Amendment 0003 .xlsx
XLSX spreadsheet 14 KB Posted
- Attached to
- FF&V For Idaho SPE300-23-R-0014
- Solicitation number
- SPE300-23-R-0014
About this file
This document contains an amendment to a federal contract solicitation and the related solicitation. The amendment modifies various reporting requirements, fill rate metrics, customer service policies, and product quality terms for an existing fresh fruit and vegetable contract serving DoD and non-DoD customers in Idaho. Key changes include instituting a 98% monthly fill rate requirement for all customers and customer groups, revising fill rate calculation methodology, and adding customer service, re-delivery, and shell egg packaging reports. It also specifies ITO-specific training and same-day re-deliveries for rejected ITO orders where possible. The related solicitation seeks fresh produce support on an unrestricted basis, with a maximum value of $25.5 million over three tier periods. Awards will be made to the technically acceptable offerors providing the lowest evaluated aggregate pricing. The solicitation establishes technical and pricing evaluation factors and details price component calculations and weighting for distribution and delivered prices.
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Other files
| File | Type | Posted |
|---|---|---|
| SF30_SPE30023R00140003 (1).PDF | ||
| SPE30023R0014 Amendment 0002.pdf | ||
| ATTACHMENT 1A - SCHEDULE OF ITEMS.xlsx | XLSX spreadsheet | |
| SF30_SPE30023R00140001 Amendment.PDF | ||
| ATTACHMENT 3 - REQUEST FOR NEW ITEM.pdf | ||
| ATTACHMENT 5 - QSMV and Quality Audits.pdf | ||
| ATTACHMENT 1 - SCHEDULE OF ITEMS.xlsx | XLSX spreadsheet | |
| SPE30023R0014 SOLICITATION.pdf | ||
| ATTACHMENT 2-DELIVERY SCHEDULE.xlsx | XLSX spreadsheet | |
| ATTACHMENT 4 - Stores and FFAVORS Manuals.pdf |
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| Situation/Requirement | Current Contract | Incorporate into Solicitations | ||
| 1 | Fill Rate Metric | Overall monthly fill rate requirement of 98% for all customers. | Fill rate of 98% requirement per customer group (Troops, Schools and ITOs...). | Pg. 31 XXIII. FILL RATE C. Remove Column C Row1 Replace with Column D Row 1 |
| 2 | Reporting Requirements | Overall monthly 98% fill rate requirement... "XXXVI. MANAGEMENT REPORTS" Fill Rate Report: The fill-rate is calculated by dividing the number of cases accepted by the customer by the number of cases ordered. No other method of calculating fill rates should be included. Mis-picks and damaged or rejected cases should not be included in this calculation. The report should specify fill rates per customer and an overall average fill-rate for all customers under the contract for the month being reported. | (2) Fill Rate Report: Monthly Report by customer group (Troops, Schools, ITOs, etc.) with fill rates, not in stock (NIS), returned, damages and/or mis-picks. The fill-rate is calculated by dividing the number of cases accepted by the customer by the number of cases ordered. No other method of calculating fill rates should be included. Mis-picks and damaged or rejected cases should not be included in this calculation. The report should specify fill rates per customer and an average fill-rate for each customer group along with an overall fill-rate to include all customers under the contract for the month being reported. | Pg. 40 XXXIV. Management Reports A. 2.Remove Column C Row2 and Repalce with Column D Row2 |
| 3 | Reporting Requirements | "XXXVI. MANAGEMENT REPORTS" - Add bullet 6 Customer Service Report | 6. Customer Service Report: The Contractor shall develop and provide a report summarizing all discrepancies, complaints and all positive feedback from ordering activities and the respective resolutions by providing details of each customer service incident, including any customer service visits. Contractor must prepare and conduct these monthly written customer service Reports at each order delivery point. The contracting officer retains authority to request an increase in Service Report frequency to include customer Service Report’s for each order. Adjustments to frequency shall be dictated, in writing from the contracting officer. | Pg.41 XXXVI. Management Reports Add Column D Row 3 Bullet 6. |
| 4 | Reporting Requirements | "XXXVI. MANAGEMENT REPORTS" - Add bullet 8 Re-delivery Report | 8. Re-delivery Report: On a monthly basis the contractor shall provide a report summarizing where item(s) were rejected, and a re-delivery of item(s) was requested. The report shall indicate when the redelivery was made. If a re-delivery was not made on the same day the report shall include information detailing the reason(s) why a same day re-delivery was not met. | Pg.41 XXXVI. Management Reports Add Column D Row 4 Bullet 8. |
| 5 | Customer Service | N/A | D. Contractor shall treat each and every customer as one of its best customers. Any beneficial treatment and/or beneficial customer service policy given to other customer accounts shall also be given to the customers covered under this contract. | pg 17 XI. Customer Service Add Column D Row 5. |
| 7 | Customer Service | Troop, USDA, and other customers conduct periodic food menu boards and similar meetings that the Contractor may be required to attend. At these meetings, the customers typically review their internal business practices and may request that the Contractor show new products, demonstrate produce preparation, and/or provide nutritional information. | Troop, USDA, and other customers conduct periodic food menu boards and similar meetings that the Contractor may be required to attend. At these meetings, the customers typically review their internal business practices and may request that the Contractor show new products, demonstrate produce preparation, and/or provide nutritional information. Contractor shall visit customers as directed by the KO when it is determined, within the KO's sole discretion, that there is a need for a visit to the customer's site. | Pg 21 XI. CUSTOMER SERVICE A. Remove Column C line 7. Replace with Column D Row 7. | ||
| 8 | Product Quality | N/A | *The contractor shall account for deficiencies, to include, but not limited to spoilage, at warehouse origin and or delivery destination for ITO orders in such a way as to allow in-case replacement (partial case replacement) of deficient items, identified at origin or destinationin order to create an item that meets contract requirements for acceptance. | Pg 27 XX REJECTION/RETURN PROCEDURES Remove A | ||
| 9 | Preferred Delivery Days | N/A | B. It is intended that the Contractor shall meet ITO preferred delivery days where specified within the solicitation. Only the Contracting Officer can approve a contractor's request to deviate from the ITO’s preferred delivery days. | Pg. 10 V. CONTRACT START-UP PERIOD Column D Row9 Add B | ||
| 10 | Repackaging & Splitting of Cases | A. For some items, DLA customers, particularly Schools, may require smaller pack sizes than are commonly available in the commercial marketplace. Such items are included in the instant Schedule of Items and may be added at a later date during contract performance. It is incumbent on the Contractor to determine how it will supply these items in accordance with the required pack sizes. In so doing, the Contractor may decide to split cases and repackage product at its own facility. B. Splitting cases and repackaging product, as described in the preceding paragraph, do not constitute processing, and, therefore, do not meet the conditions of a private label holder, as defined in Section VII. Accordingly, the Contractor is prohibited from including any costs associated with its own in-house splitting of cases and repackaging product in the Contractor's Delivered Price. Instead, the costs associated with in-house splitting cases and repackaging product must be included in the Contractor's Distribution Price. | A. For some items, DLA customers, particularly Schools and ITOs, may require smaller pack sizes than are commonly available in the commercial marketplace. Such items are included in the instant Schedule of Items and may be added at a later date during contract performance. It is incumbent on the Contractor to determine how it will supply these items in accordance with the required pack sizes. In so doing, the Contractor may decide to split cases and repackage product at its own facility. B. Splitting cases and repackaging product, as described in the preceding paragraph, do not constitute processing, and, therefore, do not meet the conditions of a private label holder, as defined in Section VII. Accordingly, the Contractor is prohibited from including any costs associated with its own in-house splitting of cases and repackaging product in the Contractor's Delivered Price. Instead, the costs associated with in-house splitting cases and repackaging product must be included in the Contractor's Distribution Price. | Pg 24 XIV.Repackaging and Splitting of Cases Remove A and B. Add Colummn D Row 10 A and B | ||
| 11 | ITO specific training | N/A | XXXVIII. | TRAININGS | ||
| Contractors shall complete required Government training in accordance with contract provisions. The contractor shall also complete training, to include ITO specific training, as prescribed by the contracting officer. Such training may be on a reoccurring basis. | Pg 42 Add new language (XXXVIII TRAININGS) | |||||
| 12 | Shell Eggs | N/A | 4. Shell eggs must be packaged appropriately and shipped in a separate / segregated pallet from other items. | Pg. 33 XXVII. PRODUCT QUALITY Add Column D Row12 | ||
| 13 | NIS Notification | Contractors shall notify the customer within 24 hours for Troop customers or within 72 hours for non-Troop customers of required delivery date/time of the non-availability of any particular ordered item, whether in whole or in part. The customer may choose to replace the non-available item with another item from the contract catalog by placing a new, separate order for the item in STORES or FFAVORS, as applicable. Assuming the proper procedure is followed, this circumstance (i.e. replacement of a not in stock “NIS” item with a separate order for another catalog item) will not negatively impact a Contractor's fill rate. | Contractors shall notify the customer within 24 hours for Troop customers or within 72 hours for non-Troop customers of required delivery date/time of the non-availability of any particular ordered item, whether in whole or in part. The customer may choose to replace the non-available item with another item from the contract catalog by placing a new, separate order for the item in STORES or FFAVORS, as applicable. Assuming the proper procedure is followed, this circumstance (i.e. replacement of a not in stock “NIS” item with a separate order for another catalog item) will not negatively impact a Contractor's fill rate. | Pg. 24 XIV. ITEM AVAILABILITY Remove Column C Row 13 and Replace with Column D Row 13 | ||
| 14 | XVII. Delivery Instructions … D) Pallet Height requirements (3 bullets) | N/A | D. Pallet Height requirements: (1) Fresh Fruits and Vegetables (FFV) in most cases cannot be double stacked due to nature of product. Material will be palletized to maximize use of pallet based on quantity ordered. Palletized FFV should be standard 60” high to include pallet and will not exceed 80” height including pallet based on type of item. (2) For all other items, palletization shall be in accordance with good commercial practices. Pallet height should not exceed 60”, including the pallet. Items must be mechanical shrink-wrapped. (3) Cases may be mixed on the pallet but are to be skillfully built to protect the product and case integrity as to allow the receiver to out check/in check all items on that pallet. | Pg. 25 XVII. Delivery Instructions Add Column D Row 14 | ||
| 15 | Rejection Procedures | The authorized Government 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. | XVIII. | INSPECTION AND ACCEPTANCE (B) The receiving official authorized by the Government at each delivery point is responsible for inspecting and accepting products as they are delivered. A hand signed and or digital acceptance signature shall not be provided prior to the inspection of each product unless such product is otherwise determined acceptable by the contracting officer in conjunction with the customer. All overages/shortages/returns are to be noted on the delivery ticket by the receiving official and truck driver. The receiving official authorized by the Government’s signature and printed name on the delivery ticket is required for acceptance of the product. The contractor MUST ensure that both the receiving official’s and the truck driver’s signature, printed name, and title are legible. Failure to adhere to this requirement can severely limit the Contracting Officer’s judgment, which may result in disputes going against the Contractor. | Pg 25 XVIII. INSPECTION AND ACCEPTANCE Remove Column C line 15.Replace with B. Column D Row 15. | |
| 17 | Inspection & Acceptance | Replace the use of "the authorized Government receiving official" | receiving official authorized by the government | PG 26 XVIII.INSPECTION AND ACCEPTANCE B Replace Column C Row 17 with Column D Row17 | ||
| 18 | XX. REJECTION / RETURN PROCEDURES | A. "On an as-needed basis determined by customer need, 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." | A. In the event an item is returned for any of the reasons cited in Section XIX., the delivery ticket/invoice shall be annotated as to the item(s) rejected/returned. 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. On an as-needed basis determined by customer need/request, a re-delivery of items that were previously rejected shall be made. A same day re-delivery is to occur where feasible otherwise the vendor is to deliver by next day so that the customer’s food service requirements do not go unfulfilled. Take note that replacement / re-delivery of rejected product is the preferred action for ITOs. The re-delivered items will be delivered under a separate invoice utilizing the same call number, contract line item number, and purchase order number for the discrepant line. These re-deliveries will not constitute an emergency order requirement. | PG 27 XX. Rejection/Return Procedures Remove A and Replace with Column D Row 18 A.. |
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