Description of Requirement.pdf

DESCRIPTION OF REQUIREMENTS (DoR) FOR

Groceries Supplies Deliveries (Rations Subsistence Supply)

1.1 General:

Scope: The contractor shall, (except as specified in this Description of Requirements (DoR) as government furnished property or services) provide all personnel, supervision, and any items necessary to provide Groceries (unprepared rations) for the 156th Wing Puerto Rico Air National Guard (PR ANG) for Regularly Scheduled Drills (RSD’s), Reschedule Drills, Annual Trainings, Emergency or any circumstances that require groceries supplies deliveries. The Base Contracting Officer (BCO) is the final authority for all matters pertaining to this agreement. The Government (156th Wing) intends to enter into a Firm Fixed Price Blanket Purchase Agreement (BPA).

1.2 Background: The PRANG has a primary requirement for groceries and associated support services to provide food to the service members performing training at Muñiz, ANGB or any other delivery point determined by the Food Services Manager. These services will occur primary during RSD/RD status for personnel but there will be some occasions that groceries supplies will be required for other trainings such as Annual Training or Special Training missions at Muñiz, ANGB or in another authorized location. Primary delivery location will be Muñiz, ANGB at 200 Jose A. Santana Ave., Carolina, PR 00979. Groceries delivery will be requested with at least 5 to 8 days in advance and will feed an average of 500 personnel per training period. Each delivery will have a PO number under Muñiz ANGB and will be detailed with all food products needed with a POC for the delivery. A request order form will be created and submitted to the vendor with each order request. The objective of this agreement is to provide groceries and associated (authorized) services for the PRANG while achieving the best terms, conditions and pricing. Due to AT/OPSEC requirements, only limited dates for known required groceries supplies services will be provided in this Statement of Work for predetermined RSD/RD training periods; additional dates shall be provided at the time of any resultant award to an interested party who provides a successful offer. Initial dates required for groceries supplies order: Friday, March 3, 2023; Saturday, March 4, 2023; and Sunday, March 5, 2023.

Specific dates for future requirements shall be provided in any resultant award.

1.3 Period of Performance (PoP): The Period of Performance shall be of one base (1) year and four (4) year 12 month options, sought to begin from April 1, 2023 to March 31, 2028.

1.4 General Information:

1.4.1 Quality Control (QC): The contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this (DOR). The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QCP is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary. After acceptance of the QCP, the contractor shall obtain the Contracting Officer’s (KO) acceptance in writing of any proposed changes to its QCP.

1.4.2 Quality Assurance (QA): The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) (defect rate(s)).

1.4.3 Recognized Holidays: The following are recognized US holidays. The contractor shall not perform services on these days:

1.4.3.1 New Year’s Day: January 1st

1.4.3.2 Martin Luther King, Jr.’s Birthday

1.4.3.3 President’s Day

1.4.3.4 Memorial Day

1.4.3.5 Independence Day: July 4th

1.4.3.6 Labor Day

1.4.3.7 Columbus Day

1.4.3.8 Veteran’s Day: November 11th

1.4.3.9 Thanksgiving Day

1.4.3.10 Christmas Day

1.4.4 Place and Performance of Services: The contractor shall provide services between the hours of 0630-1530 on Monday through Saturday, except when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings.

Performance shall be primary to 156th WG Muñiz, ANGB, 200 Antonio (Tony) Santana Ave, Carolina at Bldg. 16 with POC’s: MSgt Raymond Rosa, TSgt Carlos Ortega, SSgt Giovanny Sanchez, SSgt Eric Ortiz and SrA Joel Otero, however alternate locations would be used subject to scheduled exercises mission.

These are: 156th WG Punta Salinas Radar Site, Toa Baja. And 156th WG Punta Borinquen Radar Site, Aguadilla, P.R. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this (DOR) when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.4.1 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented.

Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s installation driving privileges.

1.4.4.2 The contractor’s employees shall become familiar with and obey the regulations of the installation; including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall always carry proper identification with them. The contractor shall ensure compliance with all regulations and orders of the installation which may affect performance.

1.4.5 Security Requirements. The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Agreement Point of Contact .

The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. The contractor shall ensure compliance with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.5.1 COMSEC/IT Security. All communications with DOD organizations are subject to communications security (COMSEC) review. All telephone communications networks are continually subject to intercept by unfriendly intelligence organizations. DOD has authorized the military departments to conduct COMSEC monitoring and recording of telephone calls originating from, or terminating at, DOD organizations. Therefore, the contractor is advised that any time contractor place or receive a call they are subject to COMSEC procedures. The contractor shall ensure wide and frequent dissemination of the above information to all employees dealing with DOD information. The contractor shall abide by all Government regulations concerning the authorized use of the Government's computer network, including the restriction against using the network to recruit Government personnel or advertise job openings.

For installation access the Government will request on behalf of the contractor, Police Record Checks by completing DD 369 which will verify their status at the National Agency Check with Written Inquires

(NACI).

The government will inform the contractor's applicant, via email, of one of the following:

a. Approved.* Upon approval, the contractor shall visit the Security Forces Squadron Badge Office located in Bldg.29 with a valid form or identification (driver’s license, US Passport or legal alien resident card) to have their I.D Badge issued.

b. Rejected.* The Government, in separate correspondence, will provide reason(s) for rejection.

c. Returned. Additional information or correction to the application required by the contractor employee.

*The Government shall maintain records of all approved and rejected applications.

1.4.7 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with Federal Acquisition Regulations Subpart 42.5. The KO, Contracting Officer’s Representative Agreement Point of Contact, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the Contacting Officer will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.8 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the COR, (or the KO if a COR is not assigned), to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the KO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.9. Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. Such actions may include, but are not limited to, removal from the contract, reduction in benefits, or termination of employment. The Contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.10 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications, or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2.0 Definitions and Acronyms:

2.1.1 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE Agreement Point of Contact. An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5 DELIVERABLE. Anything that can be physically delivered and includes non- manufactured things such as meeting minutes or reports.

2.1.6 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the (DOR). When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13 WORK WEEK. Monday through Friday, unless specified otherwise.

2.2 ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation AT/OPSEC Antiterrorism/Operational Security CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services IA Information Assurance IS Information System(s) KO Contracting Officer OCI Organizational Conflict of Interest ODC Other Direct Costs POC Point of Contact PRS Performance Requirements Summary QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit OO Ordering Officer

4.1 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.2 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Description

5.1.1 This agreement provides the Puerto Rico Air Army National Guard the ability to issue individual Blanket Purchase Order Calls to provide subsistence items (unprepared meal rations) aka: general groceries as depicted in contained list in this solicitation titled: “Catalog-Table 1” during RSD/RD status for personnel however there will be some occasions where groceries supplies will be required for other trainings such as Annual Training or Special Training missions at Muñiz, ANGB or in another authorized location. These groceries items shall be quoted following unit of measure and quantities requested by the government. In the event particular items are not available a similar item can be quoted as long as quantities are considered a reasonable equivalent to the original item.

5.1.2 156th Force Support Squadron (FSS) shall provide an Ordering Officer for the Base BPA and all BPA calls issued under this vehicle.

5.1.3 BPA Ceiling. The maximum ceiling amount that may be obligated under this BPA shall not exceed $95,000.00 yearly, and $20,000 per call order.

5.1 Ordering Procedures:

5.1.1 Task 1. The Government will place delivery or calls orders against the pre-priced items list only. As previously referenced, in the event particular items are not available a similar item can be quoted as long as quantities are considered a reasonable equivalent to the original item.

5.1.2 Task 2. The Contractor shall determine if accepts the task order and process the call order within 72 hours.

5.1.3 Task 3. Delivery Conformance: The designated ordering officer shall inspect the order upon delivery.

Once order is validated by Ordering Officer (OO) then the contractor shall proceed with their invoicing procedures.

5.1.4 Task 4. Order Invoicing: The Contractor shall invoice those items that are received by the Puerto Rico Air National Guard. This shall have at the minimum.

a. Name of supplier.

b. BPA number.

c. Date of purchase.

d. Purchase number (“call” number)

e. Contracting Line Items shall match with the official Price List

f. Quantity, unit price, and extension of each item,

g. Date of delivery or shipment

5.1.5 Task 5. The contractor shall submit a business invoice to the (OO) prior to their electronic invoice in the Wide Area Workflow (WAWF) portal. This will ensure that mistakes/discrepancies could sorted out preventing payment delays from returned invoice submissions.

5.1.6 Task 6. Ordering Officer (OO) shall ensure to accept the WAWF invoice accordingly on or before 72hrs after the electronic invoice is received in the system. Subject to availability, this contract call orders would also be potentially paid using a Government Purchase Card (GPC) upon receipt of a dully inspected and approved contractor invoice.

5.1.7 Task 7. Delivery Schedule: Groceries delivery will be requested with at least 5 to 8 days in advance and will feed an average of 500 personnel per training period. The delivery hours are 6:30 a.m. to 3:30 p.m., Monday – Friday, excluding Federal Holidays. Food Service Ordering Officers can be reached at 787-509-7934 for deliveries outside the delivery hours.

The Contractor’s BPA Call quote shall normally be required to the issuing office no later than five (5) working days from request of need (RFQ) made by the requesting activity ordering officer (OO). In the event a shorter response time is required, the issuing office will inform the Contractor of the desired return date.

The Contractor’s BPA Call quote shall include all pricing criteria required in the RFQ.

5.1.8 In the event the Contractor is unable to fulfill requirements in a timely manner, the Government reserves the right to obtain items from another source or other participating BPA holder. A pattern of continued inability to fulfill requirements may constitute the basis for considering remedies under Termination clauses.

The Government will issue a BPA Call authorizing the Contractor to proceed based on the agreed upon subsistence items, deliverable schedule, and total price.

No items will be approved, and no payment will be made except as authorized by a BPA Call.

The Contractor shall not exceed the approved BPA Call price, as per price list, or deliverable schedules without prior written notice, adequate justification, and written modification to the BPA Call issued by the

KO.

Following the execution of the BPA Call, the Contractor shall provide subsistence items within the timeframe specified on the BPA Call.

6.0 Applicable Publications: Publications applicable to this (DoR) are listed below:

Federal Acquisition Regulation (FAR)

AFI 34-239 Food Service Management Program

DoD Financial Management Regulation 7000.14-R Volume 10

Performance Requirements Summary

This Performance Requirements Summary includes performance standards. The Government will use these standards to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Deliverable/Tasks Performance Standard

Acceptable Quality Level

Method Used/Frequency

(1) Request for Quote and Information

Ability to have open communication with customer and complete confirmed items within 12 hours.

Contractor receives a minimum of "Good" rating in a written evaluation.

Periodic inspections and spot checks monthly.

(2) Delivery of Subsistence Items to facilities indicated on this BPA

Shall deliver on time on the schedule as per individual call with no shortages.

Contractor receives a minimum of "Good" rating in a written evaluation.

Periodic inspections and spot checks monthly.

(3) Ability to maintain stock items ready to deliver

Inspection of request for quote to actual items available.

Contractor receives a minimum of "Good" rating in a written evaluation.

Periodic inspections and spot checks monthly.

(4) Contractor Process the right equipment for the transportation of Subsistence Items and drivers are properly identified and have all credentials such as valid driver's license delivery receipts contain BPA references

Items are delivered in good condition and The Government accept all items and the contractor personnel is properly identified with all credentials and equipment/safety is operational.

Contractor receives a minimum of "Good" rating in a written evaluation.

Periodic inspections and spot checks monthly.

(5) All items are delivered in pallets or in an organized manner if quantities are in lesser numbers of those that come in pallets.

Items are delivered in good condition.

Government accept all items.

Contractor receives a minimum of "Good" rating in a written evaluation.

Each will be inspected and evaluated. Copy of evaluation by COR will be kept on invoice record.

(6) Delivery to Order

All ordered items are included in each delivery.

At a minimum, 98% of ordered items must be included in each delivery. Contractor receives a minimum of "Good" rating in a written evaluation.

Each will be inspected and evaluated. Copy of evaluation by COR will be kept on invoice record.

(7)Contractor Support

Contractor employees will be easily accessible by e-mail and phone to provide information and respond to inquiries.

Contractor receives a minimum of "Good" rating in a written evaluation.

Periodic inspections and spot checks monthly.

(8) Transportation of goods and delivery conformance

All deliveries must be delivered in specific temperatures.

34 to 40 degrees Fahrenheit for non-frozen perishable foods and below 0 degrees Fahrenheit for frozen foods. Contractor receives a minimum of "Good" rating in a written evaluation.

Each will be inspected and evaluated. Copy of evaluation by COR will be kept on invoice record.