36C25923Q0835.docx

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contracting Officer Lindsey Zwaagstra Lindsey.Zwaagstra@va.gov 303-712-5733

PLACE OF PERFORMANCE

Oklahoma City VA Medical Center

Building 1, Receiving Dock

921 NE 13th Street

Oklahoma City OK

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Request for Quote (RFQ) #: 36C25923Q0835 Oklahoma City VA Medical Center Bread Deliveries per Statement of Need

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government reserves the right to make no award from this solicitation.

* The deadline for all questions is 4:00pm ET, 08/30/2023 All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation.

** Quotes are to be provided to Lindsey.Zwaagstra@va.gov no later than 4:00pm ET, 09/06/2023.

Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award.

(ii) This is a Request for Quote (RFQ) and the solicitation number is 36C25923Q0835. The government anticipates awarding a firm-fixed price contract resulting from this solicitation.

(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2023-04 effective June 02, 2023

(iv) The North American Industrial Classification System (NAICS) code for this procurement is 311812 with a small business size standard of 1000 Employees. This solicitation is unrestricted.

(v) Statement of Need with Line Items:

Statement of Need Oklahoma City VAMC (VISN 19) Bread and Bakery Products Services Scope: Contractors shall provide all necessary labor, materials, equipment, and supervision necessary to produce and deliver bread and bakery products for OKC Nutrition and Food Services (NFS) for VA Medical Centers located within the OKC Area.

Contract Performance Periods:

Delivery: Contractor will not be required to deliver products on national holidays. Companies must furnish VAMC with two (2) bread racks which will remain at the medical center during the contract performance period upon request. Two Deliveries Per Week: Tuesday and Thursday between 8 am – 1 pm.

The following is a list of federal holidays that are observed during work weeks, even if the date falls on a weekend – New Year’s Day, Martin Luther King Jr’s Birthday, Washington’s Birthday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day.

Ordering: Orders will only be placed by assigned authorized individuals from OKCVAMC. Orders may be placed by phone or Email. If the contractor is not already set up as an EDI Vendor, they may be set up by contacting the VA Automation Center at (512) 356-6931. Orders are based on patient load and amounts will increase or decrease in conjunction with hospital census.

Delivery and Receiving: Contractor will be required to check in with OKCVAMC designated individuals to check all order deliveries in and give signed receipt of delivery. Contract will deliver only items delivered by designated staff at the OKC VAMC.

Authorized Personnel:

1. A delegation of authority memorandum will be issued after award of contract(s). All contract administration functions relative to the administration of this contract, excluding termination rights, will be delegated to an Administrative Contracting Officer (ACO) of each VAMC.

2. After contract award(s), inquiries, and correspondence pertaining to administration of this contract shall be addressed to the VAMC from which authorized orders are issued. Only the Contracting Officer (C/O) is authorized to make commitments or issue changes which will affect the price, quantity, quality, or terms of this contract.

Inspection and Acceptance:

1. An employee of Nutrition and Food Service will be designated by the Contracting Officer to accept or reject delivery as to quality and condition of the product. Items rejected all or in part must be removed from the premises within 48 hours of the notification of rejection.

2. Unless offeror certifies that acceptable inspection has been made (any agency of the Federal Government and using SERV Safe standards for products), a pre-award onsite evaluation of the lowest offeror may be made. This will include inspection and evaluation of the plant, personnel, equipment, and processes of the prospective contractor. An inspection may be made of the premises and employees prior to the award, and conditions found will be considered in award of the contract. The company must provide a certification of passing the required local, state, or national inspections with information about deficiencies on an annual basis. Inspection may be performed at any time during the contract period by the COR 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 in the open market. Any excess cost occasioned by this action will be charged against the contractor’s account.

Payment:

1. Payments will be monthly in arrears upon receipt of a properly executed invoice. Invoices for individual VAMC’s shall be submitted to the addresses designated in this contract. In accordance with the prompt payment act, the Government has 30 days after the receipt of a valid invoice to make a payment.

2. Payments under this contract will be made by Electronic Funds Transfer (EFT) by the VA finance center. Contractor may elect to accept the Government Purchase Card as a method of payment for all orders under $5,000 if the contract is set up to accept credit cards.

Packing List: There shall be a packing list enclosed with all shipments made under this contract. The packing list shall show the following as a minimum: Contractor’s name and address, VA Purchase Order Number (if one is given); The VA Facility and Service placing the order, the items shipped; and quantity.

Commercial Packaging and Labeling:

1. Products shall be packaged in accordance with commercial practice for bread and bakery products. The package shall afford adequate protection against deterioration and physical damage during shipment from the supply source to the first consuming activity. Packing shall be in accordance with commercial packing complying with Uniform Freight Classification or National Motor Freight Classification, as applicable.

2. Commercial labeling shall be acceptable provided the day or date of expiration shall be shown in a conspicuous location on the packaging. Products shall be good for at least 7 days after delivery, not including the delivery date. Any commercial or additional labeling shall comply with the Federal Food, Drug and Cosmetic Act and regulations promulgated there under.

Delivery:

Make delivery to:

VAMC Oklahoma City 921 NE 13th Street Oklahoma City, OK 73104 Bldg 1, Receiving Dock

Payment will be made by:

Chief, Fiscal Service (04) VA Medical Center 921 NE 13th Street Oklahoma City, OK 73104

BASE YEAR 1:

October 1, 2023 – September 30, 2024 Est. Qty.

Pkg

Lv

Lv

Pkg

OPTION YEAR 1:

October 1, 2024 – September 30, 2025 Est. Qty.

Pkg

Lv

Lv

Pkg

OPTION YEAR 2:

October 1, 2025 – September 30, 2026 Est. Qty.

Pkg

Lv

Lv

Pkg

OPTION YEAR 3:

October 1, 2026 – September 30, 2027 Est. Qty.

VAMC

Pkg

Lv

Lv

Pkg

OPTION YEAR 4:

October 1, 2027 – September 30, 2028 Est. Qty.

Pkg

Lv

Lv

Pkg

(vi) 52.212-1, Instructions to Offerors--Commercial Items applies to this acquisition.

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

(a) Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.

(b) Offeror shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.

(c) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA’s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.

(d) Any award made as a result of this solicitation will be made on an All or Nothing Basis.

(e) State if quoted items are available and priced through offerors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract.

(f) Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations.

(g) All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror’s page limitations unless otherwise indicated in the specific volume instructions below.

(h) All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.

(i) Submission of quote shall include the following volumes: (I) Technical capability or quality of the item offered to meet the Government requirement, (II) Ability to meet delivery requirements per the statement of need, and (III) Price

Volume I - Technical capability or quality of the item offered to meet the Government requirement.

Volume II- Ability to meet delivery requirements per statement of need.

Volume III- Price.

Price - The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule.

(End of Addendum to 52.212-1)

(vii) 52.212-2, Evaluation--Commercial Items applies to this acquisition.

ADDENDUM to FAR 52.212-2 EVALUATION—COMMERCIAL ITEMS:

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government considering price and other factors.

(b) The following factors shall be used to evaluate quotations:

Factor 1. Technical capability or quality of the item offered to meet the Government requirement.

Factor 2. Ability to meet delivery requirements per statement of need.

Factor 3. Price

(c) Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2(b)(3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following:

Factor 1. Technical capability or quality of the item offered to meet the Government requirement: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government’s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation.

Factor 2 – Ability to meet delivery requirements per statement of need.

Factor 3. Price: The Government will evaluate the price by adding the total of all line-item prices, including all options. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet or exceed the technical capability or quality of the item offered to the Government requirement shall not be selected regardless of price.

(d) Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. <This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by adding six months of the quoter's price for the last potential period of performance under this contract to the quoter's total price. For example, if the contract includes option periods that are exercisable under FAR 52.217-9, the quoter's total price for the purpose of evaluation will include the base period, all option periods, and an additional six months of the last option period. Quoters must price only the base and option periods specified in the contract line-item numbers (CLINs) and shall not submit a price for the potential six-month extension of services under FAR 52.217-8. The Government reserves the right to exercise the option under FAR 52.217-8 before the end of any of the contractor's performance periods and will be exercised at the price and/or rates in effect at the time the clause is exercised. Evaluation of options shall not obligate the Government to exercise the option(s).>

(End of Addendum to 52.212-2)

(viii) 52.212-3, Offeror Representations and Certifications – Commercial Items, applies to this acquisition. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required. Offerors must be registered in SAM at time of offer submission.

(ix) 52.212-4, Contract Terms and Conditions--Commercial Items – applies to this acquisition.

(x) 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items (JUL 2020) applies to this acquisition.

FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference:

(xi) Additional contract requirements or terms and conditions:

52.217-8 Option to Extend Services (NOV 1999) [use when options are included] The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 5 days.

52.217-9 Option to Extend the Term of the Contract (MAR 2000) [use when options are included]

(a) The Government may extend the term of this contract by written notice to the Contractor within 5 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years.

852.212-70, Provisions and Clauses Applicable to VA Acquisition of Commercial Items (Apr 2020)

852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (Jan 2008) The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the web sites provided in the provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference, or the clause at FAR 52.252-2, Clauses Incorporated by Reference. Copies may also be obtained from the contracting officer.

http://www.acquisition.gov/far/index.html https://www.acquisition.gov/vaar The following FAR provisions are to be incorporated by reference:

The following FAR clauses are incorporated by reference:

The following VAAR clauses are to be incorporated by reference:

(xii) The Defense Priorities and Allocations System (DPAS) does not apply.

(xiii) Date and Time offers are due to Lindsey.Zwaagstra@va.gov by 4:00pm MT, 09/06/2023.

(xiv) Name and email of the individual to contact for information regarding the solicitation:

Lindsey Zwaagstra Lindsey.Zwaagstra@va.gov

See attached document: Statement of Need Oklahoma City VAMC Bread Deliveries.

Combined Synopsis/Solicitation Notice