BIB Questions and Answers.pdf

SUBJECT: Responses to Various Requests for Information RFQP0122000002, BIB Juice Beverage Supply – FCI McDowell, WV

Following are responses to questions posed from various vendors regarding the above‐ referenced Request for Quotation (RFQ). Answers provided in this document are for informational and clarification purposes only and do not constitute a change to the solicitation. Changes to the solicitation will be made by amendment of the Combined Synopsis/Solicitation posted at www.fedbizopps.gov.

Q: In regard to the 7 day response time stated in the Solicitation- The document was issued on 9-17 with a response required by 9-24. This is a very short window for a vendor to submit a response and prohibits the opportunity for a site survey to accurately assess the equipment and installation needs and requirements. In my experience, the time allotted for response is generally in the range of 30 days. Is it possible to extend the response time to allow vendors reasonable time and access to do a proper site survey of the facilities?

A: This solicitation represents a new requirement for FCI McDowell which is the BOP's newest facility scheduled to open in October 2010. The facility is anticipating arrival of FCI inmates in early November, so we are working as swiftly as possible to ensure necessary supplies and services are in place prior to arrival of the inmate population. As a result, the solicitation period for this procurement is expedited but reasonable. However, if you require additional time to prepare a quote, please notify the Contracting Officer by email at lwehling@bop.gov and indicate how much time is needed and an extension of the quote deadline will be considered.

Q: There is the need for a 35% juice based product. Later in the same paragraph, there is a statement that “juice content should be no more than 5%”. Would you clarify please for all respondents?

A: Within the description of the Supplies to be delivered, there are two types of product described.

“The juice content of the product should be no more than 5%” applies to the non-alcoholic, non-carbonated, liquid concentrate, BIB beverages to be provided in a minimum of six flavors.

The second type of product required is “one non-carbonated (ratio of 4:1 or greater) 35% pasteurized juice base beverage” with a flavor selection limited to orange or apple.

Q: Under Equipment, there is a requirement that all dispensers “include a built in ice-maker with the capacity to produce 300 pounds per day”. Later in that paragraph it is stated, “ the drink dispensing units should hold a minimum of 125 pounds of ice”. These requirements describe 2 different types of dispensers. The cost of the ice maker dispenser is more than double the cost of the ice dispensing unit.

This requirement will have a substantial impact on the cost of the product to the BOP. Would you also clarify that for me please?

A: The equipment description included in the solicitation is accurate and is unchanged. FCI McDowell requires counter top style beverage dispensing units with built-in ice makers installed on top of each refrigerated beverage dispensing unit. As stated in the solicitation, contract pricing shall include all charges to the Government for provision of BIB juice beverages, equipment, and service required by the solicitation. Additionally, it should be noted that the combined synopsis/solicitation document has been amended to stipulate that all equipment to be furnished for this requirement must be new, not refurbished.

Q: Calculation of cost in the document is based on the case price of 9:1 ratio products. There are a variety of products manufactured that meet the stated ingredient and nutritional requirements with dispensing ratios that range from 4:1 to 24:1 final mix ratios and cost per case will vary greatly as well between low and high ratio products. As will the final yield in finished gallons. With a large variety of products available to you, the most accurate way to determine the best advantageous price to the BOP is to analyze the product cost based on finished gallons, not the cost per case. We would ask that you make your determination based on a “cost per finished gallon” basis.

A: Regarding our request for price per case. We have indicated estimated quantities based on a 9:1 ratio mix in a 5 gallon BIB case; however, quoters are not limited to providing a price in 9:1 ratio only. In your description of flavor offerings, please identify the ratio mix that your 5 gallon BIB case price is based on and we will evaluate accordingly.

Q: How many 5 gallon BIB in case?

A: Case size is considered 5 gallons of juice per case.

Q: What format should price quotes be submitted in?

A: As stated in the solicitation under “Submission of Quotes” quotes may be drafted “on letterhead or business stationary” and must include the information identified as Requirements 1-8 under this heading.

Q: How will payment be made?

A: In general, FCI McDowell intends to place quarterly orders for product and make payment in accordance with FAR 52.232-33, Payment by Electronic Funds Transfer – Central Contractor Registration.

However, a resultant contract will be an indefinite delivery/requirements type contract; therefore, the government will place orders for product as needed in accordance with the terms of the contract.

Additionally, the government does have the capability to make payment via purchase card dependent upon the mutual agreement of both parties.

Q: Will you accept faxed quotes?

A: Yes, the combined synopsis/solicitation document has been amended to indicate that written quotes will be accepted via mail, hand-delivery, fax, or email. Please view the solicitation for details and instructions.

Q: Regarding the requirement for “one non-carbonated (ratio of 4:1 or greater) 35% pasteurized juice base beverage”, will a product that is shelf-stable but not pasteurized be acceptable?

A: No, shelf-stable product will not substitute for pasteurized product. Quoters are requested to provide pricing for “one non-carbonated (ratio of 4:1 or greater) 35% pasteurized juice base beverage” with a flavor selection limited to orange or apple.

Q: Regarding the requirement for “one non-carbonated (ratio of 4:1 or greater) 35% pasteurized juice base beverage”, it is listed in the solicitation as 4:1 ratio product but in the Schedule of Items the ratio is listed as 5:1. Are both ratio mixes acceptable?

A: Yes, FCI McDowell will accept price quotes for either mix ratio. In your quote, please identify the ratio mix that your 5 gallon BIB case juice base beverage price is based on and we will evaluate accordingly.