A 02 - SOW - MN ARNG Bulk Food.docx

STATEMENT OF WORK

FOR

MN ARNG BULK FOOD

1. The Minnesota Army National Guard (MN ARNG) Requires a State-Wide Bulk Food Contract. Contract will provide for a base year with four (4) ordering periods of 12 months. The Minnesota Army National Guard requires 112 delivery locations (46 of which are located at Camp Ripley near Little Falls, MN). Delivery locations throughout the entire State of Minnesota with most locations in either the Twin Cities Metro area or the Little Falls / Camp Ripley Area (refer to Exhibit 3 for delivery locations). Most Minnesota National Guard Units order either prepared meals or bulk groceries through the contract. Vendor will commonly have several requirements for bulk groceries across the State for the same weekend. Items required include:

a. Exhibit 1 includes 150 most used/ordered items with annual ordered quantities. Exhibit 1 does not represent the actual order quantities or constitute a guarantee of work. Quantities are only provided to provide some historical data.

b. In addition to bulk food items the Government also requires the ability to order small-ware, flatware, cooking utensils and other various food preparation or serving products. An example is available in Exhibit 2. Exhibit 2 does not represent the actual order quantities or constitute a guarantee. It only serves as an example.

c. Additional items maybe added with concurrence of the COR and vendor and approval of the Contracting Officer.

2. History

a. The previous order period for the contract had 608 individual deliveries. Not including orders picked up at the local warehouse. The previous year had 41,033 items ordered.

3. Locations

a. The MN ARNG has a total of 112 delivery locations – to include 46 separate locations at Camp Ripley Training Center near Little Falls, MN. For full listing of locations see Exhibit 3 – Delivery Locations.

b. Locations span the entire State.

c. All locations require the same service options.

d. Additional locations maybe added with coordination between the vendor and COR pending approval through the Contracting Officer.

e. All locations within the State of Minnesota are subject to the same price – if locations outside the State of Minnesota are requested and approved they are subject to individualized pricing. No locations outside the State of Minnesota are anticipated at this time.

4. Delivery Requirements

a. Vendor must provide the location of their delivery warehouse.

b. Delivery locations will include Military Installations. Vendor must ensure their delivery personnel can obtain access to military installations. Access to military installations may delay personnel or be revoked by the contracting office. It is the vendor’s responsibility to know the installations requirements and rules.

c. Vendor will deliver items between 0830 and 1500 unless prior coordination with the COR has been completed.

d. Vendor web interface must provide selectable delivery dates when the order is placed.

e. Vendor must be able to accomplish “rush” delivery on orders 48 hours after the order is placed – if rush deliveries will have a different rate that rate must be included as part of the Solicitation Response.

f. Vendor must have a pickup area available for Units who order between 12 and 48 hours prior to pick up.

g. The location of the warehouse must be in the state of Minnesota.

h. Each Delivery Location will be tied to a specific User Account – account names are specified by Delivery Location in Attachment 1.

i. All products shall be delivered free of damage to the product or packaging. If item is not delivered in acceptable condition, it will be rejected.

j. Delivery locations do not have a ramp or material handling equipment available for vendor use – vendor must be able to unload items into the required building.

k. Any pallets or packaging material used for deliveries are the responsibility of the vendor and must be removed from the premises by the vendor.

l. Deliveries typically are required Thursdays or Fridays – occasionally weekend deliveries will be required. Vendor will not be required to delivery on any federal holidays.

m. Additional delivery locations will be coordinated between the Contracting Officer Representative (COR) and the vendor with the approval of the Contracting Officer. These locations may include but not be limited to training areas in the field directly to units conducting training beyond range control. Any movement to locations beyond range control will be escorted by the requesting Unit. Coordination with the COR will be completed prior to the delivery.

n. All food deliveries must be in compliance with TB MED 530.

o. Food Deliveries must meet the following guidelines

i. Frozen items – Stored and delivered at 0 degrees Fahrenheit or less. Products shall be maintained and received in a frozen state at all required delivery points. Evidence of thawing and refreezing shall be cause for rejection of an item.

ii. Items requiring chilled transport / conditions shall be stored and delivered under refrigeration between 32 and 40 degrees Fahrenheit.

iii. Items requiring protection from heat shall be stored and delivered at temperatures below 70 degrees.

p. All food deliveries must be appropriately marked with precautionary measures such as “Keep Frozen” or “Keep Refrigerated”.

q. All deliveries must have a Government representative onsite to receive the order. If no Government representative is available contact the COR.

5. Ordering Process

a. Vendor must have an online catalog/ordering process

b. Vendor must be able to provide all items on the order list (attachment 2)

c. Cost of the items order shall be “locked in” at the time of the of the order submission. The cost at the time of the order must be the same price as the final bill submission in Wide Area Work Flow.

d. Each location shall have a separate login / account. Account names are listed in Attachment 1.

e. Routing of food orders

i. End user at location will order food.

ii. End user submits order.

iii. Order must be approved by State Food Service Office before released from vendor. – This shall be done utilizing an automated system that notifies the Food Service Office when orders are pending.

f. Vendor must display their ordering system as part of the solicitation response. The vendor shall provide ordering system. Vendor is required to submit a video tutorial of their ordering system as part of their solicitation response. Video must include step-by-step overlay (voice or text) instructions of how ordering system works.

g. Upon vendor acceptance of any order the vendor shall provide an email confirmation to the food service office. Confirmation shall include the following items:

i. Date/Time of Order

ii. Internal Order Number (tracking within the vendors system)

iii. Product Description

iv. Unit of Issue

v. Quantity Ordered

vi. Quantity to be Delivered

vii. Unit Pricing

viii. Total Unit Cost

h. Vendor online ordering system must be able to accept orders between 0700 and 1700 local time – Monday through Friday. Acceptance of orders on any federal holiday is not required.

6. Substitutions

a. Should any item on an order become unavailable and require a substitution after the order is placed the vendor shall notify the COR at least 24 hours prior to shipment.

b. Any food item that becomes unavailable after the order is place must have a similar item substitution.

c. Any substitution can be rejected by the COR and a different substitution can be requested.

d. The Government will pay the cost of the original item or substituted item – whichever is less at the time of the substitution.

7. Additional Requirements

a. Frozen product must be processed and packed to allow removal of the individual units from the container without damage to the other units. (The intent is to be able to remove only that amount of product required for current needs, without the necessity of defrosting).

b. All food items must be stored in compliance with the TB MED 530.

c. All sizing for food items must be within 90% of the ordered item unit of issue. (Example – ordered 20 lbs ground beef, delivery must be between 18 and 22 lbs)

d. All food and beverage products must be identified with readable dates (open Code Dates), or coded dates, as determined by the type of product delivered. For semi-perishable, shelf stable items, open dating is preferred, but coding is acceptable. Vendors who do not have open dating will provide a product code number key listing to each customer facility. The product code number key listing shall explain the actual date of production or processing. Items/products other than semi-perishable, shelf stable products must have readable, open code dates clearly showing use by date, date of production, date of processing/pasteurizing, sell by date, best if used by date, or similar markings. A pre-dating system may be used representing a pick-up date for bakery/dairy items.

e. The vendor will submit a copy of each orders invoice and a roll up of all invoices to the COR either through email or attached to the WAWF Invoice against each CLIN on the Delivery Order.

f. The Government will pay for the amount/weight of the items as ordered – weights and quantities must be within 90% of the ordered amount.

g. AT Level I Awareness training. This language is for contractor employees with an area of performance within an Army controlled installation, facility or area. All contractor employees, including subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I Awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 15 calendar days after completion of training by all employees and subcontractor personnel. AT level I Awareness training is available at the following website: http://jko.jten.mil.

h. iWATCH Training. This language is for contractor employees with an area of performance within an Army controlled installation, facility or area. The contractor and all associated sub‐contractors shall brief all employees on the local iWATCH Army program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 15 calendar days of new employees commencing performance with the results reported to the COR NLT 15 calendar days after contract award.