DFAC Questions and Answers June 24 2025.pdf

Combined Synopsis/Solicitation (W912J325QDFAC) Q&A

1. Q: We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number

A: This is a brand-new contract with no previous services performed by an outside vendor or a previous contract number.

2. Q: Can this be set aside for small business?

A: While we strongly support and encourage small business participation for this requirement for DFAC (Dining Facility) services. Due to the critical nature of these services and the need to ensure continuity of operations without disruption, we have determined that a full and open competition is in the best interest of the government currently. That said, we highly encourage all capable small businesses to submit a quote. Your response will be given full consideration during the evaluation process, and your participation is important to us.

3. Q: How many people will be on site daily?

A: If all Schoolhouses were 100% & all IDT Soldiers were eating, then upwards of 129 plates per meal. This number fluctuates dependent upon when Schoolhouses are in cycle. The most at one time is usually 80-90, which only happens occasionally.

4. Q: Request the government provide a Bid Sheet to submit quote to include hourly rate for extended services.

A: For this acquisition we will not be providing a formal bid sheet, as one is not required under the applicable acquisition procedures. You are welcome to submit your quote using your own bid or pricing format, as long as it includes all the necessary information outlined in the solicitation. Please ensure your submission clearly identifies pricing by like item and CLIN structure for 1 base period and 4 option periods.

5. Q: “Staffing in the dining facilities is critical to successful performance. As such, the Contractor’s Staffing roster is incorporated into the contract as Attachment H Contractor Staffing Roster. The Contractor shall ensure staffing is maintained during the performance of any Food Services. extended service hours.” Request the government provide a copy of Attachment H Contractor Staffing Roster.

A: DFAC personnel are currently working as follows:

- DFAC personnel staffing currently consists of 2 cooks working 12-hour shifts for 3-days in a row, followed by 3 days off. The other two cooks rotate with these ones.

There is one supervisor who is always overseeing operations.

- Verbiage of ” attachment H” has been removed from the PWS.

6. Q: “Self-Service Station. A portion of a serving line, or a self-contained island, that allows diners to serve themselves. Includes at a minimum, the specialty bar(s), salad bar(s) (SEE T.E. 1), selected dessert menu items and beverage station(s). Contractor shall stock two (2) salad bars at the 515th RTI DFAC or current operational DFAC.”

Are contractor employees responsible for serving and replenishing menu items during the meal hour e.g. for the main line, specialty bar (s), the two salad bars, the selected dessert menu items, beverage stations and the self-service line? Please clarify.

A: Yes, the contractor needs to replenish all self-serving stations. The number of dining attendees will be provided ahead of time so that the contract is able to accurately project all needs.

7. Q: “Grab and Go. Contractor shall provide both 3-compartment clamshell carryout containers and 1-compartment clamshell carryout containers to those diners who are authorized carryout meals.”

Request the government provide a list of supplies and materials that are the Contractors’ responsibilities. Will the government provide historical information for carry out service?

A: Supplies & materials include clamshell to-go boxes, large boxes to carry clamshells, napkins, appropriate condiments, plasticware and drinks. There is not any historical data for to-go meals, as they occur sporadically.

8. Q: “Sanitation. Contractor shall ensure clean and sanitize dinnerware, utensils and trays are provided to diners without delay 100% of the time during the scheduled meal serving period. Contractor shall ensure dinnerware is protected from cross contamination.”

Request clarification the Contractor is responsible for providing attendants assigned to operate the Dish room. Please provide a description of the dish room, number of mechanical dish machines, number of 3 compartment sinks.

A: DFAC personnel are currently using disposable paper trays & plasticware & plastic cups while working at the 615th BLDG. While working at this location, the contractor is only responsible for cleaning cookware. However, once the DFAC is back at RTI, traditional dishware (plates, bowls, cups, silverware) will need to be cleaned. The dish room consists of a standard 3-bin sink & standard 3-mechanical dishwasher.

9. Q: “AFMIS Failure. COR shall perform manual accounting and data collection when automated systems (AFMIS) fails IAW AR 30-22 and AR”.

Is the contractor responsible for providing Cashier (s) during the meal hours to perform accounting and cashiering tasks ?

A: The contractor’s personnel will be assisting with cashiering duties. The government appointed COR will be performing accounting duties.

10. Q: “Contractor shall ensure dispensers are supplied with manufacturers’ recommended products. Contractor shall ensure paper towels, and soap are available during operations 100% of the time.”

Please clarify the Contractor is responsible for purchasing paper towels and soap for the restrooms, and kitchen area. Or does the contractor supply/replenish these supplies from the Governments inventory. How often are the Drapes/Curtains/Flags removed, cleaned and reinstalled. Is the contractor responsible for the cost of the cleaning? Will the government reimburse the contractor for the cost of cleaning or is the cost for cleaning integrated in the quotation?

A: The contractor will supply/replenish these supplies from the Governments inventory.

This acquisition is a Firm-Fixed-Price (FFP) contract. Therefore, all costs, including those associated with cleaning, must be incorporated into the contractor’s quotation, as they will not be reimbursed separately by the government.

11. Q: “Windows and screens. Contactor shall ensure windows and screens (include storm windows if applicable) are cleaned IAW the cleaning schedule and are free of water spots, streaks, smudges and foreign matter removed from glass. Screens are free of pollen, dust, dirt, pine tags, lint and cleaning residual solutions.”

How often are Windows and screens cleaned? Quarterly, semi-annually or annually?

A: DFAC personnel have traditionally cleaned the inside windows themselves at least once per week or as needed, yet not outside. External window cleaning is handled by a separate contractor.

12. Q: ”Plan, prepare, package and label complete meals for remote site feeding IAW TB

MED 530, TM 4-41.12.”

Is the contractor responsible for menu planning and food preparation for remote meals only? Please clarify the tasks required by contractor personnel around planning and preparing meals.

A: No, the contractor is not responsible for menu planning; only food preparation.

13. Q: “Food prepared IAW approved menu and standards at 5.2 Requested meals are coordinated through the COR and are IAW current policies.” Assemble and stage complete meals for pick-up. Contractor shall ensure food containers, serving utensils, and single use items are sanitized and properly maintained IAW TB MED 530. Contractor shall ensure food products are ready for transport no earlier than 30 minutes prior to pick up. The Contractor shall ensure sufficient number of trash bags are also prepared in a timely manner for customer pickup. Contractor shall ensure all items required for remote feeding are assembled and ready for pickup by the requested pickup time at the requested DFAC.”

Is the contractor responsible for providing trash liners for the facility? Will the government provide a list of supplies and materials provided by the contractor?

A: No, the RTI will provide trash liners & a list of supplies will be provided by Wednesday 18Jun25.

14. Q: “Clean soiled equipment and store upon return to the DFAC. Work performed IAW

5.11. Soiled food and beverage containers are clean to sight within 3 hours of return to the DFAC. Prepare and provide hot and cold beverage service for remote site consumption IAW TB MED 530 and AR 30-22. Beverages, condiments and disposable items are ready for USG pick- up at the requested time” Please clarify if the government requires dining facility attendants to prepare hot and cold beverages for remote site consumption only or if dining attendants prepare hot and cold beverages during meal hours as well.

A: Yes, depending upon the season, different beverages & meals will be requested. (i.e. hot meals/beverages during winter & cold during summer).

15. Q: The PWS asks for a contingency plan, what does that need to consist of?

A: The contingency plan shall include measures to ensure continuous and adequate staffing of the DFAC, with regard to operational disruptions, to maintain uninterrupted service delivery.

16. Q: Will the cooking staff go to the field or cook on the go?

A: No, all meals will be prepared in the DFAC location.

17. Q: Will the service techs of equipment in the DFAC be listed or will I be in charge of appointing service techs?

A: The RTI will have service techs already in place.