Instructions to Offerors - FY25 Catered Meals BPA rev6.pdf

INSTRUCTIONS TO OFFERORS

52.212-1 INSTRUCTIONS TO OFFERORS FOR PROPOSAL SUBMITTAL, ADDENDUM

General Instructions: This section provides general guidance for preparing proposals. Throughout this section, the term “Offeror” means the prime contractor submitting the proposal. The Offeror’s proposal must include all data and information requested and must be submitted in accordance with these instructions. Proposal will be reviewed for responsiveness prior to being technically evaluation. An Offeror who submits an incomplete package will be considered non-responsive and will be notified immediately with the reason. The proposal shall be compliant with the requirements as stated in the Request for Proposal (RFP). A proposal that is sufficiently documented to support price and technical requirements in a complete, orderly and detailed manner will enable the Government to perform a thorough and fair evaluation. Non-compliance with the instructions and RFP may result in an unfavorable proposal evaluation and may be grounds to eliminate the proposal from consideration for contract award.

Offeror’s must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale along with providing any assumptions in their proposals. Failure to comply with the terms and conditions of the solicitation may result in the Offeror being determined ineligible for award.

The Government intends to award without discussions.

The Government will not reimburse any costs incurred in relation to the proposal preparation.

Addendum to 52.212-1: NG Agency Protest Procedures

NG Agency Protest Program is intended to encourage interested parties to seek resolution of their concerns with the National Guard (NG) as an Alternative Dispute Resolution forum, rather than filing a protest with the Government Accountability Office (GAO) or other external forum.

Contract award or performance is suspended during the protest to the same extent, and within the same time periods as if filed at the GAO. The NG protest decision goal is to resolve protests within 35 calendar days from filing. An agency protest may be filed with either the Contracting Officer or the NG Agency’s Protest Decision Authority, but not both, in accordance with NG protest procedures.

To be timely, the protests must be filed with the periods specified in FAR 33.103. To file a protest under the NG Agency Protest Program, the protest must request resolution under that program and be sent to the address below:

National Guard Bureau Office of the Director of Acquisitions/ Head of Contracting Activity

ATTN: NGB-AQ-O

111 S. George Mason Dr.

Arlington, VA 22204 Email: ng.ncr.ngb-arng.mbx.ngb-task-order-ombudsman@mail.mil

All other agency-level protests should be sent to the Contracting Officer for resolution at the address in the solicitation. See FAR clause 52.233-2.

52.212-2 Evaluation-Commercial Products and Commercial Services. 2021-11 mailto:ng.ncr.ngb-arng.mbx.ngb-task-order-ombudsman@mail.mil

As prescribed in 12.301(c), the Contracting Officer may insert a provision substantially as follows:

Evaluation-Commercial Products and Commercial Services (Nov 2021)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

The following factors will be used to evaluate offers:

Technical and past performance, when combined, are more important than price. Technical and Past Performance is evaluated on a pass / fail basis. Technical criteria IAW Technical Exhibit 4 of the PWS are as follows:

Technical

Exhibit 4

Past Performance

A past performance determination will be completed by the Contracting Officer, which barred contractors will not be considered for the award.

Price

Prices will be determined fair and reasonable IAW FAR 13.106-3(a). Additionally, a price realism determination will be conducted to ensure that pricing is balanced and fair based on current market conditions. Pricing that is determined unrealistically low may be removed from contract award consideration determined unacceptable.

Basis for Award

The lowest priced proposals that pass Technical and Past Performance evaluation will be eligible for contract award.

(b) Options. N/A

(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)

1. Criteria for Award

Will be based on the “Lowest Price Technically Acceptable”. Request For Proposals (RFP) will be rated either “Acceptable” or “Unacceptable” in accordance with (IAW) the Technical Evaluation Criteria.

2. Proposal Documentation

Proposal shall conform to all the requirements of this RFP IAW FAR Part 15.101-2. The Offeror shall submit an unclassified proposal, which demonstrates its ability to perform and meet the requirements in the Performance Work Statement (PWS). The following must be included in the Offeror’s proposal when submitted by the close date and time:

a) Acknowledgement of ALL Amendments to the RFP, if applicable.

b) Responses IAW the Technical Evaluation Criteria.

c) Price Proposal IAW the Performance Work Statement (PWS) and Technical Exhibit 2.

d) Service Location Sheet (Technical Exhibit 1)

e) Complete Pre-Audit Questionnaire for Restaurants, Caterers, and Commercial Kitchens

(Technical Exhibit 4)

f) Complete Time Requirements (Technical Exhibit 3)

g) Copy of Current State Health Inspection

*PRICE PROPOSAL SHALL BE SEPARATE FROM THE TECHNICAL PROPOSAL.

3. Received Proposal Review

a) If the Offeror’s proposal is received by or before the due date and time, the proposal will be considered “Responsive”.

b) If the Offeror’s proposal is received late, past the due date and time, the proposal will be considered “Non-Responsive” and not considered for evaluation nor award.

4. Responsive Proposals

The Offerors’ company will be checked in the SAM.gov database.

a) Offeror’s SAM registration with an “Active” status, no “Exclusion”, and has a favorable “Determination of Responsibility” will be considered for a “Technical Evaluation”.

b) If the Offeror’s registration shows “Inactive” or “Pending”, has “Exclusions”, or has an unfavorable “Determination of Responsibility” the proposal will not be considered for a technical evaluation nor award.

5. Technical Acceptability Requirements

Technical acceptability will be based on Performance Work Statement (PWS) and the Instructions to Offeror, as follows:

a) Basis for Award BPAs will be awarded to vendors that submit a technically acceptable proposal with pricing that is deemed fair and reasonable. A BPA will be awarded to the Offerors whose proposals conforms to the solicitations requirements (to include all stated terms, conditions, representations, certifications, and all other information required by this solicitation) and is judged, based on the evaluation factors to represent the lowest price technically acceptable and price reasonableness.

b) Evaluation Process.

The Lowest Price Technically Acceptable (LPTA) source selection process will be used.

Offeror’s technical proposal will be evaluated on an acceptable/unacceptable basis. By submission of its offer, the Offeror accedes to all solicitation requirements, including terms and conditions, representations, and certifications, and technical requirements.

c) Solicitation Requirements, Terms and Conditions.

Offerors are required to meet all solicitation requirements, such as terms and conditions, representations and certifications, and technical requirements, in addition to those identified as factors. Offerors must clearly identify any exception to the solicitation’s terms and conditions and must provide complete supporting rationale. The Government reserves the right to determine any such exceptions unacceptable.

6. Questions and Proposals Due

Questions are due by October 3, 2025 at 10 a.m. CST; shall be sent to Candace OBrian candace.i.obrian.civ@army.mil.

Proposals are due by October 21, 2025 at 10 a.m. CST; shall be sent to Candace OBrian candace.i.obrian.civ@army.mil.

mailto:candace.i.obrian.civ@army.mil mailto:candace.i.obrian.civ@army.mil

Technical Exhibit 1

Yes/No Service Location Minimum Headcount Maximum Headcount

Ada

Altus

Ardmore

Braggs, (Camp Gruber Training Site)

Bartlesville

Broken Arrow

Fort Smith, AR (Fort Chaffee Training Site)

Chandler

Claremore

Durant

Edmond

Enid

Holdenville

Lawton

Lexington

McAlester

Midwest City

Muskogee

Mustang

Norman

Oklahoma City

Okmulgee

Ponca City

El Reno

Sand Springs

Shawnee

Stillwater

Tulsa

Vinita

Weatherford

Technical Exhibit 2

Meal Pricing for:

Contractor Deliver, Setup & Serve

Breakfast Lunch Dinner Holiday

Year 1

Year 2

Year 3

Contractor Delivery

Breakfast Lunch Dinner Box Lunch Holiday

Year 1

Government Pick-up

Breakfast Lunch Dinner Box Lunch Holiday

Year 1

Technical Exhibit 3

Time Requirements (Hours)

Minimum Notice to Cater and/or Order Meals

Minimum Notice to Cancel a Catering Event

Minimum Notice to Increase Number of Meals

Minimum Notice to Decrease Number of Meals

Technical Exhibit 4

Technical Evaluation Criteria

Contractors awarded a BPA must adhere to an inspection by the U.S Army Veterinary Department and complete Technical Exhibit 4 prior to inspection. Contractors must write a letter (preferably on letterhead) requesting an initial food protection audit. The owner or an authorized representative of the establishment processing the product(s) must sign the letter. The Contractor must address the letter to the U.S.

Government purchasing agent or contracting agency (i.e., Oklahoma Army National Guard). The request must contain, at a minimum, the following information:

a. The full name of the processing facility, street address (or geographical location), city, state, zip code, and county or country where the establishment is located. Include the mailing address if different from the physical facility address.

b. The name, title, telephone and e-mail address of the person to contact at the establishment, and the normal operating hours of the facility.

c. A list of the specific products to be procured by the Department of Defense (DOD) (e.g., novelty ice cream or catered meals).

d. A list of the federal, state, and local regulatory agencies currently inspecting the facility. If the facility has a federal or state establishment number, please provide the number.

e. If the vendor is a caterer, restaurant, or central kitchen, indicate where the vendor prepares the food, which military installations the vendor will serve, and if the meals will be contracted or retail sale.

PRE-AUDIT QUESIONNAIRE FOR RESTAURANTS, CATERERS, & COMMERCIAL KITCHENS

This Pre-audit questionnaire must be completed in its entirety and include the necessary supporting documents.

This Pre-audit questionnaire must be completed in its entirety and include the necessary supporting documents.

ESTABLISHMENT NAME/ADDRESS

∙ Provide the establishment name.

∙ Provide the establishment physical address.

∙ Provide the establishment’s phone/fax number(s).

∙ Provide directions to the establishment if variances occur with mobile apps.

∙ Provide the business name if the establishment is doing business as (DBA) another company.

OWNER / MANAGEMENT

∙ Provide the name, position, phone number, and email address for primary POC.

∙ Provide the business card of the establishment POC or audit representative.

∙ Provide the name(s) of the establishment’s owner(s) or corporate entity.

PRODUCTS

∙ Provide the restaurant menu, catering menu, food truck/mobile menu, or negotiated contract menu.

OTHER INSPECTION AGENCIES/AUDITING ORGANIZATIONS

∙ Provide a copy of a report or certificate from the most current regulatory inspection agency.

GENERAL

∙ Provide the days of the week and the hours of operation for food preparation and sanitation procedures.

∙ Provide the number of employees for each employment status (e.g., full-time, part-time, temporary, or seasonal).

∙ Provide the method for employee hire. (e.g., on-site or temp agency).

∙ Provide the maximum number of people that the establishment (fixed and/or mobile) can serve without compromise to food safety and sanitation.

PUBLIC HEALTH INTERVENTION

∙ Provide the name and the position of the employee(s) certified as Person-in-Charge (PIC).

∙ Provide the certificate or agency and date of certification for the PIC.

∙ Provide the training method and frequency of food safety and sanitation training provided to employees.

∙ Provide the methodology that the establishment utilizes to monitor food safety hazards and recalls.

∙ Provide a brief description of policy and procedures in-place for management and all employees that arrive ill for work or become ill while working.

∙ Provide a brief description of policy and procedures in-place for good hygiene practices that covers eating, tasting, drinking, tobacco use, and discharge from eyes, nose, and mouth.

∙ Provide a brief description of policy and procedures in-place for proper hand washing and bare-hand contact with RTE foods. Please note location of properly installed and maintained hand-washing sink/s.

∙ Provide a brief description of policy and procedures in-place for use of approved sources (approved suppliers). Please note required temperatures and inspection criteria for semi-perishable, refrigerated, and frozen deliveries.

∙ Provide a brief description of policy and procedures in-place for separation and protection of raw and prepared foods.

∙ Provide a brief description of policy and procedures in-place for cleaning and sanitizing food contact surfaces. Please note type of sanitizing agent (e.g., QUAT, Chlorine, Iodine, etc.) in-use within the establishment.

∙ Provide a brief description of policy and procedures in-place for proper disposition of returned, previously served, and unsafe foods.

∙ Provide the established procedures for Time/Temperature Control for Safety. Specifically, note proper cooking time and temperatures for all TCS foods; proper re-heating procedures for hot holding; proper cooling time and temperature; proper hot holding temperatures; proper date marking and disposition; and proper Time as a Public Health Control procedures. (If the establishment utilizes an approved HACCP plan, please provide a copy of the hazard analysis and flow charts for each type of food prepared.)

∙ Provide a brief description of policy and procedures in-place for notifying the public about the risk of undercooked/raw foods.

GOOD RETAIL PRACTICES

∙ If applicable, does the establishment use raw eggs or pasteurized eggs as ingredients in the offered menu items?

∙ Provide the source of all water and ice used within the establishment. Have the certificate of analysis or the potability certificate available for review by the Lead Auditor.

∙ Provide a brief description of policy and procedures in-place for proper thawing methods.

∙ Provide a brief description of policy and procedures in-place for the proper use and calibration of all thermometers.

∙ Provide a brief description of policy and procedures in-place for checking and recording temperatures of equipment utilized in hot/cold-holding and for refrigerated/frozen storage.

∙ Provide a brief description of policy and procedures for ensuring prepared foods and partially – used ingredients are properly labeled.

∙ Provide a brief description of the pest management program at the establishment.

∙ Provide a brief description on the policy and procedures in-place for monitoring employee personal cleanliness.

∙ Provide a brief description on the policy and procedures in-place for the proper use and storage of wiping cloths.

∙ Provide a brief description on the policy and procedures in-place for washing fruits and vegetables prior to use as ready-to-eat products or as ingredients in prepared foods.

∙ Provide a brief description on the policy and procedures in-place for proper employee use of gloves.

∙ Provide a brief description on the policy and procedures in-place for proper use and storage of single-use/single- service articles, utensils, linens, and equipment.

∙ Provide a brief description on the policy and procedures in-place for the use of ware washing facilities and equipment. Please note the type of equipment (e.g., three compartment sink, machine washer, etc.) and the methods to test rinse water temperature and sanitizer strength.

∙ Provide a brief description on the policy and procedures in-place for the cleaning and sanitation of the establishment.

∙ Provide a brief description on the policy and procedures in-place for the sanitation and maintenance of the physical facilities. Please note procedures for ventilation, plumbing & backflow preventers, garbage & refuse removal, and adequate lighting & protection).

INTENTIONAL CONTAMINATION (FOOD DEFENSE)

∙ Procedures used to prevent and investigate possible intentional contamination issues.

∙ Employee food defense (intentional contamination) training.

∙ Procedures for how customer complaints are maintained, investigated, and resolved.

∙ Procedures in-place to respond to a product contamination threat or event during receipt/ delivery, storage, preparation, and transport.

∙ Procedures in-place to prevent unauthorized access by people or entry of unapproved materials into the establishment.

Technical Exhibit 5

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

Performance Objective Performance Standard Acceptable Quality Levels

(AQL)

Surveillance Method / By Whom

Delivery / Set-Up

PWS 5.2.4

Meals delivered and setup by the required time established between the Contractor and Government

95% Periodic Inspection

/ COR

Quantities / Portion Sizes

PWS 5.2.3

Meals delivered in agreed upon quantities and portion sizes that comply with the terms and conditions in the Master contract.

95%. Periodic Inspection

/ COR

Hygienic Practices PWS 5.3.2 and 5.3.4

All Contractor staff perform services conforming to the hygienic practices outlined in the Master BPA.

95% Periodic Inspection /

COR

Food Handlers Permit

PWS 5.3.1

All Contractor staff that handle food have the required State or County Food Handlers permit.

95% Periodic Inspection /

COR

Food Temperature and Quality PWS 5.3.6 and 5.3.7

Food will be monitored for proper serving temperature, preparation and quality and compliance with terms and conditions in the Master BPA.

95% Periodic Inspection /

COR

Cleanup

PWS 5.3.8

Any facility used by the Contractor is properly cleaned and waste disposed of prior to Contractor departure from the facility.

95% Periodic Inspection /

COR

Administrative

PWS 5.2.4

Contractor properly invoices correct quantities, rates for services performed and submit invoice within 30 days.

95% Periodic Inspection /

COR

Performance

PWS 5.4.2

Overall Performance by the Contractor.

Contractor resolves any performance issues in an effective and timely manner.

95% Periodic Inspection /

COR