IRS-WV_CAFE

Performance Work Statement (PWS)

To provide quality, reasonably priced cafeteria and vending services for the IRS-Enterprise Computing Center (ECC) in Martinsburg, WV.

• Provide breakfast and lunch services for approximately 1,000 employees.

• Offer a variety of food items, including healthy choices, with a minimum of 4 breakfast and 8 lunch selections daily.

• Operate a Salad Bar, Deli, and Specialty Bar.

• Provide a healthy Hot Lunch Entrée a minimum of four days per week.

• Offer a minimum of one quarterly promotional event to increase patronage.

• Accept cash and credit/debit cards for payment.

• May sell sundry items with COR approval.

• Deliveries accepted between 7:00 a.m. and 2:00 p.m., Monday through Friday.

• Maintain the cafeteria area to high sanitation standards, including kitchen, serving, and dining areas.

• Provide vending services, including installation, operation, and maintenance of vending machines for food, snacks, and non-alcoholic beverages in designated break rooms, operating 365/24/7.

• High level of customer satisfaction.

• Maintain cleanliness and sanitation standards.

• Provide weekly menus to COR by Wednesday for the following week.

• Submit monthly profit and loss (P/L) statements within 10 days of the end of the accounting period.

• Submit end-of-fiscal-year P/L statements by the last day of October.

• Vending sales must comply with the Randolph-Sheppard Act, donating 50% of profits to the designated organization.

• Vending machines must be stocked with adequate quantities and a wide selection of brands.

• Vending machines must be "Energy Star" rated and accept Presidential Dollar Coins.

• Repairs to vending machines must be accomplished within 24 hours of notification.

• Base Period: October 1, 2026 - September 30, 2027

• Four (4) successive 12-month option periods.

• Place of Performance: IRS-Enterprise Computing Center (ECC), Martinsburg, WV Campus, 250 Murall Drive, Kearneysville, WV 25430.

• Contractor must provide all personnel, food products, and supplies, except for specified Government Furnished Equipment (GFE).

• Contractor personnel require a Public Trust Level security clearance with Staff-Like Access.

• Key personnel include the Cafeteria Manager (culinary arts degree, Serv-Safe certification) and a designated alternate.

• All cafeteria employees must be Serv-Safe certified.

• Contractor must adhere to IRS security policies and procedures, including background investigations.

• Contractor must comply with FDA Food Code and Federal, State, and local regulations regarding sanitation and food safety.

• Contractor must pass all Federal, State, and Local food establishment inspections.

• Contractor must maintain an effective Quality Control Program (QCP).

• Contractor must adhere to the provided Occupant Emergency Plan.

• Contractor must provide photo identification badges for all employees.

• Contractor must pay wages at or above Department of Labor Wage Determination Schedule.

• Contractor must coordinate with Governmental authorities in administrative, civil, or criminal proceedings.

• Contractor must provide access to the cafeteria area and incumbent employees during contract transition periods.

Request for Information (RFI)

This RFI is issued by the Internal Revenue Service (IRS) for market research purposes to identify potential sources for Cafeteria and Vending Services at their facility located at 250 Murall Drive, Kearneysville, WV 25430. The IRS requires reliable, safe, and efficient on-site food service and vending support to maintain continuity of Government operations. This RFI is not a solicitation and does not commit the government to a contract. No funding is set aside for this requirement at this time.

The anticipated requirement, as described in a draft Performance Work Statement (PWS), includes:

• Cafeteria operations: preparing and serving breakfast and lunch, operating service lines, offering healthy options, conducting promotional events, and providing customer service.
• Patron payment and refunds: operating Point-of-Sale (POS) systems, accepting various payment methods (including contactless), and managing refunds.
• Deliveries and receiving: scheduling, securing, inspecting deliveries, and mitigating disruptions.
• Cleaning, sanitation, and waste handling: maintaining contractor-controlled areas, managing chemical controls, and handling waste streams.
• Food safety and inspections: complying with requirements, obtaining permits, and implementing corrective actions.
• Environmental, Health & Safety (EHS) and emergencies: implementing hazard communication, providing EHS plans, and managing spills/incidents.
• Vending operations: providing 24/7 service, stocking, cleaning, maintenance, and repair of vending machines.
• Reporting and financial management: providing routine and monthly reports, including P&L and sales metrics.
• Additional services: supporting special events, extended hours, or catering as authorized.

Vendors are invited to submit information describing their capabilities and relevant experience. Responses are limited to a maximum of 16 pages (including a cover page). Submissions must be in Microsoft Word or PDF format and sent via email to RYAN.M.DOLAN@IRS.GOV by 11:59 PM Eastern on March 29, 2026. The government is encouraging early submissions. Responses will be used for market research and may inform a future procurement strategy. The government will not pay for any costs associated with responding to this RFI.

Responses will be used to identify potential sources, vehicles, and set-asides for specific small business classifications. There is no funding set aside at this time.

Questions regarding the RFI are due by March 18, 2026, and will be answered and posted on SAM.gov. The government may contact vendors for further discussions. Responses are not offers and will not be returned. Not responding to this RFI does not preclude participation in any future solicitation.

Questions & Answers / Clarifications

This document contains questions from vendors and instructions for responding to a Request for Information (RFI) regarding West Virginia Cafeteria & Vending Services (IRS-WV_CAFE). The purpose is to support market research, including identifying potential vendors, contract vehicles, and set-asides. Vendors are asked to provide details on capabilities, past performance, staffing, security, and pricing.

• Corporate Capabilities & Experience: Vendors must detail experience in cafeteria and vending services within the last five years, including specific examples, operational details (customer type, facility, hours, volume), and approaches to staffing, quality control, and subcontractor use.
• Technical Approach (Cafeteria): Responses should cover end-to-end operations, meeting service hours, menu variety (including "healthy choices"), weekly menu submission, promotional events, delivery controls, and customer service/complaint handling.
• Technical Approach (Payment & Refunds): Details on POS solutions, contactless payment acceptance, PCI compliance, and refund processes are required.
• Technical Approach (Vending): Vendors need to describe their approach to 24/7/365 vending service, stocking, maintenance, repair response times, and cashless payment acceptance.
• Quality Control & Food Safety: Responses should outline the Quality Control Program (QCP), food safety compliance, and approach to inspections and corrective actions.
• Security & Facility Access: Vendors must describe their approach to performing services in controlled-access facilities, including staff onboarding, background checks, and safeguarding information.
• Staffing & Transition: A notional staffing model for both cafeteria and vending services, workforce continuity, and a phase-in approach are requested.
• Pricing & Acquisition Strategy: Vendors are asked to provide budgetary pricing information, identify cost drivers, recommend CLIN structures, suggest NAICS/PSC codes, identify existing contract vehicles, and provide business size/socioeconomic status. Feedback on the draft PWS is also requested.

This RFI is not a solicitation, but responses will inform the development of a future solicitation. Vendors are encouraged to provide detailed information to assist the government in market research and acquisition planning. Specific questions within the RFI relate to a draft Performance Work Statement (PWS), indicating that the PWS will be a key document for the eventual solicitation.