Attachment S Solicitation Questions and Answers 20230327.pdf

# Question Reference Answer

1.

CLIN X017 Bldg. 5021 – the subclins in the pricing matrix and staffing matrix do not align. Please confirm the subclins that require quotes.

Attachment G and H Staffing and Pricing Matrix updated. See Attachment G - FBGA Pricing Matrix - 20230324 and Attachment H - FBGA Staffing Matrix - 20230324.

2.

Recently, the Army sustained an agency-level protest in which the SLA argued that State Licensing Agencies do not have subcontracting opportunities because of the requirements of the Randolph-Sheppard Act. Will the subcontracting plan requirements also be removed from this solicitation for the SLA?

The Subcontracting Plan requirement is removed. Please see updated solicitation language.

3.

As we understand the evaluation criteria for award, if the SLA submits an acceptable proposal under the non-price criteria, it will be awarded the contract so long as its price is determined by the contracting officer as fair and reasonable. Is this correct?

Please refer to the Solicitation, ADDENDUM to 52.212-2, I.a.

Basis for Contract Award.

4. Are Warrior Restaurant required to open and staff quads based on the chow matrix or headcount bands? Headcount Bands

5. How are chemicals purchased on Fort Benning? Contractor will purchase chemicals (cleaning supplies) through the installation local supply store at their cost.

6. Are compostable paper products mandatory for UPU and take-out service. Yes, to include flatware and 12oz/20z cups with lids

7. What is the policy on paper product reimbursement when the dishwasher is inoperable? The contractor is responsible for paper products.

8. How many dishwashing machines are there in each building? 1 to 4 dishwashers depending on size of facility.

9. How many dishwashing machines are currently down in each building? All machines are operational at this time.

10. How many work orders have been called in for each dishwasher? Data is unavailable.

11.

Please provide a comprehensive list of what items are the responsibility of the contractor to fix and which are the responsibility of DPW?

DPW is responsible for all equipment repair. The Contractor shall be responsible for GFP (See Attachment D (1) - GFP), to include ensuring that operator-level maintenance and calibrations, as specified by the equipment technical manuals or manufacture instructions, are scheduled and performed on all applicable equipment per the Contractor’s PMS procedures. See PWS para

2.5 Maintenance of GFP

12. Please provide a detailed breakdown of how employees obtain CACs?

All DFAC Managers, All Asst. Managers, Clerks, Headcounts, and all Area managers require CAC. (1) Employee initiate security clearance through contractor HR (2) HR submits approved clearance along with employee applicant for CAC to COR (3) COR submits request in TASS (4) Employees receives notification to make appointment to receive CAC.

13. Please provide overview of the POS systems. Awardee will receive a briefing on operation of the system.

W5168W-23-R-0003 Fort Benning Full Food Services Question and Answers

14. Who selects the vendors? Gov selects prime vendor as pertain to food. Contractor select vendor as pertain to paper products/cleaning supplies.

15. Is there a list of approved vendors?

Contractor must use AFMIS to purchase food, all vendors in AFMIS are approved. Contractor will use the installation local supply store for hazmat and chemical supplies located on Fort Benning.

16. Is there a list of vendors that are not allowed? No

17. Is there on post job boards or resources that can be used to assist with recruitment? Yes

18. Is there an approval process by the government contractors must follow when selecting a vendor? No

19. Can prices be negotiated with the vendors? Yes

20. How many days a week is each building expected to feed? 7 days a week

21. What happens when there is a power outage? How are troops fed?

Guidance will be provided by the government. Mermite, MRE, or dine in another DFAC depends on circumstances.

22. What happens when there is a gas leak? Evacuate building and close. Coordinate with Gov't for contingency course of action.

23. Is there an expectation of new buildings coming? No

24. Please provide detailed descriptions on how to place a work order for DPW.

Manager or representative call workorder help desk. Number will be provided.

25. Average turnaround time for DPW to fix an item? 24 hours

26. Which items have the longest open time to be fixed by DPW? Any item waiting on parts.

27. Who is responsible for paying the electricity in each building? Government

28. Who is responsible for paying the Wi-Fi? WI-FI is not provided.

29. Please provide a detailed description of all items the contractor is expected to pay for including forks, spoons, Wi-Fi, etc.

Items at Attachment D3 will be stocked at Recommended Levels at time of award. Contractor is expected purchase and keep recommended items levels current.

30. Please provide a copy of all LRC guidelines as it relates to overseeing the facility.

Appropriate SOPs will be provided to the awardee upon transition start.

31. Please provide a detailed guideline of what items are being inspected in the facility.

Inspection items are base on the PWS and applicable regulations. The contractor will be provided a copy of the applicable inspection sheet after the first inspection.

32. How often are buildings inspected? As prescribed in the PWS Performance Requirements Summary Matrix.

33. Will there be a grace period for the new contractor from being inspected? Yes, no inspection are conducted during 30 days phase in.

34. Please provide a detailed explanation on how AFMIS works.

It is preferred that the contractor hire personnel with AFMIS experience; however, a detailed explanation of AFMIS can be provided to the awardee upon contract award.

35. Please provide a detailed explanation on the protocol when you receive bad food from the Prime Vendor.

Contractor provide discrepancy report to Installation Food Service Program Manager.

36. Please provide a detailed explanation on how to order food. Food is ordered through AFMIS. See PWS para 7.2.2 Technical Definitions.

37. Please provide detailed information on how employees obtain access to base.

All employees are required to have an AIE badge to get on post.

The process starts with contractor's HR department vetting each employee. The HR department contact the COR for further processing.

38. Please provide detailed information what steps need to be taken by the employee if their access is denied.

Employee need to identify why and submit a memo to the installation to the post commander, through the JAG office for consideration.

39. Please provide detailed information on the steps the company must do if an employee’s access is denied.

Employee need to identify why and submit a memo to the installation to the post commander, through the JAG office for consideration. Please contact the Base Pass Request at Visitor Control Centers @ usarmy.benning.imcom-hq.mbx.des-access-control@mail.mil for step by step process.

40. What training will LRC provide to new contractors? PWS 1.5 Training Requirements

See PWS 1.5 Training Requirements. The Contractor shall provide necessary training to employees to ensure competent performance.

41. What other departments will be providing the new contactor with training?

See PWS 1.5 Training Requirements. The Contractor shall provide necessary training to employees to ensure competent performance.

42. Does the Government provide space for Training sessions for Contractor Employees?

Training space for class room type training can be coordinated with Freedom Hall on main post.

43. How often are LRC guidelines updated as they relate to food service? Annually

44. Are contractors allowed to submit requests for changes to policies and guidelines of LRC? No, We go strictly by the contract and AR30-22

45. How often is new equipment placed in the building? Depends on the life cycle.

46. Please provide the life expectancy date for each piece of equipment. Gov't replaces as required.

47. Please provide a detailed description of what each department within LRC is responsible for.

LRC departmental duties are not relevant to this contract.

Contractor will be working directly with the food Program Manager, COR and or MICC-Benning Contracting Officer.

48.

Staffing Matrix refers to a Cook 3 while the WD and CBA do not have a Cook 3, is a Cook 3 the same as a Food Service Worker

(FSW)?

Yes

49. Are the TV’s and Display monitors for Digital menus GFP or Contractor Property? GFP

50.

Will there be an extension of the due date because of the lack of a full copy of the Collective Bargaining Agreement? This is crucial to the overall pricing of this effort. The only contractors that has this information would be associated through the SLA and therefor present an unfair advantage to the remaining competitors.

Current CBA posted 9 March 2023 effective through 30 June 2023. Proposal due date is extended to 21 April 2023.

51.

Will any of the closed or unused dining facilities located on Fort Benning proper, to include Sand Hill, Kelly Hill, and Harmony Church be available for training and mentoring. to the Prime contractor? In the past an unused DFAC was available to the Prime for such purposes.

No.

52.

What is the Operational Readiness of the Clipper units? It was stated that new units are on order to replace the end-of-life units.

When is the anticipated delivery and installation of those units?

This will dramatically impact the amount of consumables a prime contractor will need to purchase and have On-Hand.

All the clipper rooms are operational.

53.

Would the government consider providing space under each feeding band to allow prospective bidders to add staffing rationale for each dining facility and the number of days within the sub-

CLIN?

Attachment H – FBGA – Staffing Matrix

Please provide your staffing rationale in Volume II – Technical Volume.

54. How many Dining facilities are currently utilizing Army Recruits to serve food?

Observed during the Site Visit

(7) Initial Military Training (IMT) Dining facilities on SandHill, 3235, 3400, 3500, 3310, 3110, 3340, 3200, and 4320 located on Harmony Church.

55.

Once recruits are no longer in position, how many staff will be needed to backfill these vacancies? Specifically, when will recruits be removed from the FSW positions?

The borrowed military manpower will be removed prior to the award of the contract. The contractor is required to staff the serving lines without borrowed military manpower.

56. Do Troops serve in any other capacity in the facilities beyond serving food during the meal? No, Military will not serve in the DFAC after contract award.

57.

How many total troops currently serve food? This is important for the bidding contractors to know as these individuals will need to be replaced by newly hired staff members since the Troop Servers are not going to be part of the new contract.

The number of troops currently serving food are not relevant to this RFP. The borrowed military manpower will be removed prior to the award of the contract. The contractor is required to staff the serving lines without borrowed military manpower.

58.

How many total open food service positions exist on this contract, including open positions with Rolling Hills Food Services, for each category in Appendix A?

Observed during the Site Visit Current staffing number/positions are not available for disclosure.

59. What percentage of total required supply is the current inventory of small wares?

Observed during the Site Visit

At time of award, Durable Property Item will be at the recommended levels IAW Attachment D3 - FBGA Durable Property.

60. Is it acceptable to offer both plasticware and silverware to patrons to reduce washing tasks?

Observed during the Site Visit No, unless dishwasher is broken.

61.

Would the government please provide the current staffing levels so offerors can account for additional costs such as OT utilization, outside recruitment services (if necessary), and additional advertising?

Observed during the Site Visit Current staffing levels are not available for disclosure.

62. How long will the winning bidder have to recruit any necessary staff?

Observed during the Site Visit

Staffing levels should be full capacity at the end of the phase in period.

63. Is there a penalty for staffing levels that fall below expectations and what is the time frame for enforcement of those penalties?

Observed during the Site Visit

Your staffing matrix with your proposed staffing levels will be incorporated into the contract. Although there are no penalties for staffing levels, low staffing may affect performance and penalties are access for nonperformance.

64. How long does it take for a newly hired employee to receive base access?

Observed during the Site Visit

Depends if they can pass the security screening. If they pass no more than 30 days.

65. Which DFACS "are" and allowed to be set up as “self-serve”? Observed during the Site Visit DFAC 2943 and 5140 are both partially self serve.

66. Would the government provide the menus currently in use for each of the DFACs and rationale for their menu selection?

Observed during the Site Visit

The IMT menus are being used in the AIT facilities, and THOR3 in one Ranger DFAC 2943. Menus and rationale are found at https://quartermaster.army.mil/jccoe/jccoe_main.html

67. Would the government please provide a list of the DFACs currently using the available short order line?

Observed during the Site Visit

All permanent party, 2943, 2745, 5140, 5021, 40, 6027, 200. All IMT(9) provides cold sandwich bar daily, lunch and dinner.

68.

Would the government please provide the rationale used for determining the need for more than 1 headcount station, short order line, and regular menu line?

Regarding Attachment F: Based on headcount and additional sides opening.

69.

How is Building 3460 utilized and when is it being utilized because there is no headcount provided from FY2021 or FY2022; for example, is Building 3460 being staffed for another building or is this facility open for surge feeding?

Regarding Attachment G, FBGA Clin 014 and Attachment B

3460 is closed but sometimes its used when other building are closed for various reasons. Not normally staff.

70.

Would the government consider extending Phase In to 60 days instead of 30 days to accommodate the contract size and scope and multiple disparate facility locations?

SF 1449 Continuation Sheet, Item 001 Phase-In No, 30 days is the Phase in period.

71.

Attachment B: FY 20’ the header states 10/1/2020 - 9/30/2022 as the date range for the data. Can the Government please confirm that this is a typo and should state 10/1/2020-9/30/2021?

Attachment B updated.

72.

Does the Government currently supply office space to the existing contractor? If so, please describe in detail and include Sq.

Footage, type of space or diagrams or pictures if possible.

No

73.

Does the Government provide or lease any vehicles or other means of transportation to the contractor? If so, please describe and please explain if the Government will continue to do so in the future.

No

74. PWS 4.5.4 Box Meals. Can the Government provide historical data on the location, frequency and quantity of these requests?

No data is available. Box meals are only provided during Christmas exodus.

75.

Will the Government be providing an updated Staffing Matrix – Attachment H and if so, approximately when will these be provided?

Yes, updated Staffing Matrix will be provided at the next amendment.

76.

During the Site Visit, we believe there was discussion from the Army pertaining to how there was fluctuation of meal counts over the course of the last three years due to the pandemic and other factors. Which FY if any, did the Army indicate was the most comparable to the forecasted for FY 23’ and going forward?

Contractor was 3rd party to the conversation and may have misunderstood the Gov’t to say that FY 19’ was the most similar year to use to forecast for the years ahead in the upcoming contract. Can the Government please clarify if that was discussed and if so please provide the historical data for FY19’.

FY22 is a more accurate depiction.

77. Where can applicable menus be found? Joint Culinary Center of excellence (JCCoE) Web site at https://quartermaster.army.mil/jccoe/jccoe_main.html

78. What is the typical flow pattern through each facility (pax per half hour?)

Please refer to Attachment B for Headcount numbers and Attachment H for hours of operations.

79. Can we receive descriptions of service styles for each facility? Cafeteria Style Dinning Facilities.

80. What is the Property Management System indicated referring to? PWS para 2.2 See PWS para 2.2 Property Management System (PMS) Procedures and FAR 52.245-1(f) Contractor plans and systems.

81. What is the process for handling and depositing of cash and receipts? PWS para 3.3

Cash is turned into the Food Service Office daily/ Food Service makes deposit to bank and issue receipts to DFACs. Some Credit Card Machines are operational in some DFACs, everything is taken care of in AFMIS.

82. Does Cleaning and Maintain Interior and Exterior of facility extend to structural items like HVAC repairs and maintenance.? PWS para 4.1.4 No

83. Point of Sale system required? PWS para 4.4.3.1.1 Yes

84. How is access to AFMIS gained to input in AFMIS Nutritional information and ration/food product procurement PWS para 4.5.1 Through Installation Food Service office

85. Are there any additional requirements for vetting (i.e. CAC, equip, etc.)

Vetted through Installation/S-2 Security for processing/make sure contractors vetted first at their level.

86. Is there a POS in place already? Yes

87. Will access be granted during Phase in, and or prior to beginning of service date? Yes

88. What if any utilities will be supplied (power, water, internet, trash removal, grease trap cleaning, hood cleaning)?

Contractor clean hoods, removes all trash from facilities all other utilities are supplied by Government.

89. Will incumbent staff be available for hiring by new contractor? Yes

90. Will the contractor be responsible for paying for any utilities? No

91. Is there an OR rate of equipment in dining facilities? No

92. Have there been any historically repeating “lockdowns” or similar access issues? No

93. Do vendors need qualified bakers for pastries provided? Pastries and breads provided by prime vendors, deliveries are frequent almost daily.

94. Can the matrix provided be more realistic to incorporate shift change and swap?

Matrix during the site visit was provided as a sample. The Attachment H Staffing Matrix is broken into half hour increments -shift changes can be depicted using Attachment H.

95. Can the matrix be updated to include rational? Please provide your staffing rationale in Volume II – Technical Volume.

96.

Line Cook III in the matrix does not have the same nomenclature as in the wage determination. Would it be understood if different nomenclatures were used to align with the wage determination?

Yes

97. Where are MRE’s and prepackaged meals order through? AFMIS ordering system.

98. Are contractors responsible for training on POS, AFMIS and are CACs required? Yes

99. Would we be able to see menus, IMT menus, OR III menus, long term menus?

Menus can be found on the Army Quarter Master website at Joint Culinary Center of excellence (JCCoE) Web site at https://quartermaster.army.mil/jccoe/jccoe_main.html.

100.

In the solicitation it states an assessment management system, is that the same as property management system and what who provides that system?

There is no reference to an assessment management system in the solicitation. For Property Management System Please See PWS para 2.2 Property Management System (PMS) Procedures and FAR 52.245-1(f) Contractor plans and systems.

101. Are the soldiers that are serving other soldiers part of the program? Will those soldiers be listed as additional help?

The borrowed military manpower will be removed prior to the award of the contract. The contractor is required to staff the serving lines without borrowed military manpower.

102. Are the consumable products the contractor’s responsibility? Yes, the Government will provide guidance on the types such as biodegradable.

103. What is the contractor’s involvement with marmite chow? Procure, packaging and food prep; contractors do not serve.

104. Does the training facility need to be maintained? Only in the event the contractor uses the bldg. for training the contractor will be responsible for maintaining.

105. Is there only one self-service facility? DFAC 2943 and 5140 are both partially self serve.

106. Are there going to be any 92Gs assigned to the facilities? . There are no 92Gs currently assigned to the facilities and no future plans to put 92Gs in any of the facilities.

107. Are the DFACs idiosyncrasies documented in the PWS? (which are full food, which are self serve etc.…)

Only idiosyncrasies noted are DFAC 2943 and 5140 are both partially self serve.

108. Are the maintenance of the televisions in the DFAC the contractor’s responsibility? No

109. Are the marques in the DFAC GFP? Yes

110. Is the pricing shown in the solicitation based on last year? Insufficient information provide for Gov't to provide an answer.

111. How far in advance is the number of feedings known? Approximately 30 days ahead. Information is discussed during board meetings.

112. How often are meetings, and are contractors present? Yes. There are weekly meetings.

113. Are there menus per facility? Yes

114. Will there be a need for production of food trucks, or kiosks? No

115. Will there be office space provided? Contractors lease office space off posts.

116. Are the contractors expected to pay gas and light bills for the DFACs? No

117. How long will the phase-in be once awarded? 30 days

118.

Block 10 of the SF1449 indicates that the solicitation is unrestricted, however several references throughout the document indicate a 100% small business set aside. Would the government please clarify.

SF1449 – Block 10 Block 10 of the SF1449 is marked 100% small business set aside.

119.

Will the Government please post or provide the Power Point presentation that was printed and handed out during the Site Visit?

There were not enough copies for each attendee to receive a copy

Posted

120.

Would the government consider extending the proposal due date to April 14, 2023 to accommodate incorporation of answers to industry questions, including missing WD, CBA, and headcount information?

Proposal Due Date Due date will be extended.

121. Would the government please provide complete CBAs for all locations and state/county WD information where applicable?

Observed during the Site Visit Posted with Amendment

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