70B03C20Q00000088 - BPA Ordering Guide - April 2020.pdf

Ordering Guide

For:

Southwest Border (SWB) Detainee Meals

Nine (9) USBP Sectors and Four (4) OFO Field Offices

April 2020

SWB Detainee Meals Ordering Guide January 2020

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Revision History

REV DATE HISTORY

01 11/1/2019 Initial Ordering Guidelines established.

02 01/03/2020 Terms and Conditions Updated.

03 01/14/2020 Terms and Conditions Updated.

04 01/23/2020 Terms and Conditions Updated.

05 02/26/2020 Terms and Conditions Updated.

06 04/01/2020 Terms and Conditions Updated.

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1.0 General Information

1.1 Scope

U.S. Customs and Border Protection (CBP), through its component offices of the United States Border Patrol (USBP) and the Office of Field Operations (OFO), has a requirement for pre-packaged/prepared, ready-to-eat meals across the United States Southwest Border Area of Operations (SWB AO) in support of detainees held in temporary holding facilities. CBP requires meals meeting the specifications stated in the Statement of Work (SOW) to be delivered to certain locations within the following USBP Sectors and OFO Field Offices:

CBP US Border Patrol Sectors

1. San Diego Sector

2. El Centro Sector

3. Yuma Sector

4. Tucson Sector

5. El Paso Sector

6. Big Bend Sector

7. Del Rio Sector

8. Laredo Sector

9. Rio Grande Valley Sector

CBP Office of Field Operations Locations

10. San Diego Field Office

11. Tucson Field Office

12. El Paso Field Office

13. Laredo Field Office

Refer to the SOW for more specific location information. The specific requirements for meals delivered under the BPAs may vary by Sector and Field Office. However, CBP nutrition practices, in general, shall be consistent with all applicable standards set by the United States Department of Agriculture (USDA), as well as those of the Food and Drug Administration (FDA).

Throughout the five (5)-year ordering period of the multi-award BPAs, it is likely that locations may utilize individual Orders (either by contractual action or by the use of the Government Purchase Card) to fulfill their needs entirely. However, any location may use other existing contractual instruments and/or individual purchase card orders, to fulfill their needs in addition to these BPAs.

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1.2 Ordering Period

BPA Period – Five Years Annual Ordering Period Year One 07/13/2020 – 07/12/2021 Year Two 07/13/2021 – 07/12/2022 Year Three 07/13/2022 – 07/12/2023 Year Four 07/13/2023 – 07/12/2024 Year Five 07/13/2024 – 07/12/2025

Orders shall be placed in accordance with the needs and requirements of each location.

Orders may only be issued from the date of the BPA award through the BPA expiration or until the BPA ceiling is reached, whichever occurs first. All orders shall be predicated on a minimum 24-hour period to be given the Contractor prior to initial delivery.

1.3 Agreement Details

Agreement Elements Details Authorized Users All warranted CBP Contracting Officers

(COs) and certified and authorized GPC holders operating within the SWB AO.

Pricing Arrangements Firm-Fixed Price (FFP) – additional discounts shall be requested when the estimate exceeds the micro-purchase threshold

Number of Awardees TBD Mandatory for Use No Ceiling Value $208,233,544.37 (over 5 years) Purchase Card Authorized Yes, but limited to micro-purchase threshold per order ($10,000.00) and only by certified and authorized GPC holders operating within the SWB AO.

Product Service Code and NAICS PSC 8940 Special Dietary Foods and Food Specialty Preparations

NAICS 311991 – Perishable Prepared Food Manufacturing

Ordering Specifications Decentralized

These BPAs do not obligate any funds. The Government is obligated only to the extent of authorized orders actually issued under these BPAs by Authorized Users. Orders may only be issued from the date of the BPA award through the BPA expiration or until the BPA ceiling is reached, whichever occurs first.

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1.4 Competition Requirements

These are multiple-award BPAs competed in accordance with FAR 13.303 procedures.

Authorized Users may place Orders using Government Purchase Cards (GPCs) without further competition for micro-purchases as long as those Orders are distributed fairly among the Contractors holding BPAs for their location(s). For all Orders estimated to exceed the micro-purchase threshold, where there are at least two Contractors holding BPAs for the location(s) to be supplied meals, Ordering COs shall afford maximum practicable competition by soliciting quotes, requesting discounts, from all Contractors holding BPAs for those location(s) to be supplied meals. For an Order estimated to exceed the micro-purchase threshold where there is only one BPA available for the location(s) to be supplied meals, however, to ensure maximum practicable competition, the Ordering CO shall solicit quotations from other sources and otherwise act in accordance with the solicitation procedures set out in FAR 13.303-5(d).

1.5 Annual Review and Evaluation of the BPA

These BPAs will be reviewed and evaluated annually to ensure that authorized procedures are being followed and to determine whether current circumstances warrant continuation of these BPAs. The Government reserves the right to add additional items and to expand upon locations included within the identified SWB USBP Sector and OFO Field Office areas of responsibility at any time throughout the BPA ordering period.

1.6 Termination

Orders issued under these BPAs may be terminated by their respective issuing Ordering COs in accordance with the termination procedures outlined in FAR 52.212-4.

2.0 How to Order

2.1 Ordering Guidelines

An Order will be considered issued when the Ordering CO transmits the Order to the Contractor. Government Purchase Card Holders are limited to the micro-purchase threshold per order. Ordering COs are limited to purchases within the guidelines of FAR Part 13.303-5 per individual order, up to a maximum of $250,000.00 per Order. Orders under the micro-purchase threshold can be placed with any BPA holder as long as orders are distributed fairly among BPA holders available for the location. Orders exceeding the micro-purchase threshold must be competed among BPA holders available for the location and spot discounts shall be requested.

2.2 Required Steps

Steps Details Step 1 Identification of need in the field for Detainee Meals.

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Step 2 Create a Purchase Request (PR) to send to the BPA holders that provide the required meals for the location. The PR should include the following information:

Required delivery date.

Delivery location(s).

Quantity and specifications for meals per location Request for discounts as appropriate

Email appropriate BPA holder(s) the same information/requirements for a quote.

Step 3 Based on the quantity/total value of the Order, a Purchase Card or a Delivery Order process begins.

For a Delivery Order:

Create a Delivery Order and include the following information:

Name of Supplier;

BPA Number and Order Number;

Order date and required delivery date;

Delivery location(s);

Quantity, price, and specifications for meals per location;

Security requirements to include identification of designated Point of Contact and Security Specialist for the location(s);

Invoicing instructions;

Accounting and appropriation data; and Specific clauses for your Order.

For a Purchase Card Order:

Contact the supplier via phone or email and provide the following information:

BPA Number and Order Number;

Order date and required delivery date;

Delivery location(s);

Quantity, price, and specifications for meals per location; and Security requirements to include identification of designated Point of Contact and Security Specialist for the location(s).

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3.0 Points of Contact

3.1 BPA Contracting Officer

Frank S. Duarte Contracting Officer Department of Homeland Security US Customs and Border Protection Office of Acquisition Procurement Directorate Border Enforcement Contracting Division – Pacific Branch Phone: 202-425-1775 Email: frank.s.duarte@cbp.dhs.gov

3.2 BPA Holders

BPA Number Company POC/BPA Account Manager

TBD TBD TBD

TBD TBD TBD