36C24627Q0026.docx

SUBJECT*

VISN 6 COMMISSARY SHIPPING

GENERAL INFORMATION

POSTAL CODE

COUNTRY

CONTACT INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton VA 23667

POINT OF CONTACT*

Contracting Officer John P Harmsen john.harmsen@va.gov 757-722-7961

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Presolicitation Notice Presolicitation Notice ***** Begin Word Document - ' OPPORTUNITIES-DESCRIPTION: PWS' *****

Presolicitation Notice

A.1 PRICE/COST SCHEDULE

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

Provide a separate price list that identifies the unit price of transportation to each location as identified in the PWS.

Option Year 1: October 1, 2027 - September 30, 2028

Provide a separate price list that identifies the unit price of transportation to each location as identified in the PWS.

MO

Option Year 2: October 1, 2029 - September 30, 2030

Provide a separate price list that identifies the unit price of transportation to each location as identified in the PWS.

Option Year 3: October 1, 2030 - September 30, 2031

Provide a separate price list that identifies the unit price of transportation to each location as identified in the PWS.

Option Year 4: October 1, 2031 - September 30, 2032

Provide a separate price list that identifies the unit price of transportation to each location as identified in the PWS.

A.2 PERFORMANCE WORK STATEMENT (PWS)

1. Background: Hampton Veterans Affairs Medical Center (VAMC), located at 100 Emancipation Dr., Hampton, Virginia 23667, has identified a need for the delivery/transport of refrigerated food products.

2. General: Requirement— Contractor must pick up processed (cook-chill) food products from Hampton VA Medical Center and deliver to eight receptor sites located in North Carolina (Asheville, Fayetteville, Durham, Salisbury) and Virginia (Salem, Chesapeake, Piedmont, Williamsburg). Deliveries to all eight sites must be completed within three working days.

3. Scope:

3.1 There must be one pick-up of food from Hampton VAMC per week with each receptor facility receiving one delivery per week.

3.2 Shipments of all food products will be ready for pick-up no later than 8:00 a.m. on Monday mornings unless other arrangements have been made or notifications provided by Hampton VAMC.

3.3 One refrigerated trailer between 35' and 40' must remain at the back dock of Hampton VAMC and will be used for storage of loaded pallets.

3.4 When it is time for a pick-up, the vendor will remove the loaded trailer and leave another trailer at the back dock for storage of loaded pallets.

3.5 Contractor must always provide licensed drivers. Contractor is expected to alert the COR or VISN 6 Commissary designee when there are additions or subtractions of drivers and to ensure all stated requirements for documentation are met.

3.6 The driver is expected to wear business casual attire and appropriate (closed toe/steel toe/slip resistant) footwear when performing food receiving/food delivery activities. The driver should remove all jewelry, observe hair restraint rules, and avoid food/gum/beverages when entering the kitchen and/or food service environments.

3.7 The contractor’s drivers and back-up drivers must maintain a valid copy of their class license on file at the Hampton VAMC before commencing any pickup of delivery.

3.8 Contractor must maintain food items in bins and transported to sites on Hampton VAMC owned pallets. Contractor shall transport pallets with bins to the receiving facility and return empty pallets and bins to Hampton VAMC within fourteen (14) working days.

3.9 The driver must take loaded pallets directly into the refrigerated space where logistically feasible to facilitate the efficient movement of the food items, and to maintain safe food temperatures. If not logistically feasible, the driver must deliver to a location acceptable to the receptor site and must assist the site in transferring the bins to carts or dollies to transport into the refrigerated area.

3.10 Contractor will not be expected to remain on site beyond 60 minutes and will not be penalized for failure to return an empty pallet or empty bins if the receiving facility fails to provide stated items to the Contractor at the end of 60 minutes.

3.11 The empty pallets and bins shall be placed directly inside the Contractor’s trailer. Contractor should expedite return of the empty pallets and bins to Hampton VAMC within fourteen (14) working days. Empty pallets and bins do not require refrigeration on the return movement to Hampton VAMC.

3.12 Contractor must adhere to the delivery schedule and to notify the COR for delays in anticipated deliveries greater than 30 minutes outside upper end of delivery window. All pickup and deliveries at the receptor sites will be facilitated during normal operating hours 5:00 a.m. to 3:30 p.m. Monday– Friday. Receiving facilities will not accept food pick-up and deliveries outside the delivery schedule unless written approval is granted by the COR or VISN 6 Commissary designee. If the Contractor arrives in advance of the delivery time for the designated site, the driver is expected to wait and to adhere to the delivery schedule. The driver does not have the authority to accelerate or delay delivery schedules without the written approval of the COR or VISN 6 Commissary designee.

3.13 Weather patterns may cause some delay in delivery, an accelerated delivery schedule, or may require an extra delivery in addition to the normal weekly delivery pattern. If this occurs, coordination for changes to the delivery schedule must be made between the Contractor, COR, VISN 6 Commissary designee, and the receiving sites so that delivery of the food products will occur as soon as possible. Delivery schedules will be determined by Hampton VAMC with input from the Contractor.

3.14 Inclement weather or some other unforeseen action classified as an act of God that delays a food delivery shipment will not be cause for penalty against the Contractor for delay of shipment.

3.15 Contractor shall provide the following:

· Contractor must provide two (2) each 35' to 40' x 102" refrigerated trailers with roll up type doors, interior lighting, and aluminum duct floor.

· The refrigeration units must be equipped with electric standby (220V) that allows the refrigeration unit to operate on AC power back-up to the unit’s main diesel engine.

· Contractor must provide the electrical cord that must reach from the trailer to the loading dock electrical outlet, approximately 10 feet.

· Contractor must provide trailers with mounted microprocessor and data track sensors that all food shipments will be digitally monitored for ambient temperature deviations.

· Contractor’s refrigeration units must also be able to provide remote communications through a data track system where the Contractor and Hampton VAMC can be notified real-time when the refrigeration unit has fault(s), the trailer door is open, and the temperature set point is outside the set point range. Contractor must ensure there is a notification process that includes web based system and email alerts.

· Contractor’s data track system must provide reports that show temperature ranges and any deviations outside the temperature set point. The Contractor and Hampton VAMC will work to establish set points to ensure the safety and quality of food products served.

· The contractor’s trailers must maintain and deliver all cook-chill food products at a temperature range between 28°-32°F.

· Both the Contractor and Hampton VAMC must have access to the database for review and to print temperature records. Contractor shall monitor temperatures and act to correct and notify Hampton VAMC of temperature deviations. Penalty will be charged for temperature in excess of 32°F with more than 6 deviations in 30 minute non-sequential intervals per trip.

· Contractor must maintain products in bins on provided pallets. They must be secured with corner guards and shrink wrap. Pallets will be either 48" x 48" or 40" x 48".

· Contractor must furnish an electric pallet jack that will be utilized at each receptor site to facilitate unloading and loading of pallets.

· Vehicles must be free of transportation debris and sanitized with a quaternary agent by the Contractor prior to each pick-up.

· Contractor must ensure the vehicles are equipped with adequate straps and bracing for securing the pallets.

4. Post Award Evaluation (Date TBD):

4.1 Prior to the contract award and with all subsequent changes, Hampton VAMC will approve all delivery routes.

4.2 Contractor must provide a clean and sanitary truck inspected and approved by the VISN 6 Commissary Team prior to contract award. Contractor will adhere to USDA food safety standards and the refrigerated compartment of the transportation vehicle will be subject to periodic inspections for cleanliness and sanitation by the Hampton VAMC.

5. Projected Delivery Schedule:

6. Delivery Schedule Address:

Hampton VAMC Nutrition Food Services Bldg. 116 Hampton, VA 23667

Asheville VAMC 1100 Tunnel Rd.

Asheville, NC 28805

Durham VAMC 508 Fulton St Durham, NC 27705-3875

HCC Fayetteville 7300 South Raeford Road Fayetteville, NC 28304

Salem VAMC 1970 Roanoke Blvd Salem, VA 24153-6404

Salisbury VAMC 1601 Brenner Ave Salisbury, NC 28144-2515

Piedmont Geriatric Hospital 5501 East Patrick Henry Hwy Burkeville, VA 23922

Southeastern Virginia Training Center 2100 Steppingstone Square Chesapeake, VA 23320

7. Projected Shipping Requirements:

Projected shipping requirements (number of pallets) from Hampton VAMC to the eight receiving facilities, is based upon a maximum of 2000 lbs. per pallet. All projected weights are based upon averages and on current food consumption at each medical facility. The projected average weight per pallet will vary on each shipment based upon the variety in food items and varying consumption rates.

a. Refrigerated Pallets Originating at Hampton VA Medical Center, Hampton, VA

VA Medical Facility Avg No. of Pallets Per Week Per Year

b. Non-Refrigerated Pallets with Empty Bins to Be Returned to Hampton VA Medical Center, Hampton, VA

* Pallets with empty bins are to be returned within fourteen (14) working days, but preferably upon return to Hampton VAMC, and can be returned via non-refrigerated truck.

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A.3 SPECIAL CONTRACT REQUIREMENTS

1. Contingency Plan:

Contingency planning shall provide for uninterrupted operations and services in the event of any occurrence potentially leading to serious disruption of the contractor’s operations. Such disruption includes, but is not limited to, loss of utilities, medical emergencies, natural and/or man‐made disasters, fire, inclement weather, work stoppage, or major accidents.

Contractor shall furnish a detailed, written contingency plan indicating that services can be continued in the event of contractor’s equipment issues, production facility failure, or any circumstance that impacts the contractor’s ability to perform the services.

2. Quality Assurance Surveillance Plan: The Government intends to utilize a Quality Assurance Surveillance Plan (QASP) to monitor the quality of the Contractor’s performance. The oversight provided for in the order and in the QASP will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the Facility POC with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required Past Performance Information Assessments. The QASP will be finalized immediately following award and a copy provided to the Contractor after award. The QASP is a living document and may be updated by the Government as necessary.

3. Contractor Performance Assessment Reporting System (CPARS):

(a) FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of Veterans Affairs has implemented use of the Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation. One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15.

(b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available in the Past Performance Information Retrieval System (PPIRS) for Government use in evaluating past performance as part of a source selection action.

(c) Please furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm’s past performance evaluation(s) for the contract no later than 30 days after award. Each person granted access will have the ability to provide comments in the Contractor portion of the report and state whether or not the Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.

(d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically-generated email with detailed login instructions. Further details, system requirements, and training information for CPARS are available at www.cpars.gov. The CPARS User Manual, registration for online training for Contractor Representatives may be found at this site.

(e) Within 60 days after the end of a performance period, the Contracting Officer will complete an interim or final past performance evaluation and the report will be accessible at www.cpars.gov. Facility POC may then provide comments in response to the evaluation or return the evaluation without comment. Comments are limited to the space provided in Block 22. Your comments should focus on objective facts in the Assessing Official’s narrative and should provide your views on the causes and ramifications of the assessed performance. In addition to the ratings and supporting narratives, blocks 1-17 should be reviewed for accuracy, as these include key fields that will be used by the Government to identify your firm in future source selection evaluations. If you elect not to provide comments, please acknowledge receipt of the evaluation by indicating, “No Comment” in Block 22, and then signing and dating Block 23 of the form. Without a statement in Block 22, you will be unable to sign and submit the evaluation back to the Government. If you do not sign and submit the CPAR within 30 days, it will automatically be returned to the Government and will be annotated: “The report was delivered/received by the contractor on (date). The Contractor neither signed nor offered comment in response to this assessment.” Your response is due within 30 calendar days after receipt of the CPAR.

(f) The following guidelines apply concerning your use of the past performance evaluation:

(1) Protect the evaluation as “source selection information.” After review, transit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the Contracting Officer for instructions.

(2) Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.

(3) Prohibit the use of or reference to evaluation data for advertising, promotional material, pre-award surveys, responsibility determination, production readiness reviews, or other similar purposes.

(g) If you wish to discuss a past performance evaluation, you should request a meeting in writing to the Contracting Officer no later than seven days following your receipt of the evaluation. The meeting will be held in person or via telephone or other means during your 30-day review period.

(h) A copy of the completed past performance evaluation will be available in CPARS for your viewing and for Government use supporting source selection actions after it has been completed.

4. Billing and Payment:

Contractor shall submit invoices, monthly, in arrears, via payment requests in electronic form via VA’s Electronic Invoice Presentment and Payment system http://www.fsc.va.gov/fsc/einvoice.asp. The following information must be included on all submitted invoices. Invoices submitted without the following information may be rejected for payment. Invoices shall include at a minimum:

· Date of invoice

· Invoice number

· Contract number

· Obligation/Purchase Order number

· Vendor name

· CLIN (Contract Line Item Number)

· Dates of service

All Contractors shall be registered as a vendor with the VA e-Invoicing System at time of award at https://www.tungsten-network.com/us/

5. Contract Administration:

Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that shall affect price, quantity or quality of performance of this contract.

IN THE EVENT THE CONTRACTOR EFFECTS ANY SUCH CHANGE AT THE DIRECTION OF ANY PERSON OTHER THAN THE CONTRACTING OFFICER WITHOUT AUTHORITY, NO ADJUSTMENT SHALL BE MADE IN THE CONTRACT PRICE TO COVER AN INCREASE IN COSTS INCURRED AS A RESULT THEREOF.

Points of Contact

Contracting Officer (CO) John Harmsen 100 Emancipation Drive Building 27 Hampton, VA 23667 Phone: 757-722-9961 john.harmsen@va.gov

Facility Point of Contact

TBD

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