Cafeteria Food Service

This is a SOURCES SOUGHT NOTICE, for market research purposes only, to determine the availability of potential businesses with capabilities to provide services under North American Industry Classification System (NAICS) code 722310 for Cafeteria Food Services. Interested parties are invited to provide responses via e-mail to Letitia DuPree at Letitia.DuPree@irs.gov. Responses will be used to determine the appropriate acquisition strategy for a potential future procurement. Services are as described in the attached draft performance based work statement. RESPONSE REQUIREMENTS: All businesses are invited to submit a statement of capability. Statements of capability MUST identify a minimum of two (2) current contracts that provide cafeteria food service. The information provided in your company's capability statements must include business size, contract number, points of contact, contract value and period of performance for each contract. Responses must be submitted electronically via e-mail no later than 3:00 p.m. EST on April 29, 2010. Oral responses and inquiries will be treated as non-responsive. THE SUBMISSION OF THIS INFORMATION IS FOR MARKET RESEARCH PURPOSES ONLY AND IS NOT TO BE CONSTRUED AS A COMMITMENT BY THE GOVERNMENT TO PROCURE ANY SERVICES, NOR DOES THE GOVERNMENT INTEND TO AWARD A CONTRACT ON THE BASIS OF THIS REQUEST FOR INFORMATION OR OTHERWISE PAY FOR THE INFORMATION SOLICITED. DRAFT Performance Work Statement Cafeteria Food Services INTRODUCTION The U.S. Department of the Treasury, Internal Revenue Service (IRS) Campus located at Enterprise Computing Center (Martinsburg), 250 Murall Drive, Kearneysville, West Virginia 25430 includes a cafeteria and break area. The areas operate similar to commercial cafeterias. It is the IRS goal to provide courteous service to authorized individuals, termed - patrons, and offer a variety of food items and meals to satisfy patron demands, and to make the items available to patrons in a clean, safe, and wholesome environment. The areas operate within Agency policy and standards. The contract will be written and administered as a Performance Based Services Acquisition (PBSA). This method of contracting requires that the Government describe the requirements the Contractor must meet in terms of outcome or results. The - how is left to the Contractor, within certain regulatory guidelines as referenced herein. This allows the Contractor more flexibility in achieving the desired results. The Contractor will execute its responsibilities under the contract in a manner that is consistent with the performance standards contained herein. BACKGROUND There are approximately 1,200 occupants who work on various shifts, the majority of who work between the hours of 6:00 a.m. and 6:00 p.m., Monday-Friday) at the IRS-Enterprise Computing Center (ECC) Martinsburg Campus in Kearneysville, West Virginia. Throughout the year, occupancy during these hours can be increased by groups attending classes or special events at or around the IRS campus. The estimated use of the cafeteria services is listed below. The estimates provided are for informational purposes only and do not reflect any guarantee by the IRS of future users or receipts. The figures are estimates furnished for information purposes only to assist the Concessionaire in establishing the operation. Average Annual Cafeteria Sales: $230,000.00 (Based on average of 261 operating days/year including paid holidays) Patronage (Estimated): Breakfast: 200 Lunch: 385 The areas and seating capacity are as follows: Cafeteria Dining Area: Lower Level (Rm. O-0011) Seating Capacity: 225 Outside Terrace Seating Capacity: 60-90 Break Areas: Office Building Level 1 Seating Capacity: 16 (Room O-1046) 8 (Room O-1072 Building Level 2 Seating Capacity: 8 (Room O-2029) Warehouse: Level 1 Seating Capacity: 24 (Room W-1112) SCOPE OF WORK. The contractor, termed - Concessionaire will provide all personnel, management, supervision, labor, materials, supplies, equipment (except as otherwise noted in those specifically being provided by the Government), food and beverage items and will plan, schedule, coordinate and assure the establishment and effective operation, in the Concessionaires name, the cafeteria services for the purpose of dispensing food, non-alcoholic beverages and such other items as may be authorized by the Contracting Officer (CO), within the terms and conditions of the contract. The cafeteria services will be operated for the occupants at: IRS-Enterprise Computing Center (Martinsburg) 250 Murall Drive Kearneysville, West Virginia 25430 APPLICABLE DOCUMENTS. The Concessionaire will comply with the following mandatory references and implement the updates or changes specified by these publications when issued. Document Description Title Executive Order 13101 Greening the Government through Waste Prevention, Recycling, and Federal Acquisition, http://www.ofee.gov/eo/13101.asp U.S. Food and Drug Administration (FDA) Food Code requirements http://www.cfsan.fda.gov/~dms/foodcode.html Randolph-Sheppard Act The Randolph-Sheppard Act http://www.tnvend.org/TBEDocs/RandolphSheppardAct.htm SERVICES. General. The Concessionaire will furnish all personnel, supervision, food products, and all other items (unless otherwise specified) necessary to operate the cafeteria services. The Concessionaire will offer a variety of quality, including healthy items, in quantities to satisfy customer demands and maximize customer satisfaction. The concessionaire will provide cafeteria services Monday through Friday, except the Federal Government holidays of New Year's Day, Martin Luther King Jr.s Birthday, Presidents Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. The Concessionaire will provide fast, friendly, courteous cafeteria services that result in high levels of customer satisfaction. The Concessionaire will establish, operate and manage the cafeteria in the Concessionaire's name. The Concessionaire will ensure those cafeteria areas, and the surfaces therein, are clean and free of debris. Payment. The Concessionaire will accept cash and/or credit/debit cards from patrons in payment of food purchases. Menu Boards. The Concessionaire will provide prominently displayed, easy-to-read menus with prices listed for the patrons. The Concessionaire will post menu boards at the Cafeteria entrance and smaller menu board units at each specialty food counter, similar to existing signage. Purchase of menu Boards and Signage are the Concessionaire's responsibility. The Concessionaire will maintain and post menu items with prices no later than 6:30 a.m. on a daily basis. All signage and menu boards will be established in a permanent manner and approved by the COTR before installation. The COTR will approve all signage installations in advance. Under no conditions will paper fliers and other temporary signage be installed without prior approval of the COTR. Menu Selections. The Concessionaire will serve a minimum of menu selections as follows: Breakfast selections: 5 Lunch selections: 12 The Concessionaire will provide menus featuring specials for the week and promotional events for each quarter. Sundry Items. The Concessionaire may be permitted to sell sundry items in the Cafeteria such as cards, flowers, and so forth with the prior approval of the COTR. Hours of Performance. The serving hours for the cafeteria services are-- Breakfast: 6:30 a.m. - 10:00 a.m. Lunch 11:00 a.m. - 2:00 p.m. The Concessionaire may request to modify the hours on days of service and will submit it in writing, for approval of the COTR. All hours may be adjusted by the Contracting Officer, in writing, as necessary, to accommodate the requirements of the Government. The Concessionaire may be required to periodically provide evening meals, service on Saturdays and/or Sundays, luncheon meetings, and/or special functions. The Contracting Officer will provide two (2) weeks written notice to the Concessionaire prior to required additional services. PERSONNEL. General. The Contractor will provide an adequate number of personnel, free of any communicable disease, possessing - people skills and the food handling and sanitation skills, knowledge, training, licensing and certifications needed to satisfactorily perform all work required by the contract. Personnel will be able to read, write, speak, and understand English. Project Management. The Concessionaire will designate a qualified on-site Cafeteria Manager and an Alternate Cafeteria Manager who has the authority to supervise personnel and act for the Concessionaire on a day-to-day basis for all cafeteria and personnel related matters. The Cafeteria Manager or Alternate Cafeteria Manager will be available 24 hours per day, 365 days per year, by paging or electronic messaging services provided by the Concessionaire. Removal of Personnel. The Concessionaire will promptly remove, or deny access to any personnel whose conduct is determined by the Concessionaire or Government to be inconsistent with the best interests of the government or on matters of security or overt evidence of communicable disease. The Contractor will continue to perform contract services following the removal or denial of access to any personnel. Dress Requirements. Contractor personnel will present a clean, well-groomed, uniform appearance at all times while performing on the contract. Contractor personnel will also wear, at all times while performing on the contract, some form of professional identification, customary in industry practices, that clearly displays the employee's name and the company name. Training. The Concessionaire will provide each employee training in the areas of Food Handling, Sanitation, Nutrition, Hazardous Material (Material Safety Data Sheet - MSDS), Personal Protective Equipment, Fire Prevention and Protection, Civil Defense Drills, and Exposure Control. All training will be documented by the Concessionaire and on file to be viewed by the COTR prior to any Concessionaire employees beginning to perform services under the contract or at any time during performance of the contract. The Cafeteria Manager will possess the ServSafe certification. The Concessionaire will develop an annual employee training program that will continue for the duration of the contract and any extensions thereof to ensure that their employees perform their jobs with the highest standards of efficiency and sanitation. The training program schedule will be available for review of the COTR at any time during performance of the contract. Contractor Assistance. The Concessionaire will cooperate with Governmental authorities in any administrative, civil, or criminal proceedings, including providing documentation related to employees or performance under the contract. QUALITY ASSURANCE. The Concessionaire will adhere to the requirements of the latest version of the FDA Food Code, and Federal, State and local regulations regarding sanitation and food safety. ENVIRONMENTAL CONTROLS. The Contractor will not adjust heating, ventilation and air-conditioning systems controls, unless specifically authorized to do so by the COTR. EMERGENCY/HAZARDOUS CONDITIONS. In emergency situations, such as inclement weather, the on-site Cafeteria Manager or Alternate Cafeteria Manager will contact the COTR for approval to close early. The COTR will notify the CO in writing of any such event requiring closing and then the CO will provide written confirmation of this approval to the Concessionaire upon return to work. If the COTR is unavailable, it is the responsibility of the Concessionaire to call the IRS-ECC's Employee Information Line emergency telephone number at (304) 264-7187 to confirm the Center remains open and operating on time. The Concessionaire will be responsible for unsanitary or hazardous conditions that are dangerous to anyone using the Food Court facility. This will include any employee, agent or representative of the concessionaire, Federal employee, or other patrons of the Food Court service facility and will be applicable to any portion of the facility that is under the jurisdiction of the Concessionaire. In the event a health hazard endangering patrons of the Food Court is identified, upon notification by the COTR, the CO may issue a written notice requiring the Concessionaire to close all Food Court operations. The Concessionaire will notify the Security Command Center, at the main entrance to the Main Building, in the event of fire or any other emergency. All of the employees of the Concessionaire will be organized and trained, prior to their beginning work, to participate in fire and Civil Defense drills, including the reporting of fires. This will be accomplished with the cooperation of the IRS Security and Building Manager. The COTR will provide the Concessionaire with a current Occupant Emergency Plan 14 working days prior to the initiation of contract performance. It is the Concessionaire's responsibility to ensure their employees are trained and participate in fire drills. The Concessionaire will provide written procedures and provide training establishing a primary and secondary - buddy system for evacuating handicapped employees under the supervision of the Concessionaire. The Concessionaire will provide a copy of the written procedures to the COTR, on-site IRS Safety Officer, and CO prior to the commencement of any Concessionaire employee performing under the contract. The Concessionaire's evacuation procedures will be reviewed and updated annually and, as changes in Concessionaire staffing occur. Copies of all revisions to the Concessionaire's evacuation procedures will be provided to the COTR, IRS Safety Officer and CO, within seven (7) working days of the Plan completion. It is also the responsibility of the Concessionaire to ensure the employees are trained in the operation of fire extinguishers and aware and understand the operation of the different types of fire equipment available to them within the Food Court area. The training will be documented by the Concessionaire and will be available for the review of the COTR at any time during performance of the contract. GOVERNMENT FURNISHED EQUIPMENT. General. The Government, at its own expense, will provide, install, and permit the Concessionaire to use its equipment and additional equipment of a similar type when required for expansion approved by the ACO. Equipment that is no longer needed for the contract operations may be withdrawn by the COTR. The Government will replace equipment that it has provided, as it deems necessary. Subject to adequate maintenance and repair of equipment by the Concessionaire, the Government will replace component parts of, and make repairs to such equipment: Maintenance and Repair. The Government will provide preventive maintenance services in accordance with the manufacturers suggested maintenance guide or the Government's maintenance guide for each individual piece of Government-owned equipment. The Government will provide equipment operating manuals for that equipment presently being maintained by the Government within two (2) weeks after contract award. The Concessionaire will return all Government-provided equipment operating manuals at completion of the contract. The cost of replacement manuals from the manufacturer due to loss will be the responsibility of the Concessionaire. Replacement manuals will become the property of the Government. The Government will provide all necessary utilities for the operations of the Concessionaire as part of the contract. Such utilities will include electric, water, sewer, HVAC and so forth. A phone line will be made available to the Concessionaire; however, it will only provide local and in-house service. Additional lines will be the responsibility of the Concessionaire. CONCESSIONAIRE FURNISHED ITEMS. All required equipment and property not provided by the Government will be furnished by the Concessionaire at no additional cost to the Government and become Concessionaire-furnished equipment and property. The Concessionaire is responsible for all maintenance, repairs, replacement, parts, and training for Concessionaire-furnished equipment and property. The Government will not be responsible in any way for loss or damage occasioned by fire, theft, - acts of God, accident, or otherwise to the Concessionaire's materials, supplies, or equipment stored on Government property. The Concessionaire is required to use the standard plugs to fit NEMA 5-20R, 20-amp, 120-volt receptacles unless specified otherwise and is subject to inspections by the Building Delegations staff for compliance. The rest of what was in the contract under 5.5.1.6.2 should fall under deliverables. All required equipment and utensils not provided by the Government will be provided by the Concessionaire who will replace such equipment and utensils when necessary because of loss, wear, breakage, or obsolescence. Equipment and utensils provided by the Concessionaire will be of good quality, suitable for the purpose of its intended use, and consistent with the quality of the various items provided by the Government, as determined by, and subject to the approval of the COTR and concurrence of the CO. The Concessionaire will provide all necessary food service equipment and utensils of the general character and will replace such equipment and utensils when necessary because of loss, depreciation or obsolescence. The Concessionaire will submit a complete physical inventory and item prices of all equipment that will be furnished by the Concessionaire in performance of the contract. This inventory listing will be provided within fourteen (14) working days prior to the start date of service for Cafeteria services for Cafeteria equipment to the COTR and CO. An approved copy of the inventory signed by the CO will be filed with the contract. The Concessionaire will be solely responsible for all costs associated with Concessionaire-furnished/owned items. The Concessionaire will not be responsible for costs associated with Government furnished items, unless determined to result from the fault or negligence of the Concessionaire. RESPONSIBILITIES OF THE GOVERNMENT. The Government agrees to grant to the Concessionaire for the stipulated period, subject to the contract requirements and conditions herein, the right to establish, manage and operate Cafeteria stands in the Federal Building as described herein and in connection therewith to prepare and sell food, nonalcoholic beverages and such other products as the Government may authorize. At the beginning of the contract period, the Government will provide for operations under the contract, as indicated and thereafter, such space as it may deem necessary or desirable. The Government will provide adequate ingress and egress, including a reasonable use of existing elevators, corridors, passageways, driveways, and loading platforms. The Government will, as it deems advisable, provide space, HVAC, and utilities. In addition, the Government will: Make such improvements and alterations as the Government may deem necessary or desirable to prepare or recondition assigned space for the Government's intended purpose, including improvements and alterations necessary to conform to applicable sanitary requirements; Maintain and repair building structure in areas assigned for the Concessionaire's use, including painting and redecorating, the maintenance of gas, water, steam, sewer, and electrical lines, ventilation, electrical lighting fixtures (including re-lamping), floors and floor coverings, and walls and ceilings, provided that the Concessionaire will bear the expenses of repairs necessary because of the negligence on the part of the Concessionaire or Concessionaire's employees. FOOD RECALLS. In the event of a product recall by the U.S. Department of Agriculture (USDA) or the manufacturer, the Concessionaire will immediately remove all recalled items from the cafeteria and from use.