Coffee RFQ Attachment 001.pdf

Attachment 001- Description of Requirement and Specifications

BAG IN BOX COFFEE BEVERAGE SUPPLY

General Information: The Federal Bureau of Prisons, Field Acquisition Office, Grand Prairie, Texas intends to award a firm-fixed price indefinite-delivery, requirements type contract to a responsible small business entity for the supply bag in box (BIB) coffee beverage, equipment, and service for the Federal Correctional Institution McDowell (FCI) and Satellite Prison Camp (FPC), located in Welch, West Virginia.

FCI McDowell is a medium security facility opening in October 2010 and expected to house approximately 1920 federal male inmates once fully activated. Additional information regarding FCI McDowell and the Federal Bureau of Prisons is available at www.bop.gov.

Place of Performance: Supplies and equipment will be delivered to FCI McDowell, 101 Federal Way, Welch, West Virginia 24801.

Supplies: The contractor shall provide five (5) gallon bag in box (or smaller container) coffee concentrate beverage base. The coffee base may be frozen, refrigerated, or shelf stable. The coffee base should be supplied in of mix ratio of 30:1 and up to 100:1. Beverage product must be Kosher approved and the contractor must provide written documentation for verification.

Equipment- Liquid Coffee Concentrate Dispenser: The contractor shall provide, install, and maintain a dispensing system to dispense regular coffee and hot water. The dispensing system must have a filter system that will filter incoming water to protect equipment and ensure a quality product. All machines should be equipped with back flow preventers. Each dispensing unit will heat incoming cold water to a point where suitable coffee temperatures will be maintained (160-180 degrees) when dispensing 800 portions in a one hour period. The dispensing unit must be a push button table top dispensing unit and be adaptable to hook up to existing drains on beverage cabinets without spillage onto the beverage bar.

The coffee containers must be self-contained inside the dispensing unit and cannot require piping or additional equipment outside the dispensing unit. All coffee units must be the same make, model, and have the same type appearance with no lighting. The equipment must be completely secured with no free access to the internal parts. Contractor shall provide hasps, straps, locks, or bars, that will accept a 3/8 inch shank padlock to be provided by the institution if needed to secure unit from being tampered with be other than authorized staff. All equipment supplied for this requirement shall be new, not refurbished.

Electrical: 115 volt, 3 prong ground outlet, 12 amp service, US & NSF approvals. The contractor shall supply the FSA with the electrical requirements for the coffee machines, which is normally single phase 208/220/240, and electrical receptacle if needed 3 weeks in advance of installation of coffee dispensing units.

Locations: Four (4) dispensing units will be installed at the FCI and one (1) dispensing unit will be installed at the FPC. The contractor shall deliver and have equipment operational within 30 calendar days from the effective date of awarded contract. The BOP may request, at any time throughout the life of the contract, additional equipment or the current equipment moved and/or removed as necessary.

All equipment provided shall remain the property of the contract and shall be retrieved at the contractor’s expense upon the completion of the contract.

Repair and Service: Repair and service of the equipment supplied by the contractor shall be provided throughout the life of the contract at no additional cost. Service will include preventative maintenance checks at least once each quarter. Preventive maintenance shall include a complete check of all http://www.bop.gov/� dispensing equipment and calibration of coffee and water ratios. The government shall notify the contractor of any equipment breakdown or failure to dispense. Requests for repairs will be made by the FSA and/or designee. The contractor shall provide repair service within ten (10) hours of request, including weekends and holidays. In the event repair cannot be completed within 24 hours, a loaner machine should be delivered and installed within 24 hours of the service call, as to ensure no interruption of service. Service visits will normally be scheduled Monday through Friday during regular business hours (7:30 a.m. to 3:00 p.m., except 11:00 a.m. to 12:00 p.m.)

Schedule: Product shall be delivered Monday through Friday with the exception of Federal Holidays and deliveries will be begin no later than fifteen (15) working days after receipt of an order. In general, FCI McDowell intends to place quarterly orders for product; however, product orders may be increased or decreased depending on usage and ordered as needed.

Institution Security- The contractor agrees to adhere to all regulations prescribed by the institutions in regards to the safety, custody, and conduct of inmates.

CONTRACT PRICING METHODOLOGY AND SCHEDULE OF ITEMS

CONTRACT PRICING: Contract pricing shall be based on a “per case” price, with the product provided in five (5) gallon BIB containers. Contract pricing shall include all charges to the Government for provision of bag in box (BIB) coffee beverages, equipment, and service required by this solicitation (e.g., overhead, profit, taxes, maintenance, transportation, etc.) The Government reserves the right to award without discussion; therefore, the initial quote should contain the quoter’s best terms from a price and technical standpoint.

PRICING METHODOLOGY: The quantity of supply to be provided by the contractor is estimated and is not a representation to a quoter or contractor that the estimated quantities will be required or ordered or that conditions affecting requirements will be stable or normal. Additionally, the quantities indicated below are based on estimated usage for one fiscal year for a 30:1 mix ratio for product. Quoters are advised to document their quote with the applicable mix ratio on which the price quote is based.

Pursuant to FAR 17.203(b), the Governments evaluation of quotes shall be inclusive of options. Pursuant to FAR 17.203(d), the quoter may offer varying prices for options, depending on the quantities actually ordered and the dates when ordered.

SEE SCHEDULE OF ITEMS ON NEXT PAGE

SCHEDULE OF ITEMS: Please complete the following schedule when preparing your quote. Estimated quantities for the Base Year period are lower than option years in consideration of the “Activation” status of the institution.

Base Year: Effective Date of Award (EDOA) through 12 months

Base Beverage Mix Ratio Cost per

8oz. serving Estimated Quantity

Price per Case

Coffee 30:1 185 cases $

Option 1: 13 months from EDOA through 24 months

8oz. serving Estimated Quantity

Coffee 30:1 276 cases $

Option 2: 25 months from EDOA through 36 months

8oz. serving Estimated Quantity

Option 3: 37 months from EDOA through 48 months

8oz. serving Estimated Quantity

Option 4: 49 months from EDOA through 60 months

8oz. serving Estimated Quantity