RFQP05051400002_-_2nd_Qtr_Solicitation_-_Bread_and_Dairy_for_FMC_Carswell.pdf

UNITED STATES GOVERNMENT

Memorandum

FEDERAL BUREAU OF PRISONS

Federal Medical Center, Carswell Fort Worth, Texas

November 21, 2013

Dear Offeror:

Enclosed is a solicitation package prepared by the Federal Bureau of Prisons, Federal Medical Center Carswell, Fort Worth, Contracting Office, for the acquisition of various food service products for our facility. This package contains all necessary information for submitting a Request for Quote (RFQ) for evaluation.

In submitting the RFQ, offerors should consider all information provided herein. Please carefully follow instructions located in the solicitation package concerning the content, format, and submission of your quote.

All potential offers’ are advised that this solicitation includes the clause FAR 52.212-4 (October 2003) for Commercial Items, System for Award Management (SAM). Each offer is required to complete their presentations and certifications in the System for Award Management (SAM). The System for Award Management (SAM) is online. SAM replaces the CCR system. The website for SAM is www.sam.gov. Offerors should include their Data Universal Number System (DUNS) number in their offers. The contracting officer will verify registration in the System for Award Management (SAM) database prior to award by entering the potential awardees’ DUNS number into the SAM database. This information included in this solicitation is in the provision FAR 52.212-1 (January 2005), Instructions to Offers - Commercial Items. Failure to complete the registration procedure outlined in this solicitation may result in elimination from consideration of award.

Offers shall be received on or before the deadline Friday, December 06, 2013, at 12:00 p.m., Central Standard Time, via fax, or email.

Faxed quotes shall be faxed to 817-782-4108. Please allow yourself ample time due to large volume of bids that are faxed on the closing date. No exceptions will be made for bids that are received after the closing date and time.

Emailed quotes shall be emailed to JIzquierdo@bop.gov. Please place RFQ number on the subject title. No exceptions will be made for bids that are received after the closing date and time.

In an effort to reduce unnecessary paper consumption, you are requested to send only those pages necessary to complete your offer. Please do not send pages in which no bids have been placed, etc. Be sure to complete blocks 17a, 23, 24, 30a, 30b, and 30c of SF-1449.

http://www.sam.gov/ mailto:JIzquierdo@bop.gov

Please include your telephone and email address in block 17a.

PLEASE DO NOT SUBMIT QUOTES TO ANY LOCATION OTHER THAN THE ONE

LISTED. Quotes received after the dead line will not be considered.

Quoters are advised the government reserves the right to make single or multiple awards based on best value. The Government will award to the responsible quoter(s) whose quote, conforming to the solicitation, is most advantageous to the Government based on best value.

Best value will be determined by evaluating each quotation for one or more of the following:

price, past performance, quality, comparison with other offers, and administrative cost. Line item quantities are for delivery as required by FMC Carswell. Please quote only on those items specified. Do not change the item description or the unit of issue. Do not use phrases such as “minimum award amount”, “All or none”, or any other phrases that would limit the government from awarding by line item.

Please place any questions you may have in writing and fax them to 817-782-4108 to my attention or email at JIzquierdo@bop.gov. I will consider all questions received and provide responses, where appropriate. (No telephone calls please). Please make sure you read the cover letter, solicitation, specifications, and delivery schedule. If the answer is addressed in these documents you will not receive a response. There will be no exceptions to the specifications listed in the solicitation. You will be responsible for providing the correct prices to match our units of measurements. I will not do the conversion on the math. If you fail to meet the attached delivery schedule or attempt to provide an item that does not meet the specification it will be noted as a performance issue and your bid for the next quarter will not be considered. The award abstract for the 2nd Quarter 2014 will be posted at www.fbo.gov as soon as possible after the award of products in an attached pdf file. It will be found under the award notice under the assigned RFQ number. Please no calls and do not send self-addressed stamped envelopes requesting award information. The anticipated date for award will be on or about December 31, 2013.

Additional Instructions:

All items will be closely inspected. Items may require thawing and cooking to determine specification compliance. Receipt of delivery will be conditional for a period of three days to allow for adequate examination and testing. Frozen items must have a shelf life of three months minimum. Failure to comply with specifications will be considered as nonconformance to the terms of the contract and contracts may be canceled. Items which are conditionally received and found to be unacceptable must be picked up at the vendor’s expense within two weeks of notification of noncompliance. If a refused product is not picked up within two weeks it will be disposed of.

All deliveries must be pelletized. All on-frozen, perishable foods must be delivered between 34 degrees F to 40 degrees F. All frozen foods must be delivered at 0 degrees F or below.

Any products that indicate prior thawing will be refused. Vendors who fail to meet delivery schedules or specification may be removed indefinitely from future solicitations for bids.

mailto:JIzquierdo@bop.gov

All items awarded must be delivered between January 01, 2014, and January 15, 2014, with the exception of the items indicated as weekly delivery.

Deliveries are to be made at Federal Medical Center Carswell, J St., Bldg 3000, Fort Worth, TX. We are located on the Naval Air Station Fort Worth Joint Reserve Base.

Delivery hours are 7:30 a.m. - 10:30 a.m. and 12:00 p.m. – 2:45 p.m. Monday through Friday excluding federal holidays (firm adherence to hours of delivery).

If you have any questions pertaining to specifications, please call Mr. Vic Hausler at 817- 782-4061; and any questions about delivery call Mr. Jeff McCoy at 817-782-4268.

If you have any other questions, please feel free to call Janie Izquierdo at 817-782-4107.

Sincerely, Paul W. Brown Contract Specialist

Enclosure

Cycle Delivery Date Cottage Cheese Sour Cream

1/2/2014 48 48 1/9/2014 48 48

1/16/2014 48 48 1/23/2014 48 48 1/30/2014 48 48

Cycle Delivery Date Cottage Cheese Sour Cream

2/6/2014 48 48 2/13/2014 48 48 2/20/2014 48 48 2/27/2014 48 48

Cycle Delivery Date Cottage Cheese Sour Cream

3/6/2014 48 48 3/13/2014 48 48 3/20/2014 48 48 3/27/2014 48 48

DAIRY DELIVERY

January 2014

February 2014

March 2014

Cycle Delivery Date Hamburger Hot Dog Hoagie Dinner Rolls Wheat Bread White Bread

4 12/31/2013 165 350 175 0 1200 20 5 1/8/2014 500 0 175 0 1200 20 1 1/15/2014 330 0 0 0 1200 20 2 1/22/2014 165 0 0 0 1200 20 3 1/29/2014 330 0 0 0 1200 20

Cycle Delivery Date Hamburger Hot Dog Hoagie Dinner Rolls Wheat Bread White Bread

4 2/5/2014 165 350 175 0 1200 20 5 2/12/2014 500 0 175 0 1200 20 1 2/19/2014 330 0 0 0 1200 20 2 2/26/2014 165 0 0 0 1200 20

Cycle Delivery Date Hamburger Hot Dog Hoagie Dinner Rolls Wheat Bread White Bread

3 3/5/2014 330 0 0 0 1200 20 4 3/12/2014 165 350 175 0 1200 20 5 3/19/2014 500 0 175 0 1200 20 1 3/26/2014 330 0 0 0 1200 20

BREAD DELIVERY

January 2014

February 2014

March 2014

ATTACHMENT 1

Combined Synopsis/Solicitation

FY2014 2nd Quarter Bread and Dairy Federal Medical Center (FMC) Carswell

COMMODITY OR SERVICES SCHEDULE

A.1.1 DELIVERY INFORMATION

Delivery will be made to the following address:

Federal Medical Center Carswell

Food Service Warehouse

J Street, Building 3000

Fort Worth, TX 76127

Deliveries will be accepted from 7:30 a.m. to 11:00 a.m. and 12:00 p.m. to 2:30 p.m. Monday through Fridays, excluding Federal Holidays. Calls regarding delivery should be made to the Food Service Warehouse Foreman, 817.782.4268. This is a fill or kill award, meaning that successful quoters receiving award documents will ship all of the awarded items in one shipment by the date specified below.

Deliveries will be made between January 01, 2014 and January 15, 2014 unless specified differently in the solicitation/contract.

(i.e. weekly delivery schedule)

(End of Clause)

A.1.2 PACKAGING AND LABELING/MARKING

A. All packaging and packing shall be in accordance with good commercial practice. Labeling shall be in accordance with commercial labeling complying with the Federal Food, Drug and Cosmetic Act and regulations promulgated there under.

Shipping containers shall be in compliance with the National Motor Freight Classification and Uniform Freight Classification Code.

B. Semi-perishable items shall be snugly packed in shipping containers that fully comply with the National Motor Freight Classification and Uniform Freight Classification Code, as applicable.

C. Frozen product must be processed and packed to allow removal of the individual units from the container without damage to that or other units. The intent is to be able to remove only that amount of product required for current needs, without the necessity of defrosting all units. Meats, poultry, and seafood should be vacuum packed when practicable. In all instances the packaging must protect the product from freezer burn and contamination

D. To ensure that the carrier and the receiving activity properly handle and store items, standard commercial precautionary markings such as “KEEP FROZEN” for frozen items, “KEEP REFRIGERATED” for chilled items, etc. shall be used on all cases when appropriate.

E. Chill and freeze products must be shipped in refrigerated (Reefer) Vans and appropriately separated per temperature requirements.

F. To the maximum extent possible, nutritional and ingredient labels shall be placed on the individual package.

(end of clause)

A.1.3 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 Food Service Administrator or the Contracting Officer.

B. All deliveries are subject to inspection, if deemed necessary or as requested by the Receiving Officer. The contractor’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 may be subject to inspection at destination. In addition, the delivery vehicles will be inspected for cleanliness and condition.

C. The Government’s 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 Government’s authorized receiving official and truck driver. The Government’s authorized receiving official’s signature on the delivery ticket denotes acceptance of the product.

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

E. All items will be closely inspected. Items may require thawing and cooking to determine specification compliance. Receipt of delivery will be conditional for a period of three days to allow for adequate examination and testing. Frozen items must have a shelf life of three months minimum. Failure to comply with specifications will be considered as nonconformance to the terms of the contract and contracts may be canceled. Items which are conditionally received and found to be unacceptable must be picked up at the vendor's expense within two weeks of notification of noncompliance. If a refused product is not picked up within two weeks it will be disposed of.

F. All deliveries must be pelletized. All on-frozen, perishable foods must be delivered between 34 degrees F to 40 degrees F. All frozen foods must be delivered at 0 degrees F or below. Any products that indicate prior thawing will be refused. Vendors who fail to meet delivery schedules or specification may be removed indefinitely from future solicitations for bids.

G. Deliveries are to be made at Federal Medical Center Carswell, J St., Bldg. 3000, Fort Worth, TX. We are located on the Naval Air Station Fort Worth Joint Reserve Base. Delivery hours are 7:30a.m. - 10:30 a.m. and 12:00 p.m.-2:45p.m. Monday through Friday excluding federal holidays (firm adherence to hours of delivery).

A.1.4 PRODUCT QUALITY & SHELF LIFE REQUIREMENT

All products delivered shall be as fresh as possible and within the manufacturer’s original shelf life (i.e., Best if Used by Date, Expiration Date, or other markings). Products commonly sold “Chill” in the commercial market but required/identified as "frozen" in the item description should be purchased frozen from the manufacturer. These highly-perishable and short-shelf life items may include but are not limited to: hot dogs, bologna, bacon, deli meat(s), cooked ham(s), other cooked meat(s), and cheeses. These items should be frozen at the manufacturer's plant (preferably) and/or shall be blast-frozen by the Contractor following the manufacturer’s “Freeze-by-Date” guidelines to preclude degradation and to extend shelf-life. Documentation of the manufacturer’s recommended “Freeze-by-Date” and the frozen item recommended shelf life should be available for review if the product is blast-frozen at the Contractor's facility. Products required by the Item Description to be chilled must be maintained and delivered chilled; products required to be frozen must be delivered frozen. Unless approved by the Contracting Officer, no product shall be slow-frozen.

A. Shelf life requirements:

1. For annual pack items, products shall be from the latest seasonal pack available, unless approved in advance by the Contracting Officer. Annual Pack items shall not be older than one year from Date of Pack/Production Date upon receipt at the Contractor facility.

2. For items produced with shelf life greater than 90 days, no product shall be delivered to customers with less than 30 days manufacturer’s original shelf life remaining unless the customer grants prior written approval to the Contracting Officer who will in turn notify the Contractor.

3. For items produced with shelf life less than 90 days, no product shall be delivered to customers with less than 5 days manufacturer’s original shelf life remaining unless the customer grants prior written approval to the Contracting Officer who will in turn notify the Contractor.

4. Commercial standards shall be used to maintain temperatures appropriate for individual items. Products required to be chilled must be maintained and delivered chilled, and products required to be frozen must be maintained and delivered frozen (no product shall be slow-frozen in any case).

B. Level of Product Quality:

1. When designating an item as a match for the item in the schedule of items listed in the solicitation, the item must be:

a. Identical in respect to packaging when the unit of issue is not described by weights (e.g. pound or ounce).

b. Identical for portion/package size and units per pack.

c. Equivalent in respect to grade or fabrication.

2. The Contractor may only offer a substitute after receiving authorization from the contracting officer. Substitutes must be of equal or higher utility and higher quality and of same or lower price.

3. All items must meet or exceed the Government’s item description.

A.1.5 ACCEPTANCE REQUIREMENTS FOR FROZEN ITEMS

A. In order for frozen items to be accepted by the receiving activity, the following criteria must be observed:

a. Packages must be solid, not soft, upon arrival;

b. Container and wrapping must be intact and in a solid condition;

c. Packages must be free of drip and show no evidence of thawing and re-freezing (i.e. watermarks on boxes; off odor) or dehydration.

d. Cello wrapped packages must not be discolored or show other signs of freezer burn.

A.1.6 REJECTION PROCEDURES

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

Government’s authorized receiving official.

B. Product found to be non-conforming or damaged, or otherwise suspect, the Government’s authorized receiving official shall reject the item and/or determine the course of action to be taken with the product in question. The final decision to accept or reject the product is to be made by the Government’s authorized receiving official.

C. In the event an item is rejected, the delivery ticket/invoice shall be annotated as to the item(s) rejected. These items shall then be deducted from the delivery ticket/invoice. The invoice total must be adjusted to reflect the correct dollar value of the shipment. Replacements will be authorized based on the customer’s needs. To the greatest extent possible, on an as-needed, emergency basis, same day re-delivery of items that were previously rejected shall be made, so that the customer’s food service requirements do not go unfulfilled for that day. These re-deliveries will not constitute an emergency, and therefore will have no additional charges.

D. In the event that a product is rejected after delivery is made, the Contractor will pick up the rejected product or make other disposition arrangements deemed acceptable by the contracting officer.

E. It is a requirement of this award that product shall be inspected by the Government to effect receipt. However, failure to promptly inspect or accept supplies at the time of receipt shall not relieve the contractor from responsibility, nor impose liability on any of the customers, for nonconforming supplies. When an item is rejected the vendor is to take the food back to its location.

F. Supplies transported in vehicles which are not sanitary, or which are not equipped to maintain prescribed temperatures, may be rejected without further inspection.

G. Upon rejection of any item, the contractor will be issued a cure notice pursuant to the termination for cause section of FAR

52.212-4.

A.1.7 DELAYS

A. Pursuant to FAR 52.212-4 (f) Excusable delays, the Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

CONTRACT CLAUSES

52.252-2 -- Clauses Incorporated by Reference (FEB 1998)

This solicitation 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 FAR clause may be accessed electronically at this address: www.acquisition.gov. Full text copies of Justice Acquisition Regulation (JAR) clauses or BOP clauses may be requested in writing from the Contracting Officer.

52.212-4 Contract Terms and Conditions-Commercial Items (June 2010)

52.211-16 Variation in Quantity (Apr 1984)

52.211-17 Delivery of Excess Quantities (Sept 1989)

The following clauses will be incorporated into a resultant contract in full text with applicable fill-in information, as noted:

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (Sept 2013) -

(b) 26, 27, 38, 40, 41, 42, 48.

SOLICITATION PROVISIONS

52.212-1 Instructions to Offerors--Commercial Items (June 2008)

This solicitation incorporates one or more provisions 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 any FAR clause or provision may be accessed electronically at www.acquisition.gov

52.27-103-71 FAITH-BASED AND COMMUNITY-BASED ORGANIZATIONS (AUG 2005)

52.212-2 Evaluation - Commercial Items (Jan 1999)

52.212-3 Offeror Representations and Certifications--Commercial Items (May 2011)

2852.233-70 Protests Filed Directly with the Department of Justice (JAN 1998)

Quoters are advised that the Contracting Officer will verify registration in the System for Award Management (www.sam.gov) and the Online Representations and Certifications Application (orca.bpn.gov) prior to award of any contract, by entering the potential awardee DUNS number into each database. Contractors are further advised to mark each individual item within their quote considered privileged or confidential under the Freedom of Information Act with notification that the data is considered confidential and privileged and not subject to mandatory disclosure under the FOIA. The Contract Classification Code is 89 – Subsistence (Food) and the North American Industrial Classification (NAICS) code is 311999. This is not a set-aside solicitation.

http://www.acquisition.gov/

Clauses for Form 10 Quarterly Solicitation - Bread and Dairy