term of the camp.

VII. EXCESS PREPARED FOOD PROVISION:

If the contract services include purchase of prepared food for Commonwealth functions, the contractor agrees to make a good faith effort to donate to a nonprofit organization for ultimate free distribution to needy individuals any apparently wholesome food or grocery products apparently fit for human consumption which are not consumed at the Commonwealth function.

A good faith effort includes, but is not limited to, contacting one or more of the entities appearing on the referral listing maintained by the Department of Agriculture. Updated lists may be obtained by contacting the Bureau of Government Donated Food at 1-800-468-2433 or by sending a request to the:

Department of Agriculture

Room 401 Agriculture Building

2301 N. Cameron Street

Harrisburg, PA 17110-9408

VIII. RECYCLING REQUIREMENTS:

The contractor shall:

1. Plan the function so that the volume of waste will be reduced to the greatest extent feasible.

2. Utilize to the greatest extent feasible, products, packaging, and other materials that are made from recycled materials.

3. Ensure that the greatest feasible amount of disposable materials supplied for the function are recyclable.

4. Provide to the greatest extent feasible, clearly marked containers for the collection of recyclable items by:

a. coordinating with the establishment where the function is held; or,

b. coordinating with local recycling programs or municipal or county recycling coordinators; or,

c. undertaking the collection, transportation, processing, and marketing of the materials itself; or,

d. entering into contracts with other persons for collection, transportation, processing and marketing of the materials.

IX. CONTRACTOR REFERENCES:

After the bid opening, and prior to awarding of the contract, the Department has the right to request references (names, addresses and telephone numbers) of similar work performed in the previous two (2) years as proof of qualifications to perform the work involved in this contract.

X. CONTRACT REQUIREMENTS:

The contractor shall:

1. Comply with Excess Prepared Food Provision (see Page 3, Section V); and,

2. Be in compliance with The Act Food Employee Certification Act, 3 Pa C.S. §§ 6501

- 6510, as amended which requires one supervisory employee per food facility to become certified in food safety and sanitation by taking a nationally recognized food certification class and providing a current, valid National Certificate of

Completion to the Department with the solicitation.

XI. INSURANCE REQUIREMENTS:

The contractor shall purchase and maintain, at its expense, the following types of insurance, issued by companies acceptable to the Commonwealth.

a. Workmen’s Compensation Insurance for all of the Contractor’s employees and those of any subcontractor, engaged in work at the site of the project as required by law.

b. Public Liability and Property Damage Insurance to protect the

Commonwealth, the Contractor, and any and all subcontractors from claims for damages for personal injury (including bodily injury), sickness or disease, accidental death and damage to property including the loss of use resulting from any property damage, which may arise from the activities performed under the

Contract, or the failure to perform under the Contract, whether such performance or non-performance be by the Contractor, by any subcontractor, or by anyone directly or indirectly employed by either. The minimum amounts of coverage shall be $250,000 per person and $1,000,000 per occurrence for bodily injury, including death, and $250,000 per person and $1,000,000 per occurrence for property damage. Such policies shall be occurrence rather than claims-made policies and shall not contain any endorsements or any other form designated to limit and restrict any action by the Commonwealth, as an additional insured, against the insurance coverage in regard to work performed for the

Commonwealth.

c. Automobile Bodily Injury Insurance to protect the Commonwealth and the contractor from claims arising out of the performance of the contract, including bodily injury and property damage insurance. The amount of bodily injury insurance shall not be less than $250,000 for injury to or death of persons per occurrence. The amount of Property Damage Insurance shall not be less than

$1,000,000 per occurrence. Automobile bodily injury and property damage insurance coverage shall include non-owned and leased vehicles. Evidence of such coverage shall be required even though the Contractor claims to own no vehicles to be employed on the project.

Prior to commencement of the work under the Contract and at each insurance renewal date during the term of the Contract, the Contractor shall provide the Commonwealth with current certificates of insurance. These certificates or policies shall name “The Commonwealth of PA-

DCNR” as an additional insured and shall contain a provision that the coverage’s afforded under the policies will not be cancelled or changed until at least thirty (30) days written notice has been given to the Commonwealth. These certificates shall include the location and a brief description of the work to be performed under the contract.

The Commonwealth shall be under no obligation to obtain such certificates from the

Contractor(s). Failure by the Commonwealth to obtain the certificates shall not be deemed a waiver of the Contractor’s obligation to obtain and furnish certificates. The Commonwealth shall have the right to inspect the original insurance policies.

XII. CONTRACT TERM:

The contract shall commence upon receipt of Purchase Order and Notice to Proceed or June 1, 2017, whichever is later, and terminates June 30, 2017.

(The services will be performed Thursday, June 1, 2017, through Sunday, June 4, 2017.)

XIII. BID AWARD:

Bidder must complete and return the following:

1. The electronic Invitation for Bid to be found at www.pasupplierportal.state.pa.us,

2. A current, valid National Certificate of Completion for the supervisory employee working at the site who took the nationally recognized food certification class.

The unit price shall include all labor, materials, equipment, tools, insurance, and all items necessary for completion of the project.

The bid will be awarded based on the total sum of all blocks as indicated on the IFB-Invitation for Bid.

http://www.pasupplierportal.state.pa.us/

The contract quantities herein are estimated only and may increase or decrease depending on the needs of the Department. The Contractor shall be paid at the unit price bid for actual work performed.

Please note that the Department will only accept out to two (2) decimal points when entering your pricing.

XIV. PAYMENT TERMS:

The contractor shall submit an itemized invoice upon the completion of the workshop in accordance with the IFB (Invitation for Bid).

XV. INVOICES:

Invoice format shall be in accordance with the IFB – Invitation for Bid.

All invoices for this contract MUST either be:

1. Emailed to the following for a Paperless Email Invoice Option:

Email a copy of the correctly executed invoice to: 69180@pa.gov.

For information on the Commonwealth’s E-Invoicing Program, visit:

http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx#.VnmrO6Mo6Uk.

2. Or mailed to the following address:

Commonwealth of PA – PO Invoice

PO Box 69180

Harrisburg PA 17106

All invoices MUST have the purchase order number as well as your SAP Vendor Number on the invoice. The name and address listed on the purchase order must also be listed on each invoice.

Failure to provide this information will result in a delay of payment.

XVI. RECEIPT AND OPENING OF BIDS:

A. Bids must be submitted via the PA Supplier Portal, to be found at www.pasupplierportal.state.pa.us. Faxed bids and mailed bids will not be accepted.

B. No responsibility will be attached to any employee of the Department for the premature opening of, or the failure to open, a bid not properly addressed and identified, or for any reason whatsoever.

mailto:%2069180@pa.gov http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx#.VnmrO6Mo6Uk http://www.pasupplierportal.state.pa.us/

XVII. BID RESULTS:

Bidder may obtain bid results by accessing www.emarketplace.state.pa.us/. The bids will be posted within three (3) business days following the bid opening. The results are the apparent bidders and all bids are under review until final award of the purchase order.