Vendor Engagement Notice_Preseason_Hot Food Delivery Service.pdf

Hot Food Delivery Service Vendor Engagement Procurement & Property Services

Incident Procurement Operations

Reg: Notice of Pre-Season Hot Food Delivery Service Vendor Engagement Event

Event Date: April 28th, 2025 6 p.m. Mountain

Location: Virtual via Microsoft Teams

The United States Department of Agriculture, Forest Service will host a Pre-

Season Hot Food Delivery Service Vendor Engagement Event to inform and seek input from participants on the Hot Food Delivery Service through

Emergency Equipment Rental Agreements (EERAs).

Participants can call in to the virtual session or attend via the Microsoft Teams app or by calling into the provided phone number.

This event will be conducted to obtain information only. Be sure to read through this documents before the event to become familiar with the agency’s specifications and requirements, as they will be used during request for information.

Thank you in advance for your interest in this event.

SCOPE OF AGREEMENT

The Forest Service is conducting market research to determine industry capabilities for obtaining Hot Food Transportation Service vendor information. This is a Request for Information only and not a solicitation for award. The Forest Service understands this is a fluid situation where the landscape of availability is constantly changing. The primary purpose of this announcement is to identify potential sources, product

Forest Service

U.S. DEPARTMENT OF AGRICULTURE

offerings, availability and/or challenges to procuring and obtaining such items to rapidly meet emerging requirements. Therefore, to the extent practical, additional market research may be conducted prior to posting any solicitation to capture the snapshot of the availability at that specific point in time. The Forest Service urges those companies that can provide the following category of items to respond even after the initial response due date.

EQUIPMENT AND SERVICE REQUIREMENTS

Equipment shall meet all standards established by specification or incorporated by reference and shall be maintained in good repair by the Contractor. The Contractor is required to provide maintenance and problem resolution for all equipment and accessories.

Incident requirements are often unknown ahead of the need. Due to unknown variations, locations, and setups the Contractor will be required to communicate with the Incident Point of Contact to prepare and plan before mobilization begins to ensure proper supplies and equipment are available to meet the incidents requirements in regard to Hot Food Delivery Service requests.

Incident Point of Contract will be provided to the Contractor once the order is placed.

Once the Contractor has defined the incident specific Hot Food Delivery Service requirements it may be determined that the Contractor cannot meet the requirement and date time needed, if this occurs then it is the Contractor’s responsibility to notify both the Incident Point of Contact and the requesting dispatch center that they cannot meet the requirement.

If there are any changes made to original resource order/request, such as Hot Food

Delivery Service or number or Hot Food Delivery Services, contractor should be sure to get an updated resource order(s) from dispatch once Incident has requested the updates/changes. All Hot Food Delivery Service vehicles under hire will need accurate resource orders to ensure accurate payment.

HOT FOOD DELIVERY SERVICE:

• The Vendor will provide 2 personnel for duty at designated incident camps. All crew members shall be able to routinely lift objects up to 45 pounds when performing the duties required of this solicitation and work shifts no more than

16-hour days.

• The crew is required to have a unique identification that recognizes themselves and the vendor company.

• Vendor provided equipment and responsibilities:

o Self-contained and thermostatically controlled hot food holding capability with minimum holding temp of 140 degrees Fahrenheit o Six (6)hour hot holding capability minimum.

o Contractor provided disposable aluminum steam table pans.

o Contractor provided 12” x 24” x 4” heavy duty, 75 gauge, disposable aluminum steamtable pans.

o Minimum capacity 200 hot meals.

o Daily transport of breakfast and dinner o Exterior lighting at service doors (side and rear).

o Contractor provided oven mitts for hot pan transfer.

o Rodent, insect, dust and rain protection (environmental protection).

o Min of two (2) employees with ServSafe certification.

o Contractor responsible for all loading/unloading of mobile food delivery transportation.

o Contractor must meet the NWCG incident guidance for work-rest-ratio o The Government will provide coolers for cold meal items. If space is available in Transport vehicle, there will be no additional charge nor fee allowable under this agreement.

Relocation: means moving an entire Hot Food Delivery Service from one physical location to another, moving panels or doors does not constitute relocation. Incident may not request individual components to be relocated, such as an HVAC or

Generator, as those are a required component of the existing Hot Food Delivery

Service. Mileage rate will be compensated as applicable during a relocation for any miles required to travel over 1 mile.

PAYMENTS:

Time Under Hire: The time under hire for Hot Food Delivery Services shall start at the time the resource begins mobilization to the incident. The Hot Food Delivery Service shall be set up and fully operable within 12 hours of arriving at incident.

If Hot Food Delivery Service fails to meet the 12-hour requirement stated above, due to contractor delays and lack of performance, the vendor will not receive payment for time under hire until it is set up and operable. This includes any time under hire during mobilization/transport.

If Hot Food Delivery Service fails to meet the 12-hour requirement stated above, due to contractor delays and lack of performance, the vendor will still receive their mileage payment.

If multiple Hot Food Delivery Services were ordered and not all vehicles were set up and operable within the 12 hours upon arriving at the incident, due to contractor delays and lack of performance, any Hot Food Delivery Services that are set up and operable will receive time under hire payments, including mobilization time under hire.

Please see example below for clarification:

EXAMPLE: Incident has ordered 3 Hot Food Delivery Services.

Vendor arrives on incident and can only set up 1 Hot Food Delivery

Services as fully operable during that shift/day, due to contractor delays and performance issues.

Vendor will receive payment for time under hire rates as per their agreement for the 7 operable Hot Food Delivery Services, including any time under hire during mobilization/transport and current day.

However, the 2 unavailable/inoperable Hot Food Delivery Services will not begin receiving time under hire rates until they are set up and operable, all time under hire rates during mobilization/transport time of those 2 vehicles will be excluded from any future payment(s).

All mileage will still be included in payment.

The time under hire for Hot Food Delivery Services shall end at the time it is released from the incident and will include estimated travel time to return to point of hire.

Contractor must ensure Hot Food Delivery Services are taken down and removed within 24 hours of resource being released unless otherwise negotiated and documented.

If Hot Food Delivery Service is not taken down and removed within 24 hours of being released due to contractor delays and lack of performance, the vendor will not receive any future payment for time under hire. This includes any time under hire during demobilization/transport.

If Hot Food Delivery Service is not removed within 24 hours of being released due to contractor delays and lack of performance, the vendor will still receive their demobilization (mileage) payment.

In the occurrence that the incident management or division supervisor has directed the

Contractor to wait to setup due to unforeseen Incident Management circumstances or delays, the Contractor will receive the time under hire rate as long as they have the ability to meet the operable time frames required and were directed otherwise. This must be documented and approved by the incident division supervisor on a shift ticket or comparable.

RATES OF PAYMENT:

Daily Rate: Payment for a Hot Food Delivery Service will be made on the basis of calendar days (0001 - 2400). For fractional days at the beginning and ending of time under hire, payment will be based on 50 percent of the Daily Rate for periods less than

8 hours.

MILEAGE:

All mileage rates are based on the rate per mile in the agreement multiplied by the number of round-trip miles from the Point of Hire to the incident (mobilization) and from the incident to the Point of Hire (demobilization).

Questions?

Specifications and Requirements to: Mary.Fields@USDA.gov

Contract related to: Donald.Keever@USDA.gov

Vendor Engagement Session:

April 28th, 2025 at 6pm Mountain

Dial in by phone:

+1 202-650-0123,,314008256#

Join via the Microsoft Teams App: (ctrl+ “click) via the link below

Join the meeting now mailto:Mary.Fields@USDA.gov mailto:Donald.Keever@USDA.gov tel:+12026500123,,314008256 https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTMwZDdkOWYtZmFkOC00NmUzLWE4NTEtYWI0N2MyNTJiNjc0%40thread.v2/0?context=%7b%22Tid%22%3a%22ed5b36e7-01ee-4ebc-867e-e03cfa0d4697%22%2c%22Oid%22%3a%22791b5708-a216-41b2-aff2-b4b935d18bef%22%7d