Catering and Conference Support Services

The purpose of Amendment 001 is to submit a response to the Vendor Questions and Answers. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 13.5 and 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This is a Request for Quotation #2031JW23Q00048 for Catering and Conference Support Services. The solicitation and incorporated provisions and clauses are those in effect through Federal Acquisition Circular Number: 2023-02, Effective Date: March 16, 2023. This requirement is being solicited unrestricted. The NAICS for this requirement is 722310 – Food Service Contractors, Size Standard: $47M. Contracting Office: Office of the Comptroller of the Currency, Acquisition Management, 400 7th Street SW, Washington, DC 20219 Responses to this solicitation are due no later than April 18, 2023 by 1:00 P.M. Eastern Time (ET) , by e-mail to [email protected] and [email protected] . Questions regarding this solicitation are due no later than April 3, 2023 at 17:00 ET , by e-mail to [email protected] and [email protected]. If questions are submitted, they will be answered all together by amendment to this solicitation; questions will NOT be answered on an individual basis as they come. The government point of contact for information on this solicitation is Karen Green; [email protected]. Quotes shall remain valid for 60 calendar days. All clauses and provisions listed in this document are applicable to this acquisition, and any and all addenda are within or attached. Per FAR 12.603(c)(2), the clauses and provisions at FAR 52.212-1, 52.212-2, 52.212-3, 52.212-4, and 52.212-5 are applicable and all addenda are within or attached to this solicitation. PERFORMANCE WORK STATEMENT 1.0 BACKGROUND The Office of the Comptroller of the Currency (OCC), a bureau of the Department of Treasury, was established in 1863. The mission of the OCC is to charter, regulate, and supervise all national banks, thrifts, the federal branches, and agencies of foreign banks. Headquartered in Washington, DC, the OCC is responsible for promoting and assuring the safety and soundness of the country’s system of national banks and maintaining its competitiveness, efficiency, integrity, and stability in the financial marketplace. 2.0 SCOPE OF WORK The OCC has a requirement for catering and conference support services at the Headquarters Office located at 400 7th Street, SW Washington, DC (hereinafter referred to as Headquarters). 3.0 GENERAL REQUIREMENTS The Contractor shall provide catering and oversee the OCC’s conference center, conference and meeting room set ups, and conference support services, pantries and vending for Headquarters to satisfy the requirements of the Performance Work Statement (PWS). The Contractor shall provide all catering and conference services in accordance with all applicable building, health, and sanitation regulations, codes, and laws. 3.1 CATERING MATERIALS The Contractor shall provide the materials on a not-to-exceed basis as specified. Materials are limited to the following: Catering, i.e. – food, linens, napkins, flatware, glassware, table decorations; Consumable supplies, i.e. – paper products; Laundering, i.e. – aprons, rags; Equipment, i.e. - tables and chairs; linens; smallware rentals and purchases; and Pantry Materials – provide a beverage brewing system to include single serve coffee containers with assorted flavors; other beverage pods; proprietary machines that use these pods to make beverages, biodegradable cups and lids, sugar and sugar substitutes, tea bags, non-dairy creamers, stirrers and paper towels, table racks or other containers to place all beverage materials on credenzas. 3.2 CATERING SERVICES 3.2.1 The Contractor shall provide catering to the OCC to satisfy the requirements of the PWS. Catering services shall be provided to the Comptroller, other Executives and the OCC employees. OCC does not have an on-site facility within its space to prepare food. NOTE: OCC does not have a facility on-site to prepare food. A small catering area is available in the Conference Center and the Executive Office Kitchen for staging. Food preparation shall occur off-site at a contractor facility. The OCC will provide refrigeration and hot boxes in the Conference Center and Executive Office Kitchen locations only 3.2.2 The Contractor shall perform activities both on-site and off-site. On-site activities shall be performed at the following location: OCC Headquarters, 400 7th Street, SW, Washington, DC 20219 3.2.3 The Contractor shall provide catering services for the Comptroller and other OCC Executives, primarily in the Comptroller’s conference/dining room, within normal hours of operation (see definition in Section 3.12) and outside normal hours of operation as ordered. At a minimum twenty-four (24) hours advance notification will be provided or by the time specified by the Contractor for the Comptroller and other OCC Executive events. The Contractor shall provide catering services for functions falling within normal hours of operation and for functions falling outside normal hours of operation as ordered. At a minimum forty-eight (48) hours advance notification will be provided excluding the Comptroller and other Executives, which is twenty-four (24) hours of advance notice. 3.2.4 The contractor will provide all food and service for functions such as breakfasts, luncheons, refreshment (am/pm) breaks, dinners, and receptions. The Contractor shall be responsible for supplying, if requested by the COR, both alcoholic beverages and special menus. Details regarding special menu requirements shall be provided by the COR on an as needed basis. The Contractor shall provide the following levels of service: Breakfast, luncheons, and dinners Deliver/Remove. The Contractor shall place food and beverages on a table/counter in the function room approximately 20 minutes prior to the designated start time and remove at the designated completion time. Full Service. The Contractor shall set the food and beverages buffet style (replenished, as required) or provide plated service. Contractor personnel shall be on-hand during the function to set, serve, replenish, and clear. The contractor shall set up the meeting room and clean up the room at the end of meal. Refreshment Breaks (AM/PM): Deliver/Remove. The Contractor shall set up refreshment breaks in the mornings and afternoons in either the OCC’s Conference Center or any of the conference rooms. Breaks generally consist of coffee, tea and water and may include other food and beverages. The contractor shall clean up the room at the end of meal (see Section 3.4 for additional details). Receptions: Buffet. The Contractor shall provide service personnel to: Place the food and beverages on table/counter for self-service by the attendees; Serve alcoholic beverages; and Replenish food and beverages as necessary. The contractor shall set up the meeting room and clean up the room at the end of meal (see Section 3.4 for additional details). Receptions requiring buffet service generally last 1 ½ hours. Butler. The Contractor shall provide service personnel to dispense beverages and pass food on trays. Receptions requiring butler service generally last 1 ½ hours. 3.2.5 Estimated usage - The OCC estimates that the following catering services will be required. There is no minimum guarantee for the actual catering services to be provided on a monthly basis. 3.2.5.1 Inside normal hours of operation: Breakfast - Executive breakfast 2-3 per week averaging 2-4 people, other breakfasts 4-8 per month averaging 20-25 people (most breakfasts occur on Tuesday, Wednesday and Thursday). Typically, the following level of service will be required: Deliver/Remove 90% of the time Full Service 10% of the time Luncheons – Executive luncheons 3-5 per week averaging 2-20 people, other luncheons 4-8 per month averaging 20-25 people each (most luncheons occur on Tuesday, Wednesday, and Thursday). Typically, the following level of service will be required: Deliver/Remove 90% of the time Full Service 10% of the time Refreshment Breaks – in the mornings and afternoons. On average, there are 10-15 breaks per week. Typical attendance is 12-20 people per meeting. Peak periods are Tuesday, Wednesday and Thursday. Dinners – None Receptions – 2 per month averaging 50-150 people (most receptions occur on Tuesdays, Wednesdays and Thursdays). The OCC Year End in Review in December (generally from 3:00 – 6:00 pm) is for 600 – 700 people. Typically, the following level of service is used: Buffet 90% of the time Butler 10% of the time 3.2.5.2 Outside normal hours of operation: Breakfast - none Luncheons – none Breaks – none Dinners – 2-5 per year with an average of 20-40 people. Typically, the following levels of service will be required: Deliver/Remove 10% of the time Full Service 90% of the time Receptions – 3-5 per year with an average of 75-250 people Buffet 90% of the time Butler 10% of the time 3.3 COMPLEX CATERED EVENTS LABOR The Contractor shall provide on-call labor on a labor hour basis for specialized kitchen staff to support large catering events and special events. On-Call labor shall be at a not to exceed basis and shall require prior approval by the COR. 3.4 CONFERENCE CENTER AND CONFERENCE ROOMS The Contractor shall provide the services described herein for approximately 72 conference rooms. These services shall be provided during normal hours of operation. 3.3.1 Reconfigure Conference Room Set-Up - In order to accommodate daily meetings, the Contractor shall be responsible for rearranging conference room furniture on a daily basis for approximately 14 conference rooms, which are reconfigurable. Conference room furniture may be rearranged, on average, six times per week. Typically, the Contractor shall have only 30 minutes to one hour to complete any necessary room changeovers between meetings. The COR will generally provide the Contractor with a weekly schedule of room changeovers by 2:00 pm on Wednesday for the following week . Daily updates will be provided by 2:00 pm for the next day. The Contractor shall be responsible for changing the standard setup of conference rooms to styles such as but not limited to school room, hollow square, and theater. The COR or an alternate appointed by the COR shall specify the setup required for each event. 3.3.2 Cleaning Schedule - The Contractor shall be responsible for cleaning the Conference Center and conference rooms when either breaks or meals are served in the rooms during a scheduled meeting. When breaks or meals are served, the Contractor shall clean the conference room within 30 minutes after the meeting ends unless the meeting ends after normal business hours. The room shall then be cleaned the next morning in lieu of being cleaned the prior day, before the first scheduled event in that room. The Contractor shall be responsible for cleaning and/or straightening the following in the Conference Center and conference rooms: Credenza; Tables and chairs; Carpets and floors if spills and spots are present - major spills shall be brought to the COR's attention; Misc. work materials and/or personal belongings left behind in the rooms shall be provided to the COR. 3.3.3 Conference Center and Conference Room Quality Inspection - The Contractor shall monitor the conference rooms daily to verify that the condition of the room is suitable for scheduled meetings and shall report any damages, temperature or lighting problems to the COR. The Contractor shall ensure that each conference room is inspected prior to the scheduled start time of the first meeting of the day. 3.4 PANTRY SERVICES The building has approximately 30 pantries in which complimentary coffee and tea are provided. The Contractor shall provide approximately 75 single server coffee machines The Contractor is responsible for supplying all coffee equipment to maintain a constant supply of coffee (coffee and pantry supplies are purchased under 3.1 Catering Materials). The Contractor shall monitor the pantries daily to ensure that supplies are fully stocked and that the stations are neat and clean to maintain a safe, clean, and sanitary environment. The Contractor shall be responsible for the cleanliness of the coffee machines (including empty coffee dispensers), counters, ice machines, condiment holders, and trash (if needed). 3.4.1 Maintenance - The Contractor shall be responsible for maintaining and repairing the coffee machines located in the pantries. Although the Contractor is not responsible for the maintenance and repair of the other equipment in the pantries, the Contractor shall immediately notify the COR if other equipment appears to be non-operational. 3.5 CONFERENCE MANAGEMENT AND REGISTRATION CAPABILITY Contractor shall provide a conference management and registration online capability that provides for the following: Meeting Requests Event Calendar Customized Event Registration Reporting, including a customized pages of content Integrates with virtual meeting software outlined in 3.11 Government Furnished Hardware and Software. Supplier Sourcing (see 3.11 Government Furnished Hardware and Software) Username/password login User Training and Step by Step Guides/Documentation Project Management features - Includes but not limited to general project tasks such as creating meeting agendas, scheduling meetings, replying to client emails, managing participants 3.6 ICT Accessibility Requirements Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-220) requires that when Federal agencies develop, procure, maintain, or use information and communication technology (ICT), it shall be accessible to people with disabilities. Federal employees and members of the public who have disabilities must have access to, and use of, information and data that is comparable to people without disabilities. As such, the following requirements apply to this solicitation: Products, platforms and services delivered as part of this work statement that are ICT, or contain ICT, must conform to the Revised 508 Standards, which are located at 36 C.F.R. § 1194.1 & Apps. A, C & D, and available at https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines . E102 / 702.10 – Web Content Accessibility Guidelines (WCAG) success criteria level A & AA are incorporated as a requirement. The referenced WCAG criteria is available at http://www.w3.org/TR/WCAG20/ . A completed Accessibility Conformance Report (ACR) found at https://www.itic.org/policy/accessibility/vpat, using Voluntary Product Accessibility Template (VPAT) Revised Section 508 Edition, Version 2.4, is required to assist the Government in determining that the ICT products or services support Section 508 accessibility standards. E202 – No General Exceptions Authorized by OCC. The following items are identified as containing ICT: Information, Documentation, and Support Applicable Functional Performance Criteria: All functional performance criteria apply when using an alternative design or technology that achieves substantially equivalent or greater accessibility and usability by individuals with disabilities than would be provided by conformance to one or more of the requirements in Chapters 4-6 of the Revised 508 Standards, or when Chapters 4-6 do not address one or more functions of ICT. Applicable requirements for electronic documents and/or support services: E205 – WCAG Level A & AA Success Criteria E302 – Functional Performance Criteria E602 – Support Documentation E603 – Support Services 3.7 VENDING SERVICES The Contractor shall provide approximately six (6) snack vending machines and 12 soda vending machines at HQ for approximately 13 vending locations. It is anticipated that one snack machine and two soda machines will be provided per floor. The Contractor shall ensure that all vending machines are constructed, maintained, and operated in accordance with the recommendations of Public Health Service Publication No. (FDA-78-2091), and the Vending of Food and Beverage. Additionally, all vending machines must be able to accept $1.00 coins, per the Presidential Coin Act of 2005 and be energy efficient according to the Energy Star Program. The Contractor’s vending responsibilities shall include the following: Interface with major soft drink and vending subcontractors as necessary; Ensure the proper operation of the vending machines; and Provide procedures for customer cost reimbursement due to machine malfunction. 3.8 CONTRACTOR PERSONNEL 3.8.1 The Contractor shall employ a sufficient number of employees to perform the services and shall ensure that staffing is adequate at all times to perform the varied and essential duties of the PWS. 3.8.2 The Contractor shall require that its personnel comply with the requirements of the PWS. 3.8.3 The Contractor shall use only experienced, trained employees to maintain the high quality of services required by the OCC. 3.8.4 The Contractor's personnel shall wear company identification (such as company badge with logo, uniform with logo, etc.) while performing work in the OCC facilities. The Contractor's employees shall wear uniforms during the time they are performing their duties in the building. Employee uniforms shall always be clean, pressed, and neat. The Contractor shall provide legible nametags identifying each employee. Such nametags shall be worn as part of each employee's uniform. In addition, the OCC Contractor badge is to be visible at all times to allow for immediate identification of the individual as authorized Contractor employees. 3.8.5 Contractor personnel shall utilize authorized and designated entrances and exits during working hours. 3.8.6 The Contractor’s personnel shall: Be able to communicate with the customers in English; Be pleasant, courteous and helpful at all times; and Be appropriately trained for their positions and present themselves in a business-like manner 3.8.7 The COR may authorize subcontractors into the building on an individual basis as a Visitor. Only Contractor's employees cleared in PASS may escort subcontractors while they are in the building. The Contractor shall be totally responsible for the conduct of the subcontractors. 3.8.8 The Contractor shall immediately notify the COR and CO of any anticipated labor, employee, or vendor problems or any other circumstances that could adversely affect the OCC's catering and conference services operation. The Contractor shall continue to provide services under the terms of the contract in the event of labor disturbances. 3.8.9 The OCC has discretion to determine if, because of the Contractor's or its employee’s actions, there is a threat to the health, safety, security, general well- being, or operational mission of the OCC and its population may be removed from the premise/contract 3.8.10 The Contractor shall bear financial responsibility for any vandalism or loss due to negligent acts, omissions, or willful misconduct of its personnel. 3.9 PROJECT MANAGER AND CATERING/BANQUET MANAGER (Key Personnel) 3.9.1 The Project Manager and Catering/Banquet Manager are designated as key personnel. Key personnel shall be responsible for their respective elements of this PWS. To ensure satisfactory performance, the Contractor shall have key personnel on site during the normal hours of contract operation. The key personnel shall coordinate with the COR to ensure onsite presence for Comptroller-sponsored events. 3.9.2 The Contractor shall be responsible for replacing a key person on a temporary basis, with a person with similar/same qualifications as the key person, if the key person is gone for longer than two weeks (e.g. on vacation, sick). 3.9.3 The Catering/Banquet Manager shall be responsible for catering and conference services and the Comptroller's private dining requirements. This position will also have responsibility for monitoring all conference rooms to ensure correct room configurations, cleanliness and suitability. 3.9.3.1 The Catering/Banquet Manager shall have 3-5 years of experience leading a banquet team, coordinating function room set ups and food and beverages, inspection of banquet facilities; must be able to reach, bend, stoop, lift 50 pounds and work in a standing position for long periods of time; have a ServSafe Manager Certification or the ability to obtain a ServSafe Manager Certification within 60 days of contract award. 3.9.3.2 For events requiring the service of alcohol, the contractor shall provide a waiter who is cleared to serve alcohol. A certification shall be provided pursuant to the DC ABRA regulation to the COR at least 24 hours prior to the event. 3.9.4 The Project Manager shall work closely with clients to assist in the coordination of meetings and events to ensure the successful delivery of catering and conference services. The Project Manager shall manage all contractor staffing onsite at OCC attend weekly meetings to review upcoming events, and attend client meetings for large events as requested by the COR. The Project Manager shall provide quotes for all catering orders within 48 hours of the request and comply with OCC financial requirements for catering orders. The Project Manager shall ensure all pantries and vending machines are properly supplied; vending machines are working properly; and manage customer reimbursement requests if vending machines malfunction. The Project Manager shall maintain an inventory of the listed equipment, provide monthly required reports to the COR as required in the PWS, monitor the quality, sanitation and safety of food, catering and conference support services. 3.9.4.1 The Project Manager shall have 3-5 years of experience in catering and event management; have been trained in catering/food service standards and have managed at least 25 events a year; have demonstrated leadership skills with demonstrated experience with catering operational best practices; and have a ServSafe Certification or ability to obtain ServSafe Manager Certification within 60 days of start of contract. 3.10 GOVERNMENT FURNISHED PROPERTY/ACCESS 3.10.1 The OCC will provide access to the Headquarters’ facilities. The contractor will primarily operate in the following areas: Approximately 72 conference rooms, including the Executive Office, conference center and conference rooms; Approximately 30 coffee pantries; and Loading dock and freight elevator. 3.10.2 It is the responsibility of the Contractor to coordinate access to the facilities with the COR. The Contractor shall not remove any OCC-furnished property without the written approval of the COR. The Contractor shall exercise reasonable care in the use of the government provided space and all government furnished property. Upon contract expiration or termination, the Contractor shall return such space and property to the government in as good a condition as when received, except for ordinary wear and tear and damage or destruction beyond the Contractor’s control, and not due to the Contractor’s fault or negligence. 3.10.3 The physical facilities made available to the Contractor shall not be used in connection with any operations not included as part of this contract. The Contractor shall avoid undue interference with the operation of the Headquarters’ building. 3.11 GOVERNMENT FURNISHED HARDWARE AND SOFTWARE The OCC will provide the following in support of the Contractor's contractual responsibilities: Computer(s) Multifunctional Device/Printer; Microsoft Office Suite; LAN e-mail; Wireless Intranet and Internet access; Event Management System (EMS); and ServiceNow The OCC uses Event Management System software (EMS) and ServiceNow to book all in-house meeting space. This system is used as the primary in-house system for booking all meeting room requirements such as room sets, catering and audiovisual needs for the OCC customer. The Contractor shall have access to this system to verify all catering requests and room sets as needed. The Conference Office will provide training on use of the system and daily/weekly reports to the Contractor. The Contractor is not allowed to install any un-approved software or hardware on the OCC network. If there is a business case that warrants the installation of non-OCC software on the OCC network, the COR must request approval in writing from Information Technology Services. ITS will evaluate the software for configurations settings, security features, viruses and or any other services that can potentially impact the OCC network operations. The Contractor shall use EMS as its primary source to determine all conference and catering needs. The OCC reserves the right to periodically assess all desktops connected to its networks to validate the effectiveness of its security controls and preserve it operational activities. All software will be installed on OCC supplied up-to-date equipment with current OCC software settings disabled unless approved by ITS management. 3.12 DAYS AND HOURS OF OPERATION Performance is required Monday through Friday, hereafter referred to as normal workdays) except on any federal holiday that falls on a normal workday. Service shall be classified as either 1) falling inside/outside normal hours of operation or 2) falling inside/outside hourly employees’ hours of service. The following are the normal hours of operation for the catering and conference services: Service Normal Hours Catering Functions 6:30 am – 5:00 pm Monday-Friday OCC Conference Center 6:00 am – 6:00 pm Monday-Friday Conference Rooms 6:30 am – 5:00 pm Monday-Friday Coffee Delivery to Pantries 6:30 am – 3:30 pm Monday-Friday 3.13 EQUIPMENT AND SMALLWARE 3.13.1 The Contractor shall be responsible for renting equipment and smallware as needed. However, the OCC may, acquire equipment and smallware from other sources, if it is in the OCC’s best interest. The Contractor shall notify the COR, in writing, of all needed equipment and smallware. The advance notification will identify the equipment and smallware that are needed, the cost of the items, and the reasons for the purchase. Under no circumstance shall the Contractor purchase any equipment/smallware without the approval of the COR and the CO. 3.13.2 The Contractor shall be responsible for replacing at its own expense any equipment that must be replaced due to the fault or negligence of the Contractor. 3.13.3 The OCC will review and approve the purchase of any government furnished equipment that no longer functions due to ordinary wear and tear or is unsuitable for use due to the expiration of its useful life. Any equipment purchased on behalf of OCC becomes the property of the OCC. 3.14 Licenses and Fees 3.14.1 The Contractor shall obtain and maintain all required licenses and permits necessary to provide the required catering and catering related services. Since alcoholic beverages may be served, the Contractor shall maintain any necessary licenses and provide the qualified personnel to fulfill such services. 3.15 Security The Contractor shall be responsible for securing the facilities accessed by the Contractor. Keys to the Executive Office and cabinets in the pantries will be available for emergency use from the OCC security office. The Government will not be responsible in any way for damage or loss caused by fire, theft, accident, or otherwise to the Contractor’s stored supplies, materials or equipment, or Contractor employees’ personal belongings. The Contractor shall bear financial responsibility for any vandalism or loss due to negligent acts, omissions, or willful misconduct of its personnel. 3.16 Safety Conditions The Contractor shall implement a safety program that complies with all Federal and State Occupational and Safety and Health Acts and all safety provisions of this contract. Within twenty-four (24) hours of occurrence, the Contractor shall prepare and submit a report of all job-related accidents and injuries to the COR. The Contractor shall maintain an accurate record of all reports and causes of any accident(s). 3.17 Fire and Civil Defense Drills The Contractor shall contact the fire department immediately by dialing 9ll and then calling OCC’s Security office (when safely to do so) in the event of fire. All of the employees of the Contractor shall participate in fire and Civil Defense drills, in cooperation with the Building Manager. The Contractor’s employees shall be organized and trained to assist patrons in the facilities under the Contractor’s jurisdiction in the event of fire, injury, or other emergency situation. Any personal injury or physical damage to the building or equipment resulting from fire or other causes shall be reported to the COR immediately. 3.18 Performance Requirements Summary The Contractor shall be responsible for fulfilling the requirements of the PWS. Below is a chart that identifies the qualitative performance standards (objectives), the OCC’s intended quality assurance procedures and frequency of inspections (measures), and what the Government believes is the minimum satisfactory rating (expectations) at this time. Task Areas (Performance Requirements) Standard (s) and Acceptable Quality Level (AQL) Surveillance Method Disincentive Catering Services Catering Services Catering services are provided as required by the PWS. AQL: The Contractor shall be provided with 2 opportunities to improve performance. COR has discretion in evaluating customer complaints regarding what constitutes satisfactory level of service. Random Inspection, Customer Feedback 1st time- The contractor shall develop and implement a corrective action plan. 2nd time- The Contractor adjusts, as needed, the corrective action plan and the Contractor Senior Management oversees the Contractor’s implementation of the corrective action plan. More than 3 instances may result in an unfavorable CPARs rating Tear-Down, Removal, and Clean-Up Event space is cleared of all catering items including leftover food and beverages, materials and equipment at the conclusion of the catering function. AQL: The Contractor shall be provided with 2 opportunities to improve performance. Random Inspection 1st time- The contractor shall develop and implement a corrective action plan. 2nd time- The Contractor adjusts, as needed, the corrective action plan and Contractor Senior Management oversees the Contractor’s implementation of the corrective actions. More than 3 instances may result in an unfavorable CPARs rating Conference Center and Conference Rooms (Reconfigure) Reconfigure Room Set up Room furniture shall be rearranged to the requested configuration in accordance with 3.3.1. AQL: Rooms are properly reconfigured on 95% of the time upon monthly random inspections Random Inspection 1st time- The contractor shall develop and implement a corrective action plan. 2nd time- The Contractor adjusts, as needed, the corrective action plan and Contractor Senior Management oversees the Contractor’s implementation of the corrective actions. More than 3 instances may result in an unfavorable CPARs rating Conference Center and Conference Rooms (Cleaning) Cleaning of Conference Center and Conference Rooms Rooms are cleaned when either breaks or meals are served in the rooms during a scheduled meeting. AQL: Rooms are clean 95% of the time upon monthly random inspections Random Inspection 1st time- The contractor shall develop and implement a corrective action plan. 2nd time- The Contractor adjusts, as needed, the corrective action plan and Contractor Senior Management oversees the Contractor’s implementation of the corrective actions. More than 3 instances may result in an unfavorable CPARs rating Pantry Services Supplying and Maintaining Pantries, Supplies and Equipment Pantries and Equipment are clean and in working order. AQL: Pantries are clean and stocked 95% of the time upon monthly random inspections Random Inspection 1st time- The contractor shall develop and implement a corrective action plan.. 2nd time- The Contractor adjusts, as needed, the corrective action plan and Contractor Senior Management oversees the Contractor’s implementation of the corrective actions. More than 3 instances may result in an unfavorable CPARs rating Vending Services Supplying and Maintaining Vending Machines and Food/Drink Items Therein Vending Machines are clean and in working order. Food and drink items are restocked and available to users. AQL: Vending Machines are clean and stocked 95% of the time upon monthly random inspections Random Inspection 1st time-The contractor shall develop and implement a corrective action plan. . 2nd time- The Contractor adjusts, as needed, the corrective action plan and Contractor Senior Management oversees the Contractor’s implementation of the corrective actions. More than 3 instances may result in an unfavorable CPARs rating After contract award and during the performance of the contract, the Contractor may recommend changes to the PWS to improve services or reduce costs which shall be submitted to the Contracting Officer's Representative (COR). Proposed changes, accepted by the OCC, will become part of the PWS by written modification to the contract by the Contracting Officer (CO). 3.19 Quality Control Plan and Performance Standards The Contractor’s Quality Control Plan (QCP) shall be made part of this contract. The purpose of this plan is to assure quality and timeliness of services by the Contractor. This plan provides a basis for the COR to evaluate the quality and timeliness of the Contractor’s performance. The oversight provided will help to ensure that required service levels are maintained throughout the contract term. . Within 30 calendar days after contract award, the Contractor shall provide the COR with the QCP, including performance, and quality standards. The Contractor shall work with the COR to specifically tailor the standards to this contract and to address all aspects of running OCC’s catering and conference operations. Such performance and quality standards shall be based on the requirements of this contract and the provisions of the Contractor’s current, corporate performance and quality standards. If the performance and quality standards of this contract conflict with the standards of the Contractor, the more superior of the two, shall prevail as determined by the COR. The Contractor’s corrective plan shall address issues such as: conference center and catering service standards, personnel training; cleaning and sanitation; equipment maintenance for coffee machines; and security. The corrective plan shall, as appropriate, identify schedules and time frames; designate responsible parties; describe performance measurement and evaluation tools; and reporting schedules. The COR will review the Contractor’s performance and quality standards and request revisions as deemed necessary to the QCP. The COR will monitor the contractor's work and performance in accordance with the Quality Assurance Surveillance Plan (QASP). The QASP shall be made final by the Contractor within thirty (30) calendar days after contract award. 3.20 Monthly Reports 3.20.1 Catering Costs - The Contractor shall provide to the COR reports of all catering costs. These costs will include the cost of food and beverage, decorations, labor, paper; linens, and labor. The report shall include: Individual report per function; Report of pantry materials and consumable supplies; and Monthly summary report of all functions. The Contractor shall submit such report to the COR within fifteen (15) calendar days after the end of the month. 3.20.2 Vending Commission Report - The Contractor shall furnish the COR with a monthly vending commission report by product and floor within fifteen (15) calendar days after the end of the month. 3.21 Deliverables The following table summarizes the deliverables that shall be submitted in the performance of this contract: Deliverable Deliverable Due Date Quality Control Plan (QCP) The Contractor shall deliver within thirty (30) calendar days after contract award Quality Assurance Surveillance Plan (QASP) The Contractor shall finalize within thirty (30) calendar days after contract award Inventory of Paper Stock Report The Contractor shall deliver within fifteen (15) calendar days after the end of the month Catering Costs Report The Contractor shall deliver within fifteen (15) calendar days after the end of the month Vending Commission Report The Contractor shall deliver within fifteen (15) calendar days after the end of the month Each report submitted by the Contractor shall have a cover sheet containing the following information: Title of Report Report Number or Type Period covered by the report Contract Number Name and address of the Contractor Name of the COR 3.22 Government Inspection/Acceptance Period 3.22.1 Government inspection and acceptance is in accordance with FAR 52.212-4(a). 3.22.2 All work and services shall be subject to review by the Government. During performance of the work hereunder, the COR and the Contractor shall jointly review the progress of the services. The review will include discussion of any problems encountered and possible solutions to each problem. Recurring problems will be documented by the COR and forwarded to the CO. PROVISIONS ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES - (NOV 2021) FAR 52.212-1 Instructions to Offerors Commercial Products and Commercial Services is replaced in its entirety by this addenda. The quoter shall examine and follow all instructions. Failure to comply with the instructions in any way may result in a determination that the quotation will not be evaluated by the OCC. This determination will be made at the sole discretion of the Contracting Officer. All materials submitted should be directly pertinent to the requirements of this Request for Quotation (RFQ). Extraneous narrative, elaborate brochures, uninformative "Public Relations" material shall not be submitted. In responding to this RFQ, it is the quoter’s responsibility to provide current, complete and accurate information in its quotation. If in reviewing the quotation the Government identifies or otherwise learns that the provided quotation information is not accurate or misrepresents the quoter’s status or capabilities, that information may be used by the Contracting Officer as part of the quoters’s responsibility determination and could result in the quoter not being eligible for award. Quotations that fail to address all RFQ requirements may be considered deficient or unacceptable and may be excluded from further evaluation. Quoters shall submit their quote in two separate volumes. Volume I: The Quoter shall ensure that the following items and information are submitted with their quotation: 1. Cover Letter (Not to exceed 2 pages) : The cover letter shall provide a brief overview of the company and include at a minimum the contactor Point of Contact (POC) information (i.e., name, title, telephone number, and electronic mail address), and Unique Entity Identification (UEI) number. 2. Using the Attachment 3 Pricing Sheet to this solicitation, The Quoters shall fill out Attachment 3, Pricing Sheet to propose the 1) unit price and extended price for all FFP CLINs, 2) the rates by year for those labor categories identified for the LH NTE CLINs (please ensure compliance with the attached Wage Determinations), and 3) the total proposed price for all years including options. Please note that the two (2) not-to-exceed CLINs have pre-populated values; these NTE values shall not be altered . Quoters are highly encouraged to offer their best pricing quote in their initial submissions. 3. VPAT (Attachment 1) : Quoters are responsible for providing accurate and verifiable documentation that indicates the accessibility of each commercially available product or service being recommended as part of an Electronic and Information Technology (EIT) system, solution or potential/actual OCC acquisition. Quoters shall provide detailed information on how they meet the standard(s), which provisions they meet, and why certain standards/provisions are not applicable. 4. Complete the following Provision Attestations: FAR 52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services: The Quoter shall complete only paragraph (b) of this provision if the Quoter has completed the annual representations and certification electronically in the System for Award Management (SAM) accessed through https://www.sam.gov. If the Quoter has not completed the annual representations and certifications electronically, the Quoter shall complete only paragraphs (c) through (v) of this provision. FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment , if applicable—See FAR 52.212-3. FAR 52.209-11 Representation by Corporations Regarding Delinquent Tax Liability or a Felony Conviction under any Federal Law FAR 52.222-22 Previous Contracts and Compliance Reports OCC 1052.239-8001 Information and Communication Technology (ICT) Accessibility Volume II . Quotations must be prepared in accordance with the instructions in this Part. Failure to substantially comply with these instructions, in either format or content, may result in the quote being excluded from review. The maximum page limit for Volume II shall not exceed 10 pages. Factor 1 - Corporate Experience - Quoters shall demonstrate their technical capability through their corporate experience. Quoters shall provide up to three (3) recent (performed within the past three years) examples of experience that demonstrate experience providing similar services for other federal agencies or non-government corporations as described in the PWS. Describe the work performed and how it relates to providing Catering and Conference Room Services to the OCC. Failure to articulate how the experience examples correlate to the work to be performed in the PWS may result in an unfavorable evaluation. Each example must include the following: Contract Number, dollar value of the contract, period of performance, contract tier (prime or sub), and relevant scope. Factor 2 - Past Performance - Quoters shall submit a minimum of two past performance contract references performed by the offeror within the last three years immediately preceding the due date of this solicitation. Each past performance contract reference must have a period of performance of at least one continuous year (exercised options against the same contract do not count as a separate reference). The quoter must have been the prime contractor for the reference. Past performance contract references shall include at a minimum: contract number, contractor name, government agency name, government agency point of contact, a description of the work performed (no more than one paragraph), a statement of how the offeror’s work relates to the work required by this solicitation, total contract price including all options, and the most recent CPARS rating report associated with the past performance reference contract. Past performance evaluation forms that are agency/contract-specific may be submitted in lieu of the required CPARS rating report for instances in which the rating government agency is not utilizing CPARS for contractor performance rating documentation. For each reference, the Offeror shall use the Past Performance Questionnaire (Attachment 2). The completed forms shall be emailed directly by the reference to Thomas Martin at [email protected] and Karen A. Green at [email protected]. The forms are due by the specified deadline for the submitting quotations in response to this RFQ. The OCC reserves the right to contact other entities not specifically identified by the Offeror in its quotation or use other sources of information (such as published articles) and past performance databases to obtain past performance information. Factor 3 - Key Personnel - The resumé for proposed key personnel shall demonstrate relevant experience on jobs of similar scope, size and complexity of the PWS. The resumé shall include the following content: • Employment history: Position description or labor category and duration of assignment, including month and year Major customer(s) and program(s) served on the assignment • The resumés are limited to two (2) pages. Factor 4 – Subcontracting Plan - (Not applicable to small business concerns.) Offerors shall submit a small business subcontracting plan as part of their quotes in accordance with FAR 19.704 Subcontracting plan requirements. The small business plan submitted must expound on how the offeror plans to meet the following subcontracting goal: at least 15% of the total value of the proposed contract to be subcontracted to small businesses. (End of Addenda) 52.212-2 EVALUATION-COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021) (a) This solicitation uses FAR 13.5 and 12.6 procedures. The Government intends to award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The Government does not intend to conduct discussions with quoters but may do so if the Government determines they are needed. All non-price factors are listed in descending order of importance. The following factors shall be used to evaluate quotes. When all of the non-price factors are combined, they are more important than price: Factor 1: Corporate Experience - Quoters will be evaluated on the extent to which their quote demonstrates how the Quoter’s experience is relevant to the PWS requirements. The quote will be evaluated for demonstrated experience to determine the likelihood that an Quoter can successfully perform the contract requirements. Factor 2: Past Performance – The Government will evaluate each Quoter’s past performance based on how well the Quoter has satisfied customers and their requirements under previous contracts. Past Performance measures how well an Quoter performed. In the case of an Quoter for whom information on past performance is not available or not relevant, the Quoter will receive a “Neutral” rating. Past performance will be considered relevant based on the project’s recency, and relevancy. Recency shall simply be defined as a contract with a period of performance of at least one year and that began and ended within the last three years prior to the due date of this solicitation. Relevancy as it pertains to the referenced contracts shall be defined as work that is substantially similar in duration, scope, and estimated value to the work in this solicitation. Factor 3: Key Personnel. The Government will evaluate the depth and breadth of the proposed key personnel’s certifications, skills and experience on projects similar to OCC requirements in scope, size, and complexity. To be rated acceptable, key personnel must demonstrate that they meet the requirements of the solicitation. If the key personnel is rated as unacceptable, the quote will be determined ineligible for award. Factor 4: Subcontracting Plan . The plan submitted in accordance with FAR Part 52.212-9 (Small Business Subcontracting Plan) as part of the quote will be evaluated as either acceptable or unacceptable (or neutral if a small business concern). To be rated acceptable, the small business plan must clearly state how the offeror plans to meet the small business subcontracting goals listed in this solicitation’s addendum to 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services. If the subcontracting plan is rated as unacceptable, the quote will be determined ineligible for award. Factor 5: Price –The price will be evaluated to determine whether it is fair and reasonable. The total evaluated price will be the sum of the base, four options, and the option to extend services up to six months (52.217-8). For evaluation purposes, FAR 52.217-8 will be evaluated by dividing the price of Option Year Four in half. The OCC will determine whether the price, inclusive of all options (including options available under FAR 52.217-8), in combination with the other evaluation factors specified in the solicitation, represents the best value to the OCC. Rates proposed for the labor hour NTE CLINs will be evaluated to determine fair and reasonableness. (b) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful quoter within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of provision) ATTACHMENTS: 1-Voluntary Product Assessment Template (VPAT) 2-Past Performance Questionnaire 3-Pricing Sheet 4-Wage Determination 5-Non-Disclosure Agreement 6 - Clauses 7-Provisional Clauses