QandA with Pictures.pdf

Amendment

Solicitation W912JF‐24‐R‐0001 ARNG-PEC Dining Facilities

4 December 2024

Questions and Answers Document

Question 1:

Are these the anticipated quantities listed in Exhibit 3 for staff and students/conferees?

Answer 1:

This information is provided for historical background only. It is not a guarantee of workload quantities. The numbers may fluctuate based upon food service contractor's ability to attract diners. Please review the note contained at the bottom of the table in Technical Exhibit 3.

Question 2:

Is there a current vendor for this contract?

Answer 2:

There is a current contract for this service – W912JF-18-P-0062 awarded to Three Cities Management LLC with total contract value to include all options and modifications $3,883,386.71.

Question 3:

On page 43 of the solicitation a Hub Zone preference is indicated, but does that preference also apply to an SDVOSB as well because other small businesses fall within the exceptions listed?

Answer 3:

Clause 52.219-4 is specific to HUBZONE not all small business concerns.

Queston 4:

The requirement of holding the prices for 90 days brought my attention to the fact that as of Jan 1 2024 the federal contractor minimum wage is going to be $17.20 and I do not know if the H & W rate is going to be increased. The rates for the Cook II will probably change also because they are slightly higher than the minimum wage and will also need to go up. Regardless of a vendor holding the prices, the contractor will need to pay the workers the current contract year's wages regardless of the supplied Wage determination. The Executive Order 14026 mandates the use of those wages. How do you plan on addressing this?

Answer 4:

WD 1995-0122 v 64 was updated 26 December 2023 and is now incorporated effective Amendment 1 to W912JF-24-R0001.

Question 5:

In the PWS on page16 para 4.2.1 The amount of servings are not listed for the 3 days of Food requirement (which I am taking as a throughout the contract requirement). How many servings should this cover for 3 meals per day (headcount)?

Answer 5:

The amount (Headcount) of the 3 days of supplies on hand will vary as the expected headcount changes weekly. The Contractor will be supplied with projected headcounts months in advance with weekly updates on the numbers. This required on-hand food supplies is for in case there is inclement weather or any other type of emergency, that will prevent food trucks from delivering;

they will still be able to provide food services to the students/staff that are stuck on post.

Question 6:

In the PWS on page19 para 5.1.8.2 Can you please tell us historically how often the Government asks for the reserved right of adding an additional hour and how often does the weekend meals change to three meals a day? This is important for calculating the labor costs especially.

Answer 6:

Historically the Government requests an additional hour of staying open for either breakfast or lunch service approximately 4-5 times per year. The request for 3 meals on the weekend, historically has only been 1-2 times per year: this is only when supporting a large conference that is working full days.

Question 7:

In the PWS on page19 para 5.1.11.2 For the VIP room service how many hours and how many servers are required throughout the year?

Answer 7:

There will be no servers required. The VIP room will just need to be cleaned prior and after the event and potential set up of water and possibly coffee (if arranged ahead of time). The VIP Room participants are encouraged to go through the serving line to obtain their food. It has been 4 years since we last hosted a full-service dining experience, however this is dependent upon outside requirements/requests from top ranking VIP guests. The COR will be the go-between for the Contractor and the Government POC.

Question 8:

On page 32 of the solicitation, para. 2 Price. The electronic copy requirement for the Price Proposal asks for an excel file. Is there a pricing file that was not posted? If you want the contractor's own spreadsheet, is there a format that is preferred?

Answer 8:

There is no price file that was not posted. The requirement is that you provide your proposal in excel. There is no pre-determined format.

Question 9:

Are you aware that the due date is a Federal Holiday? Jan 15 2024 is MLK Day. Will the due date change?

Answer 9:

Due date amended to 16 Jan 2024 at 0700 hours CST.

Question 10:

Can you explain how this is to be priced (see referenced requirement cut and pasted from page 17 of the PWS? Is there a Not to Exceed amount? Can you provide sales history for this requirement? Can this be separate from the CLINS for the Food Services/DFA?

5.1.2.2 Contractor shall provide a student/guest pantry stocked for added convenience of onsite shopping of snacks, quick meals, and beverages to meet customer requirements. Contractor shall ensure that these products are rotated to ensure freshness. Contractor shall coordinate with COR to determine and develop a minimum stock list of these items.

Answer 10:

The Contractor sets the product pricing. This will be a "grab-and-go" section within Concord Café for customers to have additional dining options without having to get a full meal and for those that are in a hurry.

No, there is not a Not to Exceed amount. The contractor will need to determine what sells and what doesn’t to attract potential customers and not lose overhead. Stock rotation will ensure freshness and not having too much stock on hand.

No, we are not able to provide sales history for this requirement. That information is proprietary to the existing contractor and may vary depending on contractor’s relationships with vendors and with the contractor’s ability to forecast customer’s wants/needs and their product choices and stock availability.

No, this will not be a separate CLIN, this should be included in the Food Services/DFA contract line item as it is considered a feature or extension of the current serving line ‘footprint’ within the Concord Café.

Question 11:

3.5 Provide Materials and Supplies (Cleaning/Sanitation government will not be liable for any product loss, which may result from the interruption or failure of any such utility services.

Request information on two- or three-year history when failure of utility services and/or equipment resulted in product loss.

Answer 11:

In the last 2-3 years there have been no history of failure of utility services; Concord Café has a backup generator that comes on in case of loss of power. However, we have had an issue in the past where a walk-in fridge/freezer unit went out and caused a loss of food product for the contractor. Since then, all the walk-in fridges/freezers have been serviced and some parts updated/replaced to assist with preventing this from being a repeat occurrence.

Question 12:

3.4.3 Hot Food Line Ducts Cleaned: The government will conduct periodic inspections to ensure the ducts are clean. The government will conduct annual inspection and thorough cleaning for grease removal in the ventilation system through the state facility office.

Please clarify the contractors’ responsibility for cleaning Hot Food Line Ducts and grease removal in the ventilation system.

Answer 12:

The contractor may need to schedule an employee to be present when the Hot Food Line Ducts are cleaned; this is only done once a quarter.

Queston 13:

Will the contractor be responsible for any special cleaning after pest control services are performed by the government?

Answer 13:

No, there will not be any special cleaning requirement after pest control services are performed.

Question 14:

3.7 The government will provide weekly reports demonstrating the expected daily student count for PEC. In addition, the government will provide notification of any conferences or training events that may influence expected feeding numbers NLT 72 hours in advance of the event.

Although the government cannot guarantee exact feeding numbers based on classroom and training / conference attendance, the COR will work in cooperation with the contractor to try to determine expected feeding numbers based on historical trends and projections.

Please provide an average “daily” meal count in the cafeteria.

Answer 14:

The average "daily" meal count will vary based upon student/conference headcounts and the contractor's ability to entice customers. The Government will provide a weekly update on potential student/conference attendees.

Question 15:

4.0.1 Food, Beverages, and Disposable Items: The contractor shall purchase all food, beverage, and disposable items as required in the performance of this contract. The contractor shall maintain a minimum of three days of contingency food stock on hand within the facility for use in the event food trucks are unable to deliver. The contractor shall rotate food stock to prevent spoilage.

Will the government reconsider covering the cost of lost food and beverage due to equipment or utility failure? Loss of food and beverages including, three days of contingency food stock, and food prepared in advance of meals will be a substantial loss.

Financial loss includes replacement of loss, temporary arrangements to safeguard food during contingency.

Answer 15: This would have to be address on a case-by-case basis with the Contracting Officer, Contract Specialist, and the COR.

Question 16:

4.0.1.1 The contractor shall provide all paper supplies, cleaning materials, cleaning compounds, and cleaning equipment required in the performance of this contract.

Is the contractor required to provide disposable carry-out trays and utensils in the event of equipment failure, e.g. mechanical dishwasher, hvac?

Answer 16:

Per PWS, yes, the contractor is required to provide everything needed in the performance of this contract.

Question 17:

5.0.1 Contractor shall provide meals for PEC employees, students, conferees, and visitors in the Concord Café Dining Facility. Meals may be served as a complete meal, with additional side items offered for additional cost, or a la carte.

Will conferees order meals in advance from a catering menu or do they typically select from the serving lines? Please provide an average daily meal count for PEC employees. Is there a minimum number of students required for service?

Answer 17:

Students, staff, and conferees will all go through the serving lines. The average "daily" meal count will vary based upon student/conference headcounts and the contractor's ability to entice customers. The Government will provide a weekly update on potential student/conference attendees. The COR, KO, and Contract Specialist will work with the contractor on a case-by-case basis for low student counts.

Question 18:

Standard practice for a contract of this type is the contractor utilizes market basket pricing to determine competitive pricing i.e. using the prices structure of similar items available in nearby retail food establishments as a guide.

Will the government approve this pricing approach for the cafeteria to ensure competitive pricing?

Answer 18: Yes

Question 19:

5.1.8.1 The Government reserves the right to add one additional hour to a serving period if deemed necessary to service all diners. The government will notify the contractor NLT 72 hours prior to a projected change. The Government reserves the right to request three meals to be served on the weekends if deemed necessary to accommodate classes or conferences that fall on the weekends. The government will notify the contractor NLT 2 weeks prior to a projected change.

How will the contractor invoice the government for additional time for the expanded meal service and additional weekend meal requests to cover the cost of additional labor and supplies?

In the event adjusted serving times create cost increases; how will the contractor invoice for these costs?

Answer 19:

The contractor shall not invoice the government for additional time for expanded meal service and additional weekend meal requests. The contractor needs to account for this possibility of these requests. Historically the Government requests an additional hour of staying open for either breakfast or lunch service approximately 4-5 times per year. The request for 3 meals on the weekend, historically has only been 1-2 times per year: this is only when supporting a large conference that is working full days.

PERMANENT changes other than those so specified WILL BE NEGOTIATED at least one month in advance of implementation of the requested change.

Question 20:

5.1.8.3 Contractor shall ensure all serving lines and personnel are ready to start serving at the start time of serving period.

5.1.8.4 Contractor may at their option stay open between meal serving periods for guests to purchase snacks, drinks, and other items.

Will the government pay for the cost of keeping the cafeteria open between meal serving periods?

Answer 20:

No, this would be at the contractor's expense to make additional sales if they choose.

Question 21:

5.1.9.1 The COR will notify the contractor when the contractor needs to prepare the VIP room for a special event. Preparation shall include setting table with linen tablecloths, linen napkins, dishes, glasses, flatware, coffee cups, saucers, and the serving of food.

The Government will provide linen tablecloths, linen napkins, dishes, glasses, flatware, coffee cups, and saucers for use. The contractor shall return the linen tablecloths and linen napkins to the COR after use. The COR will coordinate based on what the contractor is serving that day and each VIP’s specific request. The VIP’s will pay for food and drinks after event is concluded. The frequency of this type of event is approximately four times a year.

How does the government ensure the contractor will be paid the amount due within the contractors’ payment terms for catered meals? The best practice for payment on catered events is immediate with a credit card. Without a contract, the contractor is at risk of receiving payment from outside groups.

Invoicing for a retail service is not a sound practice and puts the contractor at financial risk.

Answer 21:

PWS 5.1.9.2. This is not a standard catered meal. All the items that may need to be set up are provided by the government. The VIP room will just need to be cleaned prior and after the event and potential set up of water and possibly coffee (if arranged ahead of time). The VIP Room participants are encouraged to go through the serving line to obtain their food. It has been 4 years since we last hosted a full-service dining experience, however this is dependent upon outside requirements/requests from top ranking VIP guests. The COR will be the go-between for the Contractor and the Government POC.

Question 22:

Since this is a multi-year contract, will the government allow the contractor to increase the cost of food annually based on the government Consumer Price Index?

Answer 22:

PWS 5.1.9.1 Contractor shall provide proposed price changes to the COR for review to ensure that prices are reasonable, and in line with local restaurant prices. If COR determines that prices are not reasonable, and cannot resolve discrepancies with the Contractor, the COR will contact the KO. The KO will then work with the Contractor to negotiate new prices.

Question 23:

Since the government cannot guarantee the meal count for the trainees , will the government consider using a sliding scale for trainee meals based on the actual meal count?

Answer 23:

No, this is not a standard military DFAC. This is a restaurant (that must meet contract standards) that is located on post for the convenience of the staff, students, and conferees. It is the contractor's responsibility to attract customers.

Question 24:

In lieu of a site visit, will the government provide photos of the facility or a virtual site visit?

Answer 24:

Photos of the Concord Café facility have been included with this Q&A documents. And are incorporated into the solicitation via amendment 01.

Question 25:

How long was the dining facility closed for remodeling/upgrades and what were the upgrades?

Answer 25:

The facility was closed for less than a year. The upgrades were additional dining room seating, kitchen space, storage, rearranging of the serving line to ensure better flow, food service equipment and an additional walk-in fridge and freezer.

END QUESTIONS AND ANSWERS

Kitchen Area #1

Kitchen Area #2

Kitchen Area #3

Kitchen Area #4

Tray return & Dishwashing Area

Cash Register Lines

Main & Short Order Serving Lines

Soup, Salad & Pizza Bar

Concord VIP Room

Dining Room Area #1

Dining Room Area #2

Dining Room Area #3