SPE30015R0038_Attachment_1_-_SOW_.pdf

Table of Contents Continuation of Blocks from SF 1449

1. Block 8

2. Block 9

3. Block 10

4. Block 17a

5. Block 17b

6. Blocks 19-22

Authorized Negotiators:

CAUTION NOTICE

STORES (“Subsistence Total Order and Receipt Electronic System”)

Electronic Invoicing by Suppliers via Electronic Commerce/Electronic Data Interchange:

CONTRACTOR CODE OF BUSINESS ETHICS (FEB 2012)

NOTICE TO OUR VALUED SUPPLIERS

STATEMENT OF WORK

Supplies or Services and Prices

Schedule of Items

Ordering System

Purchase Orders

Product Quality

Contractor Quality Program

Warehousing and Sanitation Program/Stored Product Pest Management

Contractor Quality Audits

Recall Procedures Requirements

Non-Compete Provision

Food Defense/Force Protection

Packaging, Packing and Labeling

Inspection and Acceptance

Rapid Gate

Warranties

Rejection Procedures

Deliveries and Performance

TERMS OF INDEFINITE QUANTITY CONTRACT

DELIVERY INSTRUCTIONS

SPE30015-R-0038 Page 2 of 36

DELIVERY VEHICLE REQUIREMENTS

NO SUBSTITUTIONS

HOLIDAYS

EMERGENCY ORDERS

AUTHORIZED RETURNS

SHORT SHIPMENTS/SHIPPING ERRORS

DELIVERY

Schedule of Deliveries

Contract Administration Data

CONTRACTING AUTHORITY

INVOICING

PAYMENTS

ADMINISTRATION

Contract Clauses

Addendum to 52.212-4:

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

FOOD AND DRUG ADMINISTRATION (FDA) COMPLIANCE - DLA TROOP SUPPORT MEDICAL

AND SUBSISTENCE

Additional Clauses

Solicitation Provisions

Addendum to 52.212-1:

Addendum to 52.212-2:

SPE30015-R-0038 Page 3 of 36

Continuation of Blocks from SF 1449

1. Block 8

Offer Due Date/Local Time: January 26, 2016 at 3:00 P.M. Eastern Time Zone

2. Block 9

All offers/modifications/withdrawals must be plainly marked on the OUTERMOST ENVELOPE with the solicitation number, closing date, and time set for the receipt of offers.

Address and Submit “mailed” offers to:

Defense Logistics Agency

Troop Support

Post Office Box 56667

Philadelphia, PA 19111-6667

Solicitation Number: SPE300-15-R-0038

Opening/Closing Date and Time: December 21, 2015 – January 26, 2016, At 3:00 P.M. Eastern Time Zone

Address and Deliver “hand carried” offers, including delivery by commercial carrier, to:

DLA Troop Support

Business Opportunities Office

Bldg. 36, 2 nd

Floor, Room 2035

700 Robbins Avenue

Philadelphia, PA 19111-5092

Solicitation Number: SPE300-15-R-0038

Opening/Closing Date and Time: December 21, 2015 – January 26, 2016, At 3:00 P.M. Eastern Time Zone

Notes:

All hand carried offers are to be delivered to the Business Opportunities Office (“Bid Room”) between 8:00 a.m. and 5:00 p.m., Monday through Friday, except for legal federal holidays as set forth in 5 USC 6103.

Offerors using a commercial carrier service must ensure that the carrier service “hand carries” the package to the Business Opportunities Office specified above for hand carried offers prior to the solicitation’s scheduled closing time. Package must be plainly marked ON THE OUTSIDE OF THE COMMERCIAL

CARRIER’S ENVELOPE with the solicitation number, date, and time set forth for receipt of offers as indicated in Block 8 of the Standard Form 1449.

Examples of “hand carried” offers include: In-person delivery by contractor, Fed Ex, Airborne, UPS, DHL, Emery, other commercial carrier, USPS Express Mail, and USPS Certified Mail.

Offerors intending to deliver offers in-person should be advised that the Business Opportunities Office ("Bid Room") is located within a secure military installation. In order to gain access to the facility, an escort may be required. The escort will be an employee from the Bid Room. The following are telephone numbers for the Bid Room: (215)737-8511, (215)737-9044, (215)737-7354, (215)737-0317, or (215)737-8566. Upon arrival at the security checkpoint, please contact the Bid Room to secure an escort. Be aware that it is the offeror's sole responsibility to ensure that its offer is received at

SPE30015-R-0038 Page 4 of 36 the correct location by the correct date and time. Please allow sufficient time to complete delivery of hand-carried offers.

Since the length of time necessary to gain access to the facility varies based on a number of circumstances, it is recommended that an offeror (or offeror's representative) arrive at the installation at least one hour prior to the time the solicitation closes to allow for security processing and to secure an escort. NOTE: THIS IS MERELY A SUGGESTION

AND NOT A GUARANTEE THAT AN OFFEROR (OR OFFEROR'S REPRESENTATIVE) WILL GAIN ACCESS TO

THE BASE IF HE/SHE ARRIVES ONE HOUR BEFORE THE CLOSING DATE/TIME.

Transmit “facsimile” offers (if authorized; see “Addendum” to 52.212-1(b)) or offer modifications/withdrawals to: (215) 737-9300, 9301, 9302, 9303, 8414, 9216

Offers submitted to any other facsimile number shall not be considered for award.

The numbers listed here are THE ONLY ACCEPTABLE fax numbers for this solicitation. If faxing an offer, ALL pages of the offer MUST be received by the closing date and time. No Exceptions.

NOTE: Offerors are advised that submission of a complete proposal via email is unacceptable and will result in the proposal being rejected outright. Please note that the only authorized email submission with regard to proposal submissions is the electronic copy of the pricing spreadsheet, which shall be emailed to the Contract Specialist and Contracting Officer prior to the solicitation’s closing date and time. The remainder of an offeror’s proposal MUST be sent via mail or facsimile (if permitted) as described above. As directed by the Contracting Officer, other proposal transmission methods, such as facsimile or email may be permitted at a later date during discussions/negotiations.

3. Block 10

NAICS: 311812

Size Standard: 500 Employees

4. Block 17a

› Offeror’s assigned Data Universal Numbering System (DUNS) Number: _______________

› Offeror’s assigned Contractor and Government Entity (CAGE) Code:__________________

› Fax Number(s):________________________

› Email Address:_________________________

(If you do not have a DUNS number, contact the individual identified in Block 7a of the SF 1449 or see 52.212-

1, Instructions to Offerors—Commercial Items (paragraph j) for information on contacting Dun and Bradstreet.)

5. Block 17b

Remittance Address: (if different from Contractor/Offeror address in block 17a of the SF 1449.)

6. Blocks 19-22

See Schedule of Items

SPE30015-R-0038 Page 5 of 36

Authorized Negotiators:

The offeror represents that the following persons are authorized to negotiate on its behalf with the

Government in connection with this request for proposal. Please list names, titles, telephone numbers, facsimile numbers, and emails for each authorized negotiator.

SPE30015-R-0038 Page 6 of 36

CAUTION NOTICE

This procurement is being solicited under the Federal Acquisition Regulations (“FAR”) subpart 13.5 – Test Program for

Certain Commercial Items. Solicitation SPE300-15-R-0038 is designed to place Market Ready Fresh Bread and Bakery items, all fully competitive, on contract(s) for various Department of Defense (“DoD”) customers in Virginia. The contract period is expected to be from May 29, 2016 – May 25, 2019.

Prices will be fixed for a 3-year performance period with two pricing tiers (Years 1 and 2-Tier I /Year 3-Tier II). Tier 1 is from May 29, 2016 – May 26, 2018. Tier 2 is from May 27, 2018 – May 25, 2019.

This solicitation contains the estimated bread and bakery item requirements for customers in Virginia. The solicitation contains two (2) groups:

Group I: FT Eustis, FT Story, FT Monroe & Langley AFB

Group II: FT Lee

APPLICABLE SOURCE RESTRICTION: The Berry Amendment, contained in Defense Federal Acquisition

Regulation Supplement (“DFARS”) 252.225-7012 and included in the instant solicitation, is applicable. This regulation mandates that all food items, including bread and bakery items, provided under the instant solicitation and resulting contract be produced and manufactured in the United States.

IMPORTANT: Please be aware that any proposal submitted in response to this solicitation MUST comply fully with its terms and conditions. All proposals must contain all pertinent information required by the solicitation. Said information will be reviewed by the Contracting Officer for completeness and accuracy. Providing an incomplete proposal and/or inaccurate information may result in the proposal being deemed technically unacceptable by the Contracting Officer. If such a determination is made, the technically unacceptable proposal will be immediately removed from competition and therefore ineligible for the award.

SPE30015-R-0038 Page 7 of 36

STORES (“Subsistence Total Order and Receipt Electronic System”)

The automated STORES (Subsistence Total Order and Receipt Electronic System) will be used to the maximum extent practical on the resultant contracts from this solicitation. Orders will be sent via a computer-generated fax (STORES purchase order). In order to facilitate the receipt and payment process, there is specific information contained on the

STORES purchase order that MUST be mirrored on the vendor’s invoice. The information may have to be hand written on the invoice. Please ensure the information is correct and legible. Invoices for those customers placing orders under

STORES must be submitted for payment to the following address:

DFAS BVDP (SL4701)

P.O. Box 369031

Columbus, Ohio 43236-9031

Electronic Invoicing by Suppliers via Electronic Commerce/Electronic Data Interchange:

All suppliers are required to process invoices electronically. An electronic invoicing system expedites payments by providing a real time system for invoice processing. In an effort to ensure that your firm is paid promptly for products that you supply, we want to utilize the best business practices available. The business practices of today reflect increased utilization of Electronic Commerce/Electronic Data Interchange providing more timely and cost effective ways of information exchange. DLA Troop Support, Subsistence is migrating towards more and more use of the electronic mediums available to conduct business with you as our business partners. The Defense Logistics Agency has undergone an Enterprise Business Systems (EBS) initiative. This EBS initiative will change the way you currently invoice. EBS conforms to a strict adherence of detailed line item payment in concert with the order. The manual paperwork will no longer be a viable way to invoice. Invoices need to be submitted for payment promptly after delivery. Our intention is to provide you a quick and easy way to submit your invoices for payment and to help ensure prompt and accurate payments.

Efforts have been underway for some time to bring a resolution for you to be able to accomplish Electronic Data

Interchange with the invoices. Alternatives available are:

1. If your company is able to exchange information electronically through ANSI X12 format, we could set your company up as an EDI vendor immediately, being able to receive orders and send invoices electronically.

2. There are companies available who for a fee will turn your flat files into EDI Invoices (810 transactions).

3. The STORES/BSM Reconciliation (Recon) Tool web application is used to submit your invoices electronically.

This system can be found on the DLA TROOP SUPPORT web page for Subsistence, https://www.stores.dla.mil/stores_web/default.aspx. You will be issued a User ID and Password, after properly registering for this site. This application will allow you to see on the website receipts by the customers, for your contracts only. You can review the receipt and, if in agreement you will simply type in an invoice number to submit your invoice to DFAS. This receipt information is available at this website for 8 weeks. The user will have the ability to add lines or change existing lines to reflect what was delivered. The changes will be e-mailed to your

DLA Troop Support Account Manager, who will work at resolving the differences; however, the customer must make the corrections electronically. Vendors are encouraged to wait until the receipt is adjusted to submit their invoices. The system will be updated daily from the receipt files. Invoices submitted using this website will generate an EDI invoice to flow through the paying process at DFAS. If you need additional information on electronic or alternate electronic invoice processing contact your DLA TROOP SUPPORT Account Manager or

Buyer or use the Recon Training Tool.

One of the above methods must be used as paper invoices are no longer a viable option.

A sample STORES order is illustrated below for informational purposes only. The information indicated in the five elements below is required to be identified on the vendor’s invoice in order for the vendor to be promptly paid by DFAS.

These elements are on the system generated STORES purchase order, and the information needs to be transferred to the invoice.

https://www.stores.dla.mil/stores_web/default.aspx

SPE30015-R-0038 Page 8 of 36

1. Contract Number - i.e. SPM300-12-D-W500 (on attached sample). This number will remain constant throughout the life of the contract.

2. Call Number - i.e. 0006 (Lap ID number of the purchase order). This number will change with every order.

3. Lead CLIN No. - i.e. 19 (This is the item number on the purchase order). This number will change with every order.

4. Purchase Order Number - i.e. W81YMG13060865. This number will change with every order.

5. Required Delivery Date (RDD) i.e. 5/3/12. This date will change with each order.

Each order will contain similar information. Contractor is responsible to extract the correct information from the STORES order for each invoice.

SAMPLE OF SENT ORDER DETAILS

Purchase Order Number: W81YMG13060865

Contract Number: SPM30012DW500

Vendor: VENDOR NAME

Call Number: 0006

Ordering Point: W81YMG

Ship To DoDAAC: W81YMG

RDD: 5/3/2012

Receipt Date:

Source of Receipt: Manual

Include? CLIN Document

Number

Stock Number FIC Description U/M PRF

DLA

TROOP

SUPPORT

Order

Qty

Receipt

Qty Cost

Proj

Code

Part Number U/I Price

19 FT1234913203

892001E114646

BREAD,

WHITE,

FRESH, PAN

BAKED,

SANDWICHED

ENRICHED 16

OZ PG

PG 1 PG $1.13 12 $13.56

24415

21 FT123490913206

892001E119580

ROLLS,

HAMBURGER,

FRESH,

SLICED

WHITE, W/

SESAME

SEEDS, 12 PER

23 OZ PG

PG 1 PG $1.88 10 $18.80

Total: $52.16

SPE30015-R-0038 Page 9 of 36

CONTRACTOR CODE OF BUSINESS ETHICS (FEB 2012)

FAR Part 3.1002(a) requires all government contractors to conduct themselves with the highest degree of integrity and honesty. Contractors should have a written code of business ethics and conduct within thirty days of award. To promote compliance with such code of business ethics and conduct, contractors should have an employee business ethics and compliance training program that facilitates timely discovery and disclosure of improper conduct in connection with government contracts and ensures corrective measures are promptly instituted and carried out. A contractor may be suspended and/or debarred for knowing failure by a principal to timely disclose to the government, in connection with the award, performance, or closeout of a government contract performed by the contractor or a subcontract awarded there under, credible evidence of a violation of federal criminal law involving fraud, conflict of interest, bribery, or gratuity violations found in title 18 of the United States Code or a violation of the False Claims Act. (31 U.S.C. 3729-3733)

If this solicitation or contract includes FAR clause 52.203-13 - CONTRACTOR CODE OF BUSINESS ETHICS AND

CONDUCT; the contractor shall comply with the terms of the clause and have a written code of business ethics and conduct; exercise due diligence to prevent and detect criminal conduct; promote ethical conduct and a commitment to compliance with the law within their organization; and timely report any violations of federal criminal law involving fraud, conflict of interest, bribery or gratuity violations found in title 18 of the United States Code or any violations of the

False Claims Act. (31 U.S.C. 3729-3733). When FAR 52.203-13 is included in the contract, contractors must provide a copy of its written code of business ethics and conduct to the contracting officer upon request by the contracting officer.

NOTICE TO OUR VALUED SUPPLIERS

The following attached forms require information to be furnished by each offeror. Any questions may be directed to the

Contract Specialist at the telephone number shown or email listed on the cover sheet of this solicitation.

Each offeror is required to submit the following with its proposal:

1. AIB Documentations, each third party warehouse audit (i.e. AIB Certifications, other State or Federal sanitation inspection). For additional information/requirements see Quality Requirements section, herein.

2. A copy of current Wholesale Price List

3. Sign and Return any/all amendments

4. Return one hard copy with offer and one electronic copy of the completed schedule of items.

5. Return one (1) complete copy of the solicitation

Each offeror should also:

1. Review the Addenda noted via FAR 52.212-1 (Instructions to Offerors – Commercial Items), FAR 52.212-2

(Evaluation – Commercial Items), and FAR 52.212-4 (Contract Terms and Conditions – Commercial Items)

2. Complete Standard Form 1449 , 17a, 30a, b and c

3. Complete all Supplies/Prices “Schedule” sheets (Offered Prices) and Qualifications

4. Complete the CAGE Code and DUNS

5. Indicate correct fax number for each customer’s orders on pages 23-27, if necessary.

6. Complete all of the following and any additional Offeror Representations and Certifications:

AUTHORIZED NEGOTIATORS

FAR 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL ITEMS

FAR 52.215-6 PLACE OF PERFORMANCE

The requirements for FAR 52.222-37 (see Addendum to FAR 52.212-5), Employment Reports on Special

Disabled Veterans and Veterans of the Vietnam Era (38 U.S.C. 4212) mandate annual reporting of certain statistics on a form titled "Federal Contractor Veterans' Employment Report VETS-100."

Complete fill-ins at: DFARS 252.209-7991

Complete fill-ins at: DFARS 252.209-7998 and DFARS 252.209-7999

SPE30015-R-0038 Page 10 of 36

STATEMENT OF WORK

Supplies or Services and Prices

I. INTRODUCTION

A. The Defense Logistics Agency (“Agency” or “DLA Troop Support”) intends to support the needs of its customers by entering into one (1) Indefinite Quantity Contract (“IQC”) per group to supply fresh Bread and

Bakery Items to the customers stated below:

Group I: FT Eustis, FT Story, FT Monroe & Langley AFB

Group II: FT Lee

B. The resultant contract will be an IQC that provides for an indefinite quantity, within stated limits, of specific supplies or services to be furnished during a fixed period, with deliveries to be scheduled by placing orders with the contractor (FAR 16.504(a)). The total contract period will be 36 months consisting of two tiered periods. Tier 1 is from May 29, 2016 – May 26, 2018. Tier 2 is from May 27, 2018 – May 25, 2019. Prices will be firm-fixed throughout each tiered period (i.e. prices will not be subject to any adjustments during a tiered period), but prices offered for tier 2 may be different than the prices offered for tier 1. Note: Contract deliveries may fall outside of the tier effective periods (i.e. an order placed during tier 1 may be delivered during tier 2). However, prices will be based on the time an order is placed, not when an order is delivered.

For example, if an order is placed during tier 1, but delivery is made during tier 2, then the prices in effect for that order will be the tier 1 prices.

C. The effective ordering period of any contract resulting from this solicitation shall begin on Sunday, May 29, 2016 and continue through Saturday May 25, 2019.

D. Delivery – Items should be routinely delivered in accordance with offerors stated lead time and the customers delivery schedule; or an alternate delivery schedule as specified or mutually agreed and reduced to written modification. The current delivery schedule for each location is set forth on Schedule of Deliveries section.

Offerors shall indicate their agreement to the current schedule or propose an alternate schedule. Delivery on all products is required, no less than on a weekly basis and should be in accordance with standard commercial practice.

E. During its price evaluation, the Agency reserves the right to remove any items from the Schedule of Items should one or multiple offerors fail to bid on all of the items in the Schedule therefore resulting in a lack of consistency between proposals. Said items removed for evaluation purposes may still be awarded in the final contract(s) absent a specific modification so long as the Contracting Officer deems the offered price(s) fair and reasonable following an appropriate analysis.

II. GUARANTEED MINIMUM/MAXIMUM

A. Each contract per Group includes a 25% guaranteed minimum order obligation, which is based off of that contract’s estimated dollar value.

B. Each contract per Group includes a maximum ordering ceiling of 250%, which is based off of that contract’s estimated dollar value.

III. PRICING

A. Offerors are required to submit a copy of their current Wholesale Price List, Catalog Price Schedule or other documents containing commercial pricing information.

B. Prices shall be FOB Destination only.

C. Offerors are required to cross-reference the prices on the Wholesale Price List, Catalog Price Schedule or other pricing documents to the item number on the solicitation. There are several ways of accomplishing this, including writing the item number, as specified in the solicitation, next to the price and item description on the price list. Please do not submit a separate list of information especially prepared for this solicitation only.

SPE30015-R-0038 Page 11 of 36

D. In order to accommodate the Government’s ordering system, called the Subsistence Total Order and Receipt

Electronic System (“STORES”), unit prices are limited to a maximum of two (2) places after the decimal point. In addition, the system requires that prices be fixed for a certain period of time as specified in the solicitation.

E. Each item’s price will be fixed during the first price tier, which consists of a two-year period beginning on

May 29, 2016 and ending on May 26, 2018. At the conclusion of the first tier, Tier 2 will begin with new prices per item and fixed for the tier’s entirety from May 27, 2018 to May 25, 2019. The entire contract period consists of three years, including two separate pricing tiers.

IV. SCHEDULE OF ITEMS

A. IMPORTANT NOTE: Items not on the STORES catalog CANNOT be ordered from the contractor under the resulting contract. Payments will not be made for items not appearing on the catalog at time of order.

B. If a customer desires to order a bread or pastry item not listed on the resultant contract, a written request to the

DLA Troop Support Market Ready Contract Specialist shall be submitted to have the item added. The

Contract Specialist will contact the vendor and arrange to have the item added to the STORES catalog in coordination with the Contracting Officer.

C. Prior to its inclusion in the STORES catalog, the pricing for each additional item must be negotiated and the

Contracting Officer must determine that the price for the respective item is fair and reasonable.

D. Additional items may be added or removed from the contract; however, any items that are added may not increase the value of the contract maximum of 250% of the estimated dollar amount awarded.

V. ADDITIONAL CUSTOMERS

A. The Government reserves the right to add DoD and non-DoD customers from the same or adjacent distribution area as the successful contractor, based on a mutually agreed upon implementation plan followed by formal modification to the contract.

B. The increase in the new business will not change the contract maximum of 250% of the estimated dollar amount awarded.

C. Additional customers are limited to those that receive Federal funding.

D. The Government reserves the right to unilaterally remove DoD and non-DoD customers from the resultant award by way of formal modification.

VI. CUSTOMER SERVICE POLICY

Each awardee shall treat those customers covered under any resultant contract(s) as one of its best customers.

Therefore, any treatment and/or customer service policy given to other essential accounts shall also be given to the customers covered under the resultant contract(s).

VII. NEGOTIATIONS

For the subject acquisition, the Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to conduct negotiations if later determined by the Contracting Officer to be necessary. Initial responses to negotiations shall be in a form of communication customary in the industry for transmitting information to include phone, facsimile transmission, letter, in-person and e-mail. However, any information provided during negotiations, to include all changes to the initial offer, must be reduced to writing and transmitted to the DLA Troop Support Business Opportunities Office by the time and date specified at the time of Final Proposal Revisions. Information not submitted to the DLA Troop Support

Business Opportunities Office by the specified date and time will not be considered by the Government during final evaluations.

SPE30015-R-0038 Page 12 of 36

VIII. NON-MANUFACTURER / NON-DISTRIBUTER

All offerors are required to provide product originating from a sanitarily approved source and in delivery conveyances that are subject to the Sanitary Conditions clause in the solicitation. Offerors indicating a Place of

Performance (manufacturing location) that is not under the day to day control and management of the offeror shall submit documentation that an agreement for production and distribution is in effect at the time of offer covering the period of the contract. The documentation must be signed by the offeror and the proposed subcontractor(s).

This does not include similar entities & affiliates of the offeror but applies to non-manufacturers, partners, subcontractors and similar entities that would be performing on the proposed contract but are not the offeror itself.

Offerors using a consortium, joint venture or other teaming approach shall provide evidence of experience pertaining to the execution of the requirements of the solicitation. The freshness requirement of the product being delivered may not be compromised. The offeror’s distance from the delivery location is very important.

The offeror must be capable of delivering product to arrive at the delivery location the same day for emergency orders

PLEASE NOTE THE FOLLOWING

Offeror is REQUIRED to complete ALL information requested on the following schedule of items pages. Each group will be awarded separately and independently. If you are offering on a group, you MUST provide the following information for each and every item:

Size of package your company is offering, if different from the specified package size stipulated in the

Schedule of Items

Product Code

Unit Price Per Pound (TWO decimal places only)

Total Price based on Unit Price per Pound times estimated quantity

All offerors are required to submit their current Wholesale Price List with their offer

Failure to correctly and completely provide the information above could lead to your company’s proposal being

CONSIDERED TECHNICALY UNACCEPTABLE AND THEREFORE NOT EVALUATED FURTHER FOR

PURPOSES OF THE AWARD. Providing this information is NOT OPTIONAL, IT IS REQUIRED.

If you have any questions, please contact the Contracting Officer that is associated with this procurement. Contact information is provided below for your convenience.

Contract Specialist:

Kevin Buckman (215) 737-4220

Kevin.Buckman@dla.mil

Grisel Velázquez (215) 737-2554

Grisel.Velazquez@dla.mil

Contracting Officer:

Christina Miller (215) 737-7347

Christina.Miller@dla.mil mailto:Kevin.Buckman@dla.mil mailto:Grisel.Velazquez@dla.mil mailto:Christina.Miller@dla.mil

SPE30015-R-0038 Page 13 of 36

Schedule of Items

Attached to this solicitation is Schedule of Items (“SOI”) Excel spreadsheet to submit requested information. Please make sure to read these instructions to fill out the SOI spreadsheet correctly.

1. SOI has one tab for each group included in this solicitation. Group I SOI is associated to the customers on pages 23-

25 and Group II SOI is for customers on pages 26- 27. Complete information requested for each group you want to offer.

2. The Government has provided you with the customers’ requirements and auto calculations as follows:

Column Name Column Description

Item A Item Number

Item

Name/Description

B The Government’s format begins with a broad category and then continues with a more general description. For example, a 16 ounce loaf of whole wheat bread would be described as “Bread, Whole

Wheat, Fresh, pan baked, round top”.

Minimum PKG

Size

D This column describes the minimum package size acceptable by customers.

Estimate LBS G, K This column represents the estimated number of LBS to be ordered for each period /tier. Column G has the estimate LBS for Tier 1.

Column K has the estimate LBS for Tier 2.

Price per LBS I, M This column auto calculates the Price per LBS as follow:

(Price per PKG/PKG Size in oz.)*16 oz. = Price per LBS

Total Price per LBS J, N This column auto calculates the Total Price per LBS as follow:

Price per LBS*Estimate LBS=Total Price per LBS

Aggregate Price O This column auto calculates the Aggregate Price as follow:

Total Price per LBS for Tier 1 + Total Price per LBS for Tier 2

3. Offerors are expected to complete all the information requested as follows for each item:

Column Name Column Description

Product Code C Company Product Code or UPC.

Count per PKG E Indicate the count per package.

PKG Size in OZ F Indicate the package size in ounces.

Price per PKG H, L Offerors should submit prices by the “Package Price (“PKG”) and the spreadsheet includes an auto calculation to convert the specified package size/price to the price per pound (“LB”). The price per “LB” will be used for evaluation of offers; however, the price per “PKG” will be used for ordering/billing.

Delivery Lead

Time in Hours

P Time from vendor receipts the order to customer order is delivered.

For example, 72 hours, 96 hours, 120 hours, etc.

Remarks Q Write any comment you have for that specific item, such as: different size offered that does not meet minimum requirement, no bid on this item, difference in the item name/description, etc.

4. A printed hard copy of the completed spreadsheet must be included along with the faxed/delivered offer.

SPE30015-R-0038 Page 14 of 36

NOTE: Offerors are advised that submission of a complete proposal via email is unacceptable and will result in the proposal being rejected outright. Please note that the only authorized email submission with regard to proposal submissions is the electronic copy of the pricing spreadsheet, which shall be emailed to the Contract Specialist and Contracting Officer prior to the solicitation’s closing date and time. The remainder of an offeror’s proposal MUST be sent via mail or facsimile (if permitted) as described above.

As directed by the Contracting Officer, other proposal transmission methods, such as facsimile or email may be permitted at a later date during discussions/negotiations.

CONTRACTOR’S CODING SYSTEM:

WITHIN 72 HOURS OF RECEIPT OF NOTICE OF AWARD, CONTRACTOR WILL SUPPLY EACH ORDERING

ACTIVITY WITH THE CONTRACTOR’S CODING SYSTEM (PULL DATE, COLOR CODES, ETC.). THIS IS A

MANDATORY REQUIREMENT.

GOVERNMENT QUALIFICATION:

“ALL ITEMS TO BE AWARDED WILL BE AWARDED TO ONE OFFEROR, BY GROUP.”

THE GOVERNMENT RESERVES THE RIGHT TO AWARD A CONTRACT OF LESS THAN ALL ITEMS WITHIN

A GROUP IF DELETION WILL BE IN THE GOVERNMENT’S BEST INTEREST.

OFFEROR QUALIFICATION:

INDICATE YOUR REGULARLY SCHEDULED NON-DELIVERY DAYS:

IS YOUR COMPANY EDI CAPABLE? (Please circle a response) YES NO

EDI/GS ID Code (if applicable): _____________

Note: All Troop Support customers are currently processing orders and receipts through EBS. Provide the following information for ordering, invoicing and payment purpose:

Point(s) of Contact for ORDERING:

Phone Number:

Email & Fax Number:

Point(s) of Contact for INVOICING & PAYMENT:

Email & Fax Number:

SPE30015-R-0038 Page 15 of 36

CONTRACTOR’S CODING SYSTEM:

WITHIN 72 HOURS OF RECEIPT OF NOTICE OF AWARD, CONTRACTOR WILL SUPPLY EACH ORDERING

ACTIVITY WITH THE CONTRACTOR’S CODING SYSTEM (PULL DATE, COLOR CODES, ETC.). THIS IS A

MANDATORY REQUIREMENT.

GOVERNMENT QUALIFICATION:

“ALL ITEMS TO BE AWARDED WILL BE AWARDED TO ONE OFFEROR, BY GROUP.”

THE GOVERNMENT RESERVES THE RIGHT TO AWARD A CONTRACT OF LESS THAN ALL ITEMS WITHIN

A GROUP IF DELETION WILL BE IN THE GOVERNMENT’S BEST INTEREST.

OFFEROR QUALIFICATION:

INDICATE YOUR REGULARLY SCHEDULED NON-DELIVERY DAYS:

IS YOUR COMPANY EDI CAPABLE? (Please circle a response) YES NO

EDI/GS ID Code (if applicable): _____________

Note: All Troop Support customers are currently processing orders and receipts through EBS. Provide the following information for ordering, invoicing and payment purpose:

Point(s) of Contact for ORDERING:

Email & Fax Number:

Point(s) of Contact for INVOICING & PAYMENT:

Email & Fax Number:

SPE30015-R-0038 Page 16 of 36

Ordering System

I. Subsistence Total Order and Receipt Electronic System (“STORES”)

A. STORES is the Government’s ordering system which is capable of accepting orders from any of the

Services’, i.e. Army, Air Force, Navy or Marines, individual ordering systems and translating the orders into an Electronic Data Interchange (“EDI”) format. In addition, this information is transmitted to DLA TROOP

SUPPORT for the purposes of contractor payment and customer billing.

B. Customers will be able to order all of their Bread and Bakery requirements through STORES.

C. Initially, a copy of the STORES Orders will be transmitted via FAX from the customers listed in this solicitation to the successful awardee(s). While it is not a requirement of this solicitation, vendors are encouraged to have a separate FAX line in order to accommodate orders in a timely, efficient manner.

D. EDI capability is not a requirement for award under this solicitation. However, offerors should consider moving towards a fully functional EDI environment. In order to interface with STORES electronically, the offeror must be able to support the following EDI transaction sets:

Catalog (Vendor to DLA TROOP SUPPORT)

Purchase Order

Functional Acknowledgment

Receipt

Invoice (optional at this time)

E. It is mandatory that the successful vendor has access to the Internet. It is preferred they are able to send and receive electronic mail (e-mail).

F. Unit prices and extended prices must be formatted not more than two (2) places to the right of the decimal point. Standard rounding methods must be observed. For example, a price of $4.574 or lower must be rounded down to $4.57 and a price of $4.575 or higher must be rounded up to $4.58.

G. The EDI-capable vendor must be able to conform to the Government’s format for Item Descriptions on both the catalog and the invoices. The Government’s format begins with a broad category and then continues with a more general description. For example, a 16 ounce loaf of whole wheat bread would be described as “Bread, Whole Wheat, Fresh, pan baked, round top, 16 oz. pg.”

II. Order Placement

A. Customers shall place orders via STORES to accommodate order lead time stated on contract. Lead time is the time when the vendor receives the order until the time the vendor delivers the order. Orders shall generally be sent by the customer no later than 10:00 a.m. to allow the vendor to receive order the same business day.

However, a customer may decide to place an order with a longer lead-time for delivery except as noted on

Deliveries and Performance - Holidays of this Solicitation.

B. The vendor should notify the customer, no later than 24 hours after order placement, of the non-availability of an item via phone or email. If it appears that the vendor will not be able to fulfill the order in time to meet the required delivery date, the vendor shall either offer the customer a substitute that is on the contract, or advise the customer of its Not-in-Stock position.

C. There shall be no line-item Local Stock Number (“LSN”) additions to existing STORES orders.

Requirements for additional LSN's to prior/existing orders shall be ordered by customers via STORES as a new and separate STORES order.

Purchase Orders

There shall only be one invoice per purchase order and only one purchase order per day. This will reduce invoice and payment issues. At no time is a delivery driver permitted to deliver items that do not appear on the purchase order.

SPE30015-R-0038 Page 17 of 36

Product Quality

A. Acceptance of supplies awarded under this solicitation will be limited to fresh product. All products delivered under this contract must conform to the following freshness requirements:

1. Bread, Cakes, Doughnuts, Muffins, Pies and Rolls must be delivered no more than 24 hours after baking.

Following a non-bake day, these items must be delivered no more than 72 HOURS after baking.

2. Brown and Serve Rolls must be delivered within 36 hours after production.

3. Bakery products shall include mold inhibitors of the proper level as allowed by the Food and Drug

Administration (“FDA”).

4. Commercial standards should be used to maintain temperatures appropriate for the individual items.

Contractor Quality Program

The contractor should develop and maintain a quality program for product acquisition, warehousing and distribution to assure the following:

Standardized product quality;

The usage of First-In, First-Out (FIFO) principles;

Product shelf life is monitored;

Items are free of damage;

Correct items and quantities are selected and delivered;

Customer satisfaction is monitored;

Product discrepancies and complaints are resolved and corrective action is initiated;

Supplier, FDA, or DoD initiated food recalls are promptly reported to customers and DLA Troop Support;

Compliance with EPA and OSHA requirements;

Salvaged items or products shall not be used;

The vendor shall comply with any findings or corrective actions noted on all of its mandatory monthly and yearly inspections and audits performed by County, State, and Federal Agencies including the FDA and U.S. Department of

Health & Human Services. The vendor will immediately notify the Contracting Officer of any negative findings by any of these auditing/inspecting agencies that affect the performance of its contract(s) and of the vendor’s corrective action. The

Contracting Officer may request copies from the vendor of any negative County, State, or Federal health inspection that affect its contract(s).

Warehousing and Sanitation Program/Stored Product Pest Management

The contractor shall develop and maintain a sanitation program and a stored product pest management program for food and other co-located non-food items that comply with industry standard programs such as the Code of Federal

Regulations, Title 21, part 110, Food Manufacturing Practices, the Federal Insecticide, Fungicide and Rodenticide Act, the

Food, Drug, and Cosmetic Act of 1938 as well as all pertinent state and local laws and regulations. Records of inspections performed by the firm, subcontractor, or recognized industry association shall be maintained and made available to the Government at the Contracting Officer’s request.

Contractor Quality Audits

The Government may conduct formalized audits to verify the vendor’s adherence to the contract requirements and the quality of product being supplied under any resultant contract.

Recall Procedures Requirements

In the event that a product recall is initiated by the U.S. Department of Agriculture (“USDA”), vendor, supplier or manufacturer, the vendor shall follow the procedures as outlined below:

1. Immediately notify the following personnel:

SPE30015-R-0038 Page 18 of 36

a. Customers that have received the recall product

b. DLA Troop Support Contracting Officer

c. DLA Troop Support Account Manager

d. DLA Troop Support Customer Safety Officer at 215 737 2922

2. Provide the following information to the DLA Troop Support Consumer Safety Officer:

a. Reason for recall

b. Level of recall, i.e., Type I, II or III

c. Description of product

d. Amount of product

e. List of customers that have received product

f. Name and phone number of responsible person (Recall Coordinator)

3. The vendor should provide a Final Status Report of Recall, when completed, to the DLA Troop Support Consumer

Safety Officer.

4. At the discretion of the affected customers, the vendor shall either replace at no additional cost or adjust the invoice quantity for any recalled product. Delivery of replacement product shall occur at the discretion of the customer.

Non-Compete Provision

The offeror warrants that upon receiving the award, it will not actively promote, engage, or market any of the customers on this acquisition away from the resultant DLA Troop Support contract and onto a bread and bakery subsistence contract of any other Government agency or commercial entity. This prohibition is in effect during the life of the resultant contract(s) and restricts competition in the specific area or zone that is the subject of this acquisition. A violation of this term may result in the Contracting Officer not exercising any applicable option terms, documenting this action as part of the awardee’s past performance data, and taking other appropriate recourse as permitted by law.

Food Defense/Force Protection

DLA Troop Support Subsistence Directorate provides world-wide subsistence logistics support during peace time as well as during regional conflicts, contingency operations, national emergencies, and natural disasters. At any time, the United

States Government, its personnel, resources and interests may be the target of enemy aggression to include espionage, sabotage, or terrorism. This increased risk requires DLA Troop Support to take steps to ensure measures are taken to prevent the deliberate tampering and contamination of subsistence items. The offeror must ensure that products and/or packaging have not been tampered with or contaminated throughout the growing, storage, and delivery process. Contract awardee will ensure to complete security of all conveyances to any military installations. The offeror must immediately inform DLA Troop Support Subsistence of any attempt or suspected attempt by any party or parties, known or unknown, to tamper with or contaminate subsistence supplies. As the holder of a contract with the Department of Defense, the awardees should be aware of the vital role they play in supporting our customers. It is incumbent upon the awardees to take all necessary actions to secure product delivered to all military customers, as well as any applicable commercial destinations.

Packaging, Packing and Labeling

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. All items must be adequately protected during inclement weather.

Inspection and Acceptance

A. Inspection and Acceptance of products will be performed at destination. The inspection is normally limited to identity, count and condition; however, this may be expanded if deemed necessary by either the military Veterinary Inspector, Medical Personnel, or Contracting Officer.

SPE30015-R-0038 Page 19 of 36

B. All deliveries are subject to military veterinary inspection. Contractor’s delivery vehicles will stop and report to the veterinary inspection points as designated for inspection of its products before proceeding to any other designated delivery point. In addition, the delivery vehicles may be inspected for cleanliness and condition.

C. The Food Service Officer (and/or) Authorized Receiving Official (“ARO”) at each delivery point (are/is) responsible for inspecting and accepting products as they are delivered. The invoice/delivery ticket shall not be signed prior to inspection of the product. All overages, shortages, and/or returns are to be noted on the delivery ticket by the receiving official and the truck driver. A legible signature on the delivery ticket/invoice denotes acceptance of the product.

Rapid Gate

Many bases currently require enrollment in Rapid Gate and will not allow entry without Rapid Gate clearance. During the contract implementation period, the Contractor must contact all customer locations to determine whether enrollment in

Rapid Gate or another security program is required for access to each location. If Rapid Gate or other security enrollment is required, the contractor must take all necessary steps to obtain this in time for the start of performance under this contract. Failure to have Rapid Gate clearance may result in a vendor being turned away from the base and being unable to complete delivery. The contractor is responsible for the additional cost for Rapid Gate enrollment and must ensure that a Rapid Gate enrolled driver is available for all deliveries. There will be a fee for Rapid Gate enrollment that will include access to multiple locations for multiyear access, but the cost of Rapid Gate or other security enrollment may vary, so the contractor should contact Rapid Gate to determine its own costs. If more than one driver is required, Rapid Gate enrollment must be obtained for each driver. Note that enrollment can take several weeks, so an awardee that is not already enrolled must begin enrollment at the time of award notification at the latest. If difficulty or delay in enrollment in Rapid Gate is encountered during the implementation period, the contractor MUST contact Rapid Gate and/or the

Security Officer at the applicable customer locations to resolve any issues with processing Rapid Gate enrollment so that the contractor will be able to deliver as required. For additional information regarding Rapid Gate, including enrollment instructions, please visit their website at http://www.rapidgate.com.

Warranties

The supplies furnished under the resultant contract(s) shall be covered by the most favorable commercial warranties the contractor gives to any customer for such supplies and the rights and remedies provided therein are in addition to and do not limit any rights afforded to the Government by FAR 52.212-4(o) “Warranty” contained in the solicitation.

Rejection Procedures

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

Authorized Receiving Official (“ARO”). All suspect items shall be segregated.

B. When product is found to be nonconforming or damaged or otherwise suspect, the receiving personnel shall notify the

Food Service Officer (“FSO”) and/or the ARO.

C. It is a requirement of this solicitation that product shall be inspected upon receipt as promptly as practicable.

However, failure to promptly inspect or accept supplies shall not relieve the contractor from responsibility, nor impose liability on any of the customers, for nonconforming supplies.

D. If an item is rejected at the time of delivery, the delivery ticket/invoice must be annotated to reflect what item(s) and quantity(ies) were affected. The line item dollar value, as well as the total invoice dollar value, must be adjusted to reflect the adjusted value of the shipment.

E. If product is rejected after the delivery occurred, the vendor must pick up the rejected product at the time the next regular shipment is made.

Contract Closeout

Individual delivery orders shall be invoiced within five (5) days from the actual date of delivery. It is the Government’s intent to closeout contracts within 60 days from the date of the final delivery.

http://www.rapidgate.com/

SPE30015-R-0038 Page 20 of 36

Deliveries and Performance

TERMS OF INDEFINITE QUANTITY CONTRACT

The effective ordering period of any contract resulting from this solicitation shall begin on Sunday, May 29, 2016 and continue through Saturday, May 25, 2019. All items must be available in sufficient quantities to fill the customers’ requirements. All deliveries must be made in accordance with the contractually established number of hours after order placement unless otherwise authorized by the customer.

DELIVERY INSTRUCTIONS

A. Deliveries shall be made FOB Destination to each ordering activity and shall be free of damage, with all packing and packaging intact.

B. Deliveries shall be made when and as requested by the Ordering Officer(s) of the activity concerned, and shall be accompanied by the delivery ticket of the dealer in triplicate, showing the exact quantities delivered. Deliveries shall be made by the contractor any day except Holidays, between the hours and location specified by the ordering officer

(see Delivery Points /Schedule).

C. Deliveries are required as indicated and between the hours listed on the delivery schedule under Times/Frequency.

Occasionally, delivery times may need to be readjusted by the ordering activity.

D. The customer will be responsible to notify the contractor of any changes in location or departure date.

E. The contractor warrants that they will provide a person and telephone number where orders and changes can be received between 9:00 am and 4:00 pm, Monday through Saturday.

DELIVERY VEHICLE REQUIREMENTS

A. Supplies transported in vehicles that are not sanitary, or that have not maintained the proper temperatures, may be rejected at destination without further inspection.

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

Classification Code

C. The Defense Logistics Agency (DLA) Subsistence Directorate provides world-wide subsistence logistics support during peace time as well as during regional conflicts, contingency operations, national emergencies, and natural disasters. At any time, the United States Government, its personnel, resources and interests may be the target of enemy aggression to include espionage, sabotage, or terrorism.