HQC005-25-Q-E021 - Combined Synopsis Solicitation.pdf

Combined Synopsis/Solicitation FY 26 Holiday Refrigerated Trailers

Solicitation Number: HQC005-25-Q-E021 Response Due Date: Monday, July 14, 2025 at 2:00 p.m. EDST Contract Specialist: Natalie Allen, natalie.allen@deca.mil

Contract Officer: Jason Reedy, jason.reedy@deca.mil NAICS Code: 532120

Product or Service Code: W023 Fiscal Year: 2026

Contracting Office Address: 1300 Eisenhower Ave, Fort Gregg-Adams, VA 23801

(i) This is a combined synopsis/solicitation for commercial services prepared in accordance with the FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

(ii) The solicitation number, HQC005-25-Q-E021, is issued as a request for quotation (RFQ).

(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026.

(iv) This is solicited as a 100% Small Business Set Aside. The associated NAICS code is 532120, Truck, Utility Trailer, and RV (Recreational Vehicle) Rental and Leasing, and small business size standard is $47M.

(v) Contract Line Items are as follows:

CLIN 0001

FORT GREGG-ADAMS – HQCCBC 1 EACH

One (1) - 53 FT DIESEL Refrigerated Trailer with Roll-up door Delivery Date: 06 October 2025 Pick up Date: 09 January 2026

CLIN 0002

NORFOLK - HQCCBH 1 EACH

One (1) - 53 FT ELECTRIC (220V, 60AMP, 3 Phase) Refrigerated Trailer with Roll-up door Delivery Date: 06 October 2025 Pick up Date: 09 January 2026 mailto:natalie.allen@deca.mil mailto:jason.reedy@deca.mil

HQC005-25-Q-E021

CLIN 0003

FORT BELVOIR - HQCNFF 1 EACH

One (1) - 53 FT ELECTRIC (220V, 60AMP, 3 Phase) Refrigerated Trailer with Roll-up door Delivery Date: 06 October 2025 Pick up Date: 06 January 2026

CLIN 0004

FORT MYER - HQCNFH 1 EACH

One (1) - 53 FT ELECTRIC (220V, 60AMP, 3 Phase) Refrigerated Trailer with Roll-up door Delivery Date: 06 October 2025 Pick up Date: 09 January 2026

CLIN 0005

JB ANDREWS - HQCNEK 1 EACH

One (1) - 53 FT DIESEL Refrigerated Trailer with Roll-up door Delivery Date: 06 October 2025 Pick up Date: 09 January 2026

CLIN 0006

FORT BRAGG SOUTH – HQCCBT 1 EACH

One (1) - 53 FT ELECTRIC (230V, 60AMP, 3 Phase) Refrigerated Trailer with Roll-up door Delivery Date: 06 October 2025 Pick up Date: 09 January 2026

CLIN 0007

FORT BRAGG NORTH – HQCCAY 1 EACH

One (1) - 53 FT ELECTRIC (230V, 60AMP, 3 Phase) Refrigerated Trailer with Roll-up door Delivery Date: 01 October 2025 Pick up Date: 04 January 2026

CLIN 0008

NEW RIVER - HQCCA3 1 EACH

One (1) - 53 FT ELECTRIC (230V, 60AMP, 3 Phase) Refrigerated Trailer with Roll-up door Delivery Date: 06 October 2025 Pick up Date: 10 January 2026

CLIN 0009

CHARLESTON NWS – HQCSKK 1 EACH

One (1) - 53 FT ELECTRIC Refrigerated Trailer with Roll-up door Delivery Date: 06 October 2025 Pick up Date: 09 January 2026

CLIN 0010

CHERRY POINT – HQCCAZ 1 EACH

One (1) - 53 FT ELECTRIC (250V, 60AMP, 3 Phase) Refrigerated Trailer with Roll-up door Delivery Date: 06 October 2025 Pick up Date: 09 January 2026

CLIN 0011

FORT JACKSON – HQCSKM 1 EACH

One (1) - 53 FT DIESEL Refrigerated Trailer with Roll-up door Delivery Date: 06 October 2025 Pick up Date: 30 November 2025

CLIN 0012

FORT MEADE – HQCNEN 1 EACH

One (1) - 53 FT ELECTRIC (230V, 60AMP, 3 Phase) Refrigerated Trailer with Roll-up door Delivery Date: 06 October 2025 Pick up Date: 09 January 2026

CLIN 0013

FORT CAVAZOS 1 (Clear Creek) - HQCMC2 1 EACH One (1) - 53 FT ELECTRIC (208V, 70AMP, 3 Phase) Refrigerated Trailer with Roll-up door Delivery Date: 01 October 2025 Pick up Date: 15 December 2025

CLIN 0014

LEWIS MAIN – HQCWGQ 1 EACH

One (1) - 53 FT DIESEL Refrigerated Trailer with Roll-up door Delivery Date: 13 October 2025 Pick up Date: 09 January 2026

CLIN 0015

LEMOORE – HQCKLV 1 EACH

One (1) - 53 FT ELECTRIC (480V, 50AMP, 3 Phase) Refrigerated Trailer with Roll-up door Delivery Date: 06 October 2025 Pick up Date: 09 January 2026

CLIN 0016

MCCLELLAN - HQCKL1 1 EACH

One (1) - 53 FT DIESEL Refrigerated Trailer with Roll-up door Delivery Date: 06 October 2025 Pick up Date: 09 January 2026

CLIN 0017

SAN DIEGO - HQCKL8 1 EACH

One (1) - 53 FT ELECTRIC (240V, 40AMP, 3 Phase) Refrigerated Trailer with Roll-up door Delivery Date: 16 October 2025 Pick up Date: 09 January 2026

CLIN 0018

MCAS MIRAMAR – HQCKMQ 1 EACH

One (1) - 53 FT ELECTRIC (208V, 60AMP, 3 Phase) Refrigerated Trailer with Roll-up door Delivery Date: 04 October 2025 Pick up Date: 03 January 2026

CLIN 0019

CAMP PENDLETON - HQCKLM 1 EACH

One (1) - 53 FT ELECTRIC (210V, 60AMP, 3 Phase) Refrigerated Trailer with Roll-up door

W/ PIGTAIL

Delivery Date: 02 October 2025 Pick up Date: 08 January 2026

CLIN 0020

BUCKLEY – HQCMCB 1 EACH

One (1) - 53 FT ELECTRIC (230V, 40AMP, 3 Phase) Refrigerated Trailer with Roll-up door Delivery Date: 13 October 2025 Pick up Date: 13 December 2025

(vi) The Statement of Work for FY 26 Holiday Refrigerated Trailers is below.

(vii) Dates and places of delivery and acceptance are shown in attachment A. FOB Destination.

Addresses for each commissary location can be found on https://corp.commissaries.com/shopping/store-locations.

(viii) The provision at 52.212-1, Instructions to Offerors-Commercial Products and Commercial Services, applies to this acquisition. The following addenda applies:

The following paragraphs are altered as follows:

(b) Submission of Offers: Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show –

All documents associated with this solicitation must be submitted via email to Natalie.Allen@deca.mil

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) A written explanation (maximum of 2 pages, single spaced, using a 12-point font with 1” standard margins) describing how the firm will fulfill the contract requirements in accordance with (IAW) the Statement of Work. This document must show at a minimum, the following:

- Capability to complete services IAW the Statement of Work.

- Capacity and capability to complete services in accordance with Service Schedules.

(5) Terms of any express warranty;

(6) Price submission: Pricing must be completed and submitted on Attachment 1, “Solicitation Pricing Sheet.” Offerors shall provide pricing for each individual location quoted as “all in” pricing for all for all items given location to be considered. Daily extension rates shall also be included and shall be considered if there is a delay in pick up caused solely by the Government or Force Majeure.

(7) "Remit to" address, if different than mailing address;

https://corp.commissaries.com/shopping/store-locations

(8) A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Signed Acknowledgment of all Solicitation Amendments (if any);

(10) Past performance information: Quoter must provide information and points of contact for two past performance information. Each point of contact will be contacted and asked to complete a past performance questionnaire in order to determine relevancy, recency, and quality. If no recent and relevant past performance exists, then Past Performance will be rated as “neutral.”

Past Performance Reference #1:

Company Name:

Address:

Point of Contact:

Phone Number:

Email Address:

Past Performance Reference #2:

Company Name:

Address:

Point of Contact:

Phone Number:

Email Address:

(11) Signature below, indicating the company’s statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

I agree with all terms, conditions, and provisions included in the solicitation:

Name/Signature Date https://www.acquisition.gov/far/52.212-3#FAR_52_212_3 https://www.acquisition.gov/far/52.212-3#FAR_52_212_3

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for 90 calendar days from the date specified for receipt of offers.

(ix) Provision at FAR 52.212-2, Evaluation - Commercial Items (OCT 2014)

(a) The Government intends to award multiple contracts resulting from this solicitation to the responsible contractor(s), whose quote, conforming to the solicitation, will be most advantageous to the Government, price and other factors considered, using Lowest Price Technically Acceptable (LPTA) evaluation criteria with the following factors:

Factor 1 – Price Factor 2 – Technical Capability Factor 3 – Past Performance

Award will be made on the basis of Lowest Price Technically Acceptable. By submission of its quote in accordance with the instructions provided in FAR clause 52.212-1, Instructions To Quoters, the quoter agrees to the terms of this solicitation.

Specifically, the evaluation process shall proceed as follows: First, the quotes will be ranked in price order from lowest to highest based on the Total Evaluated Price (TEP). Next, the lowest ranked TEP quoter's Technical Capability and Past Performance will then be evaluated and receive a rating of Acceptable or Unacceptable. In order to be rated as Acceptable for Technical Capability, the quotes must meet the Government's minimum requirements. Past Performance should be recent, relevant and overall no negative history. Quoters with no past performance will be considered neutral and will receive a rating of Acceptable.

If the lowest ranked quoter’s Technical Capability or Past Performance is rated acceptable or neutral, the Government will use one or more techniques set forth in FAR 15.404-1(b)(2) and IAW FAR 15.404-1(g) to evaluate the quoted prices to determine fair and reasonableness and also to determine if unbalanced pricing exists. Unbalance quoted prices and any associated risk to the Government will be noted and considered in the making the award determination.

When technical capability is rated to be acceptable and the past performance is acceptable for the quote ranked as the lowest TEP, the prices are fair and reasonable, there is balanced pricing (or if unbalanced pricing does not pose an unacceptable risk) the Government will complete a responsibility determination IAW the criteria specified in FAR 9.104-1. If determined responsible, the evaluation process stops at this point as that quote represents the best value to the Government.

Award shall be made to that quoter without further consideration of any other quotes.

The next lowest ranked TEP quote will be evaluated [in order of ascending TEP] if the previous lowest ranked TEP quote was determined to be ineligible for award due to any of the following conditions: (1) technical capability or past performance was rated as unacceptable; (2) the price is determined not fair and reasonable; (3) the pricing is unbalanced and poses an unacceptable risk to the Government: or (4) the quoter is found to be non-responsible. This process will continue until a quoter is determined to have an acceptable technical capability and past performance rating with fair and reasonable prices and balanced pricing (or if unbalanced pricing exists it does not pose an unacceptable risk), and the quoter is deemed responsible or until all quotes have been evaluated.

(b) Options: There are no options to be evaluated.

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of provision)

(x) Offerors shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services, with its offer.

(xi) The clause at 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services, applies to this acquisition.

(xii) The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Products and Commercial Services, applies to this acquisition.

(xiii) Additional contract requirement(s) or terms and conditions are as follows:

Periods of Performance for this contract are as follows: Base Year: October 1, 2025 through September 30, 2026

(xiv) The Defense Priorities and Allocations System (DPAS) assigned rating is not applicable.

(xv) Offers are due and must be submitted electronically via email to Natalie.Allen@deca.mil no later than Monday, July, 14, 2025 at 2:00 p.m. EDST.

(xvi) For information regarding the solicitation, please contact the Contracting Officer, Jason Reedy at Jason.Reedy@deca.mil and the Contract Specialist, Natalie Allen, at Natalie.Allen@deca.mil. All questions of a technical and/or contractual nature concerning this solicitation shall be submitted in writing by email to Natalie Allen, Contract Specialist and Jason Reedy, Contracting Officer, no later than July 8, 2025 at 1:00 p.m. EDST. A consolidated list of questions and answers, if applicable, will be provided to all prospective offerors as appropriate.

Answers to questions will not alter the solicitation unless and until an amendment is made to the solicitation incorporating the answers.

CLAUSES AND PROVISIONS APPLICABLE TO THIS ACQUISITION

INCORPORATED BY REFERENCE

Clause Number Clause Title 52.204-7 System for Award Management.

52.204-9 Personal Identity Verification of Contractor Personnel.

52.204-13 System for Award Management Maintenance.

52.204-16 Commercial and Government Entity Code Reporting.

52.204-29 Federal Acquisition Supply Chain Security Act Orders-Representation and Disclosures.

52.212-1 Instructions to Offerors-Commercial Products and Commercial Services.

52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services.

52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services. (Alternate I)

52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services.

52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Products and Commercial Services.

52.217-9 Option to Extend the Term of the Contract.

52.223-5 Pollution Prevention and Right-to-Know Information.

52.228-5 Insurance-Work on a Government Installation.

52.229-11 Tax on Certain Foreign Procurements-Notice and Representation.

52.240-1 Prohibition on Unmanned Aircraft Systems Manufactured or Assembled by American Security Drone Act-Covered Foreign Entities.

252.203-7000 Requirements Relating to Compensation of Former DoD Officials.

252.203-7002 Requirement to Inform Employees of Whistleblower Rights.

252.203-7005 Representation Relating to Compensation of Former DoD Officials.

252.204-7008 Compliance with Safeguarding Covered Defense Information Controls.

252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting.

252.204-7017 Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services-Representation.

252.204-7018 Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services.

252.204-7019 Notice of NIST SP 800-171 DoD Assessment Requirements.

252.204-7020 NIST SP 800-171 DoD Assessment Requirements.

252.204-7024 Notice on the Use of the Supplier Performance Risk System.

252.215-7008 Only One Offer.

252.222-7000 Restrictions on Employment of Personnel 252.225-7012 Preference for Certain Domestic Commodities.

252.225-7055 Representation Regarding Business Operations with the Maduro Regime.

252.225-7056 Prohibition Regarding Business Operations with the Maduro Regime.

252.225-7059 Prohibition on Certain Procurements from the Xinjiang Uyghur Autonomous Region-Representation.

252.225-7060 Prohibition on Certain Procurements from the Xinjiang Uyghur Autonomous Region.

252.232-7003 Electronic Submission of Payment Requests and Receiving Reports.

252.232-7006 Wide Area Work Flow Payment Instructions.

252.232-7010 Levies on Contract Payments.

252.237-7010 Prohibition on Interrogation of Detainees by Contractor Personnel.

252.243-7002 Requests for Equitable Adjustment.

252.244-7000 Subcontracts for Commercial Products or Commercial Services.

252.246-7008 Sources of Electronic Parts.

252.247-7023 Transportation of Supplies by Sea.

CLAUSES AND PROVISIONS APPLICABLE TO THIS ACQUISITION

INCORPRATED BY FULL TEXT

52.204-4500 INSTALLATION ACCESS REQUIREMENTS (JAN 31 2012)

The contractor shall be responsible for ensuring full compliance with all installation access procedures. Installation access includes, but is not limited to, obtaining applicable installation passes and inspections for vehicles and personnel. Contractor employees may also be subject to background security checks/clearances in order to obtain credentials for passes. Some installations are using programs, such as RAPIDGate, which may result in a cost to the contractor. Any costs associated with such programs or with obtaining passes, will not be reimbursed separately and should be included in the contractor's proposed pricing for the product or services being acquired.

52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor prior to expiration of the contract performance period.

52.222-41 SERVICE CONTRACT LABOR STANDARDS

Applicable Wage Determinations:

NOTE: Wage Determination information pertains to FAR Clause 52.222-41, Entitled Service Contract Labor Standards. A complete copy can be obtained at https://sam.gov

DoDAAC Location County State

Wage Determination

Number

WD

Revision Number WD Date

HQCKL1 MCCLELLAN Sacramento CA 2015-5631 24 June 02, 2025 HQCKLV LEMOORE NAS Kings CA 2015-5611 25 May 30, 2025 HQCKL8 SAN DIEGO NB San Diego CA 2015-5635 27 June 02, 2025

HQCKLM CAMP

PENDLETON MCB San Diego CA 2015-5635 27 June 02, 2025

HQCKMQ MIRAMAR MCAS San Diego CA 2015-5635 27 June 02, 2025

HQCMCB BUCKLEY SFB Arapahoe CO 2015-5419 28 December 23, https://sam.gov/

HQCNEK ANDREWS AFB Prince George's MD 2015-4281 33 April 25, 2025

HQCNEN FORT MEADE Anne Arundel MD 2015-4265 30 May 15, 2025

HQCCA3 NEW RIVER MCAS Onslow County NC 2015-4389 30 June 13, 2025

HQCCAY FORT LIBERTY

NORTH Hoke NC 2015-4377 28 May 21, 2025

HQCCAZ CHERRY POINT

MCAS Craven NC 2015-5781 26 April 29, 2025

HQCCBT FORT LIBERTY

SOUTH Hoke NC 2015-4377 28 May 21, 2025

HQCSKK CHARLESTON

NWS Charleston SC 2015-4427 30 June 13, 2025

HQCSKM FORT JACKSON Richland SC 2015-4429 29 June 13, 2025

HQCMC2 FORT CAVAZOS Bell and Coryell TX 2015-5237 27 May 15, 2025

HQCCBC FORT GREGG-

ADAMS

Prince George VA 2015-4313 29 April 25, 2025

HQCCBH NORFOLK No County VA 2015-4341 30 April 25, 2025 HQCNFF FORT BELVOIR Fairfax VA 2015-4281 33 April 25, 2025 HQCNFH FORT MYER Arlington VA 2015-4281 33 April 25, 2025 HQCWGQ FORT LEWIS Pierce WA 2015-5539 28 May 20, 2025

52.228-7 INSURANCE LIABILITY TO THIRD PERSONS (MAR 1996)

The Contractor shall provide and maintain workers’ compensation, employer’s liability, comprehensive general liability (bodily injury), comprehensive automobile liability (bodily injury and property damage) insurance, and such other insurance as the Contracting Officer may require under this contract.

52.228-10 VEHICULAR AND GENERAL PUBLIC LIABILITY INSURANCE (APR 1984)

a. The Contractor, at the Contractor’s expense, agrees to maintain, during the continuance of this contract, vehicular liability and general public liability insurance of liability for-

(1) Bodily injury of not less than $200,000 per person and $500,000 per occurrence and

(2) Property damage of not less than $20,000 for each accident and $20,000 in the aggregate.

b. The Contractor also agrees to maintain workers’ compensation and other legally required insurance with respect to the Contractors own employees and agents.

52.233-4500 INDEPENDENT REVIEW OF AGENCY PROTESTS (JAN 2020)

Offerors/bidders may submit their agency protest directly to the contracting officer or request an independent review at a level above the contracting officer. The independent review is available as an alternative to consideration of the agency protest by the contracting officer. The independent review is not an appeal of the contracting officer's decision on an agency protest.

Agency protests for consideration by the contracting officer must be submitted to the issuing office indicated on the face of the solicitation. Agency protests for consideration by a level above the contracting officer must be submitted to:

Director, Acquisition Management Defense Commissary Agency ATTN: CCQ 1300 Eisenhower Avenue Fort Gregg-Adams, Virginia 23801-1800

52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

https://www.acquisition.gov http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html

52.252-5 AUTHORIZED DEVIATIONS IN PROVISIONS (NOV 2020)

(a) The use in this solicitation of any Federal Acquisition Regulation (48 CFR Chapter

1) provision with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the clause.

(b) The use in this solicitation of any Defense Federal Acquisition Regulation Supplement (48 CFR Chapter 2) provision with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation.

52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (NOV 2020)

(c) The use in this solicitation or contract of any Federal Acquisition Regulation (48 CFR Chapter 1) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the date of the clause.

(d) The use in this solicitation or contract of any Defense Federal Acquisition Regulation Supplement (48 CFR Chapter 2) clause with an authorized deviation is indicated by the addition of "(DEVIATION)" after the name of the regulation.

252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (DEC 2018)

http://www.acquisition.go/ http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html

(a) Definitions. As used in this clause—

“Department of Defense Activity Address Code (DoDAAC)” is a six-position code that uniquely identifies a unit, activity, or organization.

“Document type” means the type of payment request or receiving report available for creation in Wide Area Work Flow (WAWF).

“Local processing office (LPO)” is the office responsible for payment certification when payment certification is done external to the entitlement system.

“Payment request” and “receiving report” are defined in the clause at 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(b) Electronic invoicing. The WAWF system provides the method to electronically process vendor payment requests and receiving reports, as authorized by Defense Federal Acquisition Regulation Supplement (DFARS) 252.232- 7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall—

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.sam.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the “Web Based Training” link on the WAWF home page at https://wawf.eb.mil/.

(e) WAWF methods of document submission. Document submissions may be via web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor shall use the following information when submitting payment requests and receiving reports in WAWF for this contract or task or delivery order:

(1) Document type. The Contractor shall submit payment requests using the following document type(s):

(i) For cost-type line items, including labor-hour or time-and-materials, submit a cost voucher.

(ii) For fixed price line items—

(A) That require shipment of a deliverable, submit the invoice and receiving report specified by the Contracting Officer.

N/A

(B) For services that do not require shipment of a deliverable, submit either the Invoice 2in1, which meets the requirements for the invoice and receiving report, or the applicable invoice and receiving report, as specified by the Contracting Officer.

Inspection and Receiving Report

(iii) For customary progress payments based on costs incurred, submit a progress payment request.

(iv) For performance-based payments, submit a performance-based payment request.

(v) For commercial item financing, submit a commercial item financing request.

(2) Fast Pay requests are only permitted when Federal Acquisition Regulation (FAR) 52.213-1 is included in the contract.

[Note: The Contractor may use a WAWF “combo” document type to create some combinations of invoice and receiving report in one step.]

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Routing Data Table*

Field Name in WAWF Data to be entered in WAWF

Pay Official DoDAAC HQ0866

Issue By DoDAAC HQC005 Admin DoDAAC** HQC005 Inspect By DoDAAC N/A

Ship To Code Multiple Locations: See respective store DoDAAC Ship From Code N/A Mark For Code N/A Service Approver (DoDAAC) SAME AS “Ship To Code” Service Acceptor (DoDAAC) SAME AS “Ship To Code”

Accept at Other DoDAAC N/A

LPO DoDAAC N/A DCAA Auditor DoDAAC N/A

Other DoDAAC(s) N/A

Payment request. The Contractor shall ensure a payment request includes documentation appropriate to the type of payment request in accordance with the payment clause, contract financing clause, or Federal Acquisition Regulation 52.216-7, Allowable Cost and Payment, as applicable.

(4) Receiving report. The Contractor shall ensure a receiving report meets the requirements of DFARS Appendix F.

(g) WAWF point of contact.

(1) The Contractor may obtain clarification regarding invoicing in WAWF from the following contracting activity’s WAWF point of contact.

Natalie Allen at Natalie.Allen@deca.mil or (804) 734-8000, ext. 49726

(2) Contact the WAWF helpdesk at 866-618-5988, for assistance.

STATEMENT OF WORK (SOW) FOR

REFRIGERATED FREEZER TRAILER RENTALS

GENERAL: The contractor shall provide all personnel, labor, supervision, equipment, tools, parts, vehicles, and other items necessary to perform/provide/ensure the delivery/transportation/ operational use of Refrigerated and Freezer trailers. The purpose for the refrigerated and freezer trailer rentals are to store frozen turkeys and other holiday food items required to be refrigerated for the upcoming holiday season at the specified commissary location. The performance start and end dates may vary at each location and are shown on the Trailer Specification Data Sheets and will be reflected on the solicitation and contract award documents. All invoices must be submitted through the Wide Area Work Flow (WAWF) system for payment. Payment instructions will be detailed within the solicitation and contract award.

Contractor shall:

1. Coordinate the delivery and pick-up of the refrigerated reefer trailer(s) with Commissary Officer or designee no later than ten (10) working days prior to start date, and three (3) working days prior to ending date of rental period. Rental period ends on the store’s requested pick-up date regardless of actual pick-up date unless a written modification is issued to extend the rental period.

Contracting Officer shall be included on email traffic, regarding drop-off and pick-up arrangements.

mailto:Sharon.Leonard@deca.mil

2. Diesel Refrigerated trailers shall be delivered full of fuel and contractor shall have before and after fuel readings annotated on the delivery/pick-up tickets. Contractor shall obtain signature verification of diesel fuel level from Commissary Officer or designee upon delivery and provide a copy of the delivery ticket to Commissary personnel. (Note: Authorized Commissary personnel will be responsible to assure the trailer is adequately refueled after delivery.)

3. Refrigerated trailers shall be in good working order, cleared of all debris, and includes but is not limited to, all electrical cables for hook-up, fluids, and temperature monitored upon delivery.

4. Set temperature as required by the Commissary Officer or designee.

5. Damage reports upon delivery and upon pickup shall be provided and shall be signed off by the Commissary Officer or designee. A copy of any such report shall be provided to Commissary personnel prior to the delivery driver leaving the Commissary location.

6. Contractor may bill monthly for charges incurred from the first to last day of the prior month, or may bill for the full Firm Fixed Price (FFP) amount at the end of the rental period. The rental fee is to be fully burdened and shall include any and all costs, whether direct or indirect associated with any given trailer at the defined location/rental period and is expressed as a Firm Fixed Price for each location. Additional days, if requested, or caused by DeCA, shall be billed at the Daily Overage Rate outlined in the contract. Any portion of a “day” will be considered by the Government to be one (1) full day and may be charged the full Daily Overage Rate. Any and all overage days caused by the contractor shall be coordinated with the Contracting Officer by the contractor within one (1) business day of the contractor’s knowledge of the overage in order to be billable.

7. Contractor agrees to provide an emergency response notification time of 3 hours after an emergency call due to a malfunction of trailer and immediately begin restoration of service.

8. Contractor is responsible to provide 24-hour emergency on-site repair. Emergency POC for service- related issues shall be provided to the Commissary prior to delivery. Repairs shall be completed within 24 hours of initial receipt of emergency phone call or a substitute trailer provided within that same 24 hours so there is no interruption of services. (“Initial receipt of emergency call” is considered the time of the initial call to the Emergency POC.) Contractor shall notify Contracting Officer immediately of any repairs necessary or damage to the trailer rental after placing a repair and/or service call with the contractor. The Contractor shall be responsible for any costs incurred by the loss of product stored within the trailer caused by equipment failure.

Note: All repairs claimed by the contractor to have been caused by commissary negligence must be established with documented proof and must be submitted to the Contracting Officer for consideration. Repairs required due to contractor negligence, or as a result of faulty equipment, shall be repaired at the sole expense of the contractor.

If the contractor fails or refuses to correct or re-perform within a reasonable time (24 hours for Emergency Maintenance), the Contracting Officer may by contract or otherwise, correct or replace the defect or non-conforming work with similar services and charge the contractor the costs of such correction or replacement, or make a negative equitable adjustment in the contract price in the amount of such costs.

9. Contractor shall provide restoration of equipment to such condition that it may be used effectively for its designated purposes. Repairs may be accomplished by overhaul or by replacement that cannot be corrected to an effective and functional state. It includes major repairs or replacement of trailer that are expected to occur periodically throughout the life cycle of trailers. Repairs are comprised of Emergency Maintenance, which includes but not limited to restoring or replacing equipment damaged by fires, explosions, storms, acts of nature, disasters and equipment failures.

10. Contractor shall establish and operate an in-house Call Center that is available 24 hours day/365 days per year. The contractor Call Center must be capable of receiving telephonic and electronic requests.

11. The contractor service representative shall check-in by signing in and out of the visitor’s log located in the admirative office of the specified commissary location, along with notifying the Store Director or designee.

C om m iss ar y

D

O D

A A

C

Q ua nt ity

T ra ile r

Si ze in F ee t

Electric or

Diesel

Electrical

Requirement

Doors Type

D el iv er y

D at e M

M /D

D /Y

Y

E nd D at e

M M

/D D

/Y Y

FORT GREGG-ADAMS HQCCBC 1 53 DIESEL N/A ROLLUP 10/6/2025 1/9/2026

NORFOLK HQCCBH 1 53 ELECTRIC 220V, 3 Phase, 60 Amp ROLLUP 10/6/2025 1/9/2026

FORT BELVOIR HQCNFF 1 53 ELECTRIC 220V, 3 Phase, 60 Amp ROLLUP 10/6/2025 1/9/2026

FORT MYER HQCNFH 1 53 ELECTRIC 220V, 3 Phase, 60 Amp ROLLUP 10/6/2025 1/9/2026

JB ANDREWS HQCNEK 1 53 DIESEL N/A ROLLUP 10/6/2025 1/9/2026

FORT BRAGG SOUTH HQCCBT 1 53 ELECTRIC 230V, 3 Phase, 60 Amp ROLLUP 10/6/2025 1/9/2026

FORT BRAGG NORTH HQCCAY 1 53 ELECTRIC 230V, 3 Phase, 60 Amp ROLLUP 10/6/2025 1/9/2026

NEW RIVER HQCCA3 1 53 ELECTRIC 230V, 3 Phase, 60 Amp ROLLUP 10/6/2025 1/9/2026

CHARLESTON NWS HQCSKK 1 53 ELECTRIC 230V, 3 Phase, 50 Amp ROLLUP 10/6/2025 1/9/2026

CHERRY POINT HQCCAZ 1 53 ELECTRIC 250V, 3 Phase 60 amp ROLLUP 10/6/2025 1/9/2026

FORT JACKSON HQCSKM 1 53 DIESEL N/A ROLLUP 10/6/2025 11/30/2025

FORT MEADE HQCNEN 1 53 ELECTRIC 230V, 3 Phase, 60 Amp ROLLUP 10/6/2025 1/9/2026

FORT CAVAZOS 1

(Clear Creek)

HQCMC2 1 53 ELECTRIC 208V, 3 Phase, 70 Amp ROLLUP 10/3/2025 12/19/2025

LEWIS MAIN HQCWGQ 1 53 DIESEL N/A ROLLUP 11/3/2025 1/9/2026

LEMOORE HQCKLV 1 53 ELECTRIC 480V, 3 Phase, 50 Amp ROLLUP 10/3/2025 1/5/2026

MCCLELLAN HQCKL1 1 53 DIESEL N/A ROLLUP 10/1/2025 1/5/2026

SAN DIEGO HQCKL8 1 53 ELECTRIC 240V, 3 Phase, 40 Amp ROLLUP 10/15/2025 1/5/2026

MCAS MIRAMAR HQCKMQ 1 53 ELECTRIC 208V, 3 Phase, 60 Amp ROLLUP 10/15/2025 1/5/2026

CAMP PENDLETON HQCKLM 1 53 ELECTRIC 210V, 3 Phase, 60 Amp, W/

PIGTAIL

ROLLUP 10/2/2025 1/6/2025

BUCKLEY HQCMCB 1 53 ELECTRIC 230V, 3 Phase, 30 - 40 Amp Rollup 10/13/2025 1/6/2026

(END)