CJIS Campus Cafeteria Food Service

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the solicitation for cafeteria services at the FBI's Criminal Justice Information Services (CJIS) facility.

• Personnel Population: The majority of staff are on campus, with limited telework. Staffing declines after 5 p.m. and on weekends, but personnel remain on site.
• Daily Headcount: Specific average weekday headcount data for CJIS Main and BTC facilities by time period is provided.
• Sales Data: Historical sales data by category and by location is unavailable. Weekend entry data is also unavailable.
• Low Demand Periods: Holidays can lead to low occupancy. The facility is not typically closed except by Presidential Executive Order.
• Service Reductions: No regular or seasonal reductions in hours or service levels occur unless the facility is closed.
• Demographics: Staff age distribution is 19-65+, with 47% under 45. Salary ranges are provided.
• Mandatory Hours: Minimum operating hours for hot food and coffee are as defined in the solicitation; no additional mandatory hours are prescribed beyond specified service windows and grab-and-go coverage.
• Alternative Service Patterns: The Government is open to evaluating alternative service patterns during contract performance based on actual demand.
• Hot Food/Grab-and-Go: During the 8:00 p.m. - 6:00 a.m. period, high-quality grab-and-go with access to microwaves is expected, not necessarily hot food service.
• Peak Service: Current peak lunch service (10:45 a.m. - 2:00 p.m.) includes entrees, grill, full-service deli, salad bar, and other options. Dinner service hours will be added under the new contract.
• Sales Tax: State sales taxes apply to eligible purchases and are added at the point of sale.
• Fees/Commissions: No mandatory fees, commissions, revenue shares, or rent charges are due beyond RFP obligations.
• Contract Structure: The FBI has not considered alternative commercial structures; proposals must strictly follow the no-cost, full P&L risk model.
• Vending Prices: Cafeteria prices for comparable items must not be priced lower than vending machine prices. Vending product lists and prices will not be released during the solicitation phase but will be provided upon award.
• Price Adjustments: Vendors must submit all price changes in writing for approval and post them in the cafeteria.
• Transition Period: A 30-day transition period is incorporated into the schedule.
• Vending Relationship: Vending and cafeteria services are separate entities. Vending services can be in the cafeteria, but prices cannot be lower than existing vending machines.
• Coffee Equipment: Starbucks equipment is FBI-owned; other coffee pots/machines belong to the vendor.
• Staffing: Staffing decisions are at the contractor's discretion, provided performance requirements are met.
• Transition: There will be a transition period.
• Coffee Brands: Contractor-developed coffee concepts are acceptable if they meet quality and variety expectations.

These clarifications provide specific details on staffing, operational hours, pricing, sales data, and contract structure, which will directly impact bidder proposals and operational planning. Key areas include the no-cost P&L model, vending price alignment, and the expectation for grab-and-go services during off-peak hours.

Solicitation / RFP / RFQ

This Request for Proposal (RFP) seeks to award a no-cost contract for cafeteria and food services at the Federal Bureau of Investigation (FBI) Criminal Justice Information Services (CJIS) Division campus in Clarksburg, West Virginia. The contract will have a twelve-month base period and four one-year option periods. The contractor will operate and manage the cafeteria facilities, providing freshly prepared food, grab-and-go items, and non-alcoholic beverages. No direct payment will be made by the Government to the Contractor; operation is at the Contractor's own profit and risk.

• Operate and manage cafeteria facilities in the CJIS Main Building and the Biometric Technology Center Building (BTC).

• Provide "cafeteria style" food service, including a full-service coffee bar in each location.

• Offer a diverse menu with nutritious options, including hot and cold items, and cater to special dietary needs.

• Menus must be reviewed and approved by a registered dietitian or nutritionist.

• Provide catering services for special functions as requested.

• Maintain clean and sanitary food preparation and serving areas in accordance with FDA Food Code and local regulations.

• Comply with the Randolph-Sheppard Act, prioritizing blind persons licensed by a State Licensing Agency.

• Utilize USDA's BioPreferred Program for cleaning agents and supplies.

• Contract Type: Zero Cost Contract

• Period of Performance: Twelve-month base period, with four one-year option periods.

• Base Period Start: Anticipated no later than July 31, 2026.

• Option Periods:

  • Year 1: July 31, 2027 - July 30, 2028
  • Year 2: July 31, 2028 - July 30, 2029
  • Year 3: July 31, 2029 - July 30, 2030
  • Year 4: July 31, 2030 - July 30, 2031

• Proposals are due electronically by 10:00 a.m. ET on January 26, 2026.

• Award will be made using a best value, tradeoff source selection methodology.

• Evaluation factors in descending order of importance: Technical Approach, Management Approach, Past Performance, and Price.

• A Site Visit is planned for December 15, 2025.

• Questions regarding the RFP are due by December 29, 2025.

• NAICS Code: 722310, Food Services

• Small business size standard: $41.50 million.

• The contract prioritizes blind persons licensed by a State Licensing Agency.

• The FBI CJIS Division campus serves approximately 3,700 personnel.

• The campus is not open to the public due to security considerations.

• Offerors must comply with all security requirements for access to FBI facilities.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet template for the Key Management Personnel List (KMPL). It is intended for prime contractors to list their key personnel involved in the opportunity.

• Fields include:
  • Prime Contractor Company Name
  • Last Name, First Name, Middle Name of personnel
  • Position Title
  • Social Security Number
  • Date of Birth
  • Place of Birth
  • Citizenship Status
  • Comments
• A field for 'Date Submitted' is also included.

Bidders must complete and submit this form as part of their proposal, detailing the key management personnel they intend to assign to this contract. This information is likely used by the government to assess the contractor's team capabilities and qualifications.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet template provided for bidders to enter pricing information for various food and beverage items. It serves as a standardized format for submitting cost proposals related to menu items.

• The spreadsheet contains a list of food and beverage items, including categories like coffee, juices, fountain drinks, breakfast items, sandwiches, burgers, entrees, salads, soups, and desserts.
• Columns are provided for 'Food Items', 'Serving Size', and 'Price Per Item'.
• Bidders are instructed to fill in the 'Price Per Item' column for each listed item.
• Some items have specific serving sizes or units (e.g., 'oz', 'each', 'slice', 'serving').
• The template includes sections for 'Entrée Bar' and 'Salad Bar' with a 'price/oz' designation, indicating pricing should be based on weight.

This template is crucial for bidders to accurately and completely provide their pricing for the opportunity. It ensures consistency in how costs are presented, facilitating the government's evaluation of proposals. Bidders must carefully review the item list and serving sizes to ensure their pricing reflects the required specifications.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and fringe benefits required for various occupations under the Service Contract Act (SCA) for contracts performed in West Virginia.

• Wage Determination Number: 2015-4353, Revision No. 29, dated 07/08/2025.
• Applicable Orders: Executive Order 14026 (effective Jan 30, 2022) and Executive Order 13658 (effective Jan 1, 2015 - Jan 29, 2022).
• Minimum Wage Rates: Lists specific hourly wage rates for numerous occupations, categorized by occupation code and title. For example, Accounting Clerk I is $18.56, General Clerk I is $15.85***, and various technician roles have higher rates.
• Fringe Benefits: All listed occupations receive specific fringe benefits, detailed separately.
• Executive Order Minimum Wage: The applicable Executive Order minimum wage rate will be adjusted annually. For EO 14026, the rate is $17.75 per hour (or higher listed rate). For EO 13658, the rate is $13.30 per hour (or higher listed rate).
• Paid Sick Leave: Federal contractors subject to SCA are required to provide paid sick leave under EO 13706 (1 hour per 30 hours worked, up to 56 hours annually).
• Vacation and Holidays: Specifies paid vacation (2 weeks after 1 year, 3 weeks after 8 years, 4 weeks after 15 years) and a minimum of eleven paid holidays per year.
• Hazardous Pay Differential: An 8% differential for ordnance/explosives work and a 4% differential for lower-hazard ordnance work.
• Uniform Allowance: Requirements for furnishing and maintaining uniforms, including reimbursement rates.
• Conformance Process: Outlines the process for classifying and determining wage rates for occupations not listed in the determination.

This document is critical for bidders responding to solicitations that fall under the Service Contract Act. It dictates the minimum labor costs (wages and fringe benefits) that must be factored into proposals for covered contracts. Bidders must ensure their proposed wages and benefits meet or exceed these requirements for all listed occupations to be compliant. Failure to adhere to these wage determinations can lead to contract violations.

Form / Attachment / Pricing Sheet

This document is a template for a Key Personnel Resume, intended to be completed by offerors as part of their proposal submission. It outlines the required format for presenting information about key individuals proposed for the opportunity.

• Position: The role the key personnel will fill.
• Offeror: The name of the bidding company.
• Name: The name of the key personnel.
• Summary of Qualifications: A brief overview of the individual's expertise.
• Education / Certification / Training: Details of academic achievements and professional development.
• Professional Experience: A structured format to list past employment, including company, position, dates, and a description of work performed.

Bidders must use this template to detail the qualifications and experience of their proposed key personnel. Accurate and complete submissions in this format are crucial for demonstrating the team's capability to meet the opportunity's requirements and will likely be a factor in proposal evaluation.

Form / Attachment / Pricing Sheet

This document is the "Acquisition Risk Questionnaire (ARQ)" and is intended to gather information from potential bidders regarding foreign ownership, control, or influence within their organizations. This information is crucial for assessing potential risks associated with foreign involvement in the acquisition.

The questionnaire consists of 10 questions covering various aspects of potential foreign influence, including:

• Foreign ownership percentages (5% or more).
• Indirect ownership or control by foreign entities.
• Non-U.S. citizens in key organizational positions (officers, board members, senior management).
• Ability of foreign persons/entities to influence organizational decisions.
• Contractual agreements with foreign interests.
• Indebtedness or liabilities to foreign interests.
• Income derived from foreign sources.
• Undisclosed beneficial ownership of securities.
• Dual positions held by key personnel with foreign interests.
• Other factors indicating potential foreign influence.

Bidders are required to provide detailed responses, including names, addresses, percentages of ownership, countries of origin, and explanations of control or influence where applicable.

Completion of this questionnaire is a mandatory step for bidders. The responses will be used to evaluate the bidder's organization for potential foreign influence or control, which may impact eligibility or risk assessment for the opportunity. Failure to provide complete and accurate information may affect the bid.

Form / Attachment / Pricing Sheet

This document is Standard Form 33 (Rev. 12/2022), "Solicitation, Offer, and Award." It is used by the government to solicit offers, for offerors to submit their bids or proposals, and for the government to make an award.

• Solicitation Section: Contains details about the solicitation, including contract number, solicitation number, type of solicitation, date issued, and issuing agency.
• Offer Section: This section is to be completed by the offeror and includes fields for supplies or services, prices/costs, delivery information, and representations.
• Award Section: To be completed by the government upon award, this section includes the award date, amount, and contracting officer's details.
• Table of Contents: Outlines the structure of the solicitation, including the schedule, contract clauses, attachments, representations, instructions, and evaluation factors.

Bidders must carefully review and complete the "Offer" section of this form accurately. It is the primary document for submitting a bid or proposal in response to a solicitation. Understanding the requirements and evaluation factors outlined in the Table of Contents is crucial for preparing a compliant and competitive offer.

Form / Attachment / Pricing Sheet

This document is a Customer Satisfaction Questionnaire for Cafeteria Services, intended to gather feedback on a potential FBI contractor's past performance. Offerors are required to fill out the initial section, and the customer will complete the remainder.

• Offeror Information: Requires the Offeror's Name, Contract Title and Number, Name of Person Contacted, Company/Organization, Position, and Contract Size and Scope.
• Customer Feedback: Asks the customer to describe services provided, types of cafeteria services, types of contracts used, other services used, and satisfaction on a Pass/Fail/N/A basis for specific performance areas (equipment maintenance, licenses/permits, operating hours, personnel, menu variety/pricing, cleanliness, transition plan). It also requests illustrative examples for ratings and asks about satisfaction with products, services, operational availability, and willingness to recommend.
• Submission: Completed questionnaires should be emailed to Logan Swiger at lswiger2@fbi.gov with the subject line 'Cafeteria Services Customer Satisfaction Questionnaire'.

This questionnaire is crucial for bidders as it outlines the specific performance criteria and customer satisfaction metrics that the FBI will use to evaluate past performance. Understanding these criteria will help bidders tailor their proposals and demonstrate their capabilities in meeting these expectations. The feedback collected will directly influence the assessment of a potential contractor's suitability for the opportunity.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet listing kitchen equipment required for the CJIS (Criminal Justice Information Services) facility. It details specific items, quantities, manufacturers, and model numbers.

• Equipment Categories: The spreadsheet is divided into "BTC Kitchen Equipment" and "CJIS Main Kitchen Equipment."
• Itemized List: Includes quantities, descriptions of equipment (e.g., "Mobile Hot Food Cabinet," "Undercounter Dishwasher," "Walk-in Freezer"), manufacturer names, and model numbers where available.
• Unique IDs: Each item is assigned an ID number.

This attachment provides a detailed inventory of the kitchen equipment that may be part of the overall opportunity. Bidders should review this list to understand the specific types and quantities of equipment that may need to be supplied, installed, or serviced as part of their proposal. This information is crucial for accurately estimating costs and technical capabilities required for the opportunity.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet template provided for bidders to submit questions regarding the solicitation. It is intended to standardize the format of questions submitted by potential offerors.

• The template includes columns for 'Page Number', 'Question', and 'Answer'.
• Bidders are expected to populate the 'Question' column with their inquiries.
• The 'Answer' column is intended for government responses.

This template is crucial for bidders who have questions about the opportunity. Using this standardized format ensures that questions are clearly organized and can be efficiently addressed by the government. It facilitates a structured communication process for clarifications.

Form / Attachment / Pricing Sheet

This document is Attachment J-11, a Validation Checklist for the CJIS Campus Cafeteria RFP. It outlines the requirements for proposal submission, including page limitations and specific content for each volume, to ensure bidders meet all specified criteria.

• Company Information: Requires Company Name/Identifier, CAGE, DUNS, TaxID, Business Size, and POC.
• Proposal Volumes & Page Limits:
  • Volume I – Technical: 20 pages
  • Volume II – Management: 20 pages (includes Management Plan, Transition Plan, Key Personnel Resumes - 4 pages per resume)
  • Volume III – Past Performance: 15 pages (includes Past Performance Proposal, Customer Satisfaction Questionnaire, Annual Report, Profit/Loss Statement)
  • Volume IV – Price: 15 pages (includes Price Narrative, Sample Menu Item Price Template (Attachment J1), Pricing Policy)
  • Volume V – Contract Documents: Includes SF 33, Organizational Conflict of Interest (10 pages), Acquisition Risk Questions, Key Management Personnel Listing.
• Formatting & Instructions: Specifies requirements for Table of Contents, Page Numbering, Searchable PDF, RFP #, and Volume references.
• Specific Attachments: References Attachment J1 (Sample Menu Item Price Template).
• Password Protected Allowed: For Acquisition Risk Questions and Key Management Personnel Listing.

This checklist is critical for bidders to ensure their proposal adheres to all formatting, content, and page limitation requirements for each volume. Failure to meet these requirements may result in non-compliance. It guides the structure and content of the technical, management, past performance, pricing, and contract document sections of the proposal.

Form / Attachment / Pricing Sheet

This document is a Sensitive Information Nondisclosure Agreement (FD 857a) required for individuals granted access to FBI controlled facilities. It outlines the obligations and restrictions regarding the handling and disclosure of sensitive information.

• Defines "sensitive information" broadly, including unmarked or marked information that could compromise investigations.
• Requires verification of recipient authorization before disclosing sensitive information.
• States that unauthorized disclosure may lead to termination of relationship with the FBI, criminal prosecution, and violation of U.S. laws.
• Mandates the return of all sensitive materials upon demand, discovery, or conclusion of the relationship with the FBI.
• Acknowledges consistency with various U.S. laws and executive orders related to information security and whistleblowing.
• Includes sections for signature, organization details, witness attestation, and a security debriefing acknowledgment.

Bidders may be required to sign this agreement if the opportunity involves access to FBI facilities or handling of sensitive information. It highlights the strict confidentiality requirements and potential legal ramifications of unauthorized disclosure.