Mexico 2026 SoW.pdf

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STATEMENT OF WORK – SPE30026X009

Introduction This solicitation is for supporting visiting U.S Coast Guard Ships and U.S Naval Ships visiting ports in Huatulco, Manzanillo, Puerto Vallarta, and Tiapas-Tapachula, Mexico with Fresh Fruit and Vegetable (FF&V) items for a term of 1 year. Defense Logistics Agency Directive (DLAD) 13.390 Bilateral Indefinite- Delivery Contract (IDC) below the Simplified Acquisition Threshold (SAT) will be utilized. The resulting contract will be a Firm Fixed Price IDC with economic price adjustment

The maximum dollar value of the contract action will be $350,000.00. It is difficult to provide an estimated dollar value for orders to be placed against the contract as visiting ship traffic and demand is sporadic. In recent years we have seen the following number of orders and order values:

The Guaranteed Minimum amount for this contract will be $3,500. Once this amount is met the Government is under no obligation to place additional orders. The Government may place additional orders for the period of performance stated in the basic contract, effective from the date of the basic award. All additional orders will reference the basic contract, which documents the terms and conditions of the IDC.

Please review the attached Schedule of Items. Offerors must quote Unit Prices and Distribution Prices for all items included in the Schedule of Items. Product Prices and Distribution Prices shall be limited to a maximum of two decimal places. For evaluation and award purposes, offers containing a unit price of more than two decimal places shall be rounded to two decimal places. Product Prices and Distribution Prices will be added together to establish a Total Price for each item. The Total Prices for each item will be sum totaled to calculate a Total Evaluation Price to compare against other quotes. If all items are not able to be quoted, the common items amongst all offerors will be sum totaled to calculate the Total Evaluated Price. Offerors must quote at least 37 of the 43 items in the schedule of items (~85%). Offerors not including pricing for at least 37 items may result in their offer being excluded from further evaluation and award consideration.

Contract Year Contract # Number of Orders Value of Orders 2025 - 2026

SPE30025D5003 10 $89,045.67

2024 - 2025 SPE30024D5003 1 $12,373.80

2023 – 2024

SPE30023D5162 13 $45,150.32

2022 – 2023 SPE30022D5145 10 $22,398.66

2021 – 2022 SPE30021D5129 5 $7,254.88

2020 - 2021 SPE30020D5112 12 $37,449.80

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The Government may elect to utilize on-line Reverse Auctioning as a means of conducting price discussions under the subject solicitation. If the Government elects not to conduct a reverse auction, award may be made based on acceptance of initial offers or opening discussions that do not involve use of reverse auctioning as a pricing technique. The Government will notify offerors should it elect to conduct price negotiations using on-line reverse auctioning.

Pricing will be FOB destination.

The Government intends to make one award. Definitions of both Product Price and Distribution Price are included in the Economic Price Adjustment language included below. The price for all aspects of performance detailed in the Statement of Work (“SOW”) must be included in the offeror’s fixed Distribution Price(s). Without exception, Distribution Prices shall encompass all costs related to delivering the product to the customer; including but not limited to, all transportation (distributor to consolidator & consolidator to customer), broker and dealer costs and fees, etc… No additional charges other than Distribution Price will be levied on top of Product Price. Offeror’s are reminded that fixed price type contracts place the maximum risk and responsibility for all costs, and resulting profit or loss, on the contractor. Distribution Price(s) will remain fixed for the life of the contract and an offeror’s failure to consider the full cost of performance and/or the risks of performing in this region will not serve as a basis to adjust Distribution Price(s). Product Price(s) are distinct from the aforementioned Distribution Price(s) and therefore should not be included in any way in the latter.

This solicitation will be a Full and Open Competition. Any vendor receiving a contract is encouraged to access the “Dynamic Small Business Search” feature of the SBA to identify potential suppliers and teaming partners for this initiative. You may go to the Small Business website at http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfm and click on the “Dynamic Small Business Search” button.

When making your procurement decisions we encourage your consideration of local business as a means to nurture small business and local economies. Additionally, any vendor receiving a contract is encouraged to utilize the SBA SUBNet database to assist them in further identifying additional small business sources of supply. Vendors may post notices of sources sought for teaming partners and subcontractors on future contracts. Small business can review this web site to identify opportunities in their area of expertise. You may access the SBA PRONet database through the SBA Website at:

www.sba.gov.

Other customers, including non-Department of Defense (DOD) customers may also be added as required over the life of any resultant contract. These customers include military or other federally funded customers. Though the solicitation describes existing customers known to the Contracting Officer at the time of the solicitation’s issuance, other customers, including military, DOD, or non-DOD, may be added as necessary during the life of any resultant contract. The addition of said customers located within the solicitation’s specified region will be at no additional cost to the Government.

All contractors who choose to conduct business with the Department of Defense must be registered in the System for Award Management Database (www.sam.gov) and The DLA Internet Bid Board System (DIBBS) (DLA Internet Bid Board System (DIBBS)).

The Government will award a bilateral Simplified Indefinite Delivery Contract (SIDC) resulting from this request for quote (RFQ) to the responsible offeror whose quote conforms to the terms and conditions in the RFQ and will be most advantageous to the Government, after considering price and other factors.

The Best Value Tradeoff Process (FAR 15.101-1) will be used to evaluate quotes. Past Performance will http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfm http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfm http://www.sba.gov/ http://www.sam.gov/ https://www.dibbs.bsm.dla.mil/

P a g e | 3 be the only evaluation factor for this solicitation. Past Performance will be considered equal to price.

The Government will evaluate the offeror’s record of Past Performance from Government in-house records and information provided by references designated by the offeror. Government in-house will be considered more reliable than information provided by other references. Government in-house records include, but are not limited to, Contractor Performance Assessment Reporting System (CPARS), Supplier Performance Risk System (SPRS), information received through Subsistence Total Order and Receipt Electronic System (STORES), and customer surveys. The most relevant past performance, and that which will receive the most credit, is the information directly related to the offeror. The Government may contact the offeror’s listed references to confirm the provided information and survey the performance of the offeror. The Government may also obtain and use past performance information from sources other than those identified by the offeror, including those from publicly available, non-confidential sources. The past performance evaluation will result in a performance risk rating:

• Neutral risk of poor performance

• Low risk of poor performance

• Moderate risk of poor performance

• High risk of poor performance

Ordering Catalog Offerors will be required to maintain electronic catalogs that list all items available to the customers covered under the contract. Each item in the catalog shall contain the corresponding national or local stock number, Government item description, packaging characteristics, unit of issue and unit price.

Notices and requests to update catalog product prices in accordance with the Economic Price Adjustment language below need to be submitted to the Contract Specialist monthly by the third Wednesday of the month. For FF&V price updates, these requests should be submitted with valid quotes from multiple suppliers. For PHC approved source items, these requests should be submitted with an updated quote from the PHC approved source.

Product prices will be subject to ongoing review to ensure a fair Product price is being offered. Product price tracking and monitoring is essential to managing costs and ensuring our Offerors receive a fair market price while simultaneously minimizing government expenses. In order to track and monitor Product price, DLA will utilize PPI index comparison, market research & analysis, vendor price comparison, or any other means the government deems appropriate to ensure a fair and reasonable Product price for our customers. Offerors should expect to be queried on pricing and from time to time be expected to solicit alternative sources of supplies when prices are deemed to be not fair and reasonable. This on-going review may be scheduled or unscheduled and may occur at any time. DLA encourages all Offerors to solicit multiple bids for all product it seeks to offer to customers, as well as maintain documentation of these efforts. Should the government deem it necessary, it reserves the right to request documentation for any purchase of product in an attempt to ensure adequate Product price competition.

Economic Price Adjustment – Actual Material Costs For Subsistence Product Price Business Model

(a) Warranties: For the portion of the schedule that is covered by this economic price adjustment (EPA) clause, the Contractor warrants that –

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(1) Contract unit prices covered by this contract do not include allowances for any portion of the contingency covered by this clause; and

(2) All price adjustments invoiced under this contract shall be computed in accordance with the provisions of this clause.

(b) Definitions: As used throughout this clause, the term

(1) “Contract unit price” means the total price per unit charged to DLA Troop Support for a product delivered to DLA Troop Support’s customers. The Contract unit price consists of two components: Product Price and Distribution Price as identified in the schedule of items. The sum of the two component prices shall be rounded to the nearest cent to determine the final Contract unit price.

(2) DLA Troop Support “Manufacturer’s Price Agreement” (MPA) means an agreement between DLA Troop Support and manufacturers which identifies a fixed Product Price for specific items that will be cataloged by the prime vendor.

(3) “Product Price” is the most recent DLA Troop Support MPA price or the most recent manufacturer, distributor, grower or private label holder commercial price per unit, pound, or case to the Contractor, exclusive of standard freight.

(i) Exceptions

(A) Fresh fruits and vegetables (FF&V):

(1) It is necessary for the product to be transported into the local market of the importer, as otherwise approved under the contract, from a foreign country because local supply does not exist or it is insufficient to meet demand requirements; and

(2) The importer that establishes the Product Price is the firm that actually performs the FF&V import service, including, but not limited to: procurement, storage, consolidation, pallets, and palletizing as it applies to the importer’s normal commercial sales, and the importer has comparable commercial sales in the market that is the point of import.

(B) A contiguous United States (CONUS) based manufacturer, grower or private label holder’s product pricing which is a national price inclusive of transportation costs to a Distribution Point shall be supported by documentation and may be considered by the Government on a case by case basis, upon concurrence of the Contracting Officer.

(C) Mandatory source items: The Product Price shall be limited to the nonprofit agency’s price for product as set in accordance with applicable law. The Product Price shall be based on f.o.b. origin/nonprofit agency. (Prices set in accordance with applicable law (f.o.b. origin/nonprofit agency.).

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(D) A CONUS-based redistributor’s price for a specific manufacturer’s product (also known as a stock keeping unit (SKU)) may be considered by the Government as long as the redistributor’s price for the quantity ordered is equal to or lower than the manufacturer’s published price inclusive of discounts/allowances. This exception must be approved by the Contracting officer on a case by case basis. Support documentation may be required.

(4) “Product allowance” is discounts, rebates, and allowances to be passed on to the Government. In accordance with other provisions of the contract, all discounts, rebates, or allowances on particular items which are reflected in the amounts shown on the face of the manufacture’s, grower’s or private label holder’s invoice (referred to as “off-invoice allowances”) or otherwise given to the Contractor by the manufacturer, grower or private label holder, shall be passed by the Contractor to the Government, in the form of an up-front price reduction. The total of these discounts, rebates, and allowances (or product allowance), shall be reflected via a reduced subsistence total order and receipt electronic system (STORES) price, resulting in a lower invoice price to the customer. Any rebates that must be passed to the Government and which cannot be applied as an up-front price reduction must be submitted via check made to the United States (U.S.) Treasury, attached with itemized listing of all customer purchases by line item to include contract number, call number, purchase order number and contract line-item number (CLIN).

(5) “Distribution Price(s)” means the firm fixed price portion of the Contract unit price, offered as a dollar amount per unit of measure, rounded up or down to the nearest cent. The Distribution Price is the only method for the Contractor to bill the Government for all aspects of contract performance other than Product Price, including but not limited to, the performance requirements of this Statement of Work (SOW). Product Price is distinct from and not to be included in the Distribution Price. The Distribution Price may be further segregated into pricing segments covering discrete, solicitation-specific performance requirements.

(6) “Ordering catalog” means the electronic listing of items and their corresponding contract unit prices available for ordering under this contract.

(7) “Ordering month” means Sunday 12:01 AM following the third Wednesday of the month for four consecutive weeks (eastern time (ET), standard or daylight as applicable).

(8) “United States Defense Transportation System (DTS) Ocean Shipping Costs:” DTS ocean transportation costs (for shipping the product from the Prime Vendor’s CONUS facility(s) to the prime vendor’s OCONUS facility(s), aka “point to point” delivery via DTS), shall be excluded from the Distribution Price. The Defense Transportation System is responsible for point-to-point delivery.

(C) Price adjustments:

(1) General:

(i) All contract unit prices shall be fixed and remain unchanged until changed pursuant to this clause or other applicable provision of the contract. Only the Product Price component of the Contract unit price is subject to adjustment under this clause. After the first ordering

P a g e | 6 month, if the Contractor’s Product Price changes for any or all contract unit prices, the Contract unit price shall be changed in the next month’s ordering catalog upon the Contractor’s request, submitted in accordance with paragraph ii below, by the same dollar amount of the change in the Product Price, subject to the limitations in paragraph (d). The price change shall be effective at the beginning of the next ordering month. All ordering catalog unit prices computed in accordance with this clause and in effect when an order is placed shall remain in effect for that order through delivery. DLA Troop Support will be charged the Contract unit price in effect at the time of each order regardless of any changes in the unit price occurring in any subsequent ordering month.

(ii) Updates to the Product Price: All notices and requests for new item Product Prices and price changes shall be submitted monthly by the third Wednesday of the month. The Product Price shall have any and all product allowance subtractions made prior to presenting the Product Price to DLA Troop Support. The Contractor shall notify the Contracting Officer of its notice/request in the form of an email which includes an updated Schedule of Items spreadsheet. The change notice shall include the Contractor’s adjustment in the Product Price component of the applicable Contract unit price. Upon the Contracting Officer’s acceptance and approval of updated Product Pricing, the TVLS will update the STORES catalog. The next month’s ordering catalog and each Contract unit price shall be changed by the same dollar amount of the change in the Product Price in the next month’s ordering catalog.

(iv) All price changes, and catalog contract prices, are subject to review by the Government.

The Contracting Officer may at any time require the submission of supporting data to substantiate any requested price change or the requested continuation of the pre-existing price for any item, including prices applicable to prior ordering months. Upon notice from the Contracting Officer that supporting data is required, the Contractor shall promptly furnish to the Government all supporting data, including but not limited to, invoices, quotes, price lists, supplier documentation regarding rebates/allowances, and any other substantiating information requested by the Contracting Officer.

(v) Price change requests that the Contracting Officer questions or finds to be inconsistent with the requirements of this clause shall not be posted until the Contracting Officer specifically authorizes the posting. If the Contracting Officer does not notify the Contractor by close of business local Philadelphia, Pennsylvania, U.S. time on the Friday immediately following the third Wednesday that a price or a price change request is being questioned or has been found to be erroneous, the price change(s) will post to the ordering catalog effective the beginning of the following ordering month. The posting of updated prices in the ordering catalog, calculated in accordance with this clause, constitutes a modification to this contract. No further contract modification is required to effect this change.

(vi) Should the Contracting Officer determine that, or question whether, a price change request contained an erroneous unit price or price change, or cannot otherwise determine the changed price(s) to be fair and reasonable, such as when the changed price(s) is (are) higher than lower Product Prices for items of comparable quality which are reasonably available to the Government or Contractor from other sources, the Contracting Officer will so advise the Contractor, prior to close of business local Philadelphia, Pennsylvania, U.S.

time on the Friday immediately following the third Wednesday of the month. If the

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Contracting Officer cannot determine a price fair and reasonable, and the Contracting Officer and the Contractor cannot negotiate a fair and reasonable price, the Contracting Officer may reject any price change and direct in writing that the item in question be removed from the Contractor’s ordering catalog, without Government liability. The Contracting Officer may subsequently remove any such item from the ordering catalog if the Contractor fails to remove it. The Government has the right to procure such removed items from any alternate source of supply, and the failure of the Contractor to supply such item will be considered a negative instance of performance.

(vii) In the event of a price change not posting or an ordering catalog contract unit price not computed in accordance with this clause, resulting in an incorrectly increased or decreased Contract unit price, the prime vendor shall immediately notify the Contracting Officer in writing and promptly thereafter correct its ordering catalog and submit a refund for any amounts paid to the Contractor resulting from the erroneous price. In the event of an erroneous price decrease in the ordering catalog, if the Contractor can demonstrate to the satisfaction of the Contracting Officer that the error did not result from the fault or negligence of the Contractor, the Contractor may submit a request for equitable adjustment for consideration by the Contracting Officer.

(2) Limitations: All adjustments under this clause shall be limited to the effect on contract unit prices of actual increases or decreases in the Product Prices for material. There shall be no upward adjustment for –

(i) Supplies for which the Product Price is not affected by such changes;

(ii) Changes in the quantities of material; and

(iii) Increases in unit prices that the Contracting Officer determines are computed incorrectly (i.e. not adhering to the Contract unit price definition in this clause) and/or increases in unit prices that the Contracting Officer determines are not fair and reasonable.

(d) Upward ceiling on economic price adjustment: The aggregate of contract Product Price increases for each item under this clause during the contract period shall not exceed 50% of the initial Contract Product Price, except as provided below:

(1) If at any time the Contractor has reason to believe that within the near future a price adjustment under the provisions of this clause will be required that will exceed the current contract ceiling price for any item, the Contractor shall promptly notify the Contracting Officer in writing of the expected increase. In the event the latest actual market price for an item would result in a Contract unit price that will exceed the allowable ceiling price under the contract, then the Contractor shall immediately notify the Contracting Officer in writing or via its price change request no later than the time specified in paragraph (c)(1)(ii) above. With either such notification the Contractor shall include a revised ceiling the Contractor believes is sufficient to permit completion of remaining contract performance, along with appropriate explanation and documentation as required by the Contracting Officer.

(2) If an actual increase in the reference price would raise a contract unit price for an item above the current ceiling, the Contractor shall have no obligation under this contract to fill future

P a g e | 8 orders for such items, as of the effective date of the increase, unless the Contracting Officer issues a contract modification to raise the ceiling. If the contract ceiling will not be raised, the Contracting Officer shall so promptly notify the Contractor in writing. After evaluation of a requested actual price increase, if the Contracting Officer authorizes the change in the Contract unit price, the Contractor shall submit the price change request. The price change shall be posted for the following month’s ordering catalog.

(e) Downward limitation on economic price adjustments: There is no downward limitation on the aggregated percentage of decreases that may be made under this clause.

(f) Examination of record: The Contracting Officer or designated representative shall have the right to examine the Contractor’s books, records, documents and other data, to include commercial sales data, the Contracting Officer deems necessary to verify Contractor adherence to the provisions of this clause.

Such examination may occur during all reasonable times until the end of 3 years after the date of final payment under this contract or the time periods specified in Subpart 4.7 of the Federal Acquisition Regulation (FAR), whichever is earlier.

(g) Final invoice: The Contractor shall include a statement on the final invoice that the amounts invoiced hereunder have applied all decreases required or authorized by this clause.

(h) Disputes: Any dispute arising under this clause shall be determined in accordance with the “Disputes” clause of the contract.

New Items Prior to commencement of the first order, DLA Troop Support, the customer and the vendor will collaborate to identify items not found in the Schedule of Items which are to be added to the ordering catalog. Neither the vendor nor customer is permitted to add a new item to the catalog without initiating a new item request.

Procedures for Processing New Items

A. Customer Initiated Item Requests

1. When the Government customer requests a new item(s) not inventoried by the Contractor to be added to the contract catalog, the customer shall initiate and provide sufficient information to the Contractor, via the STORES New Item Request Process to enable the contractor to promptly source the required item. NOTE: Prior to all requests, the customer must obtain approval from their Service HQ (Army, Air Force and Navy) and Regional Area Commands where applicable for each service for all catalog item additions.

The Contractor shall source the item and submit their portion of the New Item Request Process in STORES, the fully completed LSN Request Form and required documentation to add such item(s).

2. Customer Initiated Item Requests will be submitted in STORES. Vendor receives the Item Request and submits their item to DLA by filling out all of the required fields. Vendor has up to 5 business days to submit an item to DLA to meet the request if the item is an in-house product and up to 10 business days if the item has to be sourced. After submission, the Vendor receives an email notification and can check the request status in STORES. The Contracting Officer will

P a g e | 9 review the Item Request and determine if the item can be added to the catalog Once the Contracting Officer approves, the Prime Vendor will have a maximum of 120 days lead time to source, transport and make available the new item to the end-user customers.

3. Each Item request for approval in STORES must have the following information:

• Original Manufacturing Facility Info o Facility Name, Address, City, State, Country, Zip Code

• Manufacturer – from drop down box or typed in if not an option

• Brand – from drop down box or typed in if not an option

• SKU or GTIN

• Vendor Part Number

• Price by Unit of Measure (UOM)

• Catch Weight Item – with Min/Max if applicable

• Storage Type/Condition

• Final Product Price – needs to be opened up to fill out subsequent information to Product

Price, Distribution Price, Distribution Price Category

• Estimated Monthly Demand Quantity

• *Additionally if a Local Stock Number is known that would fit the request based on the description, this can be searched for in Associate Existing Stock Number – this is not required, but it can be helpful when identifying an item for a request

4. In addition to the above fields being filled out in the STORES Item Request, the following documents must be attached to the request in STORES before submission to DLA:

• Berry Amendment Documentation/Waiver – something showing that the item is Berry Amendment Compliant or a Domestic Non-Availability Determination

• Invoice / Quote or E-Mail

• Manufacturer Product Spec Sheet – unless the item is a house brand, do NOT supply the Prime Vendor’s specifications

• Principal Display Panel (PDP) – the portion of the label including the product name, manufacturer’s declared statement of identity, and the case net weight…for meat and poultry items, also include the Handling Statement and Legend/Establishment number ***should be an actual photograph of the product/case and needs to be legible***

• Information Panel (IP)– the portion of the label including the Ingredient Statement, Nutrition facts, country of origin and the name of the manufacturer, distributor, or broker and their address

*Note: Both the Supplier/Distributor Case Label, PDP and the IP must be an actual photograph of the product/case. These must be legible and should be in a jpg, gif, or PDF format.

5. Written approval from the Contracting Officer shall authorize all specified new item additions and/or changes to NSNs prior to catalog update transmissions. This requirement is for the Contracting Officer’s determination of price reasonableness.

6. New item prices for non-MPA items must be determined fair and reasonable and must be approved by the Contracting Officer prior to the item’s addition to the customer’s catalog. In accordance with past practice, the customer will continue to determine all items to be added to

P a g e | 10 the catalog. However, new non-MPA items will not be added to the catalog unless the Contracting Officer determines the proposed prices to be fair and reasonable and approves the addition.

B. Vendor Initiated Item Requests

1. Vendors may initiate an Item Request in STORES for the following reasons: • Vendor Part Number Change

• Manufacturer SKU/GTIN Change

• Pack Size Change

• Vendor Discontinued

• Manufacturer Discontinued

• Adding items back onto an active vendor item catalog, with changes, if the item was previously on the catalog in the past 90 days

• Other (Vendor will need to provide further information for review)

2. The Vendor shall initiate and provide sufficient information to DLA Troop Support, via the STORES Item Request Process to enable the item to be promptly sourced. All fields indicated with a single asterisk must be filled in by the vendor. Some double asterisk fields should also be entered if they are applicable to the item request being entered.

3. All indicated supporting documentation must be uploaded by the vendor including:

• Principal Display Panel (PDP)

• Invoice/Quote or E-mail

• Information Panel (IP)

• Manufacturer Product Spec Sheet

• Berry Amendment Documentation/Waiver (if applicable)

4. Customers can view Vendor Initiated item requests but cannot edit these requests and are not part of the approval/disapproval process. However, customers may enter comments on these requests.

5. Written approval from the Contracting Officer shall authorize all specified vendor item requests and/or changes to NSNs prior to catalog update transmissions. This requirement is for the Contracting Officer’s determination of price reasonableness.

6. Item prices must be determined fair and reasonable and must be approved by the Contracting Officer prior to any changes to an NSN or an item’s addition to the customer’s catalog. Changes regarding an NSN will not be made and items will not be added to the catalog unless the Contracting Officer determines the proposed prices to be fair and reasonable.

There may be instances where the manual process for new item or replacement item requests will need to be utilized and not processed through STORES. These instances will be identified by the applicable TVLS, Contract Specialist and/or Contracting Officer. All requests and the related supporting documentation including the New Item Request Form (NIRF) shall be emailed to the Contracting Officer, P a g e | 11

Contract Specialist and Tailored Vendor Logistics Specialist (“TVLS”) for immediate review. Any request missing information outlined above may not be processed.

The approved Product Price, Distribution Price, and Distribution Price Category for all Item Requests, as submitted through the STORES or the manual process, MUST be what is submitted on the 832 catalog transmission. Incoming 832 catalog transmissions will be verified for compliance. Prices other than those approved will be rejected.

Order Placement & Delivery Requirements Customers shall place their orders to accommodate a “skip day” delivery. Order placement must be made before 12 noon (Eastern Standard Time) to be considered ordered for the day. For example, orders placed before noon on March 1st would have a required delivery date of March 3rd. Orders placed after noon on March 1st would have a required delivery date of March 4th. Orders may be placed with a longer lead-time; however, the minimum lead-time is “skip-day”. For orders where less than the normal 48-hour order lead-time is provided to the vendor, every effort will be made to provide such notification to the customer of non-availability of an item prior to the arrival of the delivery.

Delivery time is to be mutually coordinated between the vendor and the customers. Delivery schedules and times will be defined after contract award. Generally, DLA anticipates delivery windows between 5:00 a.m. and 12:00 p.m. However, due to unscheduled ship movement, the Prime Vendor must be prepared to be able to deliver outside the normal time frames as needed. Due to the high security posture in the area(s) involved under this solicitation, the Prime Vendor may be required to arrive several hours prior to the actual delivery time in order to clear security. Unless properly coordinated with respective military security, it should be noted that changes in delivery vehicles or drivers, and delivery times, during the contract period could cause major delays accessing the ships. This is for informational purposes only.

The Prime Vendor is responsible for meeting all delivery schedule times and must conform to all base/pier security procedures. Security posture in the area is subject to change. All other security orders that are issued by the United States Government, or its personnel, must also be adhered to. All drivers will be responsible to carry proper company picture identification and cell phones, used registered/pre cleared vehicles, and provide the customers with 24 hour notice of anticipated deliveries, for security reasons, in addition to observing any other security measures required by host nation security.

Due to mission requirements, scheduled deliveries might change with little or no notice. In some instances, the vendor might be required to hold the order 2-3 days past the RDD before delivering it, at no additional cost to the Government.

The vendor’s customer service representative (CSR) will have to coordinate the deliveries with a Government representative. The Government POC will be provided after award of each order.

The Contractor may be required to perform 24 hours per day, seven days per week, and 365 days per year to include all holidays. Working hours will correspond with the supported unit’s mission requirements. The Contractor must at all times maintain an adequate work force to ensure uninterrupted performance of all tasks defined within this solicitation.

The Vendor is responsible for proper storage, segregation, and delivery of product in excellent condition. Items requiring “Protection from Heat” shall be stored and delivered at a temperature below

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70 degrees Fahrenheit. Items requiring chilled conditions shall be stored and delivered under refrigeration of 32 to 40 degrees Fahrenheit.

If product is determined to be defective, damaged, and/or compromised in any other manner, it may be rejected by the receiving official.

ORDER CANCELLATION

Customers may cancel orders up until 12 noon two days prior (local Guatemala time) to the requested delivery date (RDD). No restocking / disposal charges apply when customer orders are cancelled before 12 noon two days prior to the required delivery date. All other cancellations will be reviewed by the Contracting Officer on a case-by-case basis.

Generally, restocking / disposal charges will be applied for cancellations after 12 noon two days prior to the requested delivery date on orders over $1K. The vendor must notify the Contracting Officer, in writing, within 24 hours of any cancelled order for which restocking / disposal charges will apply. The vendor’s notification must include, purchase order number, order date, requested delivery date, date and time of cancellation, total order dollar value, case count, total applicable restocking / disposal charges and a narrative outlining the events surrounding the cancellation.

For example, if an order has an RDD of May 30, 2026 and the customer cancels at 12 noon on May 28, 2026, no charges will apply. If an order has an RDD of March 30, 2026 and the customer cancels at 12:01 pm on May 28, 2026, restocking / disposal charges will apply.

CUSTOMER SERVICE

Vendors shall treat every customer covered under its contract as it treats its commercial customers.

Therefore, any standard treatment and/or customer service policy given to other accounts shall also be given to the customers under these contracts.

Vendors shall provide at least one (1) full time Customer Service representative to maintain continuous contact with all ordering activities. The name of the representative and the phone number, mobile phone number, email address, or any other method of communicating with the representative, shall be furnished to the customer after award.

Since many of our customers only have access to the Government phone network, it is strongly preferred that a toll free number be provided.

SUBSISTENCE TOTAL ORDER AND RECEIPT ELECTRONIC SYSTEM (STORES) &

ACCOUNT MANAGEMENT AND PROVISIONING SYSTEM (AMPS)

The Subsistence Total Order and Receipt Electronic System (STORES) is a web-based system that enables customers to order and receipt Subsistence products. Acquiring a STORES account is crucial for efficient order management and invoicing processes. With this account, vendors can seamlessly access orders, review invoices, and ensure timely payments for their services. STORES enables a smoother transaction process and expedites the payment cycle with a more efficient and productive working relationship between the vendor and government.

IMPORTANT: To establish a STORES account these steps must be followed:

1. Vendor must create a DLA Account Management Provisioning System AMPS) account and apply for an AMPS role specific to STORES.

2. Vendor must read and accept the Electronic User Agreement.

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3. Vendor must apply for a STORES Account.

4. Vendor must have a PKI Certificate to access your STORES account within 60 days.

Requirements: Click the link to access AMPS https://amps.dla.mil/. Your STORES account will not be approved until you receive the AMPS Role Approval.

5. Upon receiving the award, the vendor is required to apply for an AMPs role and gain access to stores. For further details, kindly contact the Contract Specialist.

Public Key Infrastructure (PKI) Certificate Effective October 1, 2006, a Department Of Defense (DoD) Public Key Infrastructure (PKI) Certificate is required for all DoD users accessing Market Ready WEB Invoicing and accessing the Reconciliation Tool (Recon-Tool). Effective November 1, 2006, a DoD PKI Certificate will be required for all Contractor users accessing the Market Ready WEB Invoicing and the Reconciliation Tool. The requirement for PKI certificates is implemented in accordance with DoD security policy promoting secure electronic transactions.

Obtaining a PKI certificate Contractors who do not work at a Department of Defense facility may purchase a DoD PKI certificate from one of three External Certificate Authorities (ECAs). The ECAs are vendors who provide digital certificates to DOD's industry partners who are using their own equipment or working in non-government facilities. A list of ECAs is available at https://home.daas.dla.mil/daashome/pki_contacts.asp Each contractor employee accessing Market Ready WEB Invoicing and the Reconciliation Tool will need an Identity Certificate (An Encryption Certificate is not required). Certificate prices vary. Please contact ECAs for pricing. Each contractor must fully comply with the DoD requirement to implement PKI in order for our information systems to remain secure and viable.

PACKAGING, PACKING, AND LABELING

All packaging, and packing shall be in accordance with best commercial practices.

INSPECTION AND ACCEPTANCE

A. Inspection and acceptance of products will be performed at destination. The inspection is normally limited to identify, count and condition; however, this may be expanded if deemed necessary by either the military Veterinary Inspector, Food Service Officer, or the Contracting Officer.

B. The Prime Vendor’s delivery vehicles shall be equipped to maintain the appropriate temperatures and product segregation as necessary to deliver products at the proper temperature. Deliveries shall be made in clean, closed vehicles. When transporting food items, the vehicles shall be maintained in good sanitary condition to prevent contamination of the material. Delivery vehicles used to deliver items under this contract shall be subject to military veterinary inspection at destination. In addition, the delivery vehicles will be inspected for cleanliness and condition.

C. The authorized receiving official at each delivery point is responsible for inspecting and accepting products as they are delivered. The delivery ticket shall not be signed prior to the inspection of each product. All overages/shortages/returns are to be noted on the delivery ticket by the receiving official and truck driver. Any product delivered in error and therefore rejected by the receiving official must be taken back to the vendor by the delivery driver. A signature on the delivery ticket denotes acceptance of the product.

https://amps.dla.mil/

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D. The contractor shall forward three (3) copies of the delivery ticket with the shipment. The receiving official will use the delivery ticket as the receipt document. Two (2) copies of the signed and annotated delivery ticket will serve as the acceptance document. No invoice may be submitted for payment until acceptance is verified.

SECURITY MEASURES / FORCE PROTECTION

The DLA Troop Support Subsistence Directorate provides worldwide subsistence logistics support during peacetime as well as during regional conflicts, contingency operations, national emergencies and natural disasters. At any time, the United States Government, its personnel, resources and interests may be the target of enemy aggression to include espionage, sabotage or terrorism. This increased risk requires DLA Troop Support to take steps and ensure steps are taken to prevent the deliberate tampering and contamination of subsistence items. Such precautions are designed to provide for Food Defense as described by the Food & Drug Administration (FDA) at www.fda.gov/Food/Defense/.

The vendor will ensure that all products and/or packaging have not been tampered or contaminated throughout the manufacturing, storage and delivery process. The vendor will immediately inform DLA Troop Support Subsistence of any attempt or suspected attempt by any party or parties, known or unknown, to tampering with or contaminated subsistence supplies.

The following security guidance is also provided:

I. Make sure all boxes, bags, etc. are intact and demonstrate no evidence of tampering. All incoming truck drivers should provide adequate identification upon request. Visitors should also be properly identified and access limited to appropriate areas. Procedures for storing product should adequately control access to eliminate any possibility of product adulteration.

II. Review lighting and camera conditions at the warehouse facilities and consider whether fencing and locking devices are adequate. Guards for static security and T-walls shall be considered.

III. Never leave open trucks unattended, and use bolt-seals when possible to designate loaded trailers. Serial coded security seals shall be properly placed on all delivery vehicles and registered/logged in per delivery. The contractor will ensure that employee background checks are up to date. Ensure drivers have communication devices available in the event of an emergency and establish emergency phone numbers for them to use. Firms should keep a low profile and share customer routes, etc. on a need to know basis. Review of overall organizational corporate security plans should be conducted and consider whether private security firms are needed to assess or reduce risk. It is important to convey to all warehouse, office and fleet personnel that security should not be taken lightly and any suspected adulteration or evidence of product tampering must be reported immediately.

ORDER INVOICING

Submitting an invoice requires STORES access and instruction to obtain access has been provided in the Subsistence Total Order and Receipt Electronic System (STORES) & Account Management and Provisioning System (AMPS) section of this SOW. Instructions for submitting an invoice via STORES are included in the “STORES Reconciliation Tool – Guide for Reconciliation Non-EDI Vendor Users” which is included as an attachment to this solicitation. The instructions begin on page 28 in section 3.1 “Creating Invoices.”

FILL RATE/SUBSTITIONS

Definitions:

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• Cases accepted: product that the customer has received and receipted not including damaged cases, mispicks, and product substitutions.

• Cases ordered: product requested by a customer

• Order fill rate: shall be calculated on an on-time, per order basis and tracked for monthly submission to the Contracting Officer/Account Manager. The fill rate shall be calculated as follows and shall not include substitutions, mis-picks, damaged cases, rejected product, etc. (No other method of calculating fill rate will be accepted):

Fill Rate calculation: Cases accepted / Cases ordered X 100 = fill rate %

Vendors are required to maintain at a minimum a 98.0% fill-rate without substitutions.

The contractor will submit a report for each order to the DLA Troop Support Contracting Officer with the following information:

• Fill Rate with and without Substitution

• List of all items that were Not in Stock, Returned, Damaged, Mis-picks and Substitutions, etc.

EMERGENCY ORDERS

A. The Contractor must be able to receive and process purchase orders on any day of the week to include holidays. Delivery days and times are not restricted and may be every day of the week.

The Prime Vendor will provide a minimum of two “emergency” orders per month per customer at no additional charge. Emergency orders are those that are required outside normal delivery schedules. All emergency orders for supplies must be same day service. Expeditious fulfillment of the emergency requirements is imperative. Not-In-Stock replacement fills by the Prime Vendor with alternate items to the customer on day of delivery will not be considered an emergency order.

B. The Prime Vendor is responsible for providing the ordering facilities with the name of the contractor representative responsible for notification of receipt and handling of such emergency service and his/her phone number and/or pager number.

AUTHORIZED RETURNS

A. The contractor shall accept returns under the following conditions

1. Products shipped in error;

2. Products damaged in shipment;

3. Products with concealed of latent damage;

4. Products delivered in unsanitary delivery vehicles;

5. Products that do not meet the minimum quality requirements;

6. Products delivered that fail to meet the minimum/maximum specified temperature;

7. Quantity excess as a result of order input error and

8. Any other condition not specified above that id determined a valid reason for return by customer.

B. Any other condition not specified above that is deemed by the Contracting Officer to be a valid reason for return.

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CONTRACT ADMINISTRATION DATA

A. The DLA Contracting Officer is the only person authorized to approve changes, or modify any requirement of the contract. Notwithstanding any provisions contained elsewhere in the contract, said authority remains solely with the DLA Contracting Officer.

B. In the event the vendor effects any change at the direction of any person other than the DLA

Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made. The Contracting Officer must authorize any modification or costs associated with a change.

C. Requests for information on matters related to this contract, such as an explanation of terms or contract interpretation, shall be submitted to the DLA Contracting Officer.

PAYMENTS

A. DFAS Columbus Center is the payment office for this acquisition.

B. Payment of delivery orders will be made in accordance with the terms and conditions of Paragraph (i) of Clause 52.212-4 “Contract Term and Conditions – Commercial items” and any addendum.

C. Payment is subject to the terms and conditions of the Prompt Payment Act (31 U.S.C.3903). All

810 electronic invoices must be submitted with accurate, sufficient, clean data before any payment can be made.

D. All offerors must have the ability to accept an 820 transaction set from its financial institution.

DFAS Columbus will no longer forward a detailed summary of payment(s); this information will only be available from your bank.

E. Vendor Reconciliation Tool: In an effort to improve the payment process, vendors will have availability to view what the customer has or has not receipted, via the BSM website. The Prime Vendor will have access to “unreconciled” information, i.e. the invoice does not match the receipt because of a quantity or price discrepancy, or because the customer has not posted a receipt. Both invoice information and receipt information will be available for review on the BSM website by the Prime Vendor. While the vendor will not have the capability to update customer receipt information, update capability will be available for unreconciled invoice information for approximately 30 days.

F. The Government intends to make payments under the resultant contract by electronic funds transfer (EFT). Reference Clause 52.232-33, “Mandatory Information for Electronic Funds Transfer Payment” appearing in the section of this solicitation entitled “Contract Clauses”.

However, the…