Welcome to the Johnson Space Center Food Service Program Pre-proposal Conference

September 9, 2014Gilruth Center – Longhorn Room 206

9:00 a.m.-10:30 a.m. CST

Dial-in: 1-844-467-6272  Passcode:  165803#

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Welcome and Orientation

Cynthia MacleanContracting Officer

Topic Presenter

8:30 - 9:00 Conference Registration

9:05 - 9:10 Welcome and Orientation Cindy Maclean

9:10 - 9:25 Exchange Food Service Program Peggy Wooten

9:25 - 9:40 Procurement Overview Cindy Maclean

9:40 – 9:55 Labor Relations Suzan Thomas

9:55 - 10:05 Safety and Health Programs Connie Pritchard

10:05 - 10:15 Security Wayne Sings

10:15 - 10:30 Q&A

10:30 – 10:45 Break

10:50 – 12:10 Site tours

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Agenda

Restrooms can be found down the hall to the left.

Fire exits are at the front entrance downstairs to the right of this room. If this exit is blocked follow the exit signs to the left of this room.

In the event of a fire, you must move at least 75 ft away from the building.

We are using a speaker phone for remote attendees, so please try to keep side conversations and other sounds to a minimum.

There is to be no recording of the pre-proposal conference.

Safety and Administrative Information

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These slides are not to be interpreted as a comprehensive description of the requirements in the Request for Proposal (RFP).

To the extent there are any inconsistencies between this briefing and the RFP, the RFP will govern.

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Disclaimer

Pre-proposal Conference Orientation

The purpose of this Preproposal Conference is to help industry understand the Government’s requirements.

Questions:– Verbal questions will not be entertained during the conference or

tours. However, index cards are available for written questions for both the conference and tours.

– Conference Briefing: Responses to written questions will be provided during the conference Q&A session.

– Site Tours: Responses to written questions will be answered in writing and posted to the JSC FSP procurement website

– Official responses to written questions received by the Contracting Officer will be posted to the JSC FSP procurement website.

– The deadline for submitting questions regarding this procurement and the RFP is September 16, 2014.

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Background• JSC Exchange is a non-appropriated funded instrumentality (NAFI)

Not subject to the Federal Acquisition Regulations

• Operates for the benefit of NASA employees and contractor employees Quality of life program that directly supports the mission of JSC by

providing a variety of support activities and employee services

Contracting OfficerCynthia Maclean cynthia.w.maclean@nasa.gov281-244-5903

JSC Food Service Procurement Web Site at http://procurement.jsc.nasa.gov/jscfsp/.

Background and Points of Contact

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Exchange Food Service Program (FSP)Rob Banfield, JSC Exchange Manager

Peggy Wooten, Source Evaluation Committee

General Objectives Provide food services that contribute workforce

morale, well being and performance. Increase frequency of usage to increase revenue and

resulting commission.

B. 11 Exchange Project Reduce food service related energy consumption in

B.11 cafeteria and eventually reduce the footprint of the food service area.• The Exchange is researching ways to increase traffic in building 11

by offering non-food related services that will complement food service.

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Exchange FSP

Center Meal Services: Offer an appealing selection and value pricing consistent

with current food service trends and local food establishments.• Offer fresh, well-prepared and appealing food that provides wide variety

to customers including vegetarian, vegan, organic, healthy, light eater and those with dietary restrictions requiring low-fat, low sugar, low calorie and low sodium choices.

Introduce innovative methods in keeping with the best industry standards of service, products, and delivery approaches such as the inclusion of local brand offerings, food courts, micro markets, portable food carts, and food trucks.• Utilize effective alternatives to current cafeteria style dining

Exchange FSP cont.

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11

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A

C

B

D

400 area

Gilruth Center

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200 area

Cafe Ave daily usage (people)

Bldg. 3 830

B. 11 360

B. 1 60

Section Occupied/Capacity

Bldg. 1 500 /741

Section A 1124 / 2372

Section B 1835 / 2446

Section C 1940/ 2539

Section D 876 / 938

200s 220

400s 330

Catering (Non-exclusive) FSP Contractor will be an approved vendor providing catering services

(non-exclusively) on-site at JSC, the Gilruth Center, Ellington Field and Sonny Carter Training Facility for the NASA JSC workforce (both civil servant and contractor) and approved public events.

Offer catering options for events of all types.

Provide a catering menu including all levels of food selections from "no-frills" to top of the line (including beer & wine service at the Gilruth Center).

Offer clients service options such as buffet, plated, or boxed meals and a choice of disposable or formal table settings (e.g., china, flatware, glasses, etc.).

No Commission.

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Exchange FSP cont.

Vending Over 150 vending machines

onsite Variety, freshness, availability

are critical to workforce Machines in key buildings

serve mission operations

Exchange FSP cont.

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Overview of RFPNNJ14ZBR002R

Cindy MacleanContracting Officer

Current Contractor: Sodexo • Type of Contract: Commission Based

The RFP and amendments take precedence over this conference.

Competition: Full and Open; NAICS Code 722310 and Size Standard $35.5M, Commission Based

Period of Performance (potential 10 years): • Base - Period of Performance: 2/2/2015 - 2/1/2018• Option 1 - Period of Performance: 2/2/2018 - 2/1/2021• Option 2 - Period of Performance: 2/2/2021 - 2/1/2023• Option 3 - Period of Performance: 2/2/2023 - 2/1/2025

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General Information

Procurement Schedule

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RFP Comments Due 09/16/14

Past Performance requested

09/18/14

Complete proposals due 09/25/14

Anticipated contract award 12/18/14

Contract start 02/02/15

The Exchange’s preference is to award without discussions, however, the Exchange reserves the right to conduct discussions with those Offerors who have made it to competitive range

If discussions are held, the Offeror will:• have the opportunity to correct weaknesses and;

• be requested to resubmit the SF1449 with Final Proposal Revisions (FPR) which will include clearly marked changes

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Discussions

Important information is contained in the SF1449 and numerous clauses and provisions that have been incorporated, via full text and/or referenced text, throughout the document

Clauses incorporated by reference have the same force and effect as if they were included in their full text

Section 4 includes documents and other attachments

For example, Statement of Work (SOW); Wage Determination Data; and the following DRD’s: Safety and Health Plan, IT Security Management Plan, Notification of Potential Labor Dispute and Contingency Strike Plan and Financial and Performance Reports.

All DRD’s other than Financial and Performance Reports are due during Phase-In and before Contract Start. Financial and Performance Reports are due after award.

Clauses and Provisions

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Volume I – Approach Volume II—Past Performance Volume III—Financial Considerations

• SF1449 (fill in offeror information, sign and date)• Section 2.A.4, Key Personnel• Section 2.A.19, fill in the proposed hazardous materials.• Attachment 4.2, Commissions and Capital Investment• Section 7, Clause 7.1 Offeror Representations and

Certifications

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Proposal Outline

Section 5, Proposal Arrangement, Page Guidelines, Copies, and Due Date: 

• Instructions for proposal arrangement, page guidance, copies and the due date are specified in Section 5, beginning with clause 5.11.1.

• Offerors shall submit their proposals in accordance with those instructions.

Proposal information must be provided in the correct volume.

Proposal Formatting

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Factor 1: Approach• Management and Staffing:• Food Service Plan• Safety, Health, and Environmental• Phase-In Plan• Labor Relations Plan

Factor 2: Past Performance Factor 3 Financial Considerations

Section 5 and 6 Evaluation Factors

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Past performance and Approach when combined are significantly more important than Financial Considerations.

Past performance and Approach are approximately equal.

According to Factor 1, Approach, B. 1. Meal Service, the Offeror shall describe in detail its proposed concepts, plans, operation and financial investment of the company it will make to meet the requirements of Section 4, Attachment 4.2.

The Offeror shall describe how they will use the space and all Government-owned equipment in the existing cafeterias to enhance any proposed concepts or plans, including a discussion on how new Offeror décor and equipment will be incorporated.

Capital Investment

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Attachment 4.5 - Installation Accountable Government Property

• Listing of Government property being provided for use in support of this contact onsite. Includes Gilruth property to be used to provide catering.

• Exchange will retain accountability for this property

Attachment 4.10 – JSC Exchange property• This Property is furnished in an "as-is, where is" condition.

Contractor will be responsible for repairs of any equipment they use. The Contractor shall have title to all replacement property.

 

Property Related Items

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NOTE TO PROSPECTIVE OFFERORS

Prospective Offerors are reminded not to contact incumbent personnel (either directly or through electronic means) during duty hours or at their place of employment, as such contacts are disruptive to the performance of the current contract.

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Special Considerations

JSC FSP Online Technical Library

Access to the Online Technical Library from the JSC FSP procurement portal• http://procurement.jsc.nasa.gov/jscfsp/• Please have your Facilities Security Officer (FSO) provide the

information requested on the website to the Contacting Officer to obtain a Password and ID.

What it is:• Contains vending information, sample cafeteria menus, JSC site

plan and current operating hours

• Any updates will be announced on the JSC FSP procurement portal.

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And finally.... Tips for Timeliness

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For your proposal to be considered timely, your package must be delivered to Building 420 at JSC (Houston, TX) by the due date and time stated in the RFP.

Review all proposal delivery instructions with your courier to stress the importance of timeliness and the proper location of delivery.

• Shipping and Receiving will give your courier a receipt of delivery.

When delivering a proposal in person, remember to deliver the proposal through Gate 4, and not through the Central JSC Gate 1.

• Directions to Gate 4 are in the proposal instructions.

Allot at least 48 hours to over-night a proposal through a mail carrier.

• A commercial/government mail carrier may have a mechanical breakdown or otherwise fail to deliver in a timely manner.

Review the proposal instructions, coordinate with the Contracting Officer in advance of the delivery, and ask questions if any instructions are not clear.

Review Section 5, Instructions to Offerors – Commercial Items Check the website for any amendments to the RFP that have been posted and

acknowledge receipt of all amendments in your offer.

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Labor Relations Guidelines for Responding to Labor Relations

Requirements in the Request for Proposal (RFP)

The following WD is applicable to this contract, and is attached to Section 4 of the RFP and resultant contract.• WD 05-2515 (Rev.-16)

The WD applies to all non-exempt labor categories that are proposed by the offeror and set forth the minimum wages and fringe benefits for these categories.

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Wage Determinations (WD)

The following CBA is applicable to this contract, and is attached to Section 5 of the RFP and resultant contract:• Agreement between SDH Services East, LLC, a Subsidiary of

Sodexho, Inc. at Johnson Space Center – JSC Cafeterias’ Operations and Southwest Regional Joint Board Workers United, dated January 1, 2014.

The contractor must pay wages and fringe benefits at least equal to those contained in this CBA for the first contract year.• The terms and conditions of this CBA are not applicable to this

contract. If a non-exempt labor category is not covered by the CBA, then the

minimum wages and fringe benefits are stated in the WD.

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Collective Bargaining Agreement (CBA)

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Safety & Health Programs Guidelines for responding to Safety Requirements in

the JSC Exchange FSP Request for Proposal

Connie PritchardSafety and Test Operations Division

Overview of the NASA Safety Program

NASA safety objective is to avoid loss of life, personal injury and illness, property loss or damage, or environmental harm resulting from any of its activities and to ensure safe and healthy conditions for persons working at or visiting NASA facilities

NASA shall comply with all applicable regulations• NASA Safety & Health Requirements• Requirements of those Federal agencies with regulatory authority

over NASA such as OSHA, EPA, and DoT

NASA requires every employee to report workplace hazards• NASA ensures that there is no reprisal to personnel for reporting

unsafe or unhealthy conditions

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Overview of the NASA Safety Program

The NASA Safety Policy stresses individual responsibility of each employee for their own safety and that of their co-workers. Risk within the work environment must be managed to control hazards and we strive to continuously improve workplace conditions

OSHA has recognized JSC as a leader in health and safety by awarding the “STAR” designation level of achievement in the Voluntary Protection Program (VPP)

As a VPP STAR, JSC is recognized as having a comprehensive and successful safety and health program, is below the national average for the industry in injury/illness rates, has demonstrated good faith in working with OSHA, and serves as a safety & health mentor

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What would be expected of you at JSC

All contractors performing work at JSC shall comply with all applicable safety and health regulations

Every major onsite contractor shall have a designated safety official and shall conform to a written safety and health plan

Safety and health approach shall follow OSHA, JSC and VPP guidelines

Failure to comply with safety and health requirements may result in one or more of the following - contract termination or exclusion from future contract awards

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The Safety & Health Deliverables Submission of detailed safety and health past

performance data is required as part of the proposal include

• Statement regarding past OSHA and EPA citations and corrective actions taken to prevent recurrence.

• Records of OSHA recordable injuries (OSHA 300 & 300A logs &calculated frequency rates).

• Insurance carrier information – Experience Modifier Rate (EMR).

Submission of safety and health plan is required after contract award

• Plan shall be approved prior to contract performance.• Safety & Health Plan shall be tailored to the JSC-FSP services and

includes a detailed discussion of the policies, procedures, and techniques that will be used to ensure the safety and occupational health of your employees and to ensure safe working conditions throughout the performance of the contract.

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A Successful Safety Program Model

Based on 4 Basic VPP elements defined by OSHA

Worksite Analysis Hazard Preventionand Control

Management Leadership Employee Involvement

Safety and HealthTraining

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Recommendations

Pay special attention to the miscellaneous reports contained in the body of the Safety & Health Plan DRD under Other Deliverables – includes; building fire warden roster; hazardous materials inventory; roster of terminated employees; material safety data sheets; OSHA logs; program self evaluation.

Tailor your plan to what you will do on the contract

Review the requirements provided in JSC Safety and Health Handbook (JPR 1700.1) http://jschandbook.jsc.nasa.gov and describe how you will incorporate JSC requirements into your Safety & Health Program

For the good of your employees and your business, take safety seriously and proactively plan to PREVENT injuries.

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Security Briefing

Wayne SingsSecurity Specialist

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Questions and Answers

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Site Tours

10:50 – 11:20 Travel to Bldg 11Tour Bldg 11

11:20 – 11:40 Travel to Bldg 3Tour Bldg 3

11:40 – 11:50 Walk to Bldg 1Tour Bldg 1 Cafe

11:50 – 12:10 Travel to GilruthTour Gilruth

Those who have registered for the Site Tour must wear their badge• Drivers License is required to pick up badge

Buses will be located by the covered walkway at the front entrance of the Gilruth Center

For those on the tour today, please be present no later than 10:45 a.m. Buses will leave promptly at 10:50 a.m.

No verbal questions will be answered during the tours or on the buses. Questions may be submitted in writing on the forms provided or via the

email to the JSC FSP Contracting Officer via the JSC procurement website:

http://procurement.jsc.nasa.gov/jscfsp/

Answers to submitted questions will be posted on the website.

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Johnson Space Center Site Tours

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Break prior to site tours

Thank you for attending the

JSC Food Service

Pre-Proposal Conference

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Back Up Charts

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The Safety & Health Plan

Safety & Health Plan (submitted post-contract award) provisions you should expect to address on a typical JSC service contract

Management Leadership and Employee Involvement Policy, Goals and Objectives - Discuss company policies, goals and

objectives for safety and health. Describe top leadership’s level of commitment for achieving objectives

Management Leadership and Employee Participation - Discuss visible leadership actions that motivate and reinforce safety and health performance and discuss meaningful opportunities for employees to engage and support the safety and health program

Assignment of Responsibility – Discuss roles, responsibilities and accountability of safety representatives

Program Evaluation – Discuss annual evaluation of safety and health program consistent with OSHA’s VPP criteria

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The Safety & Health Plan

Worksite Analysis All contractors performing work at JSC shall comply with all applicable

safety and health regulations

Hazard Identification – Describe the methods and techniques used to systematically identify hazards

Inspections – Describe the procedures and frequency for regular inspections and who will be accountable for implementing corrective measures

Employee Reports of Hazards – Describe the methods to be used to encourage employees to report hazards and how the reports will be analyzed and resolved

Mishap Investigations – Discuss methods of response, reporting, and investigation of mishaps

Trend Analysis – Discuss approach in performing trend analysis and methods of documenting data

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The Safety & Health Plan

Hazard Prevention and Control Discuss the approach to be used for selecting controls appropriate to

the hazardous operations associated with this contract

Maintain a list of hazardous operations and processes Develop written procedures to identify safety procedures Describe methods for notification of personnel

Medical (Occupational Healthcare) Program –describe medical surveillance program, response to injuries & illnesses, case management

Disciplinary System – approach used to modify behaviors

Emergency Preparedness – methods used for emergency preparedness and contingency planning that addresses fire, explosion, weather, environmental releases or other potential emergencies

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The Safety & Health Plan

Safety and Health Training Program Description – describe your training program to

ensure safe work practices, hazard recognition and to meet all regulatory requirements

Tailor training toward specific audiences – managers, supervisors, employees (crafts, office workers, etc.)

Train for emergencies – fire drills, evacuation drills, site emergencies

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