Attachment_D_-_Business_Survey.doc

ATTACHMENT D

DEFENSE COMMISSARY AGENCY (DeCA), FORT LEE, VA

BUSINESS REFERENCE LETTER AND PAST PERFORMANCE SURVEY

SOLICITATION # HDEC02-12-R-0007

Dear “Client”:

Our firm is currently submitting an offer to the Defense Commissary Agency (DeCA) in response to DeCA’s Request for Proposal HDEC02-12-R-0007 to provide Fresh Fruits & Vegetables (FF&V), Live Potted Plants, and Ornamental Produce to Government commissary stores for resale. DeCA has identified Past Performance in the solicitation as a factor for evaluation in the process of selecting a successful contract awardee. As such, they are requiring that the offeror’s clients be identified and that their participation in the evaluation process be considered. We are asking for your assistance by completing the attached past performance survey about our company that will be used during DeCA’s evaluation process.

Any questions regarding the survey may be directed to Ms. Cecilia Copeland at (804) 734-8000 ext. 48864. Return the completed survey directly to Ms. Cecilia Copeland no later than 3 p.m. EDT/EST, Friday, November 16, 2012via facsimile, mail or email to the agency’s contracting office as stated below:

Defense Commissary Agency

Resale Commodities Division – (MPRC)

Attention: Ms. Cecilia Copeland, Contract Specialist

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

Facsimile number: (804) 734-8009 pp 78864 (pp = pause pause)

Email: cecilia.copeland@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

BUSINESS REFERENCE LETTER AND PAST PERFORMANCE SURVEY

SOLICITATION # HDEC02-12-R-0007

NAME OF FIRM SUBMITTING OFFER TO DECA:

Information on Company (Business Reference) being surveyed:

Company Name:

What type of business is this? (retail, wholesale, foodservice, grower, broker etc)

What type of products are ordered by and delivered to your firm?

Name of Person Completing Survey:

Title:

Phone Number:

While your candor is important in completing the survey, please be assured that your identity and/or exact comments will not be disclosed. However, if the Government receives negative information that the company may not be aware of, the Contracting Officer must inform the company of the comments made and provide them with an opportunity to respond. 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.

RATING DEFINITIONS:

“EXCEPTIONAL” is above average performance. “VERY GOOD” is better than average performance.

“SATISFACTORY” is average performance. “MARGINAL” is below average performance.

“UNSATISFACTORY” is unacceptable performance.

SECTION 1. PRODUCT DELIVERIES:

Please select the best rating to describe the offeror’s performance related to product deliveries.

1. Ability to make timely deliveries.

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 ordered. 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 regarding the offeror’s delivery performance.

BUSINESS REFERENCE LETTER AND PAST PERFORMANCE SURVEY

SOLICITATION # HDEC02-12-R-0007

RATING DEFINITIONS:

“EXCEPTIONAL” is above average performance. “VERY GOOD” is better than average performance.

“SATISFACTORY” is average performance. “MARGINAL” is below average performance.

“UNSATISFACTORY” is unacceptable performance.

SECTION 2. QUALITY HISTORY:

Please select the best rating that best describes the offeror’s performance related to the quality of the products delivered to your firm.

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 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 products?

Please provide comments on your ratings regarding the offeror’s quality history

SECTION 3. COMPLEXITY OF WORK ACCOMPLISHED:

Please check the box that best describes the work the offeror accomplished for your firm. That is, did the offeror ONLY DELIVER their products to your firm; did the offeror DELIVER AND PROMOTE their products at your firm; did the offeror DELIVER, PROMOTE and DEMO their products; or did the offeror DELIVER, PROMOTE, DEMO and HELP BUILD DISPLAYS at your firm.

BUSINESS REFERENCE SURVEY AND PAST PERFORMANCE SURVEY

SOLICITATION # HDEC02-12-R-0007

RATING DEFINITIONS:

“EXCEPTIONAL” is above average performance. “VERY GOOD” is better than average performance.

“SATISFACTORY” is average performance. “MARGINAL” is below average performance.

“UNSATISFACTORY” is unacceptable performance.

SECTION 4. BUSINESS RELATIONS/CUSTOMER SATISFACTION:

Please select the best rating that best describes the offeror’s business relations with your firm, and your level of customer satisfaction.

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

4. Ability to provide additional support, or value added services that enhance customer satisfaction.

5. Overall, how would you rate the offeror’s business relationship with your firm?

6. Overall, how would you rate your level of customer satisfaction when considering your business relationship with the offeror?

Please provide comments on your ratings of the offeror’s business relations/customer satisfaction with your company.

Please provide any additional comments about the offeror (list any problems, issues, areas that could be done better, or areas that the offeror already does well).

===============Thank you for taking the time to complete this survey.================

If you have any questions regarding the survey, please contact: Ms. Cecilia Copeland, Contract Specialist, Defense Commissary Agency, Phone # (804) 734-8000 ext. 48864.

Return the completed survey no later than 3 p.m. EDT/EST, Friday, November 20, 2012, to the attention of: Ms. Cecilia Copeland, Contract Specialist, at facsimile number: (804) 734-8009 pp 78864 or Email: cecilia.copeland@deca.mil. Responses can be mailed by the deadline to Defense Commissary Agency (DeCA), Resale Commodities Division – (MPRC), ATTN: Cecilia Copeland, 1300 E Avenue, and Fort Lee, VA 23801-1800.

ACQUISITION SENSITIVE – FOR OFFICIAL USE ONLY

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ACQUISITION SENSITIVE – FOR OFFICIAL USE ONLY