S02 - Solicitation Attachment -u -r.pdf

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-07.

This is an unrestricted solicitation.

The associated North American Industrial Classification System (NAICS) code for this procurement is 311812, with a small business size standard of 1,000 Employees. The FSC/PSC is 8920 – Bakery and Cereal.

The Network Contracting Office 02 located at 130 W Kingsbridge Rd, Bronx, NY 10468-3904, in support of

VISN 02 Castle Point Campus (Hudson Valley) VA Medical Center at 41 Castle Point Rd, Wappingers Falls, NY

12590-7004 and Montrose Campus FDR (Hudson Valley) VA Medical Center at 2094 Albany Post Road, Montrose, NY 10548-1454 has a requirement for a variety of fresh bakery products stated in the attached document.

All questions regarding this solicitation shall be submitted via email to Wilmen Joa (Contracting Officer) at

Wilmen.Joa@va.gov no later than 11:00 A.M. EST on November 22, 2024.

All quotes regarding this solicitation shall be submitted via email to Wilmen Joa (Contracting Officer) at

Wilmen.Joa@va.gov no later than 11:00 A.M. EST on November 25, 2024.

All interested companies shall provide a separate quotation per the VA Medical Center listed above. Complete the unit and total cost for all pricing periods for items listed in Section D of the Statement of Work below. Also, provide a copy of the last inspection report with the quotations.

Statement of Work for Bread and Bakery Products

1. OVERVIEW: The Contractor shall provide bread and bakery products to one (1) VA Medical Center at 2 main campuses (hereafter referred to as the VA) located at the following locations:

Franklin Delano Roosevelt Medical Center Castle Point Medical Center

2094 Albany Post Road 41 Castle Point Road

Montrose, NY 10548 Wappingers Falls, NY 12590

The VA intends to award a firm, fixed price contract for the provision of bread and bakery products. The quantities listed in the attached Pricing Schedule are estimated requirements for the Nutrition & Food Services.

The Contractor shall be a United States (US) Vendor and a US citizen.

2. SCOPE OF WORK:

A. General: The scope of this requirement involves providing bread and bakery products, which conform to the specifications outlined and referenced herein to the VA’s Nutrition & Food Services, located at the addresses shown in paragraph 1 above.

B. Quantities: The quantities listed below represent the estimated quantities that will be ordered over the base and pricing periods. The actual quantity ordered may vary from this estimate but shall not exceed the total estimated quantity for a Single Ordering period for 5 years effective 12/01/2024 through 11/30/2029 with five (5) one-year pricing periods without the prior written approval of the Contracting Officer.

C. Period of Performance: The period of performance for the provision of bread and bakery products shall be a

Single Ordering period for 5 years effective 12/01/2024 through 11/30/2029 with five (5) one-year pricing periods.

The decision to exercise the pricing periods rests solely with the Government.

D. The requirements shall be delivered accordingly to the VA Medical Centers listed below:

Castle Point Campus (Hudson Valley) VAMC, NY Pricing Period 1 - December 1, 2024, through

November 30, 2025

Item

Description

Castle

Point QTY Unit

Unit Cost

Total Cost

1 WHEAT BREAD LOAF, 28 OZ 300 EA

2 WHITE BREAD LOAF, 28 OZ 200 EA

RYE BREAD, Sliced & Individually

Wrapped (100 count)

BX

S/W ITALIAN BREAD, Sliced &

Individually Wrapped (100 count)

White Bread, Sliced & Individually

Wrapped (100 count)

Wheat Bread, Sliced & Individually

Wrapped (100 count)

Cinnamon Raisin Bread, Loaf Sliced

22oz

EA

8 Bagels, Plain, Dozen 40 DZ

ENGLISH MUFFINS, EASY TO

SPLIT, 12 CT.

100 PG

ROLLS, HAMBURGER, WHITE,

12 CT.

20 PG

ROLLS, HAMBURGER, WHEAT,

12 CT.

PG

12 ROLLS, WHEAT DINNER, 12 CT. 110 PG

ROLLS, HOT DOG, WHEAT, 12

CT.

40 PG

14 Individually wrapped challah rolls 80 EA

15 Marbled Rye Loafs 2 EA

16 mini-Donuts, 24 8 BX

17 Rugalach, pounds 2 LB

18 Assorted Cookies 8 LB

19 Cup Cakes, dozen 10 DZ

20 King Cakes 1 EA

21 Mini Pumpkin Muffins, dozen 4 DZ

22 Irish Soda Bread 80 EA

• Total Aggregate Price for Pricing Period 1: _____________

Castle Point Campus (Hudson Valley) VAMC, NY Pricing Period 2 - December 1, 2025, through November

30, 2026

Item

Description

Castle

2 WHITE BREAD LOAF, 28 OZ 200 EA

RYE BREAD, Sliced & Individually

Wrapped (100 count)

Individually Wrapped (100 count)

Wrapped (100 count)

Wrapped (100 count)

22oz

ENGLISH MUFFINS, EASY TO

SPLIT, 12 CT.

100 PG

ROLLS, HAMBURGER, WHITE,

12 CT.

20 PG

ROLLS, HAMBURGER, WHEAT,

12 CT.

200 PG

12 ROLLS, WHEAT DINNER, 12 CT. 110 PG

ROLLS, HOT DOG, WHEAT, 12

CT.

40 PG

14 Individually wrapped challah rolls 80 EA

15 Marbled Rye Loafs 2 EA

16 mini-Donuts, 24 8 BX

17 Rugalach, pounds 2 LB

18 Assorted Cookies 8 LB

19 Cup Cakes, dozen 10 DZ

20 King Cakes 1 EA

• Total Aggregate Price for Pricing Period 2: _____________

Castle Point Campus (Hudson Valley) VAMC, NY Pricing Period 3 - December 1, 2026, through

November 30, 2027

Item

Description

Castle

2 WHITE BREAD LOAF, 28 OZ 200 EA

RYE BREAD, Sliced & Individually

Wrapped (100 count)

Individually Wrapped (100 count)

Wrapped (100 count)

Wrapped (100 count)

22oz

ENGLISH MUFFINS, EASY TO

SPLIT, 12 CT.

100 PG

ROLLS, HAMBURGER, WHITE,

12 CT.

20 PG

ROLLS, HAMBURGER, WHEAT,

12 CT.

200 PG

12 ROLLS, WHEAT DINNER, 12 CT. 110 PG

ROLLS, HOT DOG, WHEAT, 12

CT.

40 PG

14 Individually wrapped challah rolls 80 EA

15 Marbled Rye Loafs 2 EA

16 mini-Donuts, 24 8 BX

17 Rugalach, pounds 2 LB

18 Assorted Cookies 8 LB

19 Cup Cakes, dozen 10 DZ

20 King Cakes 1 EA

• Total Aggregate Price for Pricing Period 3: _____________

Castle Point Campus (Hudson Valley) VAMC, NY Pricing Period 4 - December 1, 2027, through

November 30, 2028

Item

Description

Castle

2 WHITE BREAD LOAF, 28 OZ 200 EA

RYE BREAD, Sliced & Individually

Wrapped (100 count)

Individually Wrapped (100 count)

Wrapped (100 count)

Wrapped (100 count)

22oz

ENGLISH MUFFINS, EASY TO

SPLIT, 12 CT.

100 PG

ROLLS, HAMBURGER, WHITE,

12 CT.

20 PG

ROLLS, HAMBURGER, WHEAT,

12 CT.

200 PG

12 ROLLS, WHEAT DINNER, 12 CT. 110 PG

ROLLS, HOT DOG, WHEAT, 12

CT.

40 PG

14 Individually wrapped challah rolls 80 EA

15 Marbled Rye Loafs 2 EA

16 mini-Donuts, 24 8 BX

17 Rugalach, pounds 2 LB

18 Assorted Cookies 8 LB

19 Cup Cakes, dozen 10 DZ

20 King Cakes 1 EA

• Total Aggregate Price for Pricing Period 4: _____________

Castle Point Campus (Hudson Valley) VAMC, NY Pricing Period 5 - December 1, 2028, through

November 30, 2029

Item

Description

Castle

2 WHITE BREAD LOAF, 28 OZ 200 EA

RYE BREAD, Sliced & Individually

Wrapped (100 count)

Individually Wrapped (100 count)

Wrapped (100 count)

Wrapped (100 count)

22oz

ENGLISH MUFFINS, EASY TO

SPLIT, 12 CT.

100 PG

ROLLS, HAMBURGER, WHITE,

12 CT.

20 PG

ROLLS, HAMBURGER, WHEAT,

12 CT.

200 PG

12 ROLLS, WHEAT DINNER, 12 CT. 110 PG

ROLLS, HOT DOG, WHEAT, 12

CT.

40 PG

14 Individually wrapped challah rolls 80 EA

15 Marbled Rye Loafs 2 EA

16 mini-Donuts, 24 8 BX

17 Rugalach, pounds 2 LB

18 Assorted Cookies 8 LB

19 Cup Cakes, dozen 10 DZ

20 King Cakes 1 EA

• Total Aggregate Price for Pricing Period 5: _____________

Montrose Campus FDR (Hudson Valley) VAMC, NY Pricing Period 1 - December 1, 2024, through

November 30, 2025

Item

Description

FDR-Montrose

QTY

1 WHEAT BREAD LOAF, 28 OZ 1200 EA

2 WHITE BREAD LOAF, 28 OZ 800 EA

RYE BREAD, Sliced &

Individually Wrapped (100 count)

Individually Wrapped (100 count)

Wrapped (100 count)

Wrapped (100 count)

Cinnamon Raisin Bread, Loaf

Sliced 22oz

8 Bagels, Plain, Dozen 160 DZ

ENGLISH MUFFINS, EASY TO

SPLIT, 12 CT.

400 PG

ROLLS, HAMBURGER, WHITE,

12 CT.

80 PG

ROLLS, HAMBURGER, WHEAT,

12 CT.

800 PG

ROLLS, WHEAT DINNER, 12

CT.

440 PG

ROLLS, HOT DOG, WHEAT, 12

CT.

PG

14 Individually wrapped challah rolls 320 EA

15 Marbled Rye Loafs 8 EA

16 mini-Donuts, 24 32 BX

17 Rugalach, pounds 8 LB

18 Assorted Cookies 32 LB

19 Cup Cakes, dozen 40 DZ

20 King Cakes 3 EA

21 Mini Pumpkin Muffins, dozen 17 DZ

22 Irish Soda Bread 320 EA

• Total Aggregate Price for Pricing Period 1: _____________

Montrose Campus FDR (Hudson Valley) VAMC, NY Pricing Period 2 - December 1, 2025, through

November 30, 2026

Item

Description

FDR-Montrose

2 WHITE BREAD LOAF, 28 OZ 800 EA

RYE BREAD, Sliced &

Individually Wrapped (100 count)

Individually Wrapped (100 count)

Wrapped (100 count)

Wrapped (100 count)

Sliced 22oz

ENGLISH MUFFINS, EASY TO

SPLIT, 12 CT.

400 PG

ROLLS, HAMBURGER, WHITE,

12 CT.

80 PG

ROLLS, HAMBURGER, WHEAT,

12 CT.

800 PG

ROLLS, WHEAT DINNER, 12

CT.

440 PG

ROLLS, HOT DOG, WHEAT, 12

CT.

14 Individually wrapped challah rolls 320 EA

15 Marbled Rye Loafs 8 EA

16 mini-Donuts, 24 32 BX

17 Rugalach, pounds 8 LB

18 Assorted Cookies 32 LB

19 Cup Cakes, dozen 40 DZ

20 King Cakes 3 EA

• Total Aggregate Price for Pricing Period 2: _____________

Montrose Campus FDR (Hudson Valley) VAMC, NY Pricing Period 3 - December 1, 2026, through

November 30, 2027

Item

Description

FDR-Montrose

2 WHITE BREAD LOAF, 28 OZ 800 EA

RYE BREAD, Sliced &

Individually Wrapped (100 count)

Individually Wrapped (100 count)

Wrapped (100 count)

Wrapped (100 count)

Sliced 22oz

ENGLISH MUFFINS, EASY TO

SPLIT, 12 CT.

400 PG

ROLLS, HAMBURGER, WHITE,

12 CT.

80 PG

ROLLS, HAMBURGER, WHEAT,

12 CT.

800 PG

ROLLS, WHEAT DINNER, 12

CT.

440 PG

ROLLS, HOT DOG, WHEAT, 12

CT.

160 PG

14 Individually wrapped challah rolls 320 EA

15 Marbled Rye Loafs 8 EA

16 mini-Donuts, 24 32 BX

17 Rugalach, pounds 8 LB

18 Assorted Cookies 32 LB

19 Cup Cakes, dozen 40 EA

20 King Cakes 3 EA

• Total Aggregate Price for Pricing Period 3: _____________

Montrose Campus FDR (Hudson Valley) VAMC, NY Pricing Period 4 - December 1, 2027, through

November 30, 2028

Item

Description

FDR-Montrose

2 WHITE BREAD LOAF, 28 OZ 800 EA

RYE BREAD, Sliced &

Individually Wrapped (100 count)

Individually Wrapped (100 count)

Wrapped (100 count)

Wrapped (100 count)

Sliced 22oz

ENGLISH MUFFINS, EASY TO

SPLIT, 12 CT.

400 PG

ROLLS, HAMBURGER, WHITE,

12 CT.

80 PG

ROLLS, HAMBURGER, WHEAT,

12 CT.

800 PG

ROLLS, WHEAT DINNER, 12

CT.

440 PG

ROLLS, HOT DOG, WHEAT, 12

CT.

160 PG

14 Individually wrapped challah rolls 320 EA

15 Marbled Rye Loafs 8 EA

16 mini-Donuts, 24 32 BX

17 Rugalach, pounds 8 LB

18 Assorted Cookies 32 LB

19 Cup Cakes, dozen 40 DZ

20 King Cakes 3 EA

• Total Aggregate Price for Pricing Period 4: _____________

Montrose Campus FDR (Hudson Valley) VAMC, NY Pricing Period 5 - December 1, 2028, through

November 30, 2029

Item

Description

FDR-Montrose

2 WHITE BREAD LOAF, 28 OZ 800 EA

RYE BREAD, Sliced &

Individually Wrapped (100 count)

Individually Wrapped (100 count)

Wrapped (100 count)

Wrapped (100 count)

Sliced 22oz

ENGLISH MUFFINS, EASY TO

SPLIT, 12 CT.

400 PG

ROLLS, HAMBURGER, WHITE,

12 CT.

80 PG

ROLLS, HAMBURGER, WHEAT,

12 CT.

800 PG

ROLLS, WHEAT DINNER, 12

CT.

440 PG

ROLLS, HOT DOG, WHEAT, 12

CT.

160 PG

14 Individually wrapped challah rolls 320 EA

15 Marbled Rye Loafs 8 EA

16 mini-Donuts, 24 32 BX

17 Rugalach, pounds 8 LB

18 Assorted Cookies 32 LB

19 Cup Cakes, dozen 40 DZ

20 King Cakes 3 EA

• Total Aggregate Price for Pricing Period 5: _____________

*** Castle Point Campus (Hudson Valley) VAMC ***

Pricing Period 1: December 1, 2024, through November 30, 2025, $____________

Pricing Period 2: December 1, 2025, through November 30, 2026, $____________

Pricing Period 3: December 1, 2026, through November 30, 2027, $____________

Pricing Period 4: December 1, 2027, through November 30, 2028, $____________

Pricing Period 5: December 1, 2028, through November 30, 2029, $____________

• Total Aggregate Price for all Pricing Period 1 to 5, $____________

*** Montrose Campus FDR (Hudson Valley) VAMC ***

Pricing Period 1: December 1, 2024, through November 30, 2025, $____________

Pricing Period 2: December 1, 2025, through November 30, 2026, $____________

Pricing Period 3: December 1, 2026, through November 30, 2027, $____________

Pricing Period 4: December 1, 2027, through November 30, 2028, $____________

Pricing Period 5: December 1, 2028, through November 30, 2029, $____________

• Total Aggregate Price for all Pricing Period 1 to 5, $____________

3. RECOGNIZED FEDERAL HOLIDAYS:

January 1 New Year’s Day

3rd Monday – January Martin Luther King, Jr. Day

3rd Monday – February Presidents Day

Last Monday – May Memorial Day

June 19th Juneteenth Day

July 4 Independence Day

1st Monday - September Labor Day

2nd Monday – October Columbus Day

November 11 Veterans Day

4th Thursday – November Thanksgiving

December 25th Christmas Day

Contractor shall not be required to deliver products on national holidays as listed above and any other day specifically declared by the President of the United States to be a national holiday.

4. DISASTERS / EMERGENCIES:

The Contractor must be able to always ensure delivery to the VA, inclusive of disasters, and/or any other emergency condition. The VA may place a special order in preparation for, or in response to, a disaster or emergency. For anticipatory situations, such orders will be placed 24 hours or less in advance. In an emergency, the Contractor will be notified with the amount and type of products required by the VA that shall be delivered within 24 hours of order placement. The order may be placed for larger quantities than the normal weekly order.

The Contractor shall provide both the Contracting Officer and the COR with its designated point of contact and contact information for emergency orders.

5. SPECIFICATIONS AND STANDARDS:

A. The delivered products shall meet the specifications as listed in the attached Pricing Schedule document and comply with all applicable Federal and State mandatory requirements and regulations relating to the preparation, packaging, labeling, storage, distribution, and sales of the products with the commercial marketplace. All deliveries shall conform in every respect to the provisions of the Federal Food, Drug and Cosmetic Act (FD&C) and regulations, promulgated hereunder.

B. Contractor's Certification. By submitting an offer, the contractor certifies that the product offered meets the specified salient characteristics and requirements of the Federal Hospital Subsistence Guide (DOD/DLAH4235.1) conforms to the producer's own specifications and standards, including product characteristics, manufacturing procedures, quality control procedures, and storage and handling territories, or possessions; and is sold in the commercial market. The Government reserves the right to determine proof of such conformance prior to the first delivery from point of origin and any time thereafter, up to and including, delivery at destination as may be necessary to determine conformance with the terms of the contract.

6. ALTERNATE ITEMS, PACKAGING, and PACKING:

A. Offers may propose alternate items, packaging, or packing. Offerors shall clearly indicate, in their offer, the quantity, packaging size, unit or other different features upon which the offer is submitted. Evaluation of the alternate item will be made against a common denominator (i.e., weight, package quantity, etc.). Offers are reminded that the alternate item must meet all the requirements of the Government specifications.

B. Environmental Standards. Should the contractor manufacturer and provide company brand bread and roll products, the contractor should utilize, if possible, recycled materials for containers if they meet the FDA sanitary standards for the specified commodity. List recycled materials for containers if they meet the FDA sanitary standards for the specified commodity.

7. PRODUCT QUALITY AND FRESHNESS:

A. Product conformance. The fresh or frozen bread provided shall meet the salient characteristics of the CID cited, conform to the producer's own specifications, standards, and quality assurance practices, and be the same fresh or frozen bread offered for sale in the commercial market. The Government reserves the right to require proof of such conformance.

B. Quality assurance. When required, the Federal Grain Inspection Service (FGIS), U.S. Department of Agriculture, shall determine the quality assurance of the fresh or frozen bread according to the requirements of the CID or applicable standards or specifications. The fresh or frozen bread shall be examined or analyzed in accordance with applicable provision in the CID, solicitation, contract, or purchase order, and, when applicable, the United States

Standards for Condition of Food Container Manual (USDA, eff. 10/2013) in effect on the date of the offer.

C. Age requirement. Fresh bread shall be delivered less than 24 hours old upon arrival at the receiving point. Failure to comply with this provision will be considered grounds for default of contract.

D. All products furnished under this contract shall be processed and packed under sanitary conditions in strict accordance with guidelines provided by the U.S. Food and Drug Administration (USFDA) and the U.S.

Department of Agriculture (USDA), using the best commercial practices that are standard for the industry. All containers shall be clean, sound, and securely covered or sealed to provide adequate protection from dirt, filth, or contamination. All ingredients shall be clean, sound, wholesome, and free from evidence of rodent or insect infestation. Failure to comply with this provision will be considered grounds for default of contract.

E. Ingredients for fresh or frozen bread shall consist of flour, water, salt, yeast, emulsifiers or stabilizers, and other ingredients appropriate for the type of bread specified in the schedule of items. The fresh or frozen bread shall include mold inhibitors of proper levels as allowed by the Federal Food, Drug, and Cosmetic Act.

F. Enriched flour. When the bread is enriched, the wheat flour used for the bread shall conform to the U.S.

Standards of Identity for Enriched Flour (21 CFR 137.165) and shall be milled from a variety of hard and/or soft wheat.

G. Appearance and color. The fresh or frozen bread shall have a uniformly brown crust characteristic of the product. The fresh or frozen bread shall have a typical volume, characteristic grain, and be evenly baked without evidence of foreign odors or flavors, burnt, scorched, stale, rancid, or moldy. The delivered fresh or frozen bread shall not be crushed or damaged.

H. Unless otherwise specified in the item specification or solicitation, marking shall be in accordance with best commercial practice.

I. Any commercial or additional labeling, as specified, which complies with the U.S. Food, Drug, and Cosmetic

Act, and regulations promulgated there under, is acceptable.

J. Products manufactured to metric dimensions will be considered on an equal basis with those manufactured using inch-pound units, providing they fall within the tolerances specified using conversion tables contained in the latest revision of Federal Standard No. 376B. If a product is manufactured to metric dimensions and those dimensions exceed the tolerances specified in the inch-pound units, a request should be made to the Contracting

Officer to determine if the product is acceptable. The COR, in accordance with the Contracting Officer, will accept or reject the product.

K. Additional packaging, packing, and/or marking requirements can be found in the Addendum to 52.212-4, Terms and Conditions—Commercial Items.

8. INSPECTION OF PLANTS:

An inspection may be made of the premises and employees of the bidders, prior to making an award and conditions found will be considered in awarding a contract. Inspection may also be made at any time during the life of the contract and, if it is found that the contractor is not complying with specifications, deliveries will be rejected, and the products covered by this contract will be procured on the open market. Any excess cost occasioned by this action will be charged against the contractor account.

*** PLEASE PROVIDE COPY OF LAST INSPECTION REPORT WITH QUOTATION. ***

9. SOURCE OF MANUFACTURE:

Items supplied under this contract are required to originate from a sanitarily approved source. The supplier must identify the source of manufacture on the primary container or in the accompanying shipping documents. The identification on the primary container may consist of either the manufacturing plant name and address or a manufacturing plant code. When the manufacturing plant is identified on the shipping documents accompanying the delivery, the plant shall be identified by its complete name, address, and plant code. Preference will be given to locally sourced vendors.

10. ORDERING:

A. The VAMC Hudson Valley, NY shall place orders no less than 2 workdays prior to required delivery date, upon delivery at the receiving location, items ordered shall be less than 24 hours of age. Orders shall not be placed more than 5 days prior to required delivery date, with the Government reserving the right to adjust orders

24-hours prior to scheduled delivery. Orders will be placed by the COR or his/her designee. Each order will show ship to and bill to addresses and purchase order number (if required).

B. Quantities shown on previous pages represent the quantities estimated to be ordered over the delivery period.

Quotes will be evaluated based on the estimated quantities. Actual quantities ordered may vary among the line items.

C. The items listed in this contract are required subsistence items for the Department of Veterans Affairs, VA

Medical Center at the address listed in paragraph 1 of this document. Products and deliveries are to be in accordance with the terms, conditions, and schedules noted herein. The pricing period of performance is a base period of December 1, 2024, through November 30, 2025, with four (4) one-year pricing periods from December

1, 2025, through November 30, 2029. Prices quoted will be F.O.B. destination.

CUSTOMER SERVICE POINT OF CONTACT: The Contractor shall provide a designated point of contact and toll-free number (if applicable) for resolution of customer service problems to include at a minimum delivery of damaged or incorrect items.

Contractor Point of Contact:

(Name)

(Title)

(Telephone Number)

(Fax Number)

(E-mail Address)

11. PACKING LIST:

There shall be a packing list enclosed with any shipments made under this contract. The packing list shall show the following as a minimum: Contractor’s name and address; VA Purchase Order Number (if one is provided); the

VA Facility and Service placing the order; the items shipped; and quantity.

12. RETURN POLICY:

Offerors shall clearly indicate their return policy with their quote. Defective product or incorrect product shipped by Contractor error shall be replaced at no cost to the Government. Product shipped by Government error may be returned subject to the Contractor’s normal return policy. Offerors shall provide the name and telephone number for reporting delivery/product problems for each VA location.

13. UTILIZATION OF CONTRACT:

Delivery orders will be issued on an as-needed basis.

14. DELIVERIES AND INVOICING:

A. Deliveries shall occur up to four times per week between the hours of 8:00 a.m. and 11:00 a.m., excluding federal holidays. Requests for deliveries on different days and/or at a different time shall be submitted to and approved by the Contracting Officer and his/her designee in writing.

B. Deliveries and invoicing for the Nutrition and Food Services must be accomplished separately at the Nutrition

& Food Services Departments at the respective facilities listed in paragraph 1 of this document. Invoices must contain at a minimum the purchase order and itemized list of products delivered, unit prices, and total price.

C. While performing under this contract, all vehicles used by the Contractor shall be locked and the keys removed when not in use. This is intended to protect the Contractor’s property as well as the safety of patients and staff at the medical centers.

D. While performing under this contract, all vehicles used by the Contractor shall have temperature tracking systems in place on the refrigerated trucks to ensure they are being maintained in accordance with federal safety

& sanitation guidelines.

E. Invoices shall be issued to the VA Financial Service Center and to the Chief, Nutrition and Food Services.

Invoices shall be identified with proper delivery order number (purchase order number) and shall reflect all deliveries made against the delivery order. End of the month deliveries shall not be billed against the following month delivery order.

F. Invoices shall be submitted weekly and shall include the following per FAR Clause 52.212-4(g):

• Contractor’s business name and address

• Contractor’s Tax Identification Number (TIN)

• Invoice date

• Date(s) of services provided

• Contract number

• Total amount billed

• Purchase Order number

NOTE: Failure to include the above information may result in delay of payment. Invoices will be returned to the

Contractor for completion if there are any omissions.

15. PAYMENTS:

Payments under this contract shall be made by Electronic Fund Transfer (EFT) by the VA Finance Services

Center. See FAR Clause 52.232-33, Payment by Electronic Funds Transfer - System for Award Management for further information.

16. CONTRACTING OFFICER (CO):

The Contract Officer (CO) named below is responsible for the overall administration of the contract. The CO is the primary POC for all questions regarding this procurement.

Wilmen Joa

Department of Veterans Affairs

Network Contracting Office 2

The awarded Contractor(s) is advised that only the Contract Specialist, acting within the scope of the contract and his/her duties and responsibilities and, after advice and consultation with the Contracting Officer, has the authority to make changes which effect contract prices, quality, quantity, delivery terms and conditions, term of contract. In no event shall any understanding or agreement, contract modification, change order, or other matters in deviation from the terms of this contract between the Contractor and a person other than the Contracting

Officer, be effective or binding upon the Government. All such actions must be formalized by the proper contractual document executed by the Contracting Officer.

17. CONTRACTING OFFICER’S REPRESENTATIVE (COR):

The following individuals have been designated as the Contracting Officer’s Representative (COR) to monitor and certify receipt of services rendered under these contracts:

Anna-Carina Sporri, MS, RDN

Associate Chief, Food Service

VA Medical Center

2094 Albany Post Road

Montrose, NY 10548

The contract type is firm-fixed price, FOB Destination.

18. Place of Performance / Place of Delivery

The anticipated award date is 12/01/2024.

The Pricing Period are:

Pricing Period 1: December 1, 2024, through November 30, 2025

Pricing Period 2: December 1, 2025, through November 30, 2026

Pricing Period 3: December 1, 2026, through November 30, 2027

Pricing Period 4: December 1, 2027, through November 30, 2028

Pricing Period 5: December 1, 2028, through November 30, 2029

The delivery locations are:

• Franklin Delano Roosevelt Medical Center

2094 Albany Post Road

Montrose, NY 10548

• Castle Point Medical Center

41 Castle Point Road

Wappingers Falls, NY 12590

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services”

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services”

Offerors must complete annual representations and certifications electronically via the System for Award

Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services.” If paragraph

(j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

• FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services”

(September 2024)

• FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders –

Commercial Products and Commercial Services” (September 2024)

All quoters shall submit the following:

Pricing for items listed on Section D of the Statement of Work and the most recent inspection report.

All quotes shall be sent to Wilmen Joa via e-mail at Wilmen.Joa@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition

Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The following are the decision factors:

• Price

• Technical

The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions.

The following provision is incorporated into 52.212-1 as an addendum to this solicitation:

FAR 52.212-1 Instructions to Offerors – Commercial Products and Commercial Services (Sept 2024)

(a) Submission of Quotes. Submit signed and dated quotes to the office specified in this Request for

Quote (RFQ) at or before the exact time specified. Quotes may be submitted on letterhead stationery, or as otherwise specified in the RFQ. As a minimum, quotes must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of quotations;

(3) The name, address, and telephone number of the quoter;

http://acquisition.gov/comp/far/index.html

(4) Terms of any express warranty;

(5) Price and any discount terms;

(6) "Remit to" address, if different than mailing address;

(7) A completed copy of the representations and certifications at Federal Acquisition Regulation

(FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the quoter shall complete electronically);

(8) Acknowledgment Request for Quotation amendments;

(9) Past performance will not be considered in simplified acquisition procurements.

(10) Quote should include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations and certifications, information requested in (1) to (9), and accept the terms and conditions of the solicitation may be excluded from consideration.

(b) Period for acceptance of Quotes. The quoter agrees to hold the prices in its quote firm for 30 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the solicitation.

(c) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotes. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during testing.

(d) Multiple Quotes. Quoters are encouraged to submit multiple quotes presenting alternative line items

(provided that the alternative line items are consistent with FAR subpart 4.10), or alternative commercial products or commercial services for satisfying the requirements of this solicitation. Each quote submitted will be evaluated separately.

(e) Late submissions, revisions, and withdrawals of quotes.

(1) Quoters are responsible for submitting quotes so as to reach the Government office designated in the solicitation by the time specified in this solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotes are due.

(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotes is "late" and may not be considered unless it is received before purchase order issuance and the Contracting Officer (CO) determines that accepting the late quotation would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotes by the exact time specified in the solicitation, and urgent Government requirements preclude a notice of an extension of the closing date, the time specified for receipt of quotes will be https://www.acquisition.gov/far/part-52#FAR_52_212_3 https://www.acquisition.gov/far/part-52#FAR_52_212_3 deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(f) Issuance of Purchase Order. The Government may issue a purchase order to one or more quoters as identified in the Request for Quote (RFQ). Therefore, the quoter’s initial quote should contain the best terms from a price and technical standpoint. However, the Government may reject any or all quotes if such action is in the public’s best interest. The Contracting Officer (CO) may issue a purchase order to other than the quoter with the lowest priced quotation.

(g) Multiple awards. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the Schedule, quotations may not be submitted for quantities less than those specified. The

Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation.

(1) Availability of requirements documents cited in the solicitation.

(h) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part

101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to- GSA Federal Supply Service

Specifications Section Suite 8100 470 East L’Enfant Plaza, SW Washington, DC 20407 Telephone

(202) 619-8925, Facsimile (202) 619-8978.

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans

Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2) Most unclassified Defense specifications and standards may be downloaded from the following

ASSIST websites:

(i) ASSIST ( https://assist.dla.mil/online/start/).

(ii) Quick Search ( https:/quicksearch.dla.mil/).

(3) Documents not available from ASSIST may be ordered from the Department of Defense Single

Stock Point (DoDSSP) by-

(i) Using the ASSIST Shopping Wizard ( https://assist.dla.mil/wizard/index.cfm);

(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600

EST; or

(iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA

19111-5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 https://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 https://assist.dla.mil/wizard/index.cfm

(j) Unique entity identifier (UEI). Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the solicitation requires the contractor to be registered in the System for Award Management (SAM).) The quoter must enter, in the block with its name and address on the cover page of its quote, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the quoters name and address. The quoter also must enter its

Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the UEI. The suffix is assigned at the discretion of the quoter to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the quoter does not have a UEI, it should contact the entity designated at www.sam.gov for UEI establishment directly to obtain one. The quoter should indicate that it is a quoter for a Government contract when contacting the entity designated at www.sam.gov for establishing the UEI.

(k) [Reserved]

(l) Requests for information. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ). However, quoters may request information on purchase order(s) resulting from this solicitation with the CO.

(End of Provision)

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than 11:00 AM EST on November 25, 2024 at

Wilmen.Joa@va.gov.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact

Wilmen Joa

Department of Veterans Affairs

Network Contracting Office 2

E-Mail: Wilmen.Joa@va.gov https://www.acquisition.gov/far/part-32#FAR_Subpart_32_11 file://///R04.med.va.gov/v03/NYN/Users/VHANYNJoaW/LOCAL%20NETWORK%20DRIVE/2.%20Supply%20Team/AP-4312%20-%20Bread%20Products/Signed/www.sam.gov file://///R04.med.va.gov/v03/NYN/Users/VHANYNJoaW/LOCAL%20NETWORK%20DRIVE/2.%20Supply%20Team/AP-4312%20-%20Bread%20Products/Signed/www.sam.gov mailto:Wilmen.Joa@va.gov