Questions from Vendors_ Ft. Knox Non-CST with KO answers updated 23 March 2023.pdf

RFP W5168W23R0006 QUESTIONS AND ANSWERS

Facilities Management:

1. How many meal periods are affected by pest control, i.e., does the dining facility shut down for dinner or does pest control occur after normal business hours?

Ans: Pest control is conducted weekly, there is not break; if fumigation is needed facility will transition to another facility within their footprint.

2. In the case of a power outage, or refrigeration/freezer breakdown, does the Government provide the dining facility with portable storage/refrigeration spaces? AND whose responsibility is it to move food stores into temporary location?

Ans: The Government will provide the WR with portable storage/refrigeration; WR 2835 has generator installed; the contractor will be responsible for the movement of the subsistence to the temporary location.

3. Prior to the actual transition start date, is there a location on Ft. Knox where the contractor and subcontractors may use to set up interview, and for current employees and management staff to complete required forms such as applications, I-9, ID cards, W-4s, and obtain uniform sizes and other necessary documents?

Ans: The FPMO is willing to assist with providing a temporary location on a short-term basis; no longer than 90 days.

4. Does/Will the Army provide any on-base warehouse or storage space outside of the DFACs?

Ans: The WRs have a minimum of 1-2 Conexes at each location; the Government will not provide warehouse location for storage.

5. Does/Will the Army provide on-base offices for project management/admin staff?

Ans: The Government will NOT provide an on-base office for project management/admin staff

6. Do the Warrior Restaurants have remote feeding preparation rooms?

Ans: The WRs do have Remote site feeding preparation rooms.

7. Will the units pickup MREs from the SSMO warehouse?

Ans: The Units will Pick up MREs from the SSMO.

8. Is there a separate area to clean marmite feeding equipment?

Ans: The WRs have a separate area to cleaner mermites and insulated beverage containers.

9. Who is responsible for insulated food containers minor maintenance?

Ans: The Government will provide the mermites and insulated beverage containers parts (ie..spikots, handles, and seals); The contractor will be responsible in providing user level maintenance and replace the parts provided by the government as needed.

10. Will the Army provide spare parts for insulated food containers minor maintenance?

Ans: Government will provide the mermites and insulated beverage containers parts (ie..spikots, handles, and seals)

11. Who is responsible to call in service orders to beverage vendors and how are the service orders tracked?

Ans: The Contractor will be responsible to call service orders for the beverage dispenser in the WRs.

12. Will there be internet service available to the contractor?

Ans: The Internet Service is provided to the contractor only to conduct WR administration and for use of operating IT Equipment provided by the government.

13. Will the contractor be allowed to install security cameras?

Ans: Yes, at the contractor’s expense.

14. Are the Warrior Restaurants closed on recognized government holidays?

Ans: No

15. Who is responsible for the outdoor grease traps?

Ans: This service is covered under separate contract.

16. Will the Army provide holiday decorations.

Ans: Yes

17. Is there a requirement to use compostable paper products?

18. Is there a recycling program on Fort Knox?

Ans: Yes; This contracted out separately by the government from the food service contract.

19. Who removes pallets form the WRs?

Ans: This contracted out separately by the government from the food service contract.

20. Who assumes the cost of major maintenance (equipment and real property repair)?

Ans: The Government assumes the cost of maintenance and repair of all WRs

21. Will the Government provide office and warehouse space on Fort Knox?

Ans: No

22. We noticed that Building 2835, 1491 and 502 have carryout kitchens. We are not clear on how these service areas are used. Could the Government expand the discussion on this requirement to include:

a. Does Attachment F, paragraph 5 include the carryout serving lines?

Ans: There is a carryout area (1ea) in WR 2835, WR 1491 and 502 which will require staffing; currently WR2835 and WR 502 have not been used this area for several years;

WR 1491 utilizes the Carryout Area for customers that do not wish to consume a meal in the WR.

b. Does Attachment F, paragraph 4 include the carryout headcount stations?

c. What is the concept for the carryout requirement? Is this a grab-n-go or a menu that reflects the regular line offering or is it a short order concept or a bistro concept with a limited menu?

Ans: Yes. The Carryout reflects meals available on the main and Short order items. This area is utilized for customers who do not choose to consume their meals in the WRs due to workday time constraint. The carryout line also has a Short-Order Grill Station for customers who do not choose to consume their meals in the DFAC.

d. What is the forecasted headcount for the carryout? Is there any historical data?

Ans: No. Forecast headcount and historical data is not available for carryout meals.

Takeout meals per meal average: 50

e. What are the serving hours for the carryout?

Ans: Same as regular operating hours.

23. Building 502 is not listed on headcount report for Fiscal 19,20 or 21 . Is this a new service?

Ans: No this facility was not operational due to COVID

24. Can the government provide and estimated number of Take-out meals so we can estimate the supply cost involved with these meals?

Ans: Takeout meals per meal average: 50

25. Are all regular menu lines required for service during all meal periods?

IF NOT, what is the determining factor for utilizing available lines of service?

Ans: The determining factor will be the headcount throughput in the WR.

What menu items are prepared/required from the short order/fast food line for breakfast, lunch, and dinner?

Ans: Menus approved by the Fort Knox Dietician and FPMO

26. What is the cash turn-in procedures and the maximum cash on hand allowed per WR?

Ans: Please refer to PWS 4.4.3.1.1

27. Is the contractor allowed to attend WR council and BOSS meetings?

28. Are chow matrixes used and provided to the contractor?

Ans: YES; AFMIS historical data and DA FORM 5913s are utilized to place subsistence orders for the WRs

29. Are any WRs required to follow IMT or THOR3 menu?

30. Is the contractor required to attend menu board meetings?

31. Could the Government provide the Headcount Daily Summary for 10/1/2021 through 9/30/2022

(FY22) and 10/1/2022 through 1/31/2023?

Ans: ***SEE ATTACHED Provided updated Attachment B that includes the FY22 data.

32. Requesting Headcounts by the month for fiscal YR 21 for each DFAC?

Ans: ***SEE BELOW

PWS:

1. In the PWS, Section 5 on page 24 is labeled "Performance Requirements Summary". The section following this header is numbered 4.1.1 and labeled "Dining Facility Sanitation Operations". The next section is numbered 4.4 and labeled "Dining Facility Administration and Food Preparation

Operations". Can the Government clarify if these should be numbered sections 5.1 and 5.2, respectively?

Ans: The sections are labeled correctly. The headers have been updated to be included as a table header. There is not a section 5.1 nor a section 5.2.

2. The PWS at paragraph 1.10 Safety requirements requires compliance with applicable Federal

Government and local command directives and regulations, but DoDI 6055.1 exempts contractor operations and the AR 358-10 and its associated AR’s, DA Pam’s and Army Directives are not applicable. However, 29 CFR 1910 is but 1926 is applicable to construction and 1960 outlines basic program elements for federal employees. Subparagraph 1.10.2 requires reporting of employee injuries all the way to ASC and reserves the right to investigate. Is this a correct reading of this requirement? What is the Government going to do with this information?

Ans: Yes, the requirement of reporting employee injuries to HQ ASC and Gov’t right to investigate is correct. The Government will use the information to review or investigate as necessary.

3. The PWS at paragraph 1.4.10 outlines extensive Sexual Harassment and Sexual Assault Training

Plan that includes seeking assistance on reporting allegations to as many as 5 different apparent federal (Army) agencies. Is this a correct reading of this requirement? Why is the COR and Provost

Marshall getting involved with reports being directed to them? The contractor has federal government compliance and enforcement rules under the jurisdiction of the EEOC and office of

Federal Contract Compliance. This requirement seems to be tailored to a soldier or DA Civilian. Is the cost of the assistance program absorbed by the Government?

Ans: Yes, this is a correct reading of the requirement. The COR and Provost Marshall are to be involved per PWS Section 1.4.10. There is no cost to the Contractor for utilizing assistance.

4. This is a follow-on question for questions 9, 10 and 11. These three systems appear to be “next generation” of the prototype PWS. They appear to require staffing on the Project Manager and

Admin Function (CLINS X002). These subject matter experts (SME’s) are required to resource and ensure compliance. These SME’s will be expensive, is this the Government intent?

Ans: The Government requires the contractor to provide a Program Manager and Admin

Functions according to PWS 1.4.3.1, 1.3 and 1.8.2

5. During the preconference meeting Mr. Froehich had mentioned that we may see an increase in anticipated meal counts of 300 to 400 at Building # 2835 during April & May each year due to additional training. Will you be providing an additional Staffing Matrix and SUB CLINS for this service requirement?

Ans: During this period this WR supports CST Cadre and RFF personnel with in -house feeding at the start of CST; once the facility CST personnel headcount reaches 400 the CST personnel will transition to WR6542.

6. Can the government provide the approximate time it takes to complete the training IAW PWS

1.5.6 Information Security (INFOSEC) Training?

Ans: The INFOSEC training takes approximately 2 hours to complete.

7. Can the government provide the approximate time it takes to complete the training IAW PWS

1.5.7 Controlled Unclassified Information (CUI) Training?’

Ans: CUI training takes approximately 2 hours to complete.

8. Can the government provide the time it takes to complete the live training IAW PWS 1.5.8 Threat Awareness and Reporting Program (TARP) Training, and the Point of Contact for scheduling training?

Ans: TARP training takes approximately 2 hours to complete. The COR will assist in the coordination of TARP training conducted by a CI agent.

9. IAW PWS 1.4.3.2 Dining Facility Manager(s) (DFM) (KEY), the contractor shall provide a DFM for each Dining Facility. In efforts to meet the requirements of this paragraph will the government allow full-time cost of this position to be included in the PMO CLIN for operation of temporary buildings (1491, 501, and 2380)? Position Qualifications would be difficult to find for a temporary building opening and the additional difficulties of the requirements to obtain and maintain a CAC card.

Ans: The instructions tab of the revised pricing matrix does include “Please note that although Dining Facility Managers (and Assistant Dining Facility Managers) would be priced as part of PMO, for the Staffing Matrix, those positions should be included in the Bldg subCLINs.”

10. 1.7.3 – All Contractor Personnel must have a favorably adjudicated tier 1 or an equivalent or higher investigation IAW Homeland Secretary Directive 12. Is the intention of the US Gov’t through the G2 Policy to issue CACs to all contractor employees that work onsite six months or more regardless of their need to require access to US Gov’t IT Systems?

Ans: No. The Government will only provide CACs to Management Personnel; and must be turned into the FPMO upon the contractor employee release.

11. 4.5.2.1.1 – During Pandemic or 100% take out conditions, contractor shall serve food on disposable containers. Is this a contractor expense and would this cost be reimbursed by the Government in the event of a prolonged event?

Ans: Per PWS section 3.1.1, the Contractor shall furnish disposable take-out packaging materials (e.g., plastic ware, clam shells, etc.) to meet the requirements stated in the contract. The Contractor will not be reimbursed for a prolonged event. The cost is already allocated within the applicable bands.

12. Please clarify if Management Personnel e.g., Project Managers, DFAC Managers, and

Supervisors are to be included in PMO section of Staffing Matrix Attachment H and in the section for Supervisors to reflect total Staff during meals.

Ans: The instructions tab of the revised pricing matrix does include “Please note that although

Dining Facility Managers (and Assistant Dining Facility Managers) would be priced as part of

PMO, for the Staffing Matrix, those positions should be included in the Bldg subCLINs.” Project managers are to be included in the PMO section of the Staffing Matrix Attachment H.

13. Will the contractor be furnished paper products when the dishwashers are inoperable? If not, will the contractor be reimbursed?

Ans: Per PWS 3.1.1, the Contractor shall furnish disposable take-out packaging materials (e.g., plastic ware, clam shells, etc.) to meet the requirements stated in the contract. In the event the dishwasher is inoperable, the Contractor shall furnish disposable take-out packaging materials, however an equitable adjustment may be requested.

14. Could the Government confirm the headcount ranges and estimated quantities listed in the FFS

Pricing Matrix?

Ans: The headcount ranges included in the pricing matrix are final. The quantities listed are estimates. Attachment B, containing 3 years of AFMIS data, is provided to assist with forecasting; however, COVID would have impacted numbers during FY20/FY21.

Solicitation:

1. The Government issued an amendment on SAM.GOV on 7 February 2023, which now indicates that the proposal is due on 2 March 2023 but an SF 30 or modified SF 1449 was not issued. The published SF 1449 still shows a due date of 23 February 2023. Can the Government clarify which is the correct due date and if an amended SF 1449 or SF 30 will be issued?

Ans: Amendment 0001 change due date to 12:00 p.m. CST, 24 March 2023

2. Approximately when will be updated Staffing Matrixes be posted on Sam.gov?

Ans: The updated staffing matrix was provided on RFP amendment 0001.

3. Would the Government provide the Cage and DUNS codes for the incumbent?

Ans: The incumbent contractor is Southern Foodservice Management, Inc. Cage Code 1ECH3

4. Addendum to 52.212-1 C. 3. a. Tab F (page 48 or 57) requires a property management plan (PMP) that is acceptable to the contracting officer to be eligible for award. The PWS at paragraph 2.2 and paragraph 6 (A03 Property Management System Procedures, PMS) require the PMS to be provided within 30 days of award. Will the PMS be negotiated prior to award?

Ans: Clarification will be provided in discussion between the Government and contractor prior to contract execution.

GFP:

1. Are flat bed carts, pallet jacks, utility carts, trash cans owned by the Army?

Ans: All GFP are owned by the government.

Award:

1. Can the Commonwealth of Kentucky (specifically the Randolph Shephard for the Commonwealth) subcontract to a large business?

Ans: The SLA is required to provide a small business subcontracting plan.

2. What is the contract number for the current FFS contract? Are the solicitation’s

(W5168W23R0006) four buildings in the current FFS requirement?

Ans: Current contract number is W9124D-21-D-0030, the solicitation is for the same buildings as those in the current contract.

3. Is the current FFS contract a competitive or sole source award? What was the award amount? Are delivery/task orders used? If so, in what amounts or time frame?

Ans: This information is available on the Federal Procurement Database System Link: Federal

Procurement Data System - Next Generation (fpds.gov)

4. Is the incumbent eligible for award?

Ans: The incumbent can submit a proposal for this action.

5. Could the Government provide an informational copy of the QASP used for the current contract?

Ans: No. This document is internal to the Government.

6. Has the current contract exceeded any AQL’s? If so, which ones? If so, did the Government make any contract payment reductions?

Ans: Information regarding the current contractor’s performance will not be provided.

7. Will the System for Award Management (SAM) data base of Representation and Certification be searched for past performance information on an offeror?

Ans: SAM is one of the tools utilized in the past performance evaluation.

8. Will an entity that has had a termination for cause within the past three years past performance be rated unacceptable and ineligible for award?

Ans: This is a competitive action; all proposals will be equally evaluated based on the terms in

Section L & M of the RFP. Having poor performance may negatively affect your past performance evaluation. FAR 9.103 states that purchases shall be awarded to, responsible prospective contractors only. FAR 9.402 states that agencies shall solicit offers from, award contracts to, and consent to subcontracts with responsible contractors only.

9. Will the Government consider extrinsic evidence of an offeror’s prior (poor) contract performance? Would this disqualify an offeror?

evaluation. FAR 9.103 states that purchases shall be awarded to, responsible prospective https://www.fpds.gov/fpdsng_cms/index.php/en

10. The United States Court of Appeals for the Federal Circuit, case 21-1556, filed 03/03/22, Mitchco

International, Inc. vs United States, Kentucky Office of Vocational Rehabilitation, Southern

Foodservice Management, Inc. is an appeal of a court of federal claims decision in a post-award bid protest that outlines a challenge by Mitchco. The background data of this appeal provides evidence that KOVR’s contract under the solicitation was terminated by the Government for cause on June 4, 2021. Would not this fact go to a responsibility determination as to KOVR’s failure to perform/poor performance by a contractor that has previously performed the exact work being solicited and acquired? Will this fact disqualify the KOVR from award?

evaluation. FAR 9.103 states that purchases shall be awarded to, responsible prospective

11. Who is the current contract provider?

Ans: The incumbent contractor is Southern Foodservice Management, Inc.

Cage Code 1ECH3

12. What was the contract dollar value for FY 21.

Ans: This information is available on the Federal Procurement Database System Link: Federal

Procurement Data System - Next Generation (fpds.gov)

13. Executive Order (E. O.) 14026 raised the federal minimum wage to $16.20 effective January 1, 2023. Is there a new collective bargaining agreement (CBA) for W5168W23R0006 that implements a revised pay scale? If so, could the Government provide this updated CBA? Will the federal government allow more than one equitable adjustment request in a calendar year? What is the mechanism for federal contractors to recover incurred cost for the annual raise and other raises in the wage determination and CBA economics?

Ans: The CBA provided in the solicitation is the current agreement. Basically, if the DFA or FSS labor categories are below $16.20 on the CBA the offerors need to bring those labor categories up to at least $16.20 to be in compliance. The awardee will be responsible for negotiating for new agreement after award.

14. Will the Project Manager have access to AFMIS DSS?

Ans: Yes, IAW PWS Section 4.4.1 The Contractor shall conduct administration management and filing of dining facility operation files utilizing the Army Record Information Management System

(ARIMS) and Army Food Management Information System (AFMIS) IAW the specified performance and account management standards listed in AR 30-22, DA PAM 30-22, and AR 25-

400-2.

15. What is the process to obtain base access and CACs? Are all contractor employees required to have a CAC and complete SF-85?

Ans: Please refer to PWS Section 1.7.3 for answer to this question.

16. Will the Army provide a qualified instructor to complete the CUI training?

Ans: CUI training is offered virtually. See PWS Section 1.5.7 Controlled Unclassified Information

(CUI) Training for link to training.

17. Will the Army provide TARP training to contractor employees?

Ans: Please refer to PWS Section 1.5.8. Army will notify Contractor when training is available via

Counterintelligence agent. Refer to PWS for link to alternate means of training.

18. Are you requiring resumes of key personnel?

Ans: Resume for key personnel is not required.

19. What is the expected contract value for each year?

Ans: This is a competitive action; the contract value will be determined at the end of the source selection process.

20. To the extent the Army intends to utilize an Independent Government Cost Estimate to evaluate proposals, what does the Army consider to be a reasonable price above the Independent

Government Cost Estimate to warrant inclusion in the competitive range?

Ans: This is a completive action, and therefore fair and reasonable price determination will be based on competition. The ICGE may use to help in determination of balance pricing.

Site Visit:

1. Could the Government provide a list of site visit attendees?

Ans: List of site visit attendees are provided in SAM.