RFQ1021007PY.pdf

SECTION B – CONTINUATION BLOCK

B.1 PRICE SCHEDULE – FOOD AND DIETARY/KITCHEN SUPPLIES FOR THE CROW SERVICE

UNIT:

The Billings Area Indian Health Service (IHS) is requesting quotes in accordance with the requirements of Request for Quotation (RFQ)10-21-007-PY to acquire Food and Dietary / Kitchen

Supplies for the Crow Service Unit, Crow Agency, MT. The procurement is being conducted pursuant to the authority of Federal Acquisition Regulation (FAR) Part 13, Simplified Acquisition

Procedures. Offerors are requested to propose an all-inclusive cost when submitting a quote.

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-05. The associated North

American Industry Classification System code is 311999 and the small business size standard is

500 employees.

The Billings Area Indian Health Service (IHS) intends to award a requirements contract to ONE

(1) Contractor in response to Request for Quotation (RFQ)10-21-007-PY. This solicitation will be awarded as a Requirements contract for the supplies or services specified, and effective for the period stated, in the Schedule. Except as this contract may otherwise provide, if the

Government’s requirements do not result in orders for the listed items in the Schedule, that fact shall not constitute the basis for an equitable price adjustment. The Government shall order on an as-needed basis in order to fulfill the dietary requirements of patients. The Government’s requirements may not result in orders for each line item.

See attached Excel Spreadsheet for Pricing. Price quotes are for evaluation purposes only.

B.2 PERIOD OF PERFORMANCE:

Performance of this contract shall be for twelve (12) months from date of award for 365 days.

If the Government exercises the options pursuant to Federal Acquisition Regulation (FAR)

52.217-9, Option to Extend the Term of the Contract (MAR 2000), the period of performance shall be extended for up to an additional 90 days while a replacement contract is contemplated.

B.3 PURPOSE OF THE CONTRACT:

The purpose of this acquisition is to contract for a source of food, dietary and kitchen supplies for the Crow Service Unit (CSU). CSU is an Indian Health Center that is a 24-bed hospital. CSU provides healthcare for the service population on the Crow Indian Reservation, located in southeast Montana.

B.4 WORK SCHEDULE:

The Crow Service Unit business hours are Monday through Friday from 8:00am to 4:30pm. The contractor’s scheduled shall be coordinated with the Service Unit staff to ensure sufficient inventory.

B.5 STATEMENT OF WORK:

MAJOR DUTIES: The contractor shall:

A. Fulfill orders placed by the CSU for items listed, but not limited to, the attached Excel spreadsheet in a timely manner.

B. Provide and maintain sufficient inventories (SKUs) to minimize the need for substitutes and/or “special orders”. When inventory is temporarily unavailable substitutions of appropriate (like) products shall be offered to the customer within the ordering process. Customer may pre-select appropriate substitute if possible.

Substituted items must be of equal or higher quality (i.e. same or better grade;

nutritional value; pack size, etc.) and equal or lower in price whenever possible.

Inventory that has been permanently discontinued shall be communicated.

C. Have a process in place with product manufacturer/supplier for timely and complete reporting of any product quality or safety problems. Recall procedures of any problem products must be clear and easily acted upon and communicated by the vendor to customer.

D. Have Product descriptions, including nutrition and ingredients for the Products, within the Vendor’s product catalog, must provide characteristic details, and be accurate and current to product numbers and inventory. Any products received by customers that do not comply with the product description will be returned for credit and/or replacement.

E. Ensure that products have adequate shelf-life upon delivery to customers as described herein. Products with limited shelf-life requirements such as refrigerated products, fresh salads, shell eggs, juices, bases, meats, etc. must have at least half of their normal shelf life remaining upon customer receipt. If a perishable product has a less than seven day normal shelf life, at least four days must be remaining upon delivery. Other food items shall have at least thirty days of remaining shelf-life upon delivery except for the nationally contracted nutritional supplements and tube feedings, which must have at least sixty days of shelf life remaining at time of delivery to the facility. Products with less than the expected shelf-life remaining may be offered to a facility to meet an emergent need.

F. Have a monitoring system to track product shelf-life including checking at time of order.

G. Provide an electronic means of ordering that includes product information, purchase history, invoice history, and pricing.

H. Carry a full, commercial product catalog with detailed product descriptions and enough diversity and inventory to meet the healthcare needs.

KNOWLEDGE REQUIRED:

Vendor shall have industry standard knowledge to fulfill orders for the following diets:

Cardiac

Mechanical Soft

Puree

Low Fat / Low Cholesterol

Vegetarian

Reduced Concentrated Sweets

Fingerfood

Gluten free

1,200 calorie

1,800 calorie

1,800 calorie, 2 gram sodium

1,500 calorie diabetic

2,000 calorie diabetic

Renal

Soft A good working knowledge of system used to track product shelf life, as well as system used to place orders (electronic preferred) that includes product information, purchase history, invoice history, and pricing.

B.6 SCOPE AND EFFECT:

The purpose of the work is to provide sufficient inventories in order to provide the CSU Dietary Program with adequate supplies for physician ordered meals for the patient population.

CONTACTS:

Primary personal contacts are with the CSU Dietary program and the administrative staff of the facility and the Indian Health Service. Includes Telephone, email and in person contacts.

PURPOSE OF CONTACTS:

The purpose of the personal contacts is primarily to deliver quality supplies to the CSU. Factual information is exchanged as well as planning and coordinating issues such as substituted items, inventory or quality issues, recall procedures, etc. Methodological problems and possible solutions are discussed to clarify information wanted, to resolve problems. Coordinates the schedule needed in order to meet the requirements with the Dietary supervisory or designee.

GUIDELINES:

The Contractor has available a variety of guidelines including established methodology and instruments, manuals, precedents in work, trade literature, technical references, established guidelines, regulations, policies, and agency practices.

COMPLEXITY:

The work involved consists of distributing non-food and food products as ordered.

GENERAL QUALITY ASSURANCE:

All products provided by the Contractor will be reviewed by Dietary program staff to ensure orders are complete and accurate. The contractor uses initiative in planning and carrying out the delivery of orders in accordance with industry standards. Deliveries are reviewed, as needed, for conformance to policies and regulations, timeliness and satisfaction of the Supervisor or their designee. Contractor shall have a process in place with product manufacturer/supplier for timely and complete reporting of any product quality or safety problems. Recall procedures of any problem products must be clear and easily acted upon and communicated by the Contractor to customer.

B.7 CONTRACTING OFFICER AUTHORITY:

Authority to negotiate changes in the terms, conditions or amounts cited in this contract is reserved for the Contracting Officer.

B.8 CONTRACTING OFFICER’S REPRESENTATIVE (COR):

The COR shall be responsible for: (1) Monitoring the Contractor's technical progress, including surveillance and assessment of performance and recommending technical changes; (2) Interpreting the Statement of Work; (3) Technical evaluation as required; (4) Technical inspections and acceptance; and (5) Assisting the Contractor in the resolution of technical problems encountered during performance of this contract.

B.9 REPORTING REQUIREMENTS:

The Company is responsible for payment and reporting of employment taxes.

B.10 INVOICE SUBMISSION AND PAYMENT:

The Contractor shall submit its invoice to the Billings Area Financial Management Branch, P.O.

Box 36600, Billings, Montana 59107, with a courtesy copy to the Contracting Officer's Technical Representative (COR) at the Crow Service Unit, Crow Agency, Montana. The Contractor agrees to include the following information on each invoice: (1) Contractor's name and address; (2) Contact name, title, and telephone number; (3) Contract Number; (4) Invoice number and date;

(5) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed; (6) Remit to Address; (7) Taxpayer Identification Number (Employer Identification Number or Social Security Number); and (8) Data Universal Numbering System (DUNS) number (to ensure payment is made to the correct bank account) and vendor mailing address, as provided in the System for Award Management (SAM), formerly known as the Central Contractor Registration (CCR) database. Payment shall be made in arrears by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, Montana 59107.

The Contractor must complete the following:

Tax ID: CAGE:

DUNS:

Point of Contact:

Phone:

Email:

B.11 ORDERING PROCEDURES:

Purchase Order will be processed through the automated procurement system PRISM. The Dietary Department at the Crow Service Unit is responsible for ensuring that a requisition is generated in iProcurement/UFMS. Once the requisition is approved the procurement/supply office will process the requisition into a purchase order in PRISM. Once the purchase order is approved it shall be faxed or e-mailed to the Contractor by the procurement/supply office.

B.12 PROPOSAL SUBMISSION INSTRUCTIONS:

Proposals will only be accepted via email to prudence.yellowowl@ihs.gov in response to this RFQ. ACCEPTANCE PERIOD: Your proposal must stipulate that it is predicated upon all the terms and conditions of this RFQ. In addition, it must contain a statement to the effect that it is firm for a period of at least 90 days from the date of receipt by the Government.

mailto:prudence.yellowowl@ihs.gov

PURCHASE ORDER TERMS AND CONDITIONS:

52.252-2, CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses 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. Also, the full text of a clause may be accessed electronically at this address: https://www.acquisition.gov

52.204-4 Printed or Copied Double-Sided on Postconsumer MAY 2011

Fiber Content Paper

52.204-13 System for Award Management Maintenance OCT 2018

52.204-18 Commercial and Government Entity Code Maintenance AUG 2020

52.204-19 Incorporation by Reference of Representations and DEC 2014

Certifications

52.209-10 Prohibition on Contracting with Inverted Domestic NOV 2015

Corporations

52.213-4 Terms and Conditions—Simplified Acquisitions FEB 2021

(Other Than Commercial Items)

52.216-18 Ordering OCT 1995

52.216-21 Requirements OCT 1995

52.219-28 Post-Award Small Business Program Rerepresentation JUL 2013

52.223-6 Drug-Free Workplace MAY 2001

52.223-18 Encouraging Contractor Policies to Ban Text AUG 2011

Messaging While Driving

52.237-3 Continuity of Services JAN 1991

52.243-1 Changes – Fixed Price Alternate I (Apr 1984) AUG 1987

SOLICITATION PROVISIONS:

52.204-7 System for Award Management OCT 2018

52.204-16 Commercial and Government Entity Code Reporting AUG 2020 https://www.acquisition.gov/

CLAUSES IN FULL TEXT

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 within 10 days before expiration of contract.

52.217-9 Option to Extend Term of the Contract MAR 2000

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years.

DEPARTMENT OF HEALTH AND HUMAN SERVICES ACQUISITION REGULATION

(HHSAR) (48 CFR Chapter 3) Clauses

315.215-70 Late Proposals and Revisions DEC 2015 352.222-70 Contractor Cooperation in Equal Employment DEC 2015

Opportunity Investigations 352.224-70 Privacy Act DEC 2015 352.226-3 Native American Graves Protection and Repatriation Act DEC 2015 352.239-73 Electronic Information and Technology Accessibility DEC 2015 Notice 352.239-74 Electronic and Information Technology Accessibility DEC 2015

EVALUATION FACTORS:

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 shall be used to evaluate offers:

(1) ALL OR NONE – Vendor must be able to provide a price for all products on the attached Excel spreadsheet in order to be considered. Incomplete price lists will not be accepted.

(2) COMPANY PAST PERFORMANCE. The Company must demonstrate its record of successful performance in past contracts and/or jobs, Government and/or commercial.

Each offeror will be evaluated on its performance under existing and prior contracts/jobs.

The offeror must include at least three references. In evaluating past performance the Government may also use information from its own files, information provided by the offeror, or from any other sources it deems appropriate. Offerors will be given the opportunity to clarify information concerning the relevancy of an offeror’s past performance information, and any adverse past performance information to which the offeror has not previously had an opportunity to respond. If the offeror has no relative past performance, they shall affirmatively state so. NOTE: The Government reserves the right to contact any reference provided by the offeror in evaluating the offeror’s past performance. Furthermore, the Government reserves the right to use any information that comes to the attention of the Government in evaluating the offeror.

EVALUATION APPROACH: The content of the written quotations, as well as information derived from discussions/negotiations, if discussions are held, will be evaluated to determine the degree and extent to which the requirements and objectives set forth in the solicitation are satisfied. No assumption will be made by Government evaluators regarding areas not defined in the offeror's written material/information provided to the Government for evaluation.

EVAULATION METHODOLOGY: A team of Government personnel will evaluate the quotations.

The quotations will be evaluated in accordance with the aforementioned factors. Any quotation that is unrealistic, in terms of technical approach, schedule commitments, and or costs (high or low) will be deemed unacceptable.

BASIS FOR AWARD: Selection of the successful offeror will be made based on the evaluation criteria. The quotations will be evaluated and a contract awarded under the Best Value Continuum approach to permit tradeoffs among cost or price and non-cost factors. This will allow the Government to consider award to other than the lowest priced offeror or other than the highest technically rated offeror who meets or exceeds the technical acceptability standards established in the factors referenced above.