36C24219Q1127-002.docx

Statement of Work for Bread and Bakery Products

Veterans Integrated Service Network 2 (VISN 2) VA Upstate New York Healthcare System

1. OVERVIEW: The Contractor shall provide bread and bakery products to one or more* of the six (6) VA Medical Center facilities (hereafter referred to as the VA) located at the following locations:

Stratton VA Medical Center 113 Holland Avenue Albany, NY 12208

VA Finger Lakes Healthcare System - Bath 76 Veterans Avenue Bath, NY 14810

VA Finger Lakes Healthcare System - Canandaigua 400 Fort Hill Avenue Canandaigua, NY 14424

VA Medical Center 800 Irving Avenue Syracuse, NY 13210

VA Western New York Healthcare System - Buffalo 3495 Bailey Avenue Buffalo, NY 14215

VA Western New York Healthcare System - Batavia 222 Richmond Avenue Batavia, NY 14202

* Interested vendors may submit proposals for any of the facilities listed above. Vendors must bid on all items for a particular facility (or facilities) or the bid will be deemed non-responsive and will not be considered for award.

The VA intends to award a firm, fixed price contract for the provision of bread and bakery products. The quantities listed in the attached Pricing Schedule are estimated requirements for the Nutrition & Food Services. The Contractor shall be a United States (US) Vendor and a US citizen.

2. SCOPE OF WORK:

A. General: The scope of this requirement involves providing bread and bakery products, which conform to the specifications outlined and referenced herein to the VA’s Nutrition & Food Service, located at the addresses shown in paragraph 1 above.

B. Quantities: The quantities listed in the attached Pricing List represent the estimated quantities that will be ordered over the base period and option year. The actual quantity ordered may vary from this estimate but shall not exceed the total estimated quantity for the base and two (2) option years without the prior written approval of the Contracting Officer.

C. Period of Performance: The period of performance for the provision of bread and bakery products shall be a base period from October 01, 2019 through September 30, 2020 with the possibility of four (4) one-year option periods from October 01, 2020 through September 30, 2024. The decision to exercise one or more of the option years rests solely with the Government.

***Please provide pricing information on tables below***

D. The following items shall be delivered to the VA Medical Center, 113 Holland Avenue, Albany, NY 12208. Requirements are for the period 10/01/2019 through 9/30/2024

VAMC Albany, NY Base Period - October 01, 2019 through September 30, 2020

TOTAL AGREGATE PRICE BASE PERIOD:

VAMC Albany, NY Option Year 1 – October 01, 2020 through September 30, 2021

TOTAL AGREGATE PRICE OPTION YEAR 1:

VAMC Albany, NY Option Year 2 – October 01, 2021 through September 30, 2022

TOTAL AGREGATE PRICE OPTION YEAR 2:

VAMC Albany, NY Option Year 3 – October 01, 2022 through September 30, 2023

TOTAL AGREGATE PRICE OPTION YEAR 3:

VAMC Albany, NY Option Year 4 – October 01, 2023 through September 30, 2024

TOTAL AGREGATE PRICE OPTION YEAR 4:

VAMC Albany

Base Year October 1, 2019 through September 30, 2020 $

Option Year 1 October 1, 2020 through September 30, 2021 $

Option Year 2 October 1, 2021 through September 30, 2022 $

Option Year 3 October 1, 2022 through September 30, 2023 $

Option Year 4 October 1, 2023 through September 30, 2024 $

Total Aggregate Price Base + 4 one-year options $

E. The following items shall be delivered to the VA Medical Center, 76 Veterans Avenue, Bath, NY 14810. Requirements are for the period 10/01/2019 through 9/30/2024:

VAMC Bath, NY - Base Year - October 1, 2019 through September 30, 2020

VAMC Bath, NY - Option Year 1 - October 1, 2020 through September 30, 2021

VAMC Bath, NY - Option Year 2 - October 1, 2021 through September 30, 2022

VAMC Bath, NY - Option Year 3 - October 1, 2022 through September 30, 2023

VAMC Bath, NY Option Year 4 - October 1, 2023 through September 30, 2024

VAMC Bath

Base Year October 1, 2019 through September 30, 2020 $

Option Year 1 October 1, 2020 through September 30, 2021 $

Option Year 2 October 1, 2021 through September 30, 2022 $

Option Year 3 October 1, 2022 through September 30, 2023 $

Option Year 4 October 1, 2023 through September 30, 2024 $

Total Aggregate Price Base + 4 one-year options $

F. The following items shall be delivered to the VA Medical Center, 400 Fort Hill Avenue, Canandaigua, NY 14424. Requirements are for the period 10/01/2019 through 9/30/2024 VAMC Canandaigua, NY Base Year - October 1, 2019 through September 30, 2020

VAMC Canandaigua, NY Option Year 1 - October 1, 2020 through September 30, 2021

VAMC Canandaigua, NY Option Year 2 - October 1, 2021 through September 30, 2022

VAMC Canandaigua, NY Option Year 3 - October 1, 2022 through September 30, 2023

VAMC Canandaigua, NY Option Year 4 - October 1, 2023 through September 30, 2024

VAMC Canandaigua

Base Year October 1, 2019 through September 30, 2020 $

Option Year 1 October 1, 2020 through September 30, 2021 $

Option Year 2 October 1, 2021 through September 30, 2022 $

Option Year 3 October 1, 2022 through September 30, 2023 $

Option Year 4 October 1, 2023 through September 30, 2024 $

Total Aggregate Price Base + 4 one-year options $

G. The following items shall be delivered to the VA Medical Center, 800 Irving Avenue, Syracuse, NY 13210. Requirements are for the period 10/01/2019 through 9/30/2024:

VAMC Syracuse, NY Base Year - October 1, 2019 through September 30, 2020

VAMC Syracuse, NY Option Year 1 - October 1, 2020 through September 30, 2021

VAMC Syracuse, NY Option Year 2 - October 1, 2021 through September 30, 2022

VAMC Syracuse, NY Option Year 3 - October 1, 2022 through September 30, 2023

VAMC Syracuse, NY Option Year 4 - October 1, 2023 through September 30, 2024

VAMC Syracuse

Base Year October 1, 2019 through September 30, 2020 $

Option Year 1 October 1, 2020 through September 30, 2021 $

Option Year 2 October 1, 2021 through September 30, 2022 $

Option Year 3 October 1, 2022 through September 30, 2023 $

Option Year 4 October 1, 2023 through September 30, 2024 $

Total Aggregate Price Base + 4 one-year options $

H. The following items shall be delivered to the VA Medical Center, 3495 Bailey Avenue, Buffalo, NY 14215. Requirements are for the period 10/01/2019 through 9/30/2024:

VAMC Buffalo, NY Base Year - October 1, 2019 through September 30, 2020

VAMC Buffalo, NY Option Year 1 - October 1, 2020 through September 30, 2020

VAMC Buffalo, NY Option Year 2 - October 1, 2021 through September 30, 2022

VAMC Buffalo, NY Option Year 3 - October 1, 2022 through September 30, 2023

VAMC Buffalo, NY Option Year 4 - October 1, 2023 through September 30, 2024

VAMC Buffalo

Base Year October 1, 2019 through September 30, 2020 $

Option Year 1 October 1, 2020 through September 30, 2021 $

Option Year 2 October 1, 2021 through September 30, 2022 $

Option Year 3 October 1, 2022 through September 30, 2023 $

Option Year 4 October 1, 2023 through September 30, 2024 $

Total Aggregate Price Base + 4 one-year options $

I. The following items shall be delivered to the VA Medical Center, 222 Richmond Avenue, Batavia, NY 14202. Requirements are for the period 10/01/2019 through 9/30/2024:

VAMC Batavia, NY Base Year - October 1, 2019 through September 30, 2020)

VAMC Batavia, NY Option Year 1 - October 1, 2020 through September 30, 2021

VAMC Batavia, NY Option Year 2 - October 1, 2021 through September 30, 2022

VAMC Batavia, NY Option Year 3 - October 1, 2022 through September 30, 2023)

VAMC Batavia, NY Option Year 4 - October 1, 2023 through September 30, 2024

VAMC Batavia

Base Year October 1, 2019 through September 30, 2020 $

Option Year 1 October 1, 2020 through September 30, 2021 $

Option Year 2 October 1, 2021 through September 30, 2022 $

Option Year 3 October 1, 2022 through September 30, 2023 $

Option Year 4 October 1, 2023 through September 30, 2024 $

Total Aggregate Price Base + 4 one-year options $

3. RECOGNIZED FEDERAL HOLIDAYS:

Contractor shall not be required to deliver products on national holidays as listed below and any other day specifically declared by the President of the United States to be a national holiday.

4. DISASTERS / EMERGENCIES

The Contractor must be able to ensure delivery to the VA at all times, inclusive of disasters, and/or any other emergency condition. The VA may place a special order in preparation for, or in response to, a disaster or emergency situation. For anticipatory situations, such orders will be placed 24 hours or less in advance. In an emergency, the Contractor will be notified with the amount and type of products required by the VA that shall be delivered within 24 hours of order placement. The order may be placed for larger quantities than the normal weekly order. The Contractor shall provide both the Contracting Officer and the COR with its designated point of contact and contact information for emergency orders.

5. SPECIFICATIONS AND STANDARDS:

A. The delivered products shall meet the specification as listed in the attached Pricing Schedule document and comply with all applicable Federal and State mandatory requirements and regulations relating to the preparation, packaging, labeling, storage, distribution, and sales of the products with the commercial marketplace. All deliveries shall conform in every respect to the provisions of the Federal Food, Drug and Cosmetic Act and regulations, promulgated hereunder.

B. Contractor's Certification. By submitting an offer, the contractor certifies that the product offered meets the specified salient characteristics and requirements of the Federal Hospital Subsistence Guide; conforms to the producer's own specifications and standards, including product characteristics, manufacturing procedures, quality control procedures, and storage and handling territories, or possessions; and is sold in the commercial market. The Government reserves the right to determine proof of such conformance prior to the first delivery from point of origin and any time thereafter, up to and including, delivery at final destination as may be necessary to determine conformance with the terms of the contract.

6. ALTERNATE ITEMS, PACKAGING, and PACKING:

A. Offers may propose alternate items, packaging, or packing. Offerors shall clearly indicate, in their offer, the quantity, packaging size, unit or other different features upon which the offer is submitted. Evaluation of the alternate item will be made against a common denominator (i.e.; weight, package quantity, etc.). Offers are reminded that the alternate item must meet all the requirements of the Government specifications.

B. Environmental Standards. Should the contractor manufacturer and provide company brand bread and roll products, the contractor should utilize, if possible, recycled materials for containers as long as they meet the FDA sanitary standards for the specified commodity. List recycled materials for containers as long as they meet the FDA sanitary standards for the specified commodity.

7. PRODUCT QUALITY AND FRESHNESS:

A. Product conformance. The fresh or frozen bread provided shall meet the salient characteristics of the CID cited, conform to the producer's own specifications, standards, and quality assurance practices, and be the same fresh or frozen bread offered for sale in the commercial market. The Government reserves the right to require proof of such conformance.

B. Quality assurance. When required, the Federal Grain Inspection Service (FGIS), U.S. Department of Agriculture, shall determine the quality assurance of the fresh or frozen bread according to the requirements of the CID or applicable standards or specifications. The fresh or frozen bread shall be examined or analyzed in accordance with applicable provision in the CID, solicitation, contract, or purchase order, and, when applicable, the United States Standards for Condition of Food container in effect on the date of the offer.

C. Age requirement. Fresh bread shall be delivered less than 24 hours old upon arrival at the receiving point. Failure to comply with this provision will be considered grounds for default of contract.

D. All products furnished under this contract shall be processed and packed under sanitary conditions in strict accordance with guidelines provided by the U.S. Food and Drug Administration and the U.S. Department of Agriculture, using the best commercial practices that are standard for the industry. All containers shall be clean, sound, and securely covered or sealed to provide adequate protection from dirt, filth, or contamination. All ingredients shall be clean, sound, wholesome, and free from evidence of rodent or insect infestation. Failure to comply with this provision will be considered grounds for default of contract.

E. Ingredients for fresh or frozen bread shall consist of flour, water, salt, yeast, emulsifiers or stabilizers, and other ingredients appropriate for the type of bread specified in the schedule of items. The fresh or frozen bread shall include mold inhibitors of proper levels as allowed by the Federal Food, Drug, and Cosmetic Act.

F. Enriched flour. When the bread is enriched, the wheat flour used for the bread shall conform to the U.S. Standards of Identity for Enriched Flour (21 CFR 137.165) and shall be milled from a variety of hard and/or soft wheat.

G. Appearance and color. The fresh or frozen bread shall have a uniformly brown crust characteristic of the product. The fresh or frozen bread shall have a typical volume, characteristic grain, and be evenly baked without evidence of foreign odors or flavors, burnt, scorched, stale, rancid, or moldy. The delivered fresh or frozen bread shall not be crushed or damaged.

H. Unless otherwise specified in the item specification or solicitation, marking shall be in accordance with best commercial practice.

I. Any commercial or additional labeling, as specified, which complies with the U.S. Food, Drug, and Cosmetic Act, and regulations promulgated there under, is acceptable.

J. Products manufactured to metric dimensions will be considered on an equal basis with those manufactured using inch-pound units, providing they fall within the tolerances specified using conversion tables contained in the latest revision of Federal Standard No. 376. If a product is manufactured to metric dimensions and those dimensions exceed the tolerances specified in the inch-pound units, a request should be made to the Contracting Officer to determine if the product is acceptable. The COR, in accordance with the Contracting Officer, will accept or reject the product.

K. Additional packaging, packing, and/or marking requirements can be found in the Addendum to 52.212-4, Terms and Conditions—Commercial Items.

8. INSPECTION OF PLANTS:

An inspection may be made of the premises and employees of the bidders, prior to making an award and conditions found will be considered in awarding a contract. Inspection may also be made at any time during the life of the contract and, if it is found that the contractor is not complying with specifications, deliveries will be rejected and the products covered by this contract will be procured on the open market. Any excess cost occasioned by this action will be charged against the contractor account.

THE BIDDER CERTIFIES THAT (CHECK ONE)

· Within the past six months no inspection of the physical facilities of this plant has been conducted by any agency of the Federal Government.

OR

· An inspection of the physical facilities of the plant was conducted by the

____________________________agency on ___________________ and this plant was ACCEPTED/REJECTED for furnishing it’s product to the Federal Government.

9. SOURCE OF MANUFACTURE

Items supplied under this contract are required to originate from a sanitarily approved source. The supplier must identify the source of manufacture on the primary container or in the accompanying shipping documents. The identification on the primary container may consist of either the manufacturing plant name and address or a manufacturing plant code. When the manufacturing plant is identified on the shipping documents accompanying the delivery, the plant shall be identified by its complete name, address and plant code. Preference will be given to locally sourced vendors.

10. ORDERING

A. The VA Upstate New York Healthcare System facilities shall place orders no less than 2 work days prior to required delivery date, upon delivery at the receiving location, items ordered shall be less than 24 hours of age. Orders shall not be placed more than 5 days prior to required delivery date, with the Government reserving the right to adjust orders 24-hours prior to scheduled delivery. Orders will be placed by the COR or his/her designee. Each order will show ship to and bill to addresses and purchase order number (if required).

B. Quantities shown on previous pages represent the quantities estimated to be ordered over the delivery period. Quotes will be evaluated based on the estimated quantities. Actual quantities ordered may vary among the line items.

C. The items listed in this contract are required subsistence items for the Department of Veterans Affairs, VA Medical Centers at the addresses listed in paragraph 1 of this document. Products and deliveries are to be in accordance with the terms, conditions, and schedules noted herein. The period of performance is a base period of October 1, 2019 through September 30, 2020 with four (4) one-year option periods from October 1, 2020 through September 30, 2024. Prices quoted will be F.O.B. destination.

CUSTOMER SERVICE POINT OF CONTACT: The Contractor shall provide a designated point of contact and toll free number (if applicable) for resolution of customer service problems to include at a minimum delivery of damaged or incorrect items.

Contractor Point of Contact:

(Name) (Title) (Telephone Number) (Fax Number) (E-mail Address)

11. PACKING LIST

There shall be a packing list enclosed with any shipments made under this contract. The packing list shall show the following as a minimum: Contractors name and address; VA Purchase Order Number (if one is provided); the VA Facility and Service placing the order; the items shipped; and quantity.

12. RETURN POLICY

Offeror’s shall clearly indicate their return policy with their quote. Defective product or incorrect product shipped by Contractor error shall be replaced at no cost to the Government. Product shipped by Government error may be returned subject to the Contractor’s normal return policy. Offeror’s shall provide the name and telephone number for reporting delivery/product problems for each VA location.

13. UTILIZATION OF CONTRACT

Delivery orders will be issued on an as-needed basis.

14. DELIVERIES AND INVOICING

A. Deliveries shall occur up to four times per week between the hours of 8:00 a.m. and 11:00 a.m., excluding federal holidays. Requests for deliveries on different days and/or at a different time shall be submitted to and approved by the Contracting Officer and his/her designee in writing.

B. Deliveries and invoicing for the Nutrition and Food Services must be accomplished separately at the Nutrition & Food Services Departments at the respective facilities listed in paragraph 1 of this document. Invoices must contain at a minimum the purchase order and itemized list of products delivered, unit prices, and total price.

C. While performing under this contract, all vehicles used by the Contractor shall be locked and the keys removed when not in use. This is intended to protect the Contractor’s property as well as the safety of patients and staff at the medical centers.

D. While performing under this contract, all vehicles used by the Contractor shall have temperature tracking systems in place on the refrigerated trucks to ensure they are being maintained in accordance with federal safety & sanitation guidelines.

E. Invoices shall be issued to the VA Financial Service Center and to the Chief, Nutrition and Food Service. Invoices shall be identified with proper delivery order number (purchase order number) and shall reflect all deliveries made against the delivery order. End of the month deliveries shall not be billed against the following month delivery order.

F. Invoices shall be submitted weekly and shall include the following per FAR Clause 52.212-4(g):

· Contractor’s business name and address

· Contractor’s Tax Identification Number (TIN)

· Invoice date

· Date(s) of services provided

· Contract number

· Total amount billed

· Purchase Order number

NOTE: Failure to include the above information may result in delay of payment. Invoices will be returned to the Contractor for completion if there are any omissions.

15. PAYMENTS

Payments under this contract shall be made by Electronic Fund Transfer (EFT) by the VA Finance Services Center. See Clause 52.232-34, Payment by Electronic Funds Transfer—Other than Central Contractor Registration for further information.

16. EVALUATION CRITERIA

The Government will award to the responsible offeror whose offer, conforming to the solicitation, that are considered to be most advantageous to the Government, with past performance and price considered, prices being rated higher than past performance.

Past Performance: The offeror must provide documentation of three (3) references for verification purposes of past performance which demonstrate the company's ability to meet the qualifications herein, inclusive of point of contract information and current phone numbers.

17. CONTRACTING OFFICER (CO):

The Contracting Officer (CO) named below is responsible for the overall administration of the contract.

Edward Lyke Department of Veterans Affairs

The awarded Contractor(s) are advised that only the Contracting Officer, acting within the scope of the contract and his/her duties and responsibilities and, after advice and consultation with the Contracting Officer’s Representative, has the authority to make changes which effect contract prices, quality, quantity, delivery terms and conditions, term of contract. In no event shall any understanding or agreement, contract modification, change order, or other matters in deviation from the terms of this contract between the Contractor and a person other than the Contracting Officer, be effective or binding upon the Government. All such actions must be formalized by the proper contractual document executed by the Contracting Officer.

18. CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The following individuals have been designated as the Contracting Officer’s Representative (COR) to monitor and certify receipt of services rendered under these contracts:

Pamela Woythal Nutrition & Food Service Manager Stratton VA Medical Center 113 Holland Avenue Albany, NY 12208

Betsy Doyle Nutrition & Food Service Manager VA Finger Lakes Healthcare System - Bath 76 Veterans Avenue Bath, NY 14810

Betsy Doyle Nutrition & Food Service Manager VA Finger Lakes Healthcare System - Canandaigua 400 Fort Hill Avenue Canandaigua, NY 14424

Sarah Barnes Nutrition & Food Service Manager VA Medical Center 800 Irving Avenue Syracuse, NY 13210

Julie Hockenberry Nutrition & Food Service Manager VA Western New York Healthcare System - Buffalo 3495 Bailey Avenue Buffalo, NY 14215

Julie Hockenberry Nutrition & Food Service Manager VA Western New York Healthcare System - Batavia 222 Richmond Avenue Batavia, NY 14202

The contract type is firm-fixed price, FOB Destination. The Government will award to the responsible offeror whose offer, conforming to the solicitation, that are considered to be most advantageous to the Government, with past performance and price considered, prices being rated higher than past performance. All future information about this acquisition, including solicitation amendments, will also be distributed through this site. Interested vendors are responsible for monitoring this site to insure they have the most-up-to-date information about this solicitation. All quotes must be received by 08/30/2019 at 4:00 p.m. EST. Quotes must be emailed to the address below. Payment will be made using electronic Funds Transfer (EFT).

NOTE: Offerors must be registered and current in the System for Award Management (SAM) at https://www.sam.gov in order to be considered for award. Any offeror that submits a quote for any of the facilities named above and is not registered in SAM will be considered ineligible.

The point of contact for all information regarding this solicitation is:

Edward Lyke Contracting Officer Network Contracting Office 2 76 Veterans Avenue Bath, NY 14810

(607) 664-4746 Edward.lyke@va.gov

The anticipated award date is 09/06/2019.