Attachment A Statement of Work.pdf

SCOPE

The Contractor shall provide milk and dairy products to the New Mexico VA Medical Centers located in Albuquerque, NM. The quantities listed are estimated requirements for the Nutrition & Food Service. The term of the IDCshall be for a Base Year Period commencing on Date of Award but no earlier than April 1, 2021 through March 31, 2022. The contract will include four annual exercisable option periods.

SPECIFIC TASKS

a. The contractor shall provide milk and dairy products to the New Mexico VA Medical Centers located in Albuquerque, NM. The quantities listed are estimated requirements for the Nutrition & Food Service.

b. The contractor shall contact the Contracting Officer on all administrative matters. Only the Contracting Officer is authorized to make commitments or issue changes which will affect prices, quantity, or the delivery terms and conditions of this contract.

c. NOTE: All Quantities are Estimates – Actual Quantities may vary among Line Items.

d. Estimated orders will be submitted weekly with the Government reserving the right to adjust orders 24 hours prior to scheduled delivery.

e. Delivery to the New Mexico VA Medical Center, may consist of two (2) separate delivery points and times.

f. Notice to Bidders: The Government acknowledges the possibility that bidders may wish to enter into subcontractor arrangements for the performance of this contract.

Bidders will be responsible for identifying with their bids, any and all subcontract arrangements. Any such arrangement will not be construed as a contract between the Government and the subcontractor. It is understood that in the event such an arrangement is accepted, the Prime Contractor will be responsible for assuring that delivery and performance is in conformance with the contract requirements. In the event that the Government determines the subcontractor’s performance to be unacceptable, the Prime Contractor will be responsible for remedying any and all deficiencies, including but not necessarily limited to replacing the subcontractor. The Prime Contractor will be responsible for providing all quarterly reporting data (separate submissions from subcontractors are not acceptable).

g. Federal Holidays: New Year’s Day, Dr. Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

DELIVERABLES

Milk, 1%, ½ pint container – 85,000 Milk, Skim, ½ pint container – 1,200 Milk, Whole, ½ pint container – 20,000 Milk, Chocolate, ½ pint container – 6,500 Cottage, Cheese, Creamed, 5 LB container - 150

Punch, Fruit Punch Flavor, 1 gallon container - 50 Punch, Orange Flavor, 1 gallon container – 50

PERFORMANCE MONITORING

The contractor’s performance will be evaluated throughout the life of the contract. The evaluation will be performed using the CPARS/FAPIIS evaluation database. This is intended to provide the contractor with continous feedback during the performance of the contract as well as aid in documenting past performance for submission to other Government past performance databases

SPECIAL CONSIDERATIONS

Preservation, packaging and packing shall be to a degree of protection to preclude damage to containers and/or contents under normal shipping conditions, handling, etc.

and shall conform to normal commercial practices and applicable carrier rules and regulations involving shipment from the Contractor to the receiving activity for storage.

Shipping containers shall be in compliance with National Motor Freight classification and Uniform Freight classification (in effect at the time of shipment).

NOTE: (a) Gallon Containers – Acceptable packaging = plastic containers

(b) ½ pint Containers – Acceptable packaging = ½ PT Cardboard

All packaging and packing shall be in accordance with good commercial practice.

Labeling shall be in accordance with commercial labeling, complying with Federal Food, Drug, and Cosmetic Act and regulation promulgated there under.

All items must be identified with readable dates (open code dates) or coded dates.

Contractors who do not use open dating will provide a product code number key listing.

The product code number key listing shall explain the actual date of production or processing. Copies of key-code listings will be furnished to each destination receiving officer and each destination inspection agency with the first delivery.

SOURCE OF MANUFACTURE

Items supplied under this contract are required to originate from a sanitary approved source. The supplier shall identify the source of manufacture on the primary container or in the accompanying shipping documents. The identification on the primary container may consist of either the manufacturing plant name and address or a manufacturing plant code. When the manufacturing plant is identified on the shipping documents accompanying the delivery, the plant shall be identified by its complete name, address and plant code

EPA

Should the contractor manufacturer and provide company brand milk products, the contractor should utilize, if possible, recycled materials for containers as long as they meet the FDA sanitary standards for the specified commodity. List recycled materials used in the packaging of the requested products herein:

METRIC PRODUCTS

Products manufactured to metric dimensions will be considered on an equal basis with those manufactured using inch/pound/gallon units, providing they fall within the tolerances specified using conversion tables contained in the latest revision of Federal Standard No. 376B and all other requirements of this document are met. If a product is manufactured to metric dimensions and those dimensions exceed the tolerances specified in the inch/pound units, a request should be made to the Contracting Officer to determine if the product is acceptable.

INSPECTION AND ACCEPTANCE CRITERIA

The Government reserves the right to inspect delivered goods for compliance of specifications, including but not limited to, correct products, quantities, proper packing, damaged goods, etc. Any items determined unacceptable will be refused with full credit/replacement due at the discretion of the Government. Replacement of rejected products shall be delivered the same day no later than 3:00 p.m., unless otherwise specified by the Station POC.

The Contractor shall be responsible for delivery to the appropriate locations specified by the delivery schedule. The Contractor shall provide the necessary means to accomplish such delivery (e.g.: hand truck, dolly, cart, etc.) The Government assumes no obligation to provide and/or make available to the Contractor, any such means required for such delivery, nor shall the Government be required to accept shipment should the Contractor be unable to make delivery as required.

.SANITATION AND WORKMANSHIP:

a. All items furnished under this contract shall be prepared, processed, and packed under sanitary conditions and in accordance with good commercial practice and approved standards established by the Food and Drug Administration. All containers shall be clean, sound and securely covered or sealed to provide adequate protection from dirt, filth and all other contamination. Chilled and frozen items shall be maintained at temperatures necessary for the preservation of the products.

b. The VA Contracting Officer or his/her designee reserves the right to inspect the Offeror’s premises at any time during the life of the contract. A pre-award, on-site visit to inspect the manufacturing plant, personnel, process and packaging equipment and premises in order to verify compliance with all applicable Federal and State mandatory requirements and regulations relating to the preparation, packaging, labeling storage, distribution, and sales of the products with the commercial marketplace may be performed by the government prior to contract award. If the plant of the apparent low offeror does not meet specification or is not acceptable, the quote will be rejected.

SPECIFICATIONS AND STANDARDS:

a. The delivered products shall comply with all applicable Federal and State mandatory requirements and regulations relating to the preparation, packaging, labeling, storage, distribution, and sales of the products with the commercial marketplace. All deliveries shall conform in every respect to the provisions of the Federal Food, Drug and Cosmetic Act and regulations promulgated there under.

b. Quality Assurance. All raw milk for pasteurization, condensed and dried milk, finished products and the plant in which the products are processed shall comply with all applicable requirements of the “Grade A Pasteurized Milk Ordinance – 1978 Recommendations of the United States Public Health Service” or latest revision thereof, or regulations substantially equivalent thereto. The raw milk for pasteurization, milk plant, and pasteurized milk and milk products each shall have a compliance rating of 90 or more as certified by the State Milk Sanitation Rating Officer and shall be listed in the “Sanitation Compliance and Enforcement Ratings of Interstate Milk Shippers.” All milk products delivered for consumption shall have at least two week’s expiration from the date of delivery. All testing shall only be done by milk laboratories approved by Federal and State agencies and listed in the previously mentioned document.

c. Contractor’s Certification. By submitting a quote, the contractor certifies that the product offered meets the specified salient characteristics and requirements of the Federal Hospital Subsistence Guide; conforms to the producer’s own specifications and standards, including product characteristics, manufacturing procedures, quality control procedures, and storage facilities located within the United States, its territories, or possessions; and is sold on the commercial market. The Government reserves the right to determine proof of such conformance prior to the first delivery at final destination as may be necessary to determine conformance with the provisions of the contract.

FRESHNESS REQUIREMENTS FOR DAIRY PRODUCTS:

a. Fluid dairy products and dairy products shall have sufficient remaining shelf life commensurate with good commercial practice and a minimum:

a. Milk must be delivered within a reasonable industry standard time after pasteurization and have a minimum 14 days of shelf life after date of delivery.

b. Cottage cheese, cultured, normal shelf life must be delivered within 4 days after date of packaging. Cottage cheese, cultured or acidified, extended shelf life, must be delivered within 7 days after date of packaging.

REFRIGERATION, FROZEN PRODUCTS, AND DRY STORAGE

REQUIREMENTS:

a. Items requiring “protection from heat” shall be transported and stored at temperature below 70 degrees Fahrenheit.

b. Carrier equipment for straight loads of “Chilled” products will be required to be pre-cooled to a minimum temperature of 35 degrees Fahrenheit and a maximum temperature of 41 degrees Fahrenheit, and shall be capable of maintaining temperature within that range to destination.

c. Carrier equipment for straight load of “Frozen” products will be pre-cooled to 10 degrees Fahrenheit, or lower before loading, and capable of maintaining 0 degrees Fahrenheit or lower to destination. Product should be loaded in carrier’s equipment as promptly as possible to minimize product temperature rise. At destination, the product shall be hard frozen and show no signs of defrosting. Temperature of the product shall not be above 0 degrees Fahrenheit. Frozen products will be wrapped in polyurethane wrapping.

d. Carrier equipment for straight load of “Frozen and Chilled” products will be required to be pre-cooled to a minimum temperature of 35 degrees Fahrenheit and a maximum temperature of 41 degrees Fahrenheit, and shall be capable of maintaining temperatures within that range to destination. The frozen products in the load shall be completely segregated by installing effective barrier(s) at the time of loading in order to prevent product damage.

PROCUREMENT FROM ANOTHER SOURCE

The Contracting Officer shall make every effort to ensure that offered substitutions are given fair and reasonable consideration and that procurement from an alternate source is made only if necessary. If procurement from an alternate source is required due to the Contractor’s fault, the Contractor is responsible for any price difference and any other additional charges.

CONTRACTOR LICENSE, PERMITS AND FACILITIES

The Contractor shall obtain all necessary licenses and/or permits required to perform under this contract. The Government may, prior to contract award or at any time during the term of the contract, inspect the Contractor’s plan, personnel, equipment, processes, and protective containers to determine compliance with State and Federal sanitary requirements.

LABORATORY REPORTS

Upon request the Contractor shall provide the Contracting Officer with copies of laboratory reports prepared by an official of a Federal, State, or County laboratory and shall include chemical and bacteriological examination results and certification that adequate public health controls are in effect at the plant are being observed. The Coli form Count and Plant Count on applicable items shall not exceed the maximum allowed by the County and/or State Health Department in more than one (1) sample in each series of four (4), each sample to be taken on separate days.

QUALITY MANAGEMENT

The Government further reserves the right to enter and inspect any vehicle used to deliver goods for, but not limited to, compliance of sanitation conditions, proper refrigeration, proper cargo area temperature, etc. Such inspection shall be made on a random basis, upon delivery.

CONTRACTOR DELIVERY PERSONNEL

All Contractor personnel are required to wear distinctive clothing bearing the name of the Contractor and by wearing badges bearing the Contractor’s name, employee picture, and the employee’s name in English, and proper hair restraints.

US PUBLIC HEALTH SERVICE (USPHS) RATING

All milk/milk products shall be Grade A quality. Contractor shall have obtained USPHS pasteurized milk rating of 90% or higher within the last two year period and shall retain such status throughout the term of the contract. A copy of the current USPHS rating shall be provided to the Contracting Officer upon request. Failure to maintain USPHS rating of 90% or higher is grounds for immediate contract termination.

PLACE OF PERFORMANCE

The contractor shall provide fresh milk and dairy products to the Nutrition and Food Service at the New Mexico VA Health Care System located at 1501 San Pedro SE, Albuquerque, New Mexico.

DELIVERY SCHEDULE

SOW

Task# Deliverable Title Format Number Calendar Days

After CO Start

1 Milk and Dairy Products Individual items Quatities to be determined weekly

Two (2) times per week, Monday and Thursday

Orders shall be placed on an as needed basis for delivery two (2) days a week, Monday and Thursday, from 6:00 a.m. to 10:00 a.m., in accordance with established delivery schedule, which may include National holidays.

Specific quantities and delivery dates will be determined in accordance with the delivery schedule. Variances in the delivery schedule can be approved by the Station POC.

Contractor will not substitute any items and will not increase or decrease quantities ordered without prior approval from the Station POC.

Order numbers will be provided by the facility at the time the order placed.

Orders can be placed by telephone, fax, or given to the Contractor as mutually agreed upon between the Station POC and the Contractor with the Government reserving the right to adjust orders 24 hours prior to scheduled delivery.

Each order will show ship to and bill to addresses and purchase order number (if required).

Delivery Location: N&FS – Dairy Walk-In Refrigerator, BB 109 1501 San Pedro SE Albuquerque, NM 87108

PRODUCT AVAILABILITY

Should any product under this contract become unavailable or available on a limited basis, either temporarily or permanently, the Contractor shall provide the Government with sufficient notification thereof, offering possible substitutions and/or alternative sources, to afford the Government adequate opportunity to approve or reject offered substitution and/or make other procurement arrangements.

PACKING LIST

There shall be a packing list enclosed with any shipments made under this contract.

The packing list shall show the following as a minimum: Contractors name and address; VA Purchase Order Number (if one is provided); the VA Facility and Service placing the order; the items shipped; and quantity.

RETURN POLICY

Offeror’s shall clearly indicate their return policy with their bid. Defective product or incorrect product shipped by contractor error shall be replaced at no cost to the Government. Product shipped by Government error may be returned subject to the contractor’s normal return policy. Offerors shall provide the name and telephone number for reporting delivery/product problems for each VA location.

DELIVERIES AND INVOICING

While performing under this contract all vehicles used by the contractor shall be locked and the keys removed when not in use. This is intended to protect the contractor’s property as well as the safety of patients and staff at the medical centers.