RFI - GUAM Reefer Requirements.pdf

REQUEST FOR INFORMATION (RFI)

1.0 Description

1.1 The Defense Commissary Agency (DeCA) – Contracting Office located in Okinawa, Japan is seeking written responses with information to assist the Guam Commissary with identifying potential sources that are interested in and capable of performing the work as described in Section 2 below.

1.2 This is a Request for Information (RFI) Only: In accordance with Federal Acquisition Regulation (FAR) 52.215-3, Request for Information or Solicitation is for planning purposes only and shall not be construed as a solicitation. The Government is not requesting quotes, proposals, bids or any type of pricing at this time, but only information from interested Small Business (SB) contractors that are registered in SAM. Any formal requests for Quote, Bid or Proposal will be publicized in SAM.gov.

2.0 Requirement

The DeCA- Pacific Contracting Office is contemplating a solicitation to rent three (3) quantity of Refrigerated Freezer Trailer for a period of up 107 days to include 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.

3.0 Background

The rental of the Refrigerated Freezer Trailers are required for Orote Commissary location in Guam. The freezer trailer rentals will be used to store frozen turkeys and other holiday food items required to be refrigerated for the upcoming holiday season and must be kept in the standard and operating conditions at all times. DECA is currently seeking information on availability of Refrigerated Freezer Trailer in Guam territory for a short term rental capability as stated on the Requirement above (Paragraph 2.0).

3.1 CLINs will be set-up as follows:

CLIN 0001: Orote Commissary 1001: Reefer/Trailer: (2 qty, 54 ft., Diesel, roll-up doors)

CLIN 0002: Orote Commissary 2002: Chiller (1 qty, 54 ft., Diesel, roll-up doors)

3.2 Performance Period: The estimated PoP is 01 October 2024 thru 15 January 2025.

4.0 Statement of Work (SOW)

Contractor shall:

1. BASE ACCESS SECURITY (Reference clause 52.204-4500):

1.1 Contractor shall be responsible for obtaining installation access as required for all Contractor employees authorized to work at the site, and shall ensure that sufficient personnel have proper access to ensure compliance of contract delivery and service schedule. It is not the responsibility of the commissary employees to escort the contract personnel performing the services onto the base.

1.1.2 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.

2. Coordinate the delivery and pick-up of the refrigerated reefer trailer(s) with authorized Commissary personnel 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 Office shall be included on email traffic, regarding drop-off and pick-up arrangements.

3. 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.

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

5. Set temperature as required by the authorize Commissary personnel.

6. Damage reports upon delivery and upon pickup shall be provided and shall be signed off by an authorized commissary representative with a copy left at the commissary.

7. Bill monthly, for all charges incurred from the first to last day of the prior month.

Reefer operating hours shall be based on a 24-hour operating flat rate/fee/cost and shall be billed only once during the rental period. The number of days quoted in the monthly rate shall include all the days of that month. (i.e., based on 31 days in the month). October, December and January all have 31 days in the month and are the primary months of the rental period.

8. Contractor is responsible to provide 24-hour emergency on-site repair. Service contact phone number must be provided prior to award. Vendor repair personnel must be on-site within 24- hours of receipt of emergency call from store personnel. Repair must be either completed within 24 hours of initial receipt of emergency phone call or a substitute trailer provided so as not to interrupt the mission. Contractor shall not make any alterations/repairs to the building or items attached to the building of the Commissaries before receiving approval from the Contracting Office.

Note: All repairs caused by commissary negligence must be proven with documentation of proof and verified by the Contracting Office before covered for payment via modification to the contract. Repairs required due to contractor negligence, or as a result of faulty equipment, shall be repaired at the expense of the contractor. Any call for repair must be reported to the contracting office via the contract specialist or contracting officer within 24 hours of service call with an estimated cost of the repair so that funds may be secured and a modification issued to the contract. See Contracting Office POC information and phone numbers in #8 below.

9. DeCA Authorize Commissary Personnel shall:

9.1 Coordinate base access with the contractor upon receipt of each contract award.

9.2 Coordinate with Commissary assigned Field Engineer to have appropriate Installation personnel available to hook up electric trailers, as necessary.

9.3 Diesel Refrigerated trailers will come with a full fuel tank which the government will keep fueled during operation and fuel tank will be returned to the contractor full of fuel.

Authorize Commissary personnel will complete daily fuel checks while conducting the temperature checks to ensure fuel tanks maintain a recommended level to reduce the risk of running low or empty of fuel.

9.4 Locate source for diesel fuel that accepts the Voyager card. The Voyager card is to be used ONLY for 100 gal or less per visit. Diesel Fuel is not allowed to be charged against the Government Purchase Card (GPC) or this DeCA purchase order.

9.5 Visible pictures of the (front, back, left and right side) MUST be taken by the store personnel upon delivery of the refrigerated trailer and sent via email to the Contract Specialist listed in #8 below. Store personnel must ensure to thoroughly inspect the trailer before signing off on the damage report document. Ensure damage report is signed by the contractor and authorize Commissary personnel upon delivery and pick-up of trailer rental.

A copy of the damage report shall be provided to the Contracting Office listed in #8 below.

9.6 Temperatures will be set as required by authorize Commissary personnel. Authorize Commissary personnel will complete daily temperature checks on refrigerated trailer to ensure product is stored at the proper temperature. Authorize Commissary personnel MUST ensure the refrigerated trailer is turned off when entering and/or exiting at all times, EVEN

IF IT IS FOR A COUPLE OF MINTUES OR AN HOUR AND SO FORTH.

9.7 Maintain temperature log in accordance with DeCAM 40-5.1.

9.8 Notify the DeCA Enterprise Acquisition Division, Store Support Services (Contracting Office) immediately of any repairs necessary or damage to the trailer rental after placing a repair and/or service call with the contractor.

Note: During business hours, if repair and/or service call is needed contact the POC that will be provided on the award document.

9.8.1 After business hours, if repair or service call is needed the Commissary Representative shall contact the Contracting Office emergency cell phone at 804- 536-6500 to only notify all repair request service calls after contact has been with the contractor. Authorize Commissary personnel shall also follow-up with the Contract Specialist during business hours, as noted above.

9.9 Coordinate the delivery of the refrigerated trailer(s) with contractor no later than ten (10) working days prior to start date, and pickup of trailers no less than three (3) working days prior to ending date of rental period to setup the scheduled pick-up.

9.10 All product should be removed from trailer, the trailer should be swept/cleared of all debris and ensure the fuel tanks are full before contractor pick-up, Government should not be causing a delay for the driver when they arrive to pick-up the trailer.

5.0 Submission Due Date: Please respond to this notice with a capability statement if interested in submitting a quote no later than 4:00 p.m., Friday, 05 July 2024 Japanese Standard Time (JST). All responses must be submitted electronically via email to Ms. Roxan Boado, Contracting Officer, email at roxan.boado@deca.mil; and Mr. Roger Bessette, Contracting Officer, email at roger.bessette@deca.mil

5.1 Cover Sheet must have RFI title, company name, cage code and DUNS number, address and POC. (See Attachment #1)

5.1.2 Capability Statement must have enough information to determine the company’s ability to provide the services.

6.0 Disclaimer

5.1 This RFI notice is issued solely for information and planning purposes and does not constitute a solicitation or obligation on the part of the Government. Per FAR 15.201(e), responses to this notice are not considered offers, shall not be used as a proposal, and cannot be accepted by the Government to form a binding contract. Neither unsolicited proposals nor any other kinds of offers will be considered in response to this notice. No evaluation letters and/or results will be issued to the respondents; however, the Government does reserve the right to contact any respondent and/or respondent reference to obtain additional information. At this time no solicitation exists; therefore, please do not request a copy of the solicitation. Sources Sought Information, and Capabilities for Material Handling Equipment (MHE) lease, maintenance and repair services.

Please complete fully each section of the form below:

Company Name: _____________________________________________________________ Company Address: ___________________________________________________________ DUNS Number: _____________________________________________________________ Point of Contact: ____________________________________________________________ Phone Number: _____________________________________________________________ Email Address: _____________________________________________________________ mailto:roxan.boado@deca.mil mailto:roger.bessette@deca.mil

Detailed Information:

Please attach your Company’s Capability Statement for the Refrigerated Freezer Trailer rentals

* CAPABILITY STATEMENT ATTACHED AS SEPARATE FILE *

** RESPONSES TO QUESTIONS IN SECTION 7.0

7.0 Questions

7.1 Does your firm have on-island assets in Guam to meet the requirements?

7.2 How can your firm ensure it has sufficient assets available to provide repair support of the requirement within 24-hours or during emergency.