Solicitation W911SG 24 Q 0002 RFI.pdf

Solicitation W911SG-24-Q-0002 RFI

1) What is the anticipated date for the solicitation to be awarded, given we are getting deep into December? The anticipated to award contract by 29 December 2023.

2) Is the date of January 25, 2024 a firm start date? Yes, start period of performance 25 Jan 2023 to 23 March 2024.

3) Is the number of soldiers to feed (1,857) is per meal (Breakfast & Dinner) per day for a per day total of 3,714? Per Performance Work Statement that is correct number of Soldiers being feed.

4) What is the time frame for Phase In for the contract? The anticipated to award contract by 29 December 2023, upon signature the contractor can reach to the facilities to being their set up before period of performance.

5) Are meals required to be pre boxed or can/will we be allowed served cafeteria style from designated building or dining hall on-site? You are allowed to served cafeteria style. Contractor must maintain the capability for the unit to request up to 300 meals per meal carry-out style throughout the POP.

6) Will all meals be served on base/post or will some meals be served in the field?

All meals will be served in the designated building.

7) Are the meals five days a week or seven? The meals are 7 days week.

8) Pay out schedule (weekly, bi-weekly, or monthly)? The contractor will have the ability to submit invoice weekly, bi-weekly or monthly. As along as the Contracting Officer Representative (COR) approves your invoices before to being paid by DFAS. Monthly is a better fit for our steady state ops.

9) Are the contractors allowed to arrive early to setup, or does setup begin at 5:30am(breakfast) and 5pm(dinner)? The contractor has to the ability to arrive early to setup for breakfast and dinner.

10) How earlier can we arrive to setup? The contractor can make coordination with the COR to discuss how early you can get on ground.

11) Inspection Program: Who should be performing the inspection? The contractor must have internal quality assurance (QA) program and the COR will do spot checks.

12) Where do we wash our dishes if utensils fall on the floor? No washing dishing in the building but you can have mobile washing area but you must maintain your grey water and dispose of it off site.

13) How much time do we have to breakdown or can we leave the area setup for the next meal? The contractor can leave their items in the building.

14) Will there be tables setup for the servers or are they required to bring their own tables? Tables we will be provided.

15) Where do we dispose trash after each meal? A dumpster will be on site.

16) Where can we plug in the hot and cold boxes? The building has power, but the contractor will need to provide their own refrigerator system.

17) Can we leave the hot and cold boxes at the facility? No left-over meals.

18) Is there onsite staff that can assist with questions or directions if necessary? Yes, the contractor will be provided the facilities manager and mayor cells point of contact. The COR will be the contractor’s primary point of contact for any issues.

19) How will the soldiers line up (groups of 500, etc.)? There will be two serving lines and through put of 1,857 soldiers in 2 hours. The COR will ground to assistance with coordination.

20) Do you provide a W-9 or Tax Exempt form? MICC contracting can provide tax form after contract award.

21) Would we be able to have a mobile kitchen setup on site? If that is the case would there be electricity and water available? Yes, the contractor can bring their mobile kitchen and power is available. Water is available from spigots on the building. Use the bulk water point is also available no water hoses will be connected to the buildings inside faucets.

22) Will we need to provide an area for the service lines? To get the soldiers served in a timely manner we would like to set up 6-8 service lines with 4 servers per line.

No, the area will be provided, and the square footage of building is 2,200 Sq ft.

23) If we are required to provide an area for service lines, What would be a satisfactory structure for doing so per your requirements? At minimum there will be There will be two serving lines and through put of 1,857 soldiers in 2 hours. The COR will ground to assistance with coordination. In addition to the COR Unit leadership will ensure Soldiers continue to move through the serving lines in order to meet the two window.

24) Facilities and Equipment Provision: The solicitation indicates that water and electricity will be provided, but no other facilities or equipment. Could you clarify if this provision will be at a separate location from our main operating base? How far is the food transportation location from our base? A dining facility will be provided for serving food. The contractor can setup a mobile kitchen in the field behind the facility. There is a bulk water point is approximately 1500 feet from the facility.

25) Indoor Facilities Availability: Is the location where food will be transported from an indoor facility or will we be stationed in a spot preparing outside in our own facilities? Also, is the serving location outside as well? Will we have access to power there if we must provide food warmers for our serving lines? A facility will be provided for serving food and power is provided.

26) Food Warming and Storage: Are we limited to keeping food warm only on our food truck at the serving location? There are no warmers in the facility.

27) Tables and Serving Lines: Will the serving location provide tables for setting up serving lines, or should we arrange for our own? There will be tables provided by the government.

28) Daily Food Deliveries: Are we permitted to receive daily food deliveries from our vendors? What are the preferred delivery times? Can you provide us with a delivery address? Yes daily delivers are acceptable as long as the Contractor has the proper storage capacity to maintain food at a safe temperature for consumption. The is no food storage capacity provided by the government.

29) Menu Control: Do we have full creative control over the breakfast and dinner menus? We saw your food list, should we only stick with those items? Are there specific dietary restrictions or food allergies we should be aware of? Minium requirements are outlined in the PWS all meals will meet or exceed the menu outlined in the PWS. We need to find out more info from the unit on special dietary needs for their assigned Soldiers.

30) Meal Style: Is the expectation for the meals to be in a grab-and-go style? Can we pre-package meals to expedite serving? Can some days be 100% cold served foods or would you like to have a balance of hot and cold for the day? No more than 300 per day ready to go meals for carry out and the contracting officer representative will be coordination on the actual number for carry out meals.

No 100% cold served meals.

31) Budget Clarification: Could you provide more details on the budget allocation for this contract? For serving 1,857 soldiers over 58 days, we estimate a total of 215,412 meals. The prior year contract is W911SG-22-P-0103

32) Waste Disposal: Will there be facilities available on-site for waste disposal, or should we arrange for our own waste management? There will be a dumpster on site, but contractor must remove their own grey water (if any).

33) Emergency Procedures: In case of unforeseen circumstances (like inclement weather or supply chain disruptions), what are the emergency protocols or backup plans? As a last option the Government provided Meals ready to Eat (MRE).

34) Feedback Mechanism: Will there be a system in place for Soldiers to provide feedback on meals, and how frequently will this feedback be reviewed? The COR will provide written surveys for Soldiers (customers) and share with the Contractor throughout the POP as well as verbal feedback from the Soldiers.

35) Health and Safety Standards: Are there specific health and safety standards we need to adhere to? Please refer the performance work statement.

36) What is the Government seeking in terms of proposal submission? Contractors must provide meals as directed in the PWS, a price, and complete all representations and certifications.

37) What evaluation criteria or factors will the Government use to assess submissions?

Award will be made to the lowest priced vendor who quotation receives a “technically acceptable” rating.

38) What dietary and religious meal types should be prepared for special meal accommodations? We have an RFI into the unit being supported.

39) Will there be advanced notice of religious or dietary meal needs? If so, how much notice will be provided? Yes during the phase in period.

40) The PWS states “The contractor shall provide a minimum of two different beverages in addition to milk” and the menu guide for traditional breakfast includes milk and 2 juices. Is coffee a required menu item in addition to this menu guide?

Yes.

41) Can you please clarify the deadline for the solicitation? The solicitation will be closed at 12:00 PM (Mountain time) 15 December 2023.

42) Are businesses allowed to enter into partnering agreements with larger companies to complete this contract? The government will only deal with the contractor that government has a binding contract with.

43) Are small business allowed to subcontract this matter to larger businesses that exceed the small business requirement? The government will only deal with the contractor that government has a binding contract with.

44) Can you please resend the anti terrorism link, the link listed in the solicitation seems to be timing out as a error? Yes, the government will post update link.

https://jko.jten.mil/courses/AT-level1/launch.html

45) Are we allowed to bid with exceptions? The contractor shall bid in accordance with the performance work statement.

46) Are we required to adhere to the zero waste catering initiative set forth by the US Department of Defense? Yes, the contractor should adhere to DOD zero waste catering initiatives.

47) Are we allowed to give seconds servings after the time for dining has expired?

Serving meals will occur only during established meal hours in order to prevent food borne illness. See PWS.

48) Is there power on-site to plug in hot boxes or refrigeration only to be used during service times? Yes, provide your own extension cords.

49) Are there hand sinks on site or will we provide them? Hand washing area for Soldiers is in the facility.

50) Is there running water that we have access to? Yes there is a spigot outside the building, bring hoses

51) Is there a budget that is allowed to be shared to make sure we fall in line with those requirements? Provide your best quote for the services.

52) To clarify trash disposal includes all used plates and partially eaten food or just what it is on the lines after everyone has gone through can we have dumpsters on base or are there dumpsters on base? There will be a dumpster on site.

53) Are there groups of people allowed at certain times or can the entire Company eat at once? All 1,857 Soldiers will go through in the 2 hours block.

54) Can we store nonperishable items for example chafers, condiments, and utensils on the base? Yes

55) For the dinner menu requirements would 2 different dishes for example Beef lasagna and Turkey meatballs with penne pasta and red sauce count as a 2starch, 2 protein, and 2 gravy or would you like us to keep everything separate? Meals must be in compliance with applicable regulations as referenced in the PWS.

56) For the breakfast menu are you looking for items like breakfast burritos which would be served hot and filled with scrambled eggs, bacon, and cheese or would you like us to stick to the continental breakfast with a rotation of plain eggs scrambled and over hard eggs and rotation of breakfast meat etc.? Meals must be in compliance with applicable regulations as referenced in the PWS.

57) Are there garbage cans and bags provided? Yes

58) Are there tables for serving lines provided? Yes