W912L7-25-R-A007 Questions and Answers (003).pdf

W912L725RA007 Questions for DFAC Smyrna

Question 1. Past Performance Questionnaire (Attachment 2) not included?

Answer 1. Past Performance Questionnaire is attached in the solicitation as of this amendment.

Question 2. Is there a minimum number of meals for delivery and serving for the off-site remote feeding?

Answer 2. No minimum numbers for off-sites, see off-site meal information in historical Technical Exhibit 3 and question 6.

Question 3. Can a median number of meals served per meal period be provided for Breakfast, Lunch, and Dinner (IDT and AT combined)?

Answer 3. We have provided historical data. You may calculate whatever way you wish to cover our requirements. IDT and AT will remain separate due to funding being different.

Question 4. Can you clarify how many days of sample menus should be submitted?

Answer 4. Seven-day menu for breakfast and a twenty-one-day menu for lunch and dinner. Label properly. As stated in the PWS under “Basic Menu Standards” and “Cycle Menu”, the breakfast menu follows a one-week (7-day), Cycle the lunch and dinner menus follow a three-week (21-day) cycle. These menus are standardized across army dining facilities and are used to guide purchasing, preparation, and service operations.

Question 5. Would you consider allowing the sample menus to not count towards the thirty (30) page limit for the technical volume?

Answer 5. Yes. The menus do not count towards the 30-page limit in the technical volume.

Question 6. Can you provide more details on the expected frequency and locations for remote/off-site feeding services, including any anticipated travel distances, reimbursement for travel/per diem, and how these will be incorporated into task orders?

Answer 6. The term “delivery” for off-sites is not in the PWS, but there are questions asking for clarification for off-site delivery. See question 18. PWS Section 5.4.6.6 is clear on off-site. I believe that section 5.4.6.3 about log pack (mermite) meals is the source of confusion and they are mixing this up with off-site. See off-site meal information in historical Technical Exhibit 3 and Table 1 of Questions below.

To support offeror analysis, the Government has compiled and provided the most complete historical data set currently available concerning off-site feeding services. This data captures off-site feeding occurrences by month and year and supplements the “Off-Site Support History” section in Technical Exhibit 3.

It is important to note that this is the first time the Government has presented off-site workload data in this format. As such, while it represents the best information available to date, it may not reflect all variables that have historically influenced off-site activity. Several factors include: COVID, loss of prime vendor contract, variations in unit training schedules, and the creation of the Field Feeding Teams – contributed to irregularities in demand that may not be repeated.

Currently, the Government is not projecting any significant increase or reductions in off-site support during the base or options years. However, off-site services remain inherently event-driven, and as such, future demand are subject to fluctuation. The data provided should be treated as a historical reference only, not a forecast or guarantee.

Contractor travel and per diem will not be reimbursed separately under this contract. Offerors are advised to factor all associated travel costs into their firm-fixed-price proposals. Off-site support, if required, will be ordered via task orders or other methods consistent with the ordering procedures established in the contract.

Offerors are strongly encouraged to review TE3 in detail and to price their proposals accordingly, taking into account the likelihood of variability across both geography and time.

Table:1 Off-site feeding by location

Tullahoma Lavinia/Milan Catoosa Other

DFAC

Grand Total

2021 3 3 Sep 3 3

2022 2 2

Feb 2 2

2023 5 1 6

Oct 4 1 5 Dec 1 1

2024 8 2 2 2 14

Jan 1 1 Feb 1 1 Mar 1 1 Apr 2 2 Jun 1 1 2 4 Jul 1 1 2 Aug 1 1 Oct 1 1 Nov 1 1

2025 5 5 10

Feb 1 1 Apr 2 2 May 1 1 2 Jun 3 3 Aug 1 1 Sep 1 1

Grand Total 23 8 2 2 35

Question 7. The PWS references Attachment 1 for Government Property (GP). Is Technical Exhibit (TE) 4 the complete list of GP that is referred to as Attachment 1? If not, could you please provide a complete list of the GP, including any updates or specifics on its condition, to ensure accurate planning for maintenance and operations? Additionally, what are the dimensions of the “Walk-In Freezer/Refrigerator”?

Answer 7. A. Yes, Government Property (GP) is found in Technical Exhibit 4 (see photos) All major end items provided by the Government – such as ovens, stoves, dishwashers, steam tables, refrigerators, freezers, dining tables, and chairs – are included in TE4. However, TE4 does not include smaller, mission-essential food service items such as pots, pans, knives, forks, spoons, trays, plates, or mermite containers. These items are present in the Dining Facility and will be available for contractor use.

Answer 7. B. Dimensions of the “Walk-In Freezer/Refrigerator are Inside (L x W x H): 318 in x 84 in x 95 in (this is divided into two compartments by a door. The freezer is 168 in x 84 in x 95 in, the refrigerator is 150 in x 84 in x 95 in. Outside: 334 in x 93 in x 107 in

Question 8. Regarding meal forecast adjustments and last-minute requests (Section 5.4), what is the historical average percentage of adjustments (increases/decreases) per meal period, and how will "good-faith effort" for accommodation be evaluated in terms of performance?

Answer 8. The Government does not maintain historical data on the percentage of adjustments made to meal forecasts under Section 5.4. However, this provision has been used very rarely. The Government strives to avoid using last-minute adjustments except when operationally necessary.

Offerors should be aware that while this clause exists to support mission flexibility, its use is the exception is not the norm. The Government does not anticipate frequent reliance on this clause during the base or option periods.

Question 9. The historical workload data in Technical Exhibit 3 shows variations due to factors like COVID and unit reorganizations. Are there any projected changes or trends for the base year and option periods, such as expected increases in IDT/AT meals or off-site support?

Answer 9. The Government does not anticipate any significant changes in workload during the base or option periods. With the operational schedule now stabilized and no known force structure changes or policy shifts projected, demand for IDT and AT meals is expected to remain consistent with recent historical trends.

One outlier is reflected in Option Year 4, which shows a spike in IDT lunch meal counts (see Technical Exhibit 3). This was not the result of increased training activity, But rather an operational response to the unexpected termination of a commercial food service contract. The Tennessee Army National Guard temporarily shifted additional meal production to the DFAC contractor, inflating IDT meal totals. That issue is resolved, and IDT launch volumes are expected to return to prior levels.

Question 10. A. For invoice procedures (Section 5.27 and Attachment 2). Can you clarify the required standard billing process and the required format, supporting documentation 10 B., Unrecoverable costs from cancellations, and the process for handling disputes or adjustments related to meal counts and types?

Answer 10. A. The invoice and billing procedures will be provided with each task order. Contracting will give you the information to be compliant. We will work with your employee handling billing in an initial class so there is continuity in the documentation. There is no Attachment 2 for this PWS. PWS has been updated.

Answer 10. B. In PWS 5.4.3 the COR and your staff will review the time of cancellations. See 5.4 Meal Forecasting. Disputes or conflicts with late adjustments will be a Contracting Officer’s decision. 5.4.2 “Last Minute” Requests: For last-minute requests (seventy-two (72) hours of service or less), the contractor shall make a good-faith effort to accommodate the adjustment. Such requests must be documented by the COR and the contractor.

Question 11. Is there a General and Administrative fee associated with the contract for the initial phase in costs?

Answer 11. There is no General and Administrative fee associated with the contract. The initial phase is so you can see normal business. It may not need to be all day or all week but there are specifics you should be apart of, for example inventory of GP.

Question 12. Are the CLINS on the CLIN spreadsheet only for the Smyrna DFAC pricing?

Answer 12. No, both are for the entire contract.

Question 13. Is the contractor required to use STORES and AFMIS for any services or are all food requirements directly ordered through vendors?

Answer 13. No, the Government will supply numbers to the contractor.

Question 14. Do the DFAC and serving areas that require contingency plans have backup power sources?

Answer 14. That information will be shared with the awardee only.

Question 15. Please provide the daily headcounts broken down by meal period and location.

Answer 15. See Technical Exhibit 3 for historical information

Question 16. The total meals provided in OP4 for AT and IDT dinners listed on p. 45 is 72,168. However, on page 47, the total listed is 71,717. Please explain the variance.

Answer 16. Page 47 is a total of 71,717 which consists of catered, log pack, and sack meals for Option Period 4 total of all three. See chart from PWS below.

Question 17. 5.4.6.3 – Please confirm that the government provides the packaging materials to enable log pack feeding.

Answer 17. The packaging materials is the responsibility of the contractor found in 5.4.6.2 To-Go Meals, but it has been added it to 5.5 and 5.6 of the PWS also. And PWS 4.1.4 Food Transport and Packaging: Contractor shall provide all containers, See the updated PWS 18Dec2025

Question 18. 1.3 –“Ordering years will be exercised based on contractor performance evaluations and mutual agreement, IAW FAR 52.217-9.” From this language, are we to conclude that the option years will only be exercised if the contractor, in addition to the government, wants the option to be exercised?

Answer 18. No, FAR 52.217-9 states, “the Government may extend the term of this contract by written notice to the contractor”; this is a unilateral decision on the part of the Government.

End of Questions and Answers