Answer to Pre-Proposal Questions(SPE30026R0015).pdf

SPE300-26-R-0015 Subsistence Prime Vendor Island of Puerto Rico

Pre-Proposal Questions and Answers

QUESTION 1

1. Regarding “fresh cut” products are the could DLA confirm the below assumptions as well as answer the below questions?

Item Assumptions Questions APPLES & GRAPES CHL 50/2 OZ PG ~ 350 cases per week APPLES CHL GALA SL 4/3 LB PG Apples Gala Sliced 4/3 lb APPLES CHL GRANNY SMITH SL 4/3 LB PG Apples Granny Smith Sliced 4/3 lb APPLES CHL SL 100/2 OZ PG Apples ? Sliced Is there are variety? Or just Red?

BEANS GREEN TRIMMED 2/5 LB BG 10 LB CS Beans Green Trimmed 2/5 lb BROCCOLI FLORETS CHL 3 LB BG/CS Broccoli Florets 1/3 lb Can this be a 1/5 lb?

CABBAGE CHL LRG CHOPPED 4/5 LB BG Cabbage Green Chopped 1"x1" Please confirm size? Chopped 1x1 or diced 1/2", 3/4"?

CANTALOUPE CHL CHUNKS 5 LB BG Cantaloupe Chunk 1/5 lb These are delivered in skin-sealed trays for quality CANTALOUPE CHL CHUNKS 50/2 OZ PG Cantaloupe Chunk 50/2 oz CARROT CHL SHRD 1/5 LB PG Carrot Shred 1/8" 1/5 l CARROTS CHL BABY SLIMS 4/5LB BG Carrots Baby Slims 4/5 lb CARROTS CHL BABY WHL 100/2 OZ PG Carrots Baby Slims 100/2 oz CARROTS CHL STICK 5 LB BG Carrot Stick 4" 1/5 lb Confirm this is a 4" stick CAULIFLORETS CHL 4/3 LB BG Cauliflower Florets 4/3 lb Please confirm these are Florets.

CELERY CHL STICKS 50/2 OZ BAGS Celery Stick 2" 50/2 oz Confirm these are 2" sticks CELERY CHL STICKS 5 LB CS Celery Stick 4" 1/5 lb Confirm these are 4" sticks

COLE SLAW MIX CHL 1/5 LB BG Is this 2 color (Cabbage Green and Carrot) or 3 Color (Cabbage Green, Cabbage Red and Carrrot)?

CUCUMBERS FR 5 LB CS Cucumbers Whole 1/5 lb GRAPES CHL RED SDLS 50/3 OZ PG Grapes Red 50/3 oz HONEYDEW CHL CHUNKS 1/5 LB BG Honeydew Chunks 1/5 lb These are delivered in skin-sealed trays for quality HONEYDEW CHL CHUNKS 50/2 OZ PG Honeydew Chunks 50/2 oz LEMONS FR 12 CT 2 LB BG Lemons 12 ct 1/2 lb LETTUCE CHL ROMAINE CHOP 6/2 LB BG Romaine Chipped 6/2 lb LETTUCE CHL SHRD 5 LB BG What type of lettuce?

MUSHROOMS FR MED 5 LB CO Any specific variety

OKRA FRESH 10 LB CS

ONIONS RED DRY JUMBO 5 LB BG Assuming whole, unpeeled?

ONIONS YEL CHL DICE 5 LB BG What size dice?

ONIONS YEL DRY 5 LB BG Assuming whole, unpeeled?

ORANGES CHL SMILE WEDGE 45/4.7 OZ PG

PEPPERS GRN FR SWT BELL MED 5 LB BG/CS

PEPPERS RED FR SWT 5 LB CS

POTATO RED FR SZ B 10 LB CS

RADISHES CHL SL 50/2.5 OZ PG 7.8 LB CS Radish Sliced 1/8" 50/2 oz SALAD MIX CHL ROMAINE BLEND 4/5 LB BG What is the specific blend?

SALAD MIX CHL SPRING MIX 2/1.5 LB BG

SALAD MX CHL LET/CAR/CAB 4/5 LB BG What are the blend %ages? What type of Lettuce?

SPINACH CHL 2.5 LB BG What is the difference between the 2 spinaches?

SPINACH CHL CLEAN & TRIM 4/2.5 LB PG What is the difference between the 2 spinaches?

SQUASH BUTTERNUT CHL CUBE 4/5 LB PG Can we do a 4/3 lb?

TOMATOES CHL DICED 2/5 LB BG

TOMATOES CHL SL 2/5 LB BG

TURNIPS CHL 4/5 LB BG 20 LB CS Is this a whole, unpeeled turnip?

YAM STICKS CHL, 100/2 OZ PG Sweet Potato Sticks 100/2 oz

ANSWER 1

Question 1 is not applicable because the referenced “fresh cut” products are not included in the Catalog items for this Solicitation SPE300-26-R-0015.

See Attachment 2 Puerto Rico Pricing Workbook Spreadsheet, Tab “Product Price Worksheet”, Column D for the complete list of Catalog items for this solicitation.

QUESTION 2

Is Solicitation SPE300-26-R-0015 to support the build up at Roosevelt Roads or is this just a standing request that is re-occurring. Even if re-occurring will it support current operations at Roosevelt Roads in addition to its normal purpose.

ANSWER 2

The primary customers in Puerto Rico for Solicitation SPE300-26-R-0015 will be visiting Navy Ships. However, they may also consist of Army, Air Force, Marine, and Navy dining facilities, Morale Welfare and Recreation (MWR), and other federally funded customers.

Ordering facilities (Customers) can be added and/or subtracted as conditions warrant based on U.S Government requests and Military Service/Customer needs. The Prime Vendor must have the appropriate equipment to make all deliveries in the areas covered by the resultant contract.

See Statement of Work (beginning on page 108) Section XIII. Customers.

QUESTION 3

Who are the incumbent vendors for this bid?

ANSWER 3

Solicitation SPE300-26-R-0015 is a new Subsistence Prime Vendor requirement and as such there is currently no incumbent Subsistence Prime Vendor supporting authorized DLA customers visiting or located in Puerto Rico.

QUESTION 4

Would it be permissible for a small business to collaborate with a larger food company based in Puerto Rico?

ANSWER 4

Yes. In Block 17A (Continued) on page 3, the Offeror must specify the type of offer by circling one of the following: Individual, Partnership, Corporation, or Joint Venture.

QUESTION 5

How soon must the project be initiated after the award?

ANSWER 5

Immediately after award.

See Statement of Work (beginning on page 38) Section III. Contract Implementation Phase, Subsection A. Contract Implementation Phase – Ramp Up.

QUESTION 6

Is there a defined start date or timeline for fulfillment?

ANSWER 6

The contract implementation phase will be utilized to ramp up the new Prime Vendor and establish fully functional catalog(s) in accordance with the terms and conditions of the new contract. Ramp up planning shall begin immediately after award. The ramp up process is expected to be completed within two (2) months after award.

QUESTION 7

Where should goods be delivered?

ANSWER 7

Deliveries are to be made to customer delivery points located in Puerto Rico.

See Statement of Work (beginning on page 108) Section XIII. Customers.

See Statement of work (beginning on page 109) Section XIV. Delivery, Title, Orders, and Order Fill Rates, Subsection A. Customer Deliveries.

QUESTION 8

Will deliveries be centralized to a distribution center, or to multiple separate locations?

ANSWER 8

Multiple customer delivery points.

See Statement of Work (beginning on page 108) Section XIII. Customers for the current list of Customers in the Area of Responsibility, the customer name of ordering point and the number of associated delivery points.

QUESTION 9

Will a forklift or other equipment be provided for offloading at delivery sites?

ANSWER 9

No.

The Prime Vendor is responsible for providing the proper equipment (i.e. pallet jacks, forklifts, etc.) to move material to the back of the delivery vehicles at the customer delivery points. In some instances, upon customer request, for example when a customer delivery location does not have a loading dock, the Prime Vendor will be required to download product from the truck to the ground (potentially using a truck with a lift gate).

See Statement of Work (beginning on page 71) Section VII. Inventory, Warehouse Management and Office Space, Subsection A. Warehouse Management.

QUESTION 10

What is the average weekly order volume?

ANSWER 10

See Attachment 2 Puerto Rico Pricing Workbook Spreadsheet, Tab “Product Price Worksheet”, Column W for the Estimated Total Annual Quantity for each Catalog Line Item.

QUESTION 11

Are orders generally consistent week to week, or do they vary?

ANSWER 11

Solicitation SPE300-26-R-0015 establishes a new Subsistence Prime Vendor requirement with deliveries estimated to average once per week to each customer unless the customer and the Prime Vendor agree upon more or less frequent deliveries.

See Statement of Work (beginning on page 109) Section XIV. Delivery, Title Order, and Order

QUESTION 12

What is the ordering process (e.g., electronic submission, purchase order)?

ANSWER 12

Electronic submission.

See Statement of Work (beginning on page 111) Section XIV. Delivery, Title Order, and Order Fill Rates, Subsection C. Ordering System – Subsistence Total Order and Receipt Electronic System (STORES).

QUESTION 13

What is the timeline between order placement and delivery?

ANSWER 13

Orders must be submitted to the Prime Vendor at least seven (7) days prior to the Required Delivery Date (RDD).

QUESTION 14

We understand deliveries may occur on Wednesdays - please confirm.

ANSWER 14

No. Deliveries for all customers shall be made in accordance with the customers’ required delivery date (RDD) regardless of the day of the week.

QUESTION 15

Could you confirm the workflow sequence? Order In → Delivery Date → Payment?

ANSWER 15

The process is: Ordering → Receipting → Invoicing → Billing → Payment

QUESTION 16

How does invoicing work (submission method, required documentation)?

ANSWER 16

See Statement of Work (beginning on page 125) Section XV. Contract Authority, Administration, In-Process Reviews, Invoices, Payments, Reports, and Prime Vendor 832 Catalogs, Subsection F.

Invoicing.

QUESTION 17

What is the typical float time between delivery and payment?

ANSWER 17

Payment is subject to the terms and conditions of the Prompt Payment Act (31 U.S.C. 3903).

The due date for making invoice payments by the designated payment office shall be the later of the following two events: (a) the 30th day after the designated billing office receives a proper invoice from the Prime Vendor; (b) the 30th day after the Government acceptance of supplies delivered or services performed. All 810 electronic invoices must be submitted with accurate, sufficient, clean data before any payment can be made. However, the contractor shall not submit the 810 invoices for payment until the signed delivery ticket/invoice has been received directly from the customer.

See Statement of Work (beginning on page 125) Section XV. Contract Authority, Administration, In-Process Reviews, Invoices, Payments, Reports, and Prime Vendor 832 Catalogs, Subsection G. Payments.

QUESTION 18

In the attached Manufacturing Information Form, should we list our food-supplier partner as the distributor? Due to the short timeframe, it is not feasible to obtain full manufacturing details for every item, as most major U.S. food companies rely on authorized distributors. Our partner in Puerto Rico is a well‑established food distributor that follows all U.S. food-safety guidelines.

Would it be acceptable for them to be listed and complete the form?

ANSWER 18

Attachment 3 (Quote Sheet) must be completed by the Manufacturer.

QUESTION 19

Would it be possible to conduct a site visit before the proposal’s due date? This would help us understand the operational needs, expectations, and logistics required. Please advise on what is needed to arrange a site visit.

ANSWER 19

No.

QUESTION 20

What will the payment terms be for this contract? For example, will payments be issued weekly, monthly, or per order?

ANSWER 20

Net 10.

See Statement of Work (beginning on page 125) Section XV. Contract Authority, Administration, QUESTION 21

Considering the volatility of beef, eggs, and other commodities, would price adjustments be allowed for those items? It is difficult to predict market conditions months in advance, and our goal is to ensure the government receives the most current and competitive pricing.

ANSWER 21

See Statement of Work (beginning on page 40) Section IV. Product Sourcing and Pricing, Subsection A. Price Definitions and Provisions

Specifically, Procurement Note: TS16-26 Economic Price Adjustment – Actual Material Costs for DLA Troop Support – Subistence Product Price Business Model (JUN 2017)

QUESTION 22

Will all orders be placed through EDI?

ANSWER 22

Yes.

See Statement of Work (beginning on page 111) Section XIV. Delivery, Title Order, and Order Fill Rates, Subsection C. Ordering System – Subsistence Total Order and Receipt Electronic System (STORES).

QUESTION 24

Because many items must be imported from different U.S. ports, we will require approximately 5–6 weeks for products to arrive in Puerto Rico and to be stocked in our supplier’s warehouse.

Our imports will be based on all items listed in the solicitation. Would this lead time be acceptable?

ANSWER 24

The Prime Vendor shall maintain a minimum of sixty (60) days of stock (DOS) on hand on a line item basis in order to fill all ordering activity requirements and meet the surge and sustainment requirements of this contract.

See Statement of Work (beginning on page 56) Section IV. Product Sourcing and Pricing, Subsection J. Item Availability.

If a customer desires to order an item that is not part of the Prime Vendor’s inventory, the Prime Vendor will be allowed a maximum of 60 days lead time to source, transport and make available the new item to the end-user customer.

See Statement of Work (beginning on page 114) XIV. Delivery, Title Order, and Order Fill Rates, Subsection I. New Items.

QUESTION 25

Upon award, what is the expected timeline to begin deliveries? Some items can be delivered immediately; however, most items listed on the Excel file are not commonly stocked in Puerto Rico and will require a 5-to-6-week sourcing and transport period. Would this timeline be acceptable?

ANSWER 25

The contract implementation phase will be utilized to ramp up the new Prime Vendor and establish fully functional catalog(s) in accordance with the terms and conditions of the new contract. Ramp up planning shall begin immediately after award. The ramp up process is expected to be completed within two (2) months after award.

QUESTION 26

What protocols will our drivers need to follow to access the delivery sites?

ANSWER 26

See Statement of Work (beginning on page 76) Section VIII. Security Measures / Force Protection and Theatre Support, Subsection C. Theatre Support.

QUESTION 27

What are the expected delivery-hour windows for each location?

ANSWER 27

Deliveries are expected to be between the hours of 6:00 A.M. and 4:00 P.M. Atlantic Standard Time. At times, it may be necessary for deliveries to be made outside these hours, however those instances will be rare in nature.

QUESTION 28

Will orders be placed for all locations at once?

ANSWER 28

Unlikely ALL customers will place for the same Required Delivery Date (RDD), however at times multiple customers will likely place orders for the same RDD.

QUESTION 29

How many locations will require service, and could you provide the delivery addresses?

ANSWER 29

The primary customers in Puerto Rico for Solicitation SPE300-26-R-0015 will be visiting Navy Ships. However, they may also consist of Army, Air Force, Marine, and Navy dining facilities, Morale Welfare and Recreation (MWR), and other federally funded customers.

Ordering facilities (Customers) can be added and/or subtracted as conditions warrant based on U.S Government requests and Military Service/Customer needs. The Prime Vendor must have the appropriate equipment to make all deliveries in the areas covered by the resultant contract.

See Statement of Work (beginning on page 108) Section XIII. Customers.

QUESTION 30

Do we need to submit pricing for all items listed on the Excel spreadsheet, or only for the items we are able to supply?

ANSWER 30

The solicitation Attachment 2 spreadsheet titled “Business Proposal/Pricing Workbook” consists of three (3) tabs: “TOTALS”; “Distribution Worksheet”; and “Product Price Worksheet” respectively. The third tab (“Product Price Worksheet”) is designed for the submission of all product prices in the yellow highlighted cells. The second tab (“Distribution Worksheet”) is designed for the submission of all distribution prices in the yellow highlighted cells. It is mandatory that all offerors submit product prices and distribution prices in this format. Failure to submit the product and distribution prices using the Attachment 2 spreadsheet titled “Business Proposal/Pricing Workbook” may result in the rejection of the offeror’s entire proposal.

Additionally, proposals that do not provide all the required information in the prescribed format may be excluded from further consideration.

QUESTION 31

What are the designated delivery days and hours for each location?

ANSWER 31

Deliveries for all customers shall be made in accordance with the customers’ required delivery date (RDD) regardless of the day of the week.

Orders must be submitted to the Prime Vendor at least seven (7) days prior to the Required Delivery Date (RDD).

Deliveries are expected to be between the hours of 6:00 A.M. and 4:00 P.M. Atlantic Standard Time. At times, it may be necessary for deliveries to be made outside these hours, however those instances will be rare in nature.

QUESTION 32

What is the expected delivery lead time once an order is placed? Our daily cut-off time is 4:00 PM. Under normal circumstances, our lead time for orders received before the cut-off is next day or the following day. In the event of an emergency request, we can also accommodate. Please confirm if this schedule will be acceptable?

ANSWER 32

Orders must be submitted to the Prime Vendor at least seven (7) days prior to the Required Delivery Date (RDD).

Deliveries are expected to be between the hours of 6:00 A.M. and 4:00 P.M. Atlantic Standard Time. At times, it may be necessary for deliveries to be made outside these hours, however those instances will be rare in nature.

QUESTION 33

What is the anticipated start date for this contract?

ANSWER 33

Currently, DLA estimates making an award during the first quarter of Calendar Year 2026.

QUESTION 34

Is it a requirement for all items to have a SKU? If an item does not have a SKU, what would be the acceptable alternative?

ANSWER 34

No.

See Statement of Work (beginning on page 102) Section X. Packaging, Packing, and Labeling.

See Statement of Work (beginning on page 105) Section IX. Markings.

QUESTION 35

Will all payments be deposited via electronic deposit?

ANSWER 35

Yes.

See Statement of Work (beginning on page 125) Section XV. Contract Authority, Administration, QUESTION 36

Will payments be based on credit purchase orders?

ANSWER 36

See Statement of Work (beginning on page 125) Section XV. Contract Authority, Administration, QUESTION 37

What will the payment terms for this contract be? Would Net‑7 be acceptable, considering the logistics required to transport food products to Puerto Rico?

ANSWER 37

Net 10. Net-7 would not be acceptable.

See Statement of Work (beginning on page 125) Section XV. Contract Authority, Administration, QUESTION 38

Regarding the DLA Troop Support Performance Questionnaire, who is required to complete this form? Should it reflect the services we currently provide to other federal entities?

ANSWER 38

The offeror is to provide a brief performance record of up to five (5) of its highest dollar value or most comparable contracts, whether they are commercial or Government contracts, from the 18-month period preceding the closing date of the solicitation (original or amended, whichever is later).

The offeror shall distribute the DLA Troop Support Performance Questionnaire to each of these (up to five (5) of its highest dollar value or most comparable) contract holder(s).

See Statement of work pages 137 and 138.

QUESTION 39

With regard to the V01 exception request: does this mean that a fill rate exception will be granted for this product, if current demand exceeds historical demand by more than 300% (e.g., historical demand = 100 cases per week, current demand >300 cases per week)?

ANSWER 39

Fill Rate Exception Code V01 can be used in instances when the Monthly Item Demand Exceeds Average Monthly Demand by greater than 300%. For example:

Average Monthly Demand (AMD) = 100 cases 300% of the AMD = 300 cases

For Week #1 of CY2026 Demand = 100 cases For Week #2 of CY2026 Demand = 100 cases For Week #3 of CY2026 Demand = 100 cases For Week #4 of CY2026 Demand = 100 cases

400 cases were order over the last month which is greater than 300% of the AMD of 100 cases.

For the Week #4 of CY2026 Fill-Rate Report the V01 exception would apply for this product.

QUESTION 40

For WH facilities can we apply for PHC approval once contract is awarded?

ANSWER 40

Yes.

QUESTION 41

What is an “unmarked vehicle”? (page 110 of the SOW)?

ANSWER 41

A vehicle with no markings that could potentially indicate the delivery is being made to the U.S.

Military or other authorized DLA customers.

QUESTION 42

When purchasing product in Puerto Rico is this considered a CONUS or OCONUS purchase aka will the product be catalogued with a CONUS or OCONUS distribution fee category?

ANSWER 42

OCONUS.

QUESTION 43

Is product produced in the US territory Puerto Rico considered Berry amendment and Buy American Act compliant?

ANSWER 43

Yes.

QUESTION 44

In case Puerto Rico is considered CONUS and compliant with the Berry amendment and Buy American Act what items could be sourced locally and therefore the associated OCONUS Distribution Price Categories 6, 7, 8, 9, 10, and 11 shall be utilized?

ANSWER 44

Puerto Rico is considered Outside the Continental United States (OCONUS). Consequently, any items produced and sourced locally within Puerto Rico may be categorized under the OCONUS Distribution Price Categories 6, 7, 8, 9, 10, and 11.

QUESTION 45

A listing of market basket items is provided. Is there also a current catalog available and if so can this be shared?

ANSWER 45

There is no Market Basket. The Catalog Items listed in Attachment 2 Puerto Rico Pricing Workbook Spreadsheet, Tab “Product Price Worksheet”, Column D is the complete list of Catalog items for this solicitation.

QUESTION 46

The market basket does have MLL items; are these items from the most recent MLL list?

ANSWER 46

There is no Market Basket. The Catalog Items listed in Attachment 2 Puerto Rico Pricing Workbook Spreadsheet, Tab “Product Price Worksheet”, Column D are from the Navy’s most recent Master Load List (MLL).

QUESTION 47

The line items 84, 89 and 116 are in DP category 3 so a DP by the UoM case. It does appear to us that the given total estimated annual quantity is a quantity in lbs and not in cases. If so, can the spreadsheet be corrected?

ANSWER 47

Attachment 2 Puerto Rico Pricing Workbook Spreadsheet, tab “Product Price Worksheet”, Column W “Estimated Total Annual Quantity” is updated for Line Items 84, 89 and 116, via Amendment 0001, to the solicitation.

QUESTION 48

What is the current approx. permanent headcount at Fort Buchanan?

ANSWER 48

Solicitation SPE300-26-R-0015 introduces a Subsistence Prime Vendor requirement focused on supporting visiting Navy ships.

Support may be expanded to include Army, Air Force, Marine, and Navy dining facilities, MWR programs, and other federally funded customers as needs change. However, headcounts for these potential customers cannot be estimated until a formal requirement for their support is established.

QUESTION 49

Page 83 of the SOW, point 2. “Shelf-life for Military Sealift Command (Cargo) ships (“DCA” catalogs): The Prime Vendor must supply products with a shelf-life of not less than six (6) months shelf-life remaining unless the customer and Contracting Officer grant prior written approval.”. Question: considering that this requires a potentially increased level of stock and adapted stock rotation, and as such an additional cost we need to take into consideration, can DLA provide an approximate frequency of such DCA/CARGO orders? What is the typical percentage of CARGO sales?

ANSWER 49

Given the operational tempo of Operation Southern Spear, Prime Vendor products are not expected to remain on Military Sealift Command (MSC) ships for extended periods.

Additionally, the solicitation notes in instances when the Prime Vendor only has product in stock with less than six (6) months shelf-life remaining, the Prime Vendor shall notify the Contracting Officer and Military Sealift Command to determine if an exception will be approved.

See Statement of Work (beginning on page 83) Section IX. Quality Control, Quality Assurance and Inspections, Subsection A. Product Quality.

QUESTION 50

Page 129 of the SOW: 832 weekly report. Is this the same as the VCR on other DLA SPV contracts, where vendor reports what changes have been submitted through 832?

ANSWER 50

Yes, the 832 weekly report is the same as the Vendor Change Request used on other DLA Subsistence Prime Vendor Contracts.