Attachment D - Business Reference Letter.doc

ATTACHMENT D

DEFENSE COMMISSARY AGENCY (DeCA), FORT LEE, VA

BUSINESS REFERENCE LETTER

SOLICITATION # HDEC02-11-R-0001

(Sample Letter)

Dear “Client”:

We are currently responding to the Defense Commissary Agency (DeCA) Request for Proposal HDEC02-11-R-0001 to provide fresh fruits and vegetables (FF&V) for resale in Government commissary stores located in Area 5 of DeCA’s East Region. Past performance is identified in the solicitation as a factor that DeCA intends to evaluate in the process of selecting a successful contract awardee. As such, they are requiring that clients of entities be identified and that their participation in the evaluation process be considered. We are asking for your assistance by completing a past performance survey for our company that will be used during the evaluation process.

Any questions regarding the survey may be directed to Ms. Trista Robinson at (804) 734-8000 ext. 48892. Return the completed survey no later than 5 p.m. EDT/EST, Thursday, March 10, 2011 via facsimile, mail or email directly to the agency’s contracting office as stated below:

Defense Commissary Agency

Resale Produce Support Branch - PSCP

Attention: Ms. Trista Robinson, Contract Specialist

Address: 1300 E. Avenue, Fort Lee, VA 23801

Facsimile number: (804) 734-8009 pp 78892 (pp = pause pause)

Email: trista.robinson@deca.mil In the event you are contacted for information on work that our firm has performed, you are hereby authorized to respond to those inquiries, fully disclosing your assessment in the areas requested by DeCA.

We have identified Mr./Mrs./Ms ___________________ of your organization to DeCA as the point of contact based on their knowledge concerning our work. Your cooperation is appreciated. Any questions may be directed to:

DEFENSE COMMISSARY AGENCY (DeCA), FORT LEE, VA

PAST PERFORMANCE SURVEY

SOLICITATION # HDEC02-11-R-0001

Information on company being surveyed:

Phone Number:

Information on person completing this survey (Business Reference):

Company:

Name:

Title:

Phone Number:

While your candor is important in completing the survey, please be assured that your identity and/or comments will not be disclosed. However, in the event the Government receives negative information that the company may not be aware of, the Contracting Officer has the responsibility to inform the company of the comments made and provide them with an opportunity to respond. Your responses will remain confidential. To minimize the likelihood of your firm being identified, the following steps will be taken to preserve your anonymity: (1) Summarization and paraphrasing of the comments received, and (2) At no time will the reference ever be disclosed to the firm.

Based on your experience with this company; select the adjectival rating that best describes the company’s capabilities for each question in the three sections below. Comments are requested for unsatisfactory and marginal ratings. Provide comments in the block provided at the end of each section.

SECTION 1. PRODUCE DELIVERIES:

Please select the best rating that best describes the company’s capabilities.

1. Ability to adhere to the required delivery schedule.

2. Provide advance notice if deliveries are going to be late or outside of the required delivery schedule.

3. Ability to maintain an acceptable fill rate by delivering all the products in the quantity ordered and of the highest quality available. Estimated fill rate _____%

4. Provide deliveries in a clean, safe environment suitable for produce items and deliver produce free of damage.

5. Ability to respond to emergency situations (such as out-of-cycle orders, mechanical failures, weather anomalies, etc).

6. Overall, how would you rate your level of satisfaction with this company’s delivery performance?

Please provide comments on your ratings of this company’s delivery performance.

PAST PERFORMANCE SURVEY

SOLICITATION # HDEC02-11-R-0001

SECTION 2. QUALITY HISTORY:

Please select the best rating that best describes the company’s capabilities.

1. Ability to provide product that meets or exceeds the highest quality available and grade standards on a consistent basis.

2. Ability to provide product with accurate code dating and adequate shelf life at the time of delivery to ensure the freshest product is received.

3. Ability to determine appropriate stock assortment at the highest quality available to satisfy customer’s needs.

4. Provides monetary credit or picks up damaged product or product that does not meet quality and grade standards in a timely manner.

5. Responds to delivery and quality discrepancies in a timely manner and takes immediate corrective action.

6. Overall, how would you rate your level of satisfaction on the quality of the product?

Please provide comments on your ratings of this company’s quality history and customer satisfaction performance.

PAST PERFORMANCE SURVEY

SOLICITATION # HDEC02-11-R-0001

SECTION 3. BUSINESS RELATIONS/CUSTOMER SATISFACTION:

Please select the best rating that best describes the company’s capabilities.

1. Efficient in business dealings to include purchasing, receiving, storage, distribution, and vendor payments.

2. Efficiency and accuracy of the company’s usage of technology to perform business transactions, such as ordering, pricing, payments, etc.

3. Overall, how would you rate your business relations with this company?

4. Ability to be proactive in order to minimize repeat occurrences of problems or issues that cause disruptions.

5. Provides additional support, value added services, or merchandising support to enhance customer satisfaction.

6. Overall, how would you rate this company’s customer service?

Please provide comments on your ratings of this company’s business relations with your company.

Please provide any additional comments on this company (list any problems, issues, areas that could be done better, or areas that this company already does well).

===============Thank you for taking the time to complete this survey.================ If you have any questions regarding the survey, please contact: Ms. Trista Robinson, Contract Specialist, Defense Commissary Agency, Phone # (804) 734-8000 ext. 48892.

(a) Return the completed survey no later than 5 p.m. EDT/EST, Thursday, March 10, 2011 to the attention of: Ms. Trista Robinson, Contract Specialist, at facsimile number: (804) 734-8009 pp 78892 or Email: trista.robinson@deca.mil . Responses can be mailed by the deadline to Defense Commissary Agency (DeCA), Resale Produce Support Branch - PSCP, ATTN: Trista Robinson, 1300 E Avenue, Fort Lee, VA 23801-1800.

ACQUISITION SENSITIVE – FOR OFFICIAL USE ONLY

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ACQUISITION SENSITIVE – FOR OFFICIAL USE ONLY