SOLICITATION NOTICE
M -- Food Services Operation
- Notice Date
- 1/27/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 722310
— Food Service Contractors
- Contracting Office
- National Archives and Records Administration, NAA, Acquisition Center, 8601 Adelphi Road, Room 3340, College Park, Maryland, 20740-6001
- ZIP Code
- 20740-6001
- Solicitation Number
- NAMA-09-Q-0028
- Response Due
- 2/20/2009
- Archive Date
- 3/7/2009
- Point of Contact
- Darell Taylor,, Phone: 703-486-3266, Ann P Harrison,, Phone: (301) 837-0772
- E-Mail Address
-
darell.taylor@nara.gov, ann.harrison@nara.gov
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The solicitation Number is NAMA-09-Q-0028 and is issued as a Request for Quotation (RFQ). The NAICS code for this requirement is 722310. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition circular 2005-30 effective date January 15, 2009. The resulting contract will be a firm fixed-price contract. Prices must be composite prices for providing the services specified herein and must include the cost for all supervision, direct labor, equipment, materials, overhead, other direct costs, subcontracts, general and administrative expenses (G&A) and profit. The initial order will be placed following receipt and evaluation of quotations. For evaluation purposes, the firm fixed-price of the contract will be determined by multiplying the Unit Prices entered by the Quantity of the pertinent CLIN and adding the CLINs for each performance period. The period of performance is as follows: Base Period – March 1, 2009 to February 28, 2010 for CLINs 0001-0004; Option Period 1 - March 1, 2010 to February 28, 2011 for CLINs 0005-0008; Option Period 2 - March 1, 2011 to February 28, 2012 for CLINs 0009-0012; Option Period 3 – March 1, 2012 to February 28, 2013 for CLINs 0013-0016; and Option Period 4 – March 1, 2013 to February 28, 2014 for CLINs 0017-0020. The period of performance commences with contract award and continues for a period of twelve (12) months from date of award and four (4) 12-month option periods. Approximately 30 days after notice of award, the Contractor must organize the business, procure the necessary equipment and have a complete organization ready to begin full operation as provided herein. The anticipated award date of the resulting contract is February 23, 2009. The Government intends to make a selection decision based on its review of initial quotations without discussions for this procurement. This is a best value acquisition, in that the Government is more concerned with receiving superior services than in making award to the lowest priced offeror. As such, evaluation and award will be in accordance with the procedures of FAR Subpart 13.106 Soliciting Competition, Evaluation of Quotations or Offers, Award and Documentation as prescribed by FAR 12.301(c)(2). Accordingly, the technical evaluation factors are Technical Understanding and Approach and Relevant Past Performance. Award will be made to the contractor whose conforming quotation represents the best value to the Government. In order to evaluate the relevant past performance, the contractor must provide contact information for no more than five references. All qualified responsible business sources may submit a quotation, which will be considered by NARA. A site visit has been schedule for February 3, 2009 at 10:00 AM. Only two representatives per Contractor are allowed to attend. If you plan on attending please contact Mr. Darell Taylor via email by 2:00 PM on February 2, 2009. For a formatted copy of the Performance Work Statement and Pricing Table necessary for proper response, contact Mr. Darell Taylor. For copies of NARA Terms and Conditions, contact Mr. Darell Taylor DESCRIPTION: The National Archives and Records Administration (NARA) requests proposals for a Vendor to operate the Charters Café, which is opened for the convenience of visitors, staff, contractors, and researchers in the National Archives Building (NAB). The NAB is open to the public every day of the year except December 25th and hours are seasonal. The basic period of operation will be Monday through Friday during the hours of 7:00 AM until 4:00 PM. Vendors may be asked to accommodate weekend and evening peak periods by extending hours of operation. Statistics maintained indicate over one million visitors come through the NAB each year with the majority of these visits occurring seasonally between the months of May thru July. NARA, an independent Federal agency, is America’s national record keeper. The mission is to ensure ready access to the essential evidence that documents the rights of American citizens, the actions of Federal officials, and the nation experience. Among the treasures available are the cornerstone documents of our Government – the Declaration of Independence, the Constitution of the United States and the Bill of Rights, as well as many of our current and past exhibits. In addition to housing the Charters of Freedom, access is provided to historians interpreting the past, journalist researching stories, students preparing term papers, Indian tribes pressing claims, and persons tracing their ancestry or satisfying their curiosity about particular historical events. NARA’s hours of operation are varied. NARA staff and contractors can be in the building around the clock. Researcher access hours are: 8:45 AM to 5:00 PM, Monday and Wednesday; 8:45 AM to 9:00 PM, Tuesday, Thursday and Friday; 8:45am to 4:45pm on Saturday. Public (tourist, organized groups, etc.) access hours of operation are September thru March, 10:00 AM to 5:00 PM; April thru May, 10:00 AM to 7:00 PM; June to Labor Day, 10:00 AM to 9:00 PM. Statistics from March 2007 show total visitation at 1.2 million with an average of 3,200 visitors. Over 2,800 researchers visited the NAB during the same time period. The majority of visitors arrive at the NAB from Memorial Day to Labor Day each year. (1) The Charters Café is designed as a limited service grab-and-go operation. The contractor should offer made-to-order breakfast and lunch menu items of sandwiches, wraps, salads, soups, and light fare that are prepared daily. Healthy food options should be included on the menu. Continental breakfast, afternoon snacks, and desserts will be offered. Pre-packaged factory-produced sandwiches and salads can be served. Beverages will include coffee, tea, water, soft drinks, and juices. There is limited cooking on the premises. Hot foods that can be prepared on electric appliances may be permitted. The contractor is encouraged to have daily lunch specials as well as seasonal theme specials. The Contractor shall propose a menu with price points and a café environment based on the following; (a) The Contractor must provide on-site, supervisory coverage of the cafe during café hours of operation, the supervisor may be the sole employee on duty, provided that customers are served promptly and food, beverages, and supplies are well stocked at all times; (b) The Contractor’s employees must provide courteous, professional, and prompt service to patrons; (c) The Contractor must provide customer service training to all café employees; (d) Customer Complaints, patron complaints must be addressed and resolved within a three (3) day time period by the Contractor and/or NARA; (e) The Contractor must provide Cafe customers with a receipt for all items purchased; (f) The Contractor must ensure that serving items (i.e., napkins, forks, spoons, cups, etc.) and condiments (i.e., salt, pepper, ketchup, etc.) are well stocked; (g) The Contractor must maintain a take out service capability during all normal hours of service and must furnish disposable containers, disposable trays, bags, paper cups, lids, paper dishes, plastic cutlery, paper napkins, etc., for support thereof; (h) The Contractor will provide, by prior arrangement, boxed lunches for bus groups and student lunches for visiting school groups; (i) Menus and pricing are subject to approval and may not be changed without written approval from the Contracting Officer (CO),; and (j) The Contractor will be offered the opportunity to bid on catering other functions taking place in the NAB. (2) Hours of Service. The Charters Café shall provide service five days per week (except for Federal holidays), unless otherwise agreed upon, Monday through Friday, during the hours of 7:00 AM to 4:00 PM. Beverages, grab-and-go ready-made salads, sandwiches, snacks, and desserts shall be available to customers during all hours of operation. Made-to-order menu items appropriate to the designated time periods shall be available as follows: (a) Breakfast 7:00 AM – 9:30 AM; and (b) Lunch 11:00 AM – 2:00 PM. Any request for modifying hours or days of service shall be submitted in writing to the COR for approval from the Contracting Officer (CO). All hours may be adjusted by the CO as necessary to accommodate the requirements of NARA and related activities (i.e., the contractor may request to open the café during the July 4th celebration). (3) Facilities and Equipment. The Charters Café is located on the basement level of the NAB at 7th and Pennsylvania Avenue, NW, Washington, DC. The café has a prep area (1,350 square feet) and one main service area, which serves the general public, NARA staff, contractors, and researchers. The public dining (1,053 square feet) and service areas are separated from the secured staff and researcher dining (756 square feet) and service areas by a security gate and cashier’s booth. Each side has table seating areas for approximately 50 patrons. The seating areas are accessible at all times. Microwave ovens and vending machines are accessible in each of these areas at all times. NARA provides and maintains basic electrical equipment for food preparation, pass thru refrigerators, freezer, food prep tables, computer, telephone, dining tables and chairs, trash receptacles,building maintenance services, and government supplied equipment maintenance services. (A complete detailed inventory and condition report will be provided, as Attachment 3, following contract award). (a) Nothing may be affixed to the walls, cabinets, or other surfaces; the COR must approve the wording and design of all signs, menus, announcements, etc.; (b) Subject to COR approval of design, placement and size, the contractor may provide a sign(s) informing patrons of its corporate identity, location, and menu, etc.; and (c) NARA may use the facility for its program purposes at any time that the café is not in operation with appropriate advance notice. (4) Personnel. The Contractor must provide sufficient personnel to handle customer demand at peak season without undue delay of more than five minutes wait time. All food items and service areas must be fully stocked and replenished, as needed, throughout the day. (a) Conduct. Personnel must be courteous and friendly to customers at all times. Drinking of alcohol by Contractor employees is strictly forbidden. All employees who interact with the public or with NARA employees and researchers must speak and understand English. Contractor personnel shall not use Government telephones or computers, except as authorized. (b) Appearance. The Contractor’s personnel must present a neat and clean appearance, and must wear appropriate attire while performing duties at the Charters Café. (i) Cafe employees who have customer contact must wear uniforms of the same style and are subject to the approval of the COR. With prior approval of the COR, any color or color combination of uniform may be used. (ii) Legible nameplates identifying each employee must be provided by the Contractor and displayed as part of the uniform. (iii) NARA is not responsible for supplying or cleaning the uniform or its parts. (iv) Plastic gloves must be worn, as part of the uniform, at all times while employees are involved in serving and/or handling food. (v) Contractor personnel must not wear excessive jewelry on their hands or arms while performing food preparation or food service duties. The only exceptions are wedding bands/rings and medical alert bracelets. (c) Service Contract Act. Wage Determination 2005-2103, revision 6, dated 5/29/2008 has been included in this requirement to remind Contractors of the minimum wage which must be paid to employees. The Wage Determination can be accessed at: http://www.wdol.gov/sca.aspx#8. (5) Standards of Acceptable Performance. (a) Quality. The Contractor must serve tasty, appetizing, and quality food under clean and sanitary conditions in accordance with the provisions and recommendations contained in the Food Service Sanitation Manual, Public Health Service, Publication No. (FDA) 78-2081 (or current version). (i) All foods served must be wholesome and free from spoilage, free from adulteration and misbranding, and safe for human consumption. (ii) Uncooked items, such as fresh fruits, must be clean and free from blemish. All foods, when served, must be attractive in appearance and correct in temperature and consistency. Food must be crisp, moist, dry, tender, etc., as may be appropriate in each case. (b) Sanitation. Cleaning and janitorial services must be performed on a regular schedule and must meet the highest standards of sanitation common to the food service industry. The Contractor is responsible for maintaining and cleaning all cafe food line surfaces and equipment, tables and chair surfaces, including limited dining services area. (i ) Dining Area. Patrons are expected to remove trays, trash, etc., from tables. The Contractor must provide bussing service to remove any remaining items and assure that tables and chairs are clean during the hours of operation. The Contractor must immediately perform emergency cleanups, i.e., spills. The Contractor is responsible for the daily cleaning of the food line area surfaces and equipment. The Contractor must also clean the prep and storage area daily. Note: NARA’s building service contractor is responsible for janitorial cleaning in the cafe dining areas and washing floors in the café serving areas. This includes cleaning trash receptacles, washing of walls and windows, and cleaning of tile area of floor and baseboards. The Contractor must maintain a close liaison with the COR and notify the COR of any cleaning, janitorial, or other deficiency that is the responsibility of the NARA’s building service contractor. (ii) Trash and Garbage Removal. The Contractor must remove garbage and trash from the kitchen, serving areas, cafe, and storage areas continuously to prevent unsightly buildups, contamination, or health or safety hazards. Garbage must be placed in durable, leak proof, easily cleanable, insect and rodent proof containers at a Government designated collection point. Plastic trashcan liners must be used to line these containers. The Contractor must replace all liners. Such containers must be kept covered when not in actual use. Soiled containers must be cleaned frequently, both inside and out, and sanitized. (c) Safety and Security. The Contractor must ensure all personnel are trained and comply with Federal, State, and Local Safety Ordinances and Regulations and that all cafe operations are conducted in a safe manner. (i) Fire and Civil Defense Drills. The Contractor must comply with all requirements NARA’s Occupant Emergency Plan (OEP). All of the Contractor’s employees must be trained in fire and shelter-in-place evolutions, including the reporting of fires. The Contractor must notify the NARA security department in the event of a fire in accordance with NARA’s emergency procedure guidance provided to the Contractor after contract award. (ii) Security. The Contractor must be responsible for the security of all areas under its’ jurisdiction. Designated employees must have the responsibility for determining that all equipment has been turned off, doors are locked, lights and equipment are secured, and the kitchen food preparation area is locked when the cafe is closed. (6) Government Furnished Equipment and Space. (a) Government Furnished Equipment. Government furnished equipment for the Contractor’s use at the Charters Café is described in Attachment 3, Inventory of Government Owned Property. The Contractor will be responsible and accountable for all Government property in accordance with the requirements of the contract. This includes Government property in the possession or control of a subcontractor. Throughout the contract period, and extensions thereof, the Contractor must support NARA in making periodic equipment inventory and condition reports. (b) Government Furnished Space. At the beginning of the contract period, NARA will provide, at no cost to the Contractor, space for operations, telephone connection service, and utilities under the contract, as indicated and thereafter, such space as it may deem necessary or desirable. The Contractor must exercise reasonable care in the use of Government furnished space and equipment and immediately notify the COR of malfunctioning or inoperable equipment. Upon contract termination, the Contractor must yield such space and equipment in as good condition as when received, except for the ordinary wear and tear, or damage or destruction beyond the Contractor’s control, but not due to the Contractor’s fault or negligence. The Contractor must be responsible for safeguarding, maintaining, and cleaning Government furnished space and equipment. (7) Contractor Furnished Equipment/Supplies. The Contractor must provide all required equipment and supplies necessary for the performance of this contract. Contractor furnished equipment and supplies must be of the same commercial quality, design, and size as used in other commercial establishments. The Contractor must guarantee that the equipment and products that it supplies and the methods used in their manufacture, processing, and handling, must conform to all applicable laws and regulations and the preservation of public health. (a) Contractor Furnished Equipment. The Contractor must provide its own cash register, telephone, storage and food preparation equipment, and serving utensils. Long distance and collect calls are prohibited on Government furnished telephone lines and will be the responsibility of the Contractor. (b) Contractor Furnished Supplies. The Contractor must provide sufficient supplies of table ware ( i.e., plates, cups, glasses, knives, forks, spoons, etc.) and condiments (salt, pepper, ketchup, etc.) to satisfy customer needs. The selection of tableware is subject to approval of the COR and may not be changed without written approval from the COR. (8) Contractor Deliverables. All deliverables must be delivered to the COR in both hard copy and electronically using Microsoft Word, Access, or Excel etc. as appropriate. The Contractor will prepare reports, records, plans, and other data as specified. The reports and records will be clear, concise, accurate, and timely. The Contractor will prepare the following reports: (a) Monthly Statements. The Contractor must submit a Monthly Profit/Loss Statement to the COR, in accordance with Attachment 1, Profit/Loss Statement. The monthly profit and loss statement must be submitted within 30 days after the end of the monthly accounting period for café operations. NARA or authorized representatives will, as required and necessary, examine all phases of the financial operation of the cafe. The Contractor must take physical inventories of all food stocks on hand monthly in support of the monthly profit/loss statement. (b) Contractor Certification of End-of-Fiscal Year Statement. The Contractor’s chief financial officer must certify the accuracy of the Contractor’s end-of-fiscal-year profit/loss statement. Submit report in Contractor’s format within three (3) months after the Contractor’s fiscal year end. GENERAL: (1) The contractor agrees to abide by all applicable Federal, State, and Local Laws, Ordinances, Regulations, and industry regulations and codes. (2) The following is a list of reference documents. (a) The U.S. Department of Agriculture (USDA) of Food and Drug Administration (FDA) provisions and recommendations contained in the Food Service Sanitation Manual, Public Health Service, Publication No. (FDA) 78-2081 ;(b) Public Health Service Publication No. (FDA) 78-2091, The Vending of Food and Beverages; (c) Randolph Sheppard Act, 20 U.S.C. §§ 107-107f. The following clauses and provisions are incorporated and are to remain in full force in any resultant purchase order: FAR 52.212-1, Instructions to Offerors-Commercial Items (Jun 2008); FAR 52.212-3, Offeror Representations and Certifications Commercial Items (Jun 2008) - contractors shall complete only paragraph (b) of this provision if the contractor has completed the annual representations and certificates electronically at http://orca.bpn.gov. If a contractor has not completed the annual representations and certifications electronically at the ORCA website, the contractor shall complete only paragraphs (c) through (m) of this provision--a copy of the provisions can be found at http://www.arnet.gov/far/; FAR 52.212-4, Contract Terms and Conditions Commercial Terms (Oct 2008); FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (Dec 2008). Paragraph (b) of this clause incorporates by reference the following FAR clauses: 52.222-3 Convict Labor (Jun 03), 52.222-19 Child Labor Cooperation with Authorities and Remedies (Feb 08), 52.222-21 Prohibition of Segregated Facilities (Feb 99), 52.222-26 Equal Opportunity (Mar 07), 52.222-36 Affirmative Action for Workers with Disabilities (Jun 98), and 52.232-33 Payment by Electronic Funds Transfer Central Contractor Registration (Oct 03). The following FAR clauses also apply to this procurement: FAR 52.217-5 Evaluation of Options (Jul 1990); FAR 52.217-8 Option to Extend Services (Nov 1999); FAR 52.217-9 Option to Extend the Term of the Contract (Mar 2000). The following NARA Terms and Conditions apply to this procurement: (1) Standards of Conduct; (2) NARA Contractor Personal Identity Verification Procedures; (3) Insurance Requirements; and (4) Cooperation with Other On-Site Contractors. Copies of the NARA Terms and Conditions are available upon request to Mr. Darell Taylor. Two copies of each quotation should be mailed to National Archives and Records Administration (NARA), Attention: Darell Taylor, 8601 Adelphi Road, Room 3340, College Park, MD 20740-6001. Quotations, including a written sample menu, should be received by 12:00 PM EST on February 19, 2009. Any exceptions to any terms and conditions should be clearly listed. Questions regarding terms and conditions should be submitted in writing to Mr. Taylor via email at darell.taylor@nara.gov by 12:00 PM EST by February 11, 2009. Contractors are encouraged to attend the site visit to inspect the site where services will be performed and surveying all general and local conditions that may affect the cost of contract performance, to the extent the information is reasonably obtainable. In no event shall failure to attend the site visit be grounds for a claim after the contract award. Contractors are advised not to ask questions of the NARA personnel in attendance but to submit, in writing, any questions to Mr. Darell Taylor via email. Failure to meet the deadline for receipt may result in rejection of the quotation as untimely. Telephonic responses will not be processed.
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