Anchorage_17X0001_Continued.docx

Continuation of Blocks on the SF 1449

Block 8, Offer due Date/Local Time

Offer Due Date/ Local Time Is: February 28, 2017 AT 3:00 P.M., HAWAII TIME ZONE.

Block 9, Issued By

All offers/modifications/withdrawals must be EMAILED with the subject line: Solicitation number, Closing date, and Time Set for the receipt of offers.

Offerors should return ALL pages of the solicitation with their offer.

· Emailed proposal submissions are authorized under this solicitation. Address and Submit “email” offers to:

Amy.Wong@dla.mil and copy to Jean.Ross@dla.mil

· “Hand Carried”, “faxes,” and “mailed” offers will not be ACCEPTED.

Offers/modifications/withdrawals must be plainly marked on the subject line with the solicitation number, date, and time set forth for receipt of offers.

It is the offeror’s responsibility to ensure that the offers are received by the contract specialist, phone number (808) 474-2944 to confirm receipt. Please allow sufficient time to email the offers. It is recommended that you email the solicitation package at least one to two hours prior to the time solicitation closes to allow for transmission.

Block 15 (Continued):

SEE DELIVERY SCHEDULE CUSTOMER LIST IN ATTACHMENT #1

Block 17A (Continued):

· OFFERORS: SPECIFY PRIMARY EMAIL ADDRESS: __________________________________

ALTERNATE EMAIL ADDRESS: __________________________________________

· OFFEROR’S ASSIGNED CONTRACTOR AND GOVERNMENT ENTITY (CAGE) CODE: __________________________________

OFFEROR’S ASSIGNED DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBER:

Block 17B (Continued):

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

Offeror’s assigned DUNS number: ________________________________________________________

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 (FAX) numbers and emails for each authorized negotiator.

Blocks 19-24, Item No., Schedule of Supplies/Services, Quantity, Unit

SEE SCHEDULE OF ITEMS – ATTACHMENT #2

Caution Notice

This procurement is being solicited as an Indefinite Delivery Purchase Order (IDPO) for a period of TWELVE months as unrestricted. Solicitation SPE302-17-X-0001 is designed to place market ready fresh bread and bakery items all fully competitive, on a contract for customers in the following region: Elmendorf Air Force Base, Alaska. See Attachment 1 (Customer List). Contract performance is expected to begin March 19, 2017 and end March 19, 2018.

The resultant award will be issued as an IDPO not to exceed twelve months or $150,000 aggregate value, whichever occurs first. Prices quoted shall remain valid and fixed for the entire twelve month period.

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.

APPLICABLE SOURCE RESTRICTION: The Berry Amendment contained in Defense Federal Acquisition Regulation Supplement (“DFARS”) 252.225-7012 and included in this solicitation, is applicable. This regulation mandates that all food items, including bread items, provided under this solicitation and resulting contract be produced and manufactured in the United States.

IMPORTANT: The Government is indifferent between the below listed order lead-times. PLEASE CHECK OFF YOUR FIRM’S REQUIRED ORDER LEAD-TIME:

[ ] 72 Hours Order Lead-Time [ ] 96 Hours Order Lead-Time [ ] 120 Hours Order Lead-Time

Notice to Offerors

The following attached forms require information to be furnished by each offeror. Any questions on this solicitation, please direct your questions to the Contracting Officer at the telephone number shown or email listed on the solicitation. Return one (1) completely filled out solicitation in its entirety.

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

2. Complete all Supplies/Prices “Schedule” sheet (Offered Prices on Attachment 2) and Qualifications.

3. Sign and return any/all amendments.

4. Offerors are required to submit a Wholesale Price List with their offer.

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

· AUTHORIZED NEGOTIATORS and Lead Time information above.

· FAR 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL ITEMS. Provide copy of SAM registration or fill in the JAN 2017 version in this solicitation.

· FAR 52.215-6 PLACE OF PERFORMANCE (page 61)

· DFARS 252.209-7991 (page 62), 252.209-7998 AND 252.209-7999 (Page 19)

· VENDOR INFORMATION under STATEMENT OF WORK

6. All offerors are required to submit American Institute of Baking (AIB) Documentations, each third party warehouse audit (i.e. AIB Certifications, other State or Federal sanitation inspection). For additional information/ All offerors are required to submit requirements see Quality Requirements section, herein.

8. Summary of Contents in the following FAR CLAUSE/PROVISION CHANGES (starting from page 42):

52.212-1 Addendum updates JAN 2017 version.

52.212-2 Addendum replaces OCT 2014 version in its entirety.

52.212-3 Addendum replaces OCT 2016 version in its entirety with JAN 2017.

52.212-4 Addendum updates JAN 2017 version.

CAUTION - CONTRACTOR CODE OF BUSINESS ETHICS AND CONDUCT (Oct 2015) (41 U.S.C. 3509).

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 calendar 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.

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. This is a condition for contract award. 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. There are companies available who for a fee will turn your flat files into EDI Invoices (810 transactions).

2. 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 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.

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

Receipt Date:

Number

Qty Receipt Qty

Code

Part Number

$13.56

24415

$19.80

53067

21321

$18.80

STATEMENT OF WORK

Submission Information

I. INTRODUCTION

A. The Defense Logistics Agency (DLA Troop Support) intends to support the needs of its customers by entering into one (1) Indefinite Delivery Purchase Order (IDPO) per region to supply fresh Bread and Bakery Items to the customers stated in the area below.

This solicitation contains the estimated bread and bakery requirements for customers in Region 1 – Elmendorf Air Force Base, Alaska Customer List.

The resultant contract will be an Indefinite Quantity Contract (IQC) type 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 not exceed 12-months.

B. The resultant award will be issued as an IDPO not to exceed twelve months or $150,000 aggregate value, whichever occurs first. The effective ordering period of any contract resulting from this solicitation shall begin from March 19, 2017 through March 19, 2018.

C. Delivery – Items should be routinely delivered in accordance with offerors stated lead time; 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 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.

D. Evaluation – The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The Government reserves the right to conduct discussions in the event that any issues arise requiring negotiations as per FAR 52.212-1. If an offeror takes an exception to the terms and conditions of the solicitation, its offer may be excluded from consideration for award. The following factors shall be used to evaluate offers:

1. TOTAL EVALUATION PRICE

Pricing is required for all items found in the Schedule of Items (for each Group, if applicable). The Government will perform an aggregate price analysis on all items found in the Schedule of items (for each Group, if applicable). To determine an offeror’s evaluated aggregate price, the estimated quantities in the Schedule of Items will be multiplied by the offered Price per Pound, on an individual line item basis, and will be evaluated to determine fair and reasonableness with the ultimate award decision being based on the lowest evaluated aggregate price per group. The Government reserves the right to remove item(s) from the Schedule of items or do a common item comparison if offerors do not submit pricing for all items.

E. Submission Requirements

Offeror is REQUIRED to complete ALL information requested on the Schedule of Items pricing spreadsheet. Spreadsheet is available in Attachment 2.

NOTE: The estimated twelve (12) month usage value column shown in the schedule of items/ pricing spreadsheet for each group represents the total estimated pounds to be used in a twelve (12) month period for each individual item.

All items to be awarded will be awarded to one offeror. 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” may be used for ordering/billing. All columns should be completed for each CLIN#. Offerors will indicate their regularly scheduled non-bake days.

THIS SPREADSHEET MUST BE USED TO INSERT THE REQUIRED PRICING DATA. ALL FIELDS IN THE SPREADSHEET MUST BE COMPLETED.

THE COMPLETED SPREADSHEET MUST BE INCLUDED WITH THE PROPOSAL EMAIL THE SPREADSHEET TO THE CONTRACTING OFFICER LISTED BELOW AND CALL THE CONTRACTING OFFICER TO CONFIRM RECEIPT.

FAILURE TO CORRECTLY AND COMPLETELY PROVIDE THE INFORMATION ABOVE COULD LEAD TO YOUR COMPANY’S BID BEING CONSIDERED NON-RESPONSIVE AND WILL NOT BE EVALUATED FOR AWARD. PROVIDING THIS INFORMATION IS NOT OPTIONAL, IT IS REQUIRED.

II. PRICING

A. The Schedule of Items in Attachment #2 represents 100% of the estimated dollar value of this procurement for the twelve-month period. Offerors must submit pricing information on the pricing spreadsheet.

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

C. Prices shall be FOB Destination only.

D. 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; the pricing catalog, complete with cross-references, is requested.

E. In order to accommodate the Government’s ordering system, the Subsistence Total Order and Receipt Electronic System (STORES), unit prices are limited to a maximum of two (2) places after the decimal point.

F. Prices for the contract(s) resulting from this solicitation will be FIRM FIXED for all items for twelve months.

III. ORDER LIMITATIONS

A. Minimum order: When the Government requires supplies or services covered by this contract in an amount of less than $50.00, the Government is not obligated to purchase, nor is the contractor obligated to furnish, those supplies or services under the contract.

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. The STORES catalog for this contract will only consist of items solicited in the Schedule of Items of this solicitation.

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 contract maximum of $150,000.

E. The Government reserves the right to remove any items from the Schedule of Items from the Group should an (all) offeror(s) not bid on all items in any Group.

V. ADDITIONAL CUSTOMERS

A. The Government reserves the right to add DoD and non-DoD customers from the same 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 $150,000.

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

The contractor shall treat each of the customers covered under the contract 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 resulted contract.

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. The Government may reject any or all offers if such action is in the public interest, and waives informalities and minor irregularities in offers received. If discussions are held, 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.

VIII. NON-MANUFACTURER / NON-DISTRIBUTOR

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 approaches 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.

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

Contracting Officer: Ms. Amy Wong (808) 474-2944 amy.wong@dla.mil

IX VENDOR INFORMATION

CONTRACTOR’S CODING SYSTEM:

WITHIN 48 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:

The Government expects to award all items within a Group but reserves the right to award a contract with less than all listed items if determined to be in the Government’s best interests.

OFFEROR QUALIFICATION:

INDICATE YOUR REGULARLY SCHEDULED NON-BAKE DAYS:

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

Phone Number:

Email & Fax Number: ___________________________________________________________________

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 EDI (Electronic Data Interchange) 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 (unless they are an EDI vendor) from the customers listed in this solicitation to the successful awardee. 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 preferred that the successful vendor has access to the Internet and is able to send and receive electronic mail (e-mail).

F. 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.”

G. Unit prices and extended prices must be formatted not more than two (2) places to the right of the decimal point.

II. Order Placement

A. Customers shall place orders via STORES to accommodate order lead time stated on contract. Orders shall generally be sent no later than 10:00 a.m. two (2) days prior to the desired delivery date (or specified lead-time on contract) in order to ensure maximum availability of product. However, a customer may decide to place an order with a longer lead-time for delivery except as noted on Section VI-A. 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. 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 of equal or higher quality and of equal or lower cost, or advise the customer of its Not-in-Stock position.

C. There shall be no line-item (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.

D. All pricing is at the time the order is placed.

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.

DESCRIPTIONS/SPECIFICATIONS

Product Quality

A. Acceptance of supplies awarded under this solicitation will be limited to fresh product and/or product brought in from the lower 48 states frozen, slacked to ambient/shelf ready condition.

B. All fresh products delivered under this contract must conform to the following freshness requirements.

· Bread, Cakes, Doughnuts, Muffins, Pies and Rolls must be delivered no more than 24 hours after baking. Following a non-bake day/non-delivery day, these items must be delivered no more than 48 hours after baking.

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

C. “Frozen Product”- Items received from the lower 48 states frozen, slacked to shelf ready condition, and distributed will not be subject to the 24-48 hour baking freshness requirement. The offeror must indicate which items are not freshly baked in the spreadsheet. Please note: the customer requirement is currently for fresh items, any alternate items including frozen product must be accepted by the customers. All frozen items must have seven (7) days of shelf life remaining.

D. Commercial standards should be used to maintain temperatures appropriate for the individual items. Bakery products shall include mold inhibitors of the proper level as allowed by the FDA.

NOTE:

All products shall be produced using good commercial practices, which will result in all items being delivered being able to be used for their intended use. All products shall be processed, packaged, and packed in such a manner, to prevent crushing or damage to the product prior to delivery. Product MUST be allowed to cool sufficiently after baking so that condensation does not occur within the bags, which could result in molding of the product.

Packaging, Packing and Labeling

A. All packaging and packing shall be in accordance with good commercial practice.

B. All items must be identified with readable dates (open code dates), coded dates, or with color-coded twist ties. Contractors that do not use open dating will provide a product code number key/twist tie color listing. The product code number key/color coded twist tie listing shall explain the actual date of production or processing. After award of contract under this solicitation, the successful awardee shall provide a copy of key/color codes listing to each destination’s receiving officer and each destination’s inspection agency prior to the first delivery. 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.

C. 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.

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 signature on the delivery ticket/invoice denotes acceptance of the product.

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 is responsible to contract for independent third party warehouse audits for each proposed place of performance as part of any resultant contract. At a minimum, the third party audits are to take place annually and submitted to the contracting officer within 30 days calendar days of completion of audit. The vendor must achieve a passing score without major deficiencies in order to continue performance under any resultant contract. The vendor is to submit a copy of each third party warehouse audit (i.e., American Institute of Baking (AIB) certification other state or federal sanitation inspections) to the contracting officer prior to contract award. Failure to submit timely and complete audit reports may result in termination of the contract (Third party warehouse audits exclude Government agency audits). The vendor shall have in place the proper temperature controls in their warehouse to ensure product is stored at commercially acceptable temperature settings.

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 USDA, vendor, supplier or manufacturer, the vendor shall follow the procedures as outlined below:

(1) Immediately notify the following personnel:

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, email dscpconssafofc@dla.mil

(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 it will not actively promote, encourage, or market any of the customers on this acquisition away from a resultant DLA Troop Support contract and onto a contract of any other Government agency or commercial entity. This prohibition applies both on a pre-award and post-award basis.

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.

Rapid Gate

Many bases currently require enrollment in RapidGate and will not allow entry without RapidGate clearance. During the contract implementation period, the Contractor must contact all customer locations to determine whether enrollment in RapidGate or another security program is required for access to each location. If RapidGate 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 RapidGate 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 RapidGate enrollment and must ensure that a RapidGate enrolled driver is available for all deliveries. We currently estimate that RapidGate enrollment will cost about $250 per company and $200 per enrolled employee for 1 year of access to multiple locations, but the cost of RapidGate or other security enrollment may vary, so the contractor should contact RapidGate to determine its own costs. If more than one driver is required, RapidGate 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 RapidGate is encountered during the implementation period, the contractor MUST contact RapidGate and/or the Security Officer at the applicable customer locations to resolve any issues with processing RapidGate enrollment so that the contractor will be able to deliver as required. For additional information regarding RapidGate, 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 Clause 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) Authorized Receiving Official.

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. Cumulative delivery order closeout will result in total contract closeout. It is the Government’s intent to closeout contracts within 60 days from the date of the final delivery.

Deliveries and Performance

I. TERMS OF INDEFINITE QUANTITY CONTRACT

The duration of the contract is for an IDPO not to exceed TWELVE months or $150,000 aggregate value, whichever occurs first beginning on Sunday, March 19, 2017 through Monday, March 19, 2018.

II. ITEM AVAILABILITY

All items must be available in sufficient quantities to fill the customers’ requirements. All deliveries must be made in accordance with the contractually established delivery order lead time.

III. 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 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.

IV. 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.

V. SUBSTITUTIONS PROCEDURES

A. If an item is not available, vendor is NOT to substitute an item without having a separate purchase order for the additional item. Customer MUST zero-out unavailable item(s) in STORES. Customer will be directly responsible for payment of any items not appearing on a STORES purchase order.

B. The customer must authorize any substitution to their order prior to delivery. Substitutions must be of the same or higher quality and at the same or lower price. Payment of items will be based on the price in the vendor’s electronic catalog. Therefore, firms that submit an invoice reflecting a higher price for substituted items will not be paid the full amount and will only be reimbursed for the unit price shown in the catalog.

C. If the price of the substituted item is lower than the price of the item originally ordered, then the vendor shall invoice at the lower price and not the catalog price.

VI. HOLIDAYS

A. All orders are to be delivered on the specified delivery date, except for Federal holidays as outlined below. When a scheduled delivery day falls on one of these days, or one designated by your firm, delivery should occur on the next scheduled business day, unless otherwise agreed to by the customer.

NOTE: Saturday holidays are celebrated on the preceding Friday; Sunday holidays are celebrated on the following Monday.

B. Holidays celebrated by your firm other than those specified above must be listed below. Also specify your policy for celebrating holidays that fall on the weekend.

VII. EMERGENCY ORDERS

A. In order to adequately support emergency orders, the vendor must have the ability to provide “same day service” to a customer that is experiencing an emergency situation.

B. The vendor shall provide, at maximum, two (2) emergency orders per month, per individual ordering activity or individual ship or vessel, at no additional cost to the Government.

C. The vendor is responsible for furnishing the name of the designated point of contact responsible for handling emergency orders, and his/her phone number and/or pager number, to the customers.

VIII. AUTHORIZED RETURNS

A. The contractor shall accept returns under the following conditions:

1. Products shipped in error;

2. Products damaged in shipment;

3. Products with concealed or latent damage;

4. Products that are recalled;

5. Products that do not meet shelf life requirements;

6. Products that do not meet the minimum quality requirements;

7. Products delivered in unsanitary vehicles;

8. Quantity excess as a result of order input error and/or Purchase Ratio Factor error.

B. Any other conditions not specified above that are deemed to be valid reasons for return by the customer.

IX. SHORT SHIPMENTS/SHIPPING ERRORS

A. All short shipments must be annotated by the receiving official on the delivery ticket/invoices accompanying the shipment.

B. Any product delivered in error must be picked up by the vendor on the same day or by the next delivery day after notification by the ordering activity.

X. DELIVERY

A. A delivery ticket will accompany each delivery citing order number, unit price, itemized, extended and totaled.

B. It is mandatory that the Delivery Ticket include the contract number, call number, lead CLIN number, purchase order number, government unit of issue. Total quantity shall be based on Government unit of issue.

C. Prices cited on delivery tickets for STORES orders will be the prices at the time of order and not the prices at time of delivery.

D. All deliveries exclude national legal holidays unless otherwise indicated by ordering activity.

E. Items will be off-loaded from the contractor(s) vehicle(s) and contractor personnel will place items delivered inside the dining halls, etc. Deliveries to ships shall be brought to the brow of the vessel, when applicable.

Schedule of Delivery Points

8088 25th Street

Week (Monday, Bldg. 7535

Wednesday, Friday)

Elmendorf AFB, AK 99506

POC: Kevin Moore / TSgt Joshua Wilson

Phone: (907) 552-2528 / 3114 Email: TBD

5th Street

Week (Monday, Bldg. 647

Wednesday, Friday)

Fort Richardson, AK 99505

POC: Mary O’Loughlin / Debra Rivera

Phone: (907) 384-1869 / 2851

Richardson Drive

Week (Monday, Bldg. 655

Wednesday, Friday)

Fort Richardson, AK 99505

POC: Mary O’Loughlin / Debra Rivera

Phone: (907) 384-1869 / 2851

CONTRACT ADMINISTRATION DATA

I. CONTRACTING AUTHORITY

A. The DLA TROOP SUPPORT Contracting Officer is the only person authorized to approve changes to, or modify any requirement of, the contract. Notwithstanding any provisions contained elsewhere in the contract, said authority remains solely with the DLA TROOP SUPPORT Contracting Officer.

B. In the event the vendor effects any change at the direction of any person other than the DLA TROOP SUPPORT Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made to cover any costs associated with such change.

C. Requests for information on matters related to this contract, such as an explanation of terms or contract interpretation, shall be submitted to the DLA Troop Support Contracting Officer.

II. INVOICING

A. Each delivery will be accompanied by the contractor’s delivery ticket/invoice. Three (3) copies (an original plus two) shall accompany the shipment. The customer shall sign all copies of the invoices/delivery ticket, keep one (1) copy and return the ORIGINAL copy to the vendor. Any changes must be made on the face of the invoice.

B. All invoicing for payment is to be submitted electronically using the STORES/BSM Reconciliation (Recon) Tool website https://www.stores.dla.mil/stores_web/ (see pages 4 - 5).

No paper invoices shall be submitted to DFAS for payment.

Each invoice shall contain sufficient data for billing purposes. This includes:

1. Contract Number;

2. Call Number or Delivery Order Number or Contract Order Number;

3. Purchase Order Number;

4. Contract Line Items listed in numeric sequence (also referred to as CLIN order);

5. DODAAC

6. Item Nomenclature;

7. LSN or NSN;

8. Quantity purchased per item in DLA TROOP SUPPORT’s unit of issue;

9. Clearly identified and annotated changes on all copies;

10. Total dollar value of each invoice (reflecting changes to the shipment, if applicable).

C. All invoices must be “clean”, i.e. all debits and/or credits must be reflected on the invoice prior to its submission.

D. Vendors shall submit one invoice per purchase order.

E. Unit prices and extended prices must be formatted to only two (2) places beyond the decimal point.