Consolidated List of Questions HDEC02-11-R-0001.doc

CONSOLIDATED LIST OF QUESTIONS

HDEC02-11-R-0001

AREA 5

1.) What is the reasoning behind combining group 1 and 2 in Area 5? Doesn’t this change add additional hardship on Small Businesses to competitively bid on this solicitation?

In depth Market research was performed prior to the release of the solicitation. During our research, numerous small businesses were identified with the capability of delivering fresh fruits and vegetables to all 35 commissary stores as one group. No additional hardship is placed upon small businesses as the solicitation clearly states that the requirement is 100% set-aside for small business concerns. Award can only be made to a qualified small business.

2.) What if anything in Volume 1 does the Technical Review Board receive?

The technical evaluation board is provided with relevant information from Volume 1 pertaining to evaluation factors A and B found at Addendum to FAR 52.212-2.

3.) When the Technical Review Board members are assigned is it common knowledge?

No, the members assigned to the Technical Review Board are not common knowledge.

4.) What title positions makeup the Source Selection Authority? Is it DeCA personnel, outside independent persons or just one person?

Refer to Addendum to FAR 52.212-2, Evaluation – Commercial items, page 52, Paragraph 5. The Source Selection Authority for this requirement is the Contracting Officer. The SSA is a single DeCA employee.

5.) Are there any items currently being purchased on a “Corporate Buy Program”?

Yes, there are items that are currently purchased under the Corporate Buy Program; such as, bagged salads.

6.) Does DeCA use a point system to assign value to the evaluation ranking when comparing the competitive range? Are there any opportunities to increase your score with value add programs or services?

Refer to Addendum to FAR 52.212-2, Evaluation – Commercial items, pages 50 through 52. Yes, each sub-factor is worth a maximum number of points. Each offeror starts the evaluation process with a value of zero (0) points for each sub-factor. The TEB assigns a numerical value to each offeror’s proposal for each sub-factor based on the strength of the information provided in the offeror’s written narrative, additional information that may be provided during the course of discussions – if discussions are held – and past performance information obtained.

7.) How many “special buys” take place each year for the commissaries? What would be an example of a special buy?

The contracting office does not track the number of special buys offered to each commissary store. Refer to Addendum to FAR 52.212-4, Contract Terms and Conditions – Commercial Items, Paragraph 26 – Special Buys. An example of a special buy would be any fresh fruit or vegetable item that the contractor is able to offer the store at special reduced price, for a limited time, or at a one-time reduced price.

8.) Currently how many local grower programs are taking place each year? Does the Commissary have a list of Farmers they like to work with?

The contracting office does not track the number of local grower programs that take place each year. During contract performance, the commissary stores may be able to recommend a local source of supply or suppliers for locally grown items to the prime contractor. However, as the contract award resulting from this solicitation is the primary source for the supply of fresh fruits and vegetables, the stores work should be working only with the prime contractor.

9.) Can potted plants and FF&V be delivered on the same truck to the commissaries?

Refer to Addendum to FAR 52.212-4, paragraph 25, sub-paragraph (ii). “Potted plants or ornamental produce will be delivered to the store once a week and will accompany one of the produce deliveries in accordance with the required contract delivery schedule.” Potted plants can be delivered on the same truck to the commissaries as long as the proper temperatures are maintained for each commodity on the truck.

10.) What type of photos are DeCA looking for i.e., displays with props, product layouts, stand alone display, human activity and ECT?

As stated in the solicitation, each offeror must provide three photos that demonstrate your firm’s ability to build displays. The offeror must determine how they would like to illustrate their creative ability.

11.) How much time is given on grand store opening or special events from a commissary? What is the minimum amount of staff that a typical store expects a distributor to provide?

Depending on the size of the produce department and the type of event planned, the notification process is handled on a case-by-case basis. This office has not received complaints from any of the current produce contractors regarding the timeframe given to them in order to prepare for grand opening or special events.

12.) If a special is going on at one store do the other stores in Area #5 have to use the same promotion?

Ideally DeCA would like to run the same promotion in all stores located in Area 5; however, if there is an opportunity to provide a special promotion at one or more store locations is acceptable.

13.) In a year’s time, what is the average after hour or emergency calls from the stores? How often does it occur?

The Contracting Office doesn’t track the number of after hour or emergency calls from the stores. The need for an emergency call would depend on circumstances encountered at each commissary store. As stated in the solicitation, the stores should limit their need for emergency/out of cycle orders to once a month (see page 56, paragraph 8).

14.) Are Sunday deliveries required?

Refer to Attachment B, Area 5 – Delivery Schedule, for the days of delivery.

15.) If the internet goes down does the commissary have access to fax, e-mail, and phone to place orders?

Yes, each commissary store is equipped with fax, e-mail, and telephone capability.

16.) Are there monthly store meetings that we need to attend?

Refer to Addendum to FAR 52.212-4, Contract Terms and Conditions – Commercial Items, Paragraph 30 – Formal Teaming Arrangements, subparagraph (a): “The contractor’s senior level management personnel shall conduct on-site monthly visits to each store under this contract to personally meet with senior level management store personnel (Produce Manager, Store Director or Zone Manager).

17.) Under the current potted plant program are the stores using a guaranteed sale through the register? Can a store purchase potted plants then be credited non sales ones?

Yes. The stores included under the current produce contract are participating under the current potted plant program the stores in Area 5 are using a guaranteed sale through the register. The stores purchase the potted plants and the contractor is responsible for issuing credit for all plants that are not sold through the register. Refer to Addendum to FAR 52.212-4, Contract Terms and Conditions – Commercial Items, Paragraph 25, subparagraphs (a) and (a)(iii).

18.) Can the Contracting Officer arrange a site visit at a commissary so we can review a store? Are there lists of Produce Managers we can call and ask questions?

The Contracting Officer cannot authorize access to the commissary stores for individuals who are not authorized to shop, or have a need to be inside the store (i.e., existing contract). All questions regarding the requirements listed in the solicitation should be addressed to contracting.

19.) Are subcontractors references evaluated the same and given the same amount of points as the Contractor? Is there more weight given to the contractor reference than to the subcontractor?

Refer to Question # 6 - Each sub-factor is worth a maximum number of points. Each offeror starts the evaluation process with a value of zero (0) points for each sub-factor. The TEB assigns a numerical value to each offeror’s proposal for each sub-factor based on the strength of the information provided in the offeror’s written narrative, additional information that may be provided during the course of discussions – if discussions are held – and past performance information obtained.

20.) Will letters of endorsement from our local Statesman and/or clients be given any credit or evaluated more favorable?

Any information provided in your proposal for evaluation will be reviewed and considered in the overall rating of your firm’s past performance history.

21.) Is it always mandatory to maintain a 100% fill rate on high volume core items? What if they are unavailable for procurement due to natural disaster?

A 100% fill rate on high volume core items is mandatory. In the event of a natural disaster, the contractor must have a contingency plan in place to fulfill the needs of the store if at all possible.

22.) Please explain the guaranteed sales for the potted plant program that DeCA is expecting from the contractor.

Refer to Addendum to FAR 52.212-4, Contract Terms and Conditions – Commercial Items, paragraph 25, Live Potted Plant Programs, subparagraph (a), Guaranteed Sale Potted Plant Program.

23.) On page 50 of the solicitation, could you provide a better explanation for the evaluation process in reference to tradeoffs? This seems to be very subjective in its definition. Please try to clarify DeCA’s process for establishing these, tradeoffs.

Refer to Addendum to FAR 52.212-2, Evaluation – Commercial Items, paragraph 1, Basis of Award. The best value, trade-off process permits tradeoffs among cost or price and non-cost factors. This process allows the Government to accept other than the lowest price proposal or other than the highest technically rated offeror.

24.) On page 50, paragraph 2 in the “relative importance of evaluation factors” the statement slightly less important is used as an evaluation description. This seems to be a very ambiguous term to be used in an evaluation process. Could you please clarify what exactly this term means and how it fits into this evaluation?

The term slightly less important is used in the evaluation factor of Technical Capability to explain the relative importance of the Potted Plant Program is in relation to the other sub-factors factors listed within the technical capability evaluation factor. As explained in Question # 6 above, each sub-factor is worth a maximum number of points. As such, the Potted Plant Program sub-factor is worth slightly less points, than the other sub-factors listed within the technical capability evaluation factor, therefore making the sub-factor slightly less important than the other sub-factors listed within the technical capability factor.

25.) On page 55, in factor 6 section (b) could you please explain the term products that are centrally managed and subject to category review? We want to make sure that we fully understand this terminology.

See Attachment 1 – Notice to the Trade (NTT) 09-02.

26.) For distribution to Puerto Rico, will the contractor be able to utilize USTRANSCOM? If the contractor would be able to use this form of shipment it would allow for lower pricing to the commissary customers.

This office is unaware of a transportation contract executed by USTRANSCOM as a means to transport fresh fruits and vegetables to Puerto Rico. As such, as stated in Addendum to FAR 52.212-4, Contract Terms and Conditions, Paragraph 16, Delivery Requirements for Puerto Rico, the contractor will be responsible for the transport of product of fresh fruits and vegetables to Puerto Rico.

27.) On page 56, in factor 9 could you give an example of “timeframes for change to orders already placed”, in regards to designated timeframes; this is to be left up to the contractor. Could you state what will be acceptable, or what the norm is at this time?

Amendment 0003 issued on March 2, 2010 indicates the timeframes for changes to orders already placed will be evaluated under Sub-Factor 3 – Customer Support. In its proposal, the offeror should provide the designated timeframes for changes to orders already placed.

28.) Is it required to have a distribution house physically located in Puerto Rico?

The determination to have a distribution house physically located in Puerto Rico is a business decision that must be made by each offeror. The solicitation doesn’t require that a produce distribution house be physically located in Puerto Rico; however, the commissary store located in Puerto Rico has the same requirements as all the other commissary stores located in Area 5.

29.) In the solicitation, DeCA provided the sales figures for the years 2007 and 2008. Could you provide the Sales figures for 2009 and 2010 as well?

Refer to Attachment F – Historical sales for 2009 and 2010 were provided Amendment 0004, dated March 11, 2011.

30.) In the non-core items line 29 attachment G, the description is for cooking greens. We take this to mean collard greens, is this correct?

Line item #29 on the NON-CORE items is APPLE, IDARED SMALL. However, CLIN #BI, Greens, Cooking on the HVCI includes Collard, Mustard, Kale, and Turnip Greens.

31.) We are wondering if we are to submit separate responses for group 1 as well as group 2? We have submitted separate responses in the past and want to make sure that we are sending the information in the correct format.

Page 38, paragraph 4, subparagraph b provides instructions for submitting a proposal in response to this solicitation. The proposal package should be submitted in two volumes. The solicitation is not separated into group 1 and group 2.