89 Subsistence
Added: February 27, 2008
The Defense Commissary Agency is seeking qualified seafood suppliers to operate Agency Seafood Markets at Agency commissaries at NAS Jacksonville, FL; NS Mayport, FL; and MacDill AFB, FL. The Government sales estimate for each location: NAS Jacksonville, FL $452,346.16; NS Mayport, FL, $174,178.08; and MacDill AFB, FL, $405, 235.61. The NAICS code is 445220. This acquisition is subject to the Service Contract Act of 1965.
If you are interested in this opportunity, send and e-mail no later then March 13, 2008, to Ralph Kaminski @ ralph.kaminski@deca.mil with the Supplier?s name and point of contract information, indicate which seafood markets your company is interested in operating, number of employees, and average annual gross revenues. The tentative timeline for this acquisition is to issue a solicitation on March 14, 2008. Offer due date for quotation package is April 4, 2008. Award on or about April 25, 2008. Performance is to begin on May 4, 2008. Below is the contract line item information and performance work statement, which are subject to change prior to solicitation release.
CLIN 0001 Seafood Market Resale Operations - Firm Fixed Price
Supplier to operate seafood markets at Agency commissaries at NAS Jacksonville, FL; NS Mayport, FL; and MacDill AF, FL (See Performance Work Statement for details).
Seafood products ownership shall remain with the Supplier until sold (scanned) through the Agency's front-end system. Supplier is to provide a fixed percentage of savings (see Paragraph below) to DeCA patrons on each item sold through the in-store "fresh" seafood market. This percentage represents the minimum amount of savings the Supplier will provide to the patron based on the price of a like item, of like quality in the local commercial area of survey. The local commercial area survey definition is the area within a 10-mile radius from an installation's perimeter. Seafood products sold to DeCA patrons shall be from an approved source, which are found in the "Worldwide Directory of Sanitarily Approved Food Establishment for Armed Forces Procurement", or provide proof of other Federal inspections accepted by the U.S. Army Veterinary Command. The U.S. Army Veterinary Command directory is available at website http://vets.amedd.army.mil/86256F90007C2D1D/VETCOM. An award shall not be made to any Supplier that is not from an approved source.
Price is represented as a "total" fixed percentage of savings off the price offered to the commissary patron for each seafood product item, inclusive of all supplier, vendor and/or wholesaler discounts/allowances for the performance period.
Performance period begins on May 4, 2008, or later and ends on May 3, 2009. Annual extensions are possible with the agreement of both parties.
Minimum Percentage of Savings shall be quoted FOB: Destination.
Performance Work Statement
1. SCOPE OF WORK
1.1. Introduction. A military commissary is a Government facility providing resale food items and other merchandise to authorized individuals termed ?patrons?. It is a facility designed and operated similar to commercial supermarkets. The commissary?s goals are to provide a cost savings to patrons, over the cost of a same or similar product sold in current commercial markets; to provide courteous and informative assistance to patrons; to offer a variety of items in quantities that satisfy patron demands; and to make the items available to patrons in a clean, safe, and wholesome environment. Overall management and operations of a commissary is the responsibility of the Store Director at each commissary, operating within Agency policy and standards. The Store Director responds to the support requirements of patrons and military food inspections, meets with consumer groups, and acts as liaison for the Defense Commissary Agency (DeCA) at the installation level.
1.2. General. This contract is a Requirements Type Contract. For this acquisition, the Government shall describe the requirements the Supplier must meet in terms of outcome or results. The ?how? is left to the Supplier, within certain regulatory guidelines, as referenced herein. This allows the Supplier more flexibility in achieving the desired results of providing price savings and customer satisfaction while increasing sales to patrons. The Supplier shall execute its responsibilities under this contract in a manner that is consistent with the performance standards contained herein.
1.2.1. Operations. The Supplier shall furnish all personnel, supervision, fresh and frozen random weight seafood products, and other items (unless otherwise specified) necessary to operate a well-stocked seafood market resale operation, offering a variety of freshest water food items in quantities to satisfy customer demands and maximize customer satisfaction at the location(s) specified in the schedule. Commissary daily operations information is provided at website http://www.commissaries.com/locations.cfm.
1.2.2. Services and Sales. The Supplier shall provide fast, friendly, courteous services that result in high levels of customer satisfaction and increased sales.
1.2.3. Savings. The Supplier shall provide a percentage of patron savings over the costs of same or similar items offered in current comparable commercial operations within the local commuting area, as set forth in the schedule (excludes membership clubs and convenience type stores).
1.2.4. Ownership of Products. Ownership of the fresh and frozen random weight water food resale products will remain with the Supplier until scanned (or keyed, if not scannable) at a DeCA authorized Point-Of-Sale (POS) register.
1.2.5. Supplier Reimbursement. The Supplier and commissary personnel shall reconcile the seafood products sales recorded on the front-end POS scanning system on a daily basis. The daily reconciliation document is the official delivery ticket invoice (DTI). Payment will be based on a weekly rollup of the reconciliation records by the commissary. A call number will be issued for each rollup. The Defense Finance and Accounting Service (DFAS) is the Government?s paying agent for Supplier reimbursements.
1.2.5.1. Call Order Numbers. Weekly Rollup periods are agreed to between the store management and the Supplier; e.g., Sunday through Saturday, Monday through Sunday, etc. Call numbers are alpha and numeric. The first call number will start with A001 and continue in sequence through A999. When more call numbers are needed, the assignment of numbers will continue as A01A, A01B, up to A01Z, then A02A, A02B, up to A02Z, etc., through the end of the contract term. The store will assign the next sequential number, which will not start at A001. The call number will not be the same for all stores.
1.2.6. Scope Statement. Adding new water food items to the contract as the product line items may become: Discontinued, changed/replaced, seasonal, patron requested, and/or made available by the supplier, will be considered within the scope of the contract and will not require further competition.
2. PERSONNEL.
2.1. General. The Supplier shall provide an adequate number of personnel possessing the ?people skills? and the food handling skills, knowledge, training, licensing and certifications needed to satisfactorily perform all work required under this contract. The Supplier shall not employee current commissary employees without written approval from the Agency General Counsel?s Office. The Supplier shall pay wages in accordance with the Service Contract Act of 1965, as amended. The following wage determinations apply to this acquisition: NAS Jacksonville, FL - Duval, Wage Determination Number (WDN) 2005 - 2115, Revision 4, date 05/29/2007; NS Mayport, FL - Duval, WDN 2005 ? 2115, Revision 4, date, 05/29/2007; and MacDill AFB, FL - Hillsbourgh, WDN 2005 ? 2125, Revision 3, date, 09/28/2007.
2.2. Project Management. The Supplier shall provide a designated on-site manager at each location covered by this contract, who bears responsibility for the performance of all work and who has full authority to act on behalf of the Supplier on all contractual performance matters related to the daily seafood market resale operations at that location.
2.2.1. Training. The Supplier shall ensure that its contract personnel are fully trained to support the requirements of this contract, and ensure that they are qualified to perform their assigned tasks at the onset of the contract. A new employee (including rehires) shall be fully trained before beginning independent hands-on seafood market services. The Supplier shall develop and conduct a training program and schedule for all its employees that comply with the US Food and Drug Administration (FDA) Food Code. The Supplier shall maintain records of all scheduled and completed training The schedule shall include a record of the names of all current employees; the type of training performed on each employee; the date the training was performed on each employee; and the frequency dates (throughout the year) that ?refresher? training was performed on each employee. The list of trained employees shall be provided to the installation medical authorities and to the DeCA Region Food Safety & Quality Assurance Officer no later than 10 days after contract commencement, and updated annually.
2.2.2. Dress Requirements. Supplier personnel shall present a clean and well-groomed appearance at all times while performing on this contract. Supplier personnel shall wear, at all times while performing on this contract, some form of professional identification customary in industry practices that clearly displays the employee?s name and the company name, and appropriate body coverings that sufficiently protect against contamination when coming in contact with exposed seafood products.
2.3. Supplier Employee Commissary Purchases. A Supplier employee who might also be an authorized commissary patron shall make no purchases during the hours the employee is working for the supplier, except for those items purchased for immediate consumption during the employee?s lunch or break time. The employee shall be able to provide the receipt for those items until the items are consumed.
2.4. Removal of Personnel. The Supplier shall promptly remove or deny access to any supplier-personnel whose conduct is determined by the Contracting Officer or commissary management to be inconsistent with the best interests of the Government. The Supplier shall continue to perform contract services following the removal or denial of access to said personnel.
2.5. Supplier Assistance. The Supplier shall cooperate with Government authorities in any administrative, civil, or criminal proceedings, inclusive of providing documentation related to employee(s) or performance under this contract.
2.6. Operating Motor Vehicles on a Military Installation. Supplier employees operating a motor vehicle on a military installation shall comply with any and all applicable federal, state, and local laws and regulations.
3. QUALITY ASSURANCE.
3.1. General. The Supplier shall adhere to the requirements of the latest version of the FDA Food Code and local regulations regarding sanitation and food safety standards. Military Food Inspector (MFI) personnel will determine compliance with sanitary, quality, and wholesomeness requirements.
3.2. Sanitation. The Supplier shall at the end of each day, sanitize accordingly, and the next morning add a fresh supply of ice into the seafood case(s)/coffer(s).
3.2.1. Spills and Replacement. The Supplier shall, when there is visible and/or odorous evidence of contaminated, soiled, and/or bloodied spills onto ice or tray(s), replace with fresh/clean ice after tray(s) and product of affected area(s) are cleared away.
3.2.1.1. The Supplier shall periodically add a fresh/clean supply of ice as ice melts down.
4. FOOD RECALLS. In the event of a product recall by the United States Department of Agriculture (USDA), DeCA or the manufacturer, the Supplier shall immediately remove all recalled items from the seafood market and dispose of accordingly.
5. GOVERNMENT FURNISHED EQUIPMENT, MAINTENANCE AND REPAIR.
5.1. Equipment. The Government furnishes equipment to operate the seafood markets. Additionally, Supplier will be provided a telephone in the seafood market area and will also have access to a facsimile machine.
5.2. Scheduled Maintenance and Repair. The Government will maintain, repair or replace as required, all Government furnished equipment. The Government is responsible for scheduling and performing routine, preventative maintenance on all Government owned equipment.
5.2.1. Non-Scheduled Maintenance and Repair. The Supplier shall notify the Government when Government furnished equipment requires non-scheduled maintenance, repair or replacement. The Supplier shall reimburse the Government for any maintenance, repairs or replacements resulting from negligence or misuse of Government furnished equipment by Supplier employees.
5.2.2. Equipment Maintenance Log. The Supplier shall protect and maintain use of equipment at all times. Any equipment having operational and/or drainage problems should be reported to the store management immediately. Documentation of such incidents should be recorded, to include the date and time of occurrence, when reported, and when repaired on each piece of equipment. A copy of the schedule shall remain in a record file in the seafood market for the term of the contract; subject to store management, military food inspector(s), and/or Contracting Officer review.
5.3. Unsafe Temperatures. The Government will notify the Supplier immediately upon discovery of Supplier product exposure to unsafe temperatures.
5.3.1. Inspection Requests. The Supplier shall request MFI inspection of Supplier product exposed to unsafe temperatures. The Supplier shall notify commissary management when MFI inspection is requested. The Supplier shall be responsible for the proper handling and care, and/or disposal of its product.
6. SUPPLIER FURNISHED EQUIPMENT
6.1. General. Equipment furnished by the Supplier is the Supplier?s property and shall be provided at no additional cost to the Government.
6.1.1. Equipment Approval. Any proposed Supplier furnished equipment shall be evaluated and approved by the Store Director prior to installation and use. The Store Director will be responsible for initiating any changes to the Government facility that may be required to accommodate installation of approved Supplier furnished equipment.
6.2. Maintenance, Repairs, Replacement. The Supplier is responsible for all maintenance, repairs, parts, and training on Supplier furnished equipment. The Government will not be responsible in any way for loss or damages occasioned by fire, theft, ?acts of God?, accident, or otherwise to the Supplier?s materials, supplies, or equipment located on Government property, unless the Contracting Officer determines that the loss or damage is due to negligence on the part of the Government.
6.3. OSHA Requirements. Supplier furnished equipment shall comply with all applicable OSHA standards. The Government reserves the right to require the Supplier to remove from the commissary premises any Supplier furnished property that does not meet such standards; that is not being used for its intended purpose; or which the Government determines may cause damage or destruction to commissary customers, personnel, facilities, or property.
7. SEAFOOD MARKET SUPPLIES. The Government provides display trays, wrappings, disposable gloves, and other supplies necessary to operate the seafood market.
8. PRODUCT DESCRIPTIONS, PRODUCT QUALIFICATION REQUIREMENTS, CODES, PRICES AND LABELING.
8.1. General. Prior to offering products for resale through the commissary seafood market, the Supplier shall provide to commissary management written information pertaining to the key codes necessary to decipher code dates for all products requiring codes.
8.2. Product Acceptance. The Supplier shall offer for resale, products that have been inspected and approved in accordance with Federal and/or State commercial procedures. In the absence of a commercial inspection procedure, MFI procedures shall apply.
8.3. Product qualification requirements: Supplier seafood products shall be provided from approved sources listed in the ?Worldwide Directory of Sanitarily Approved Food Establishment for Armed Forces Procurement? (Website: http://vets.amedd.army.mil/86256F90007C2D1D/VETCOM) or provide proof of other Federal inspections accepted by the U.S. Army Veterinary Command. This requirement applies to partnership arrangements and subsuppliers of potential suppliers.
8.3.1. Product Pricing. The Supplier shall ensure that all item(s) descriptions, pricing and/or changes in item(s) pricing loaded into the seafood market scale(s) system shall be simultaneously provided to the Store Director for front end POS updating before product(s) displayed for resale.
8.4. Country of Origin Labeling (COOL). Pursuant to the USDA, DeCA is exempt from the Perishables Agricultural Commodities Act (PACA) licensing. As a result, provisions and requirements of COOL are not required, including the tracking and auditing requirements imposed by COOL. While it is not required, it has been a longstanding policy that the commissary operation should mirror standards seen by the consumer in the commercial marketplace. As such, fresh/frozen seafood market resale operations will identify its bulk products at point of sale as required by the USDA if COOL requirements were mandatory. Signage will be provided to the supplier as Government furnished supplies.
9. ACCURACY OF SCALES. The Supplier shall maintain current and accurate scale system product data, and shall verify and document daily the accuracy of scales using test weights. The Supplier shall not use scales that fail the accuracy test.
10. SEAFOOD MARKET KEYS. The Supplier shall manage all keys assigned to the seafood market resale operations, and shall be responsible for the security of all its seafood products.
11. MODIFICATION OF D?COR. Supplier shall acquire written approval from the Store Director prior to making any changes to the d?cor (e.g., seasonal decorations, merchandising enhancements) within the assigned perimeters of the seafood market. The Government will not reimburse the Supplier for such items or changes.
12. ENVIRONMENTAL CONTROLS. The Supplier shall not adjust heating, ventilation and air-conditioning systems controls unless specifically authorized to do so by commissary management personnel.
13. EMERGENCY PROCEDURES.
13.1 Guidance. The Supplier shall follow local commissary guidance and posted plans for emergencies such as, but not limited to, accidents, bomb and/or terrorist threats, fire and disaster evacuations, weather emergencies, and power outages.
13.2 Supplier POC(s). The Supplier shall provide a list of emergency points of contact (POCs), their telephone, cell phone and/or pager numbers to the Store Director at each commissary upon commencement of this contract. The Supplier shall keep this list current at all times during the term of the contract; any changes shall be provided to the Store Director prior to the effective date.
14. EMERGENCY MEDICAL TREATMENT. Government medical facilities, emergency vehicles, and medical personnel may be used in case of emergency care treatment. The Supplier shall reimburse the Government for any charges incurred as a result of Government provided medical treatment upon notification that payment is due.
15. CANCELLATION NOTICE.
15.1. Notice to Supplier. The Contracting Officer may provide a written notice to the Supplier, advising the Supplier of the last effective date for a shorter performance period.
15.1.1. Supplier Notice. The Supplier shall provide the Contracting Officer a minimum of 30 days notice before the effective date of a supplier-initiated notice.
15.1.2. Written Notice. The Supplier shall provide the Contracting Officer a written notice specifying the reason(s) for a shorter performance period.
16. CONTRACT TRANSITION. Upon notification of a change in suppliers, the incumbent Supplier shall:
Provide the Government and/or new Supplier access to the seafood department
Provide the new Supplier access to the incumbent Supplier?s employees
Allow for the public posting of a suitable recruitment notice within facility affected
Coordinate the removal of all supplier owned equipment, items, products with the Store Director
Coordinate a joint inventory of all Government furnished property and supplies with the Store Director
Coordinate a joint reconciliation of sales, credits, and current in-stock product with store management for final payment and closeout, and disposal of any unsold product for the proper handling and care of its product
17. APPLICABLE PUBLICATIONS AND DIRECTIVES. The Supplier shall comply with these mandatory publications and directives: US Public Health Service, Food Code, www.fda.gov; Occupational Safety and Health Administration Standards (OSHA), CFR 29 Regulations (Standards - 29 CFR), www.osha.gov/pls/oshaweb/owasrch.search_form?p_doc_type=STANDARDS&p_toc_level=0; United States Department of Labor, Employment Standards Administration, Wage and Hour Division, www.dol.gov/esa/whd/; Code of Federal Regulations 29, Chapter I, Part 4, Labor Standards for Federal Service Contracts, www.dol.gov/dol/allcfr/Title_29/Part_4/toc.htm; VETCOM Circular 40-1, Directory of Sanitarily Approved Food Establishments for the Armed Forces Procurement (or AFI 48-116), http://vets.amedd.army.mil/86256F90007C2D1D/VETCOM; DOD 5500-7-R, Joint Ethics Regulation, www.defenselink.mil; National Sanitation Foundation International, www.nsf.org/usda; DeCAD 40-3, Meat Department Operations, www.commissaries.com/inside_deca/publications/directives/directives_index.cfm; DeCA 40-5, Grocery Department Operations, www.commissaries.com/inside_deca/publications/directives/directives_index.cfm; DeCA 40-6, Front End Point of Sale Operations, www.commissaries.com/inside_deca/publications/directives/directives_index.cfm; DeCA 40-28, Specialty Departments Deli, Bakery, Seafood, Plants, Etc., www.commissaries.com/inside_deca/publications/directives/directives_index.cfm
HDEC02-08-T-0007 Defense Commissary Agency
2/27/08, 12:00 AM