260th ESC AT Prepared Meals 2026 SOW REVISED FINAL 05222026.pdf

SOLICITATION – Request for Quote (RFQ) Prepared meals for the Montana Army National Guard [260th ESC] [819 6th Ave E, Culbertson MT]

1.0 GENERAL

1.1 The Montana Army National Guard (MTARNG) has a requirement for a contractor to provide and deliver prepared meals for the 260th ESC's Annual Training in Culbertson, MT. Delivery shall be made to the Culbertson Armed Forces Reserve Center. The period of performance is from 10 July 2026 through 24 July 2026. The contractor shall provide a variety of high-quality, hearty meals that are nutritionally balanced to meet daily caloric needs, all prepared in accordance with commercial food service standards.

2.0 INSTRUCTION TO OFFERORS

2.1 The Government will award a Firm Fixed Price (FFP) contract resulting from the quote that represents the best value to the Government. The following evaluation factors will be used for the best value determination in accordance with

FAR 12.203.

2.1.1 Technical: To be considered technically acceptable, offerors must provide a 14-day sample menu that meets the requirements specified in Section 3 of this RFQ.

2.1.2 Past Performance: Evaluation will include (if available) information pulled from CPARS and/or other databases and sources. Per DFARS Subpart 204.7603, past performance will include data pulled from Supplier Performance Risk System (SPRS) located in the Procurement Integrated Enterprise Environment (PIEE) platform.

2.1.3 Price: Price will be evaluated based on competition to determine price fairness and reasonableness.

2.1.4 The Government may consider any additional sources of information in making its evaluation of submitted quotes

2.2 This is a Small Business Set-aside under the National American Industry Classification System (NAICS) code 722320, “Caterers”.

2.3 The meal quantities listed in this RFQ are estimated maximums (Not-to-Exceed). Actual meal counts will vary depending on training schedules and actual unit attendance. These numbers may decrease. Refer to Section 7.1 for the specific processes and deadlines governing quantity changes and final head-count confirmations.

2.4 SUSPENSE DATE for quotes is 28 May 2026 at 1000 MDT. It is the offeror’s responsibility to verify the Government has received your quote.

2.5 Quotes shall be submitted by email ONLY to the Government Point of Contact (POC). The POC for this requirement is Mike Davies at michael.davies5.civ@army.mil. Questions regarding this solicitation can be directed to POC at the email above.

2.6 Prior to contract award, the business shall have registered in the System for Award Management (SAM) website at http://sam.gov. Registration in SAM.gov is free for contractors. Free assistance with registration is provided by the Montana APEX Accelerator at https://www.montanaapex.org/, or you can find the APEX Accelerator for your state through the national directory." Visit the NAPEX website: https://www.napex.us/locations/

2.7 If SAM registration is not in progress or sufficient progress not made in a timely manner, the business may be deemed technically not acceptable for contract award. As a reminder, registration in SAM.gov is free. You should not have to pay for registration or annual renewal.

2.8 This requirement, when awarded, will be invoiced, and paid using Wide Area Work Flow at https://piee.eb.mil/

3. SPECIFICATIONS

mailto:michael.davies5.civ@army.mil https://www.google.com/url?q=http%3A%2F%2Fsam.gov https://www.google.com/url?q=https%3A%2F%2Fwww.montanaapex.org%2F https://www.google.com/url?q=https%3A%2F%2Fwww.napex.us%2Flocations%2F

3.1 Period of Performance (POP):

FIRST MEAL: 10 July 2026 at 1800 (Dinner) LAST MEAL: 24 July 2026 at 1200 (Lunch)

3.2 Contractor must provide adequate personnel to deliver all food items and beverages in a timely manner.

3.3 Contractor will not repeat a dinner meal within a five-day period of this contract.

3.4 Contractor shall diversify meat for main course, as in not repeating the same main protein twice in one day. For example, cooking ham steaks for breakfast and dinner.

3.5 Contractor will provide meals that offer variety, contrast in texture, flavor, and color. Meals must be equal to a good quality restaurant prepared meal.

3.6 Breakfast shall consist of eggs, meat, meatless entrée (such as pancakes or waffles), and a potato. Additional options could include a low-fat yogurt, cereal, or pastry. Contractor will provide a serving of fresh milk for 45% - 50% of estimated patrons in addition to a 100% fruit juice with breakfast. Fresh one-percent white milk is the primary beverage milk.

3.7 Lunch: 24 July 2026 ONLY. There is a requirement for 16 sack lunches or hot meals on 24 July. Lunch meals will be prepared and delivered to the Culbertson Armory. The sack lunch, if provided, will consist at a minimum of the following items: sandwiches, chips, dessert item, condiments, fruit and a drink.

3.8 Dinner shall include main entrée, starch, vegetable, salad, and a beverage. Soda is not authorized as a drink option.

3.8.1 Salad shall consist of the following:

3.8.2 Variety of fresh leafy greens with spinach option.

3.8.3 Individual containers of, at a minimum, five raw vegetables such as olives, cucumbers, carrots, etc.

3.8.4 Shredded cheese and croutons/crackers

3.8.5 At least three choices of salad dressings shall be offered. A minimum of one fat-free dressing along with oil and vinegar will be among the salad dressing choices offered.

3.8.6 If salads are made prior, a “house” style salad must consist of, at a minimum, mixed lettuce, tomatoes, carrots, cucumber, shredded cheese, croutons, and choices of dressing.

3.9 Three types of fresh fruits shall be available as an option at every meal.

3.10 Contractor will provide all condiments (i.e. mayonnaise, mustard, ketchup, steak sauce, hot sauce, pickles, salad dressings, syrup, salt and pepper, peanut butter, jelly, etc.) to complement the meals being served.

3.11 Warming beverages: Coffee with creamer & sweeteners shall be provided by vendor at the breakfast meal.

3.12 Contractor shall serve buffet style; Ala Carte ordering is prohibited.

3.13 The quality and serving sizes of the food served will be equivalent to commercially available prepared meals. The Contractor is also responsible for portion control, allowing second plates if all individuals have received their first plate of food.

3.14 All potentially hazardous food shall be maintained at: 135F (57C) or above for hot food items and served in shallow pans (4 inch) or 41 F (5C) or less for cold food items to prevent the spread of bacteria.

3.15 Contractor will comply with all FDA Food Code guidelines. Most current version is 2022 but it is the responsibility of the quoter to keep current with FDA Food Codes. The following website can be used to check for the latest version:

https://www.fda.gov/Food/GuidanceRegulation/RetailFoodProtection/FoodCode/default.htm

3.16 Contractor shall purchase food in the performance of this contract from only approved vendors IAW the FDA Food Code guidelines. A list of food sources must be provided upon request. Food purchased shall be from a USA company.

https://www.fda.gov/Food/GuidanceRegulation/RetailFoodProtection/FoodCode/default.htm

3.17 The meal counts are approximate and listed at the maximum capacity, not-to-exceed amount. The government point of contact will provide a more accurate count of meals no later than 48 hours prior to the meal. Offerors should be aware

3.18 The Government will not be responsible to pay for meals above the unit’s headcount that are not served. However, if less than 48-hour notice cancellation of meals causes the vendor to incur otherwise non-billable costs for perishable food, the vendor shall be reimbursed for those food costs, provided the food has no alternative business use and is itemized and approved by the contracting officer for reimbursement.

3.19 Contractor will ONLY contact the government Point of Contact (POC), Food Service Manager, or the Contract Specialist to address any concerns or clarify questions after contract award. Only the Contracting Officer can approve any changes outside the scope of the specifications or any request which could change the contract terms and conditions to include funding.

3.20 Contractors shall follow and comply with all Federal, State and Local laws, regulations, policies, and have the necessary permits and insurance pertaining to the appropriate food industry.

4. FACILITIES

4.1 A facility will be provided. Meals will be delivered and served by the vendor at Culbertson Armed Forces Reserve Center, 819 6th Ave E, Culbertson MT.

4.2 Contractor will have access to tables, power and water to assist with meal distribution. The site has sufficient space to park a food truck or refrigerated truck if needed.

4.3 Contractor will have access to a hot and cold service line.

4.4 Prepared meals may be distributed from a food truck or mobile kitchen.

4.5 Contractor shall provide serving utensils, eating utensils, cups, plates, pans, and anything else that is needed to consume as well as providing warming trays.

4.6 Contractor responsible for picking up and cleaning their own equipment.

4.7 The Contractor shall be responsible for safeguarding all government property provided for Contractor use.

5. MEAL RESTRICTIONS

5.1 Some Soldiers may have dietary restrictions and allergens that preclude them from eating the standard meal. Dietary restrictions may include but are not limited to lactose intolerance, gluten intolerance or sensitivity, and diabetes.

Allergens may include but are not limited to wheat, nuts, fish, shellfish, eggs, and soy. All dietary requests will be identified and provided to the Contractor, 48 hours prior to the period of performance. The Contractor must provide a comparable substitute or reasonable alternative to meals that cannot be consumed by Soldiers who have food allergies or dietary restrictions.

6. MEALTIMES

6.1 Mealtimes will be discussed with Contractor before the first meal is served. Contractor needs to be flexible as the meal hours may shift back or forward an hour, due to training requirements. Changes to mealtimes should be communicated to the Contractor no less than 48 hours prior to the change.

6.2 Standard feeding times are:

Breakfast: 0600-0700 Lunch: 1200-1300, July 24th only Dinner: 1800-1900

7. MEAL COUNTS

7.1 The meal quantities listed in this SOW are estimates. A baseline operational estimate will be provided at the time of contract award. 1. Initial Confirmation: The Government Point of Contact (POC) will provide a confirmed headcount to the Contractor no later than 48 hours prior to the start of the scheduled training event. 2. Subsequent Adjustments: The Government reserves the right to further reduce the headcount for the remainder of the training event based on actual Soldier attendance on the first day of training. 3. Invoicing: The Contractor is authorized to invoice for the final confirmed number of meals requested by the Government POC within these notification windows, ensuring total billed amounts do not exceed the contracted Not-To-Exceed (NTE) ceiling.

7.2 Meals Breakdown:

Breakfast Meals Total: 1120 Lunch Meals Total: 16 Dinner Meals Total: 1120

Break out of meals by day: 10 July 2026-24 July 2026

Week 1 10 July 11 July 12 July 13 July 14 July 15 July 16 July Breakfast 0 80 80 80 80 80 80

Lunch 0 0 0 0 0 0 0 Dinner 80 80 80 80 80 80 80

Total per Day

80 160 160 160 160 160 160

Week 2 17 July 18 July 19 July 20 July 21 July 22 July 23 July

Breakfast 80 80 80 80 80 80 80 Lunch 0 0 0 0 0 0 0 Dinner 80 80 80 80 80 80 80

Total per

160 160 160 160 160 160 160

Week 3 24 July

Breakfast 80 Lunch 16 Dinner 0

Total per

Total Meals

Breakfast 1120 Lunch 16 Dinner 1120 Total 2256