Attach 8 Contractor Overview Report.pdf

Controlled Unclassified Information (CUI)

Source Selection Information – See FAR 2.101 and 3.104

ATTACHMENT 8

CONTRACTOR OVERVIEW

REPORT

Important: Interested contractors must fully and accurately answer all questions in this document to the best of their knowledge. Each response must be complete and self-contained— do not reference other documents or attachments.

This document will serve as one of the primary evaluation tools used by the government to assess each offeror’s Technical Acceptability. Failure to provide clear, direct, and standalone responses may result in an unfavorable evaluation or deem an offeror ineligible for award.

28 July 2025 Defense Logistics Agency

Troop Support Indo-Pacific – Procurement Office Hawaii

ATTACHMENT 8

CONTRACTOR OVERVIEW REPORT

The Government is soliciting USDA Grade No. 1 or better-quality Fresh Fruits and Vegetables (FF&V) for non- DoD school customers located on the island of Oahu. This requirement will be fulfilled through a long-term Indefinite Delivery, Indefinite Quantity (IDIQ) contract.

Contract Number/Name: SPE302-25-R0005 / Oahu FF&V Schools

Guaranteed Minimum: $329,000.00 Maximum Ceiling Amount: $25,000,000.00

Estimated Period of Performance: ~ September 23, 2025 – September 22, 2030

Contract Term (Years): 5 Years

Solicitation Close Date/Time: 1700 Hours HST, August 29, 2025

COMPANY NAME:

BUSINESS ADDRESS:

MAILING ADDRESS:

OAHU TEMPERATURE CONTROLLED FACILITY ADDRESS:

UNIQUE ENTITIY ID:

CAGE CODE:

# OF EMPLOYEES:

POINT OF CONTACTS:

MAIN POC / TITLE / PHYSICAL ADDRESS:

PHONE:

E-MAIL:

2nd POC / TITLE:

PHONE:

E-MAIL:

ANY ADDITIONAL POC (LIST NAME, TITLE, PHONE, EMAIL):

1. Commercial Distributor Status Are you currently operating as a commercial FF&V distributor?

☐ Yes ☐ No If yes, please provide a concise yet comprehensive overview of your company, specifically highlighting the key strengths that make it well-suited to perform on the island of Oahu. Include relevant details such as years in operation, core capabilities, local distribution capacity, experience servicing Oahu-based customers, and any additional information that demonstrates your firm’s qualifications and value to the Government.

2. Licenses & Registrations: Please fill in required information and check the applicable boxes.

o Provide PACA License Number (Primary):

o SAM.gov Status: ☐ Active ☐ Inactive o SAM Expiration Date:

o Please list below Any Secondary Partners PACA License Number & SAM.gov Information o Please list below all USDA Group Food Safety Program certifications from farms supplying FF&V specific produce intended for school meals under this contract. Such farms must be GAP certified.

3. Order Processing & Fulfillment Please describe your standard procedures for receiving, processing, and fulfilling orders for customers specifically located on the island of Oahu, including any logistics, coordination, or scheduling practices that ensure timely and accurate deliveries. Where is your central order desk located at?

4. Inventory & Rotation Please describe your inventory management practices, including how you ensure proper product rotation and minimize spoilage of fresh fruits and vegetables

5. Technology & Systems What systems or software do you currently use to manage orders, substitutions, and customer communications? Are you familiar with the USDA FFAVORS system? If you have not previously used FFAVORS, are you aware of its purpose and how it functions? What systems or software do you currently use to manage orders and substitutions? Note that the Contractor is responsible for learning and utilizing FFAVORS. The government is not responsible for providing instructions on the use of

FFAVORS.

6. Local Market & Surge Support Please describe your understanding of the local fresh produce market on Oahu and explain how your operation would respond to surge demand—such as during school events, seasonal fluctuations, or sudden calendar changes.

7. Volume Fluctuation Capability Please provide examples that demonstrate your ability to support fluctuating delivery volumes, including how you forecast and adapt to varying customer demand.

8. USDA Grading Describe your sourcing practices and explain how you verify that all applicable products meet or exceed USDA Grade No. 1 standards.

9. Packaging Options Are you able to accommodate and supply institutional pack sizes, such as bulk or school-sized quantities?

☐ Yes ☐ No – Provide examples:

10. Substitutions What steps do you take to minimize substitutions, and how do you ensure their acceptability when they are necessary?

11. Shelf Life What is the minimum shelf life you can guarantee for the products you deliver?

12. School Program Experience Please describe your experience in supporting school lunch programs or USDA Child Nutrition Programs.

13. Catalog Updates History Please describe your experience updating catalogs for both commercial and government contracts, including the processes you followed and any challenges you faced.

Delivery & Distribution Plan

1. Delivery Model Please describe your typical delivery model and frequency for delivering fresh fruits and vegetables to schools across the island of Oahu. Include details such as a) number of currently available and functioning refrigerated trucks on-hand, b) number of qualified delivery drivers currently on staff, c) delivery routes, d) frequency, d) and how you handle perishable items. Additionally, outline any challenges you anticipate in servicing multiple school locations. Refer to Attachment 2 - Customer Locations for a list of schools on Oahu.

2. On-Time Delivery Practices What measures do you have in place to ensure consistent and on-time delivery?

3. Re-Delivery Process Are you able to provide same-day re-delivery for rejected items? If so, please describe your procedures for handling same-day re-delivery, including how you ensure timely and accurate resolution of issues.

☐ Yes ☐ No

4. Cold Chain Management Please list the addresses and describe all temperature controlled and secured FF&V distribution facilities on the island of Oahu.

Are you able to comply with the following refrigeration requirement?

• Specific Refrigeration Requirements: Items requiring chilled conditions shall be stored and delivered under refrigeration within the range of 32 to 40 degrees Fahrenheit. This temperature must be maintained during the entire supply chain process, including transit.

Items identified on Attachment 1 Schedule of Items are required to comply with this requirement and are subject to Quality Assurance Audits. The Contractor, and its subcontractors are responsible for ensuring compliance with this requirement, and all costs to comply with this requirement must be included in the Distribution price. There shall be no price adjustments to comply with this requirement.

☐ Yes ☐ No - Explain

5. Substitution Flexibility How do you manage and respond to short-notice changes or substitutions in orders?

6. Time-Specific Delivery Capability and Multi-Site Delivery There are 135 school locations listed on Attachment 2. Are you able to fulfill single orders to multiple school locations across Oahu on the same day, within the delivery window of 6:00 AM – 10:30 AM? If so, how many schools can you serve in one day?

☐ Yes ☐ No - Explain

How many delivery trucks and drivers will be assigned to this account?

Quality Assurance & Food Safety Procedures

1. Food Safety Standards Do you adhere to USDA Group Food Safety Program GAP certifications, and HAACP protocols in your operations? Please explain how these standards are implemented.

☐ Yes ☐ No

2. Spoilage & Rejection Response Please describe your process for replacing rejected or spoiled items, including the steps you take to ensure timely resolution and customer satisfaction.

3. Inspection & Traceability Please explain your internal inspection process and the traceability system you use to ensure product quality and compliance.

4. Compliance with Attachments For each attachment listed below, please select the appropriate box and provide a concise explanation of how you can meet the outlined requirements.

o Attachment 5 (QSM Visits): ☐ Compliant ☐ Not Compliant o Attachment 7 (Food Defense): ☐ Compliant ☐ Not Compliant

5. Food Defense Plan & Sanitation Describe the food defense measures and sanitation protocols you have in place to ensure the safety and integrity of the products you deliver.

6. Recall & Tracking Readiness What procedures do you have in place to handle product recalls?

7. Staff Training What processes and procedures are in place to train your staff and drivers on food safety and handling requirements?

8. Pest Control Describe your pest control and prevention procedures, including how you monitor, document, and address potential infestations at your facilities.

Additional Details Page

Offerors may use this page to provide any supplemental information or clarifications related to their responses in the Vendor Overview Report. Please clearly indicate the section header and question number that your additional information corresponds to.

Each entry must begin with the section and question being referenced. For example:

Section: Past Performance – Question 2 Additional details...

Do not repeat or restate entire responses—this page is intended strictly for additional clarification, expansion, or explanation of prior answers.

Contractor Certification and Acknowledgment

By submitting this Contractor Overview Report, the undersigned contractor acknowledges and certifies that all questions within the report have been answered to the best of their knowledge and ability. The contractor affirms that all responses are complete, accurate, and truthful, and understands that any incomplete or inaccurate responses may adversely affect the evaluation of their proposal in accordance with the established evaluation factors.

The contractor further acknowledges that failure to fully answer all questions or provide sufficient supporting documentation, as outlined in this report, may result in a lower evaluation score or exclusion from further consideration in the procurement process. The contractor also recognizes that the information provided in this Contractor Overview Report will be relied upon by the Government in evaluating the contractor's qualifications, capabilities, and past performance under this contract.

The contractor understands and agrees that any omission, misrepresentation, or failure to comply with the requirements of this report may be considered a material misstatement, which could be grounds for rejection of the proposal or termination of any subsequent agreement or contract. By submitting this report, the contractor consents to the Government’s use of the information provided for purposes of contract award, contract management, and compliance with applicable laws and regulations.

Contractor Name: ____________________________________________

Authorized Representative Name: ____________________________________________

Title: ____________________________________________

Date: ____________________________________________

Signature: ____________________________________________