Statement_of_Work.pdf

STATEMENT OF WORK

National Food and Nutrient Analysis Program:

Monitoring Nutrient Levels and Bioactive Components in U.S. Foods and Dietary

Supplements

I. BACKGROUND INFORMATION

The mission of the Nutrient Data Laboratory (NDL) is to develop authoritative food composition databases and state of the art methods to acquire, evaluate, compile and disseminate composition data on foods and dietary supplements available in the United States.

The National Food and Nutrient Analysis Program (NFNAP) is an ongoing research project that is achieving long-sought improvements in the nutrient values in the National Nutrient Databank through a comprehensive revision of scientific concept and technical approach. The program was initiated by the Nutrient Data Laboratory, Agricultural Research Service, USDA, in 1997 and was renewed in 2011 in collaboration with the National Institutes of Health National Cancer Institute, the Office of Dietary Supplements, and other supporting NIH Offices, Institutes and agencies.

A specific aim of the project is to continue to implement a nationally-based sampling survey of U.S. foods. The goal of the sampling plan is to collect food samples that are representative of the underlying population. A probability-based sampling design is used in order to reduce bias and ensure that the data are truly representative of the national food supply. This is achieved through a 5-stage sampling survey which involves: a) identifying population units (foods) of interest; b) characterizing the foods for sources of variance and other stratifying factors; c) defining sample size and type for each stratum;

d) locating and procuring the food samples; and e) preparing samples for analysis.

II. PURPOSE AND OBJECTIVES

The purpose of this contract is to procure individual units of various foods and dietary supplements (such as fresh produce, canned/bottled items, refrigerated, frozen, and ready-to-eat foods, vitamins, etc.) from various food and health outlets. These outlets will be identified by NDL and may include, but are not limited to: retail grocery and fast food outlets; full-service restaurants; health food stores; warehouse/club stores; convenience stores and roadside stands. For each food item, approximately one (1) to 200 sample units will be collected at each pick up site; however, the exact number of sample units of a selected food will vary and will be specified by NDL with each task order. The sampling plan will include identification of the forms of the food that dominate the market.

Monitoring Nutrient Levels and Bioactive Components in U.S. Foods and Dietary Supplements 2

III. CONTRACTOR REQUIREMENTS

The Contractor shall procure food and/or dietary supplement samples as specified in the individual task order(s) and ship them to the designated location(s). NDL will provide a description of the sample to be purchased for each food/menu item/supplement, the location of the store/restaurant where they are to be purchased, and the method to be used for packing and shipping. See Attachment I for an estimate of the number of pick-ups, sample quantities and the designated cities.

IV. TASKS

A. Purchase of Samples The Contractor shall procure products from retail grocery chains, convenience stores, fast food chains, full-service restaurants, health food stores, vitamin stores, warehouse/club-type stores, or any other type of store/restaurant specified by NDL, in the designated county/city within three (3) weeks of notification. Contractor must have the capability to simultaneously purchase and ship combinations of frozen, refrigerated, and shelf-stable products from multiple cities across the country (typically 12 cities at one time, maximum 24 cities) as specified by NDL. These samples will usually be shipped to only one processing facility, but on rare occasions, contractor must have the ability to package and ship samples to two different processing facilities (different physical mailing addresses) on the same sample pick

up. All food/supplement samples will be purchased with contract funds.

B. Selection of Samples Agents possessing a familiarity with the retail/restaurant outlets in the specified city shall purchase designated products. The original manufacturer’s label must be attached to the product as appropriate. Products with ripped or detached product labels will not be accepted. The purchasing agent must pay careful attention to the detailed instructions or specifications provided by NDL, including food type and description, brand name, container size, lot number or container code, selection process, number of items to be purchased from each store, etc. Instructions will be provided with each task order indicating whether or not brand and/or size substitutions are permitted.

• Canned items must be in good condition. No dented, buckled or bulging cans.

• Bottled/glass items must have no visible cracks and original seals must be intact.

• Frozen items must have no obvious signs of thawing and re-freezing; i.e., a heavy layer of ice crystals on outside of the package, wet outer cartons at time of purchase, etc.

• Fresh produce must be intact and in good condition. No mold, bruising, or rotting.

Monitoring Nutrient Levels and Bioactive Components in U.S. Foods and Dietary Supplements 3

C. Product Labeling In addition to the manufacturer’s label, each individual unit (excluding produce) must have an attached label which is to be completed by the purchasing agent. The label shall be placed on the product so that it does not obscure important information on the product label, i.e. name of product, purchase or sell-by date, lot number, nutrition fact panel, or ingredient statement. All labels will contain the following information: date of purchase; name and address of store where purchased (including street address, city, state and zip code), and any other information request by NDL. Labels shall be provided by the Contractor. The Contractor shall provide a sample label format to NDL for approval prior to the purchase of any product.

Ink used for labeling should be a permanent type not subject to smearing when label comes in contact with condensed moisture on perishable samples.

D. Storage of Product Prior to Shipping Unless specified otherwise, product shall be shipped on the day it is purchased. All items must be stored under appropriate conditions, as designated by NDL, prior to shipping. Canned items shall be maintained between 50-90°F. Refrigerated items shall be kept between 32-40°F. Frozen items shall be stored below 32°F and must be kept frozen. To meet this requirement, purchasing agents must have coolers outfitted with sufficient quantities of freezer packs (for refrigerated foods) or dry ice (for frozen foods) in the car at the time products are purchased. No product shall be thawed and then re-frozen. The Contractor is responsible for maintaining product integrity both prior to shipping and during the course of shipping. In many cases, the Contractor will be required to freeze samples (that were not purchased in a frozen state) prior to shipping. The Contractor shall ensure purchasing agents have the ability to freeze large quantities of samples for 18-24 hours prior to shipping.

E. Packaging of Product NDL may require that some items be placed in separate resealable Ziploc™ or twist-tied plastic bags and/or disposable plastic containers prior to shipping. Unless specified otherwise, food products shall be left in the original packaging and then placed in plastic bags and/or containers. Exceptions may include fast food and/or restaurant products or other items specified by NDL.

Items must be packaged so that product integrity is maintained. Wherever applicable, products should be wrapped in bubble wrap to avoid breakage or damage. Frozen items shall require additional packaging (such as brown paper) to protect product from damage caused by dry ice. All shipping containers must be adequately cushioned with some type of packaging material interspersed among the products to prevent damage during shipping and handling.

F. Forms and Documentation Paperwork shall accompany all product shipped to each location. The outside of each

Monitoring Nutrient Levels and Bioactive Components in U.S. Foods and Dietary Supplements 4 carton and/or cooler must contain a form indicating the type of products that are enclosed (for example, canned fruit and canned tomato products). An inventory sheet providing an itemized list of all products in each box shall be filled out by the purchasing agent prior to shipping and placed inside the box (at the top) before the box is closed and sealed. This form shall include brand name, package size, quantity of all items contained in the box, and an explanation as to why any product was not purchased. A copy of this form shall also be emailed directly to the processing facility prior to the arrival of the samples.

Some requests may require additional paper work. In these instances, NDL will provide a survey or other form which is to be filled out by the purchasing agent at the time the samples are purchased. It may be necessary for the purchasing agent to speak with the store manager in order to obtain the necessary information. This paperwork shall be placed inside the container and/or cooler along with the samples and shipped to the designated location.

G. Shipping Materials and Methods The Contractor shall provide all shipping materials.

Shelf-stable items, including canned and bottled products, may be shipped in cardboard boxes/cartons. Canned items shall be separated by dividers and glass items shall be individually wrapped in plastic bubble wrap.

Refrigerated items must be shipped in heavyweight coolers outfitted with enough refrigerator packs to maintain the temperature of the cooler at approximately 45°F until received by an NDL representative. Dry ice may not be added to coolers used to ship refrigerated products in order to guard against freezing. Any refrigerated items which are received at extreme temperatures (either frozen or too warm) will be rejected and replaced by Contractor at no additional cost to NDL (including price of product, shipping and overhead).

Frozen items must be shipped in heavyweight coolers outfitted with enough dry ice to maintain the products in a frozen state. A protective layer or barrier must be placed between the products and the dry ice. The products shall not come in direct contact with the dry ice to avoid freezing damage. Any frozen items which are received at temperatures above freezing or show signs of dry ice damage will be rejected and replaced by the Contractor at no additional cost to NDL (including price of product, shipping and overhead).

Instructions for the shipping of products will vary, depending on the type of food.

Specific instructions shall be provided with each task order. For some pick-ups, it will be required that products be shipped on the day of purchase via an overnight delivery service, such as Federal Express Priority Overnight Service, in order to arrive at the designated location by 10:30 am the following morning. Other pick-ups

Monitoring Nutrient Levels and Bioactive Components in U.S. Foods and Dietary Supplements 5 will utilize different shipping options, such as Federal Express 2-Day Service or UPS Ground. Products shall only be received Tuesday through Friday. Unless otherwise noted, all products will be shipped to:

Dr. Katherine Phillips Virginia Polytechnic Institute and State University Department of Biochemistry, 304 Engel Hall Blacksburg, Virginia 24061-0308 Phone: (540) 231-4361 Email: kmpvpi@vt.edu

Dr. Phillips or her representatives shall be contacted prior to shipping and alerted as to when samples will arrive. Tracking numbers for all packages shall be provided to Virginia Polytechnic and State University (VPI) as soon as the packages have shipped. Notification shall be provided via email or through access to the Contractor’s electronic database.

Some pick-ups will require that samples be shipped to more than one location.

Contractor shall have the ability to ship samples purchased during one shopping trip to more than one designated location.

H. Handling of Sampling Problems The Contractor shall handle sampling problems using the following guidelines:

• NDL should be contacted immediately to discuss the problem. Names and phone numbers of appropriate NDL contacts will be provided upon the award of the contract.

• Substitutions of specified products, quantities, sizes, etc. may be authorized only by NDL representatives.

• Should problems occur, the Contractor will resample at no expense to NDL.

• New/replacement products will be shipped to the designated processing facility within one week of the time the Contractor is notified via email.

Monitoring Nutrient Levels and Bioactive Components in U.S. Foods and Dietary Supplements 6

ATTACHMENT I

I. Estimated Number of Food Sample Pick Ups and Sample Quantities

Period of Performance

Sample Pick Ups Different Foods Per Pick Up

Sample Units Per Pick Up Per City

Base Year 6-10 6-14 30-200 Option Year I 6-11 6-14 30-200 Option Year II 6-11 6-14 30-200 Option Year III 6-12 6-14 30-200 Option Year IV 6-12 6-14 30-200

II. Counties Where Samples Shall Be Purchased *may be subject to change over the course of the contract

AZ: Pima County

CA: Alameda County Los Angeles County San Diego County

CO: El Paso County

FL: Pasco County

GA: Henry County

IA: Emmet County

IL: Cook County

IN: Warrick County

KY: Mercer County

MA: Essex County

MI: Oakland County

MN: Hennepin County

NC: Halifax County

Mecklenburg County

NE: Adams County

NJ: Middlesex County

NY: Kings County

PA: Allegheny County

TN: Shelby County

TX: Harris County Tarrant County

WA: King County