Attachment1SaipanBreadBakerySOW.pdf

SPE302-18-Q-0002 Attachment #1 – Statement of Work

STATEMENT OF WORK

I. INTRODUCTION

A. The Defense Logistics Agency (DLA Troop Support) intends to support the needs of its customers by entering into a Blanket Purchase Agreement (BPA) to supply fresh Bread and Bakery Items to customers in Saipan. This procurement is being processed under the authority of FAR 13.303- 2 – “Establishment of BPAs”. The resultant award will be a Total Small Business Set-aside using NAICS Code 311812, Size Standard 1000. In accordance with 13 CFR 121.406(e ), if at least 50% of the estimated contract value of an acquisition for multiple items is composed of items that are manufactured by small business concerns, then a waiver of the non-manufacturer rule is not required. As such, for this acquisition, it is expected that items comprising at least 50% of the contract value will be manufactured by small business concerns.

NOTE: Customers may be added or deleted during the period of the contract.

(SEE CONTRACT ADMINISTRATION DATA SECTION, ADDITIONAL CUSTOMERS FOR DETAILS)

B. The resultant BPA will be a fixed price for the period of June 3, 2018 through June 1, 2019, or otherwise through the date of expiration or cancellation, whichever occurs first. The Government will provide two weeks of notice before making the cancellation.

C. Delivery – Items should be routinely delivered in accordance with a 48 hour (skip day) delivery.

The current delivery schedule for each location is set forth in the Schedule of Deliveries section.

QUOTE DUE DATE -- Proposals shall be received on or before the deadline of May 16, 2018, at 10:00 am Hawaii Standard Time (HST).

Quotes shall be submitted by email only. Faxed proposals will not be accepted. Proposal shall be emailed to: Mickey Skiles at mickey.skiles@dla.mil and Amy Wong at amy.wong@dla.mil on or before the deadline.

Submission Requirements Offeror is REQUIRED to complete ALL information requested on the Schedule of Items pricing spreadsheet (Attachment 2).

Pricing is required for all items found in the Schedule of Items.

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.

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.

mailto:mickey.skiles@dla.mil mailto:amy.wong@dla.mil

Please make sure to read the instructions below to fill out the Schedule of Items (SOI) spreadsheet correctly. The offeror shall fill out white columns only.

Government has provided you with the customer’s requirements and auto calculations as follows:

Column Name Description Item The Government’s format begins with a broad category and then Name/Description 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”. This also includes the minimum package size.

Minimum PG Size This column describes package size acceptable by customers.

Specify Product Code Company Product Code or UPC.

Wholesale Price Indicate the wholesale price from the customer Wholesale Price List Specify Count per PKG Indicate the count per package.

Specify PG Size in OZ Indicate the package size in ounces.

Estimated 12 month usage

This is an estimate of items to be ordered.

Initial Price per PKG Offerors should submit prices by the “Package Price (PG) 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 “PG” will be used for ordering/billing.

Price per LB This column auto calculates the Price per LB as follow: (Price per PKG/PKG Size in oz.)*16 oz. = Price per LBS

Price Estimated Usage Aggregate Price

This column auto calculates estimated 12 month usage based on offerors price per package and calculates the Aggregate Price. (Price Per PG * Estimated 12 month usage)

Lead Time Offerors estimated hours for delivery after order placement

Remarks 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.

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

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

FIELDS IN THE SPREADSHEET MUST BE COMPLETED AND MUST BE INCLUDED

ALONG WITH THE EMAILED DELIVERED QUOTE.

II. BPA CEILING

A. The maximum ceiling on the BPA is $250,000.00.

III. PRICING

A. The Schedule of Items in Attachment 2 represents 100% of the estimated dollar value of this procurement for the twelve (12) month period. Offerors must submit pricing information on the pricing spreadsheet. The pricing will remain firm fixed for 12 months.

B. Offerors are required to submit a 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. Additionally, the Wholesale Price location should be completed in Attachment #2 (Column “E”). 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 (reference Clause DLAD 52.214-9008 “Rounding Off of Offer and Award Price – Alternate I”.

IV. ORDER LIMITATIONS

A. Minimum order: When the Government requires supplies or services covered by this contract in an amount of less than $100.00, the Government is not obligated to purchase, nor is the contractor obligated to furnish, those supplies or services under the contract.

B. The delivery order(s) shall specify delivery(ies) no less than 48 hours from the date of issuance of the delivery order. Changes and/or cancellations to delivery order(s) may be made by giving contractor no less than 24 hour notice to be computed from time of receipt by the contractor of the written or oral change(s) or cancellation(s).

V. SCHEDULE OF ITEMS

A. If a customer desires to order a Bread and Bakery item that is not listed on the resultant BPA, 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.

B. 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.

C. Additional items may be added or removed from the contract; however, any items that are added may not increase the value of the contract above the contract maximum.

D. 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. For evaluation purposes, the Government reserves the right to remove any items, absent an amendment, from the Schedule of Items for a Group in the event that one or more offerors fail to bid on all of the items. The Contracting Officer will complete his/her price evaluation by reviewing and comparing only common items bid by all offerors in this situation.

Additional items bid on by the apparent awardee but not evaluated as part of the common item evaluation, may still be added to the final contract absent a separate modification upon a finding that the prices of those additional items are fair and reasonable.

VI. ADDITIONAL CUSTOMERS

A. The Government reserves the right to add or remove 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(s).

B. The increase in the new business will be reflected in the maximum ceiling.

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(s) by way of formal modification.

VII. CUSTOMER SERVICE POLICY

The contractor(s) shall treat each of the customers covered under the BPA 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 BPA.

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 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 Specialist or Contracting Officer that is associated with this procurement. Contact information is provided below for your convenience.

Contract Specialist: Mickey W. Skiles Phone: (808) 474-2946 Email: mickey.skiles@dla.mil

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

CONTRACTOR’S CODING SYSTEM:

WITHIN 48 HOURS OF RECEIPT OF NOTICE OF AWARD, CONTRACTOR WILL SUPPLY EACH

ORDERING ACTIVITITY 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: (Qualifications Pertains to any conditions, deviations, or contingencies upon which offered prices are based).

INDICATE YOUR REGULARLY SCHEDULED NON-BAKE /NON-DELIVERY DAYS:

The delivery preference is for a 48 hour (skip day) delivery. Please address your ability to adhere to these delivery terms. Delivery is required 48 hours after order is placed. Orders may be placed with a longer lead- time; however, the minimum lead-time is “skip day”.

PLEASE PROVIDE ANY LIMITATIONS TO THIS ORDER LEAD TIME BELOW:

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 Pastry 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. 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.

Product Quality

DESCRIPTIONS/SPECIFICATIONS

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.

• 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.

B. 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.

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

(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.

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. Ship Customers Pastry Products are to be delivered in commercial type containers (Disposable Boxes) which prevents crushing, as well as excess movement, of the product(s). Large size boxes capable of two

(2) or more layers must include fiberboard strips from side to side and dividers from top to bottom for layered packing to prevent crushing of product(s). Boxes shall be filled to an acceptable level allowing for additional space to prevent crushing of the product(s). Single layer boxes are acceptable and must be filled to an acceptable level which will prevent crushing of the product(s). Shipping containers shall be in compliance with the National Motor Freight Classification and Uniform Freight Classification Code.

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.

C. All items must be adequately protected during inclement weather.

INSPECTION AND ACCEPTANCE

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.

Rapid Gate Requirement and/or Other Security Programs

Many bases currently require enrollment in RapidGate and/or other security programs and will not allow entry without 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, soan 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.

DELIVERIES AND PERFORMANCE

I. TERMS OF BPA

The resultant BPA will be fixed price 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 16.540(a)).

The duration of the contract is for a term of 12 months for the period of June 3, 2018 through June 1, 2019.

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

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.

New Year’s Day Labor Day Martin Luther King’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

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

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.

THE CONTRACTOR SHALL, WITHIN THREE (3) HOURS AFTER NOTICE THEREOF, DELIVER THE

ITEM OR ITEMS TO SUCH CUSTOMER IN THE QUANTITIES SPECIFIED BY THE ORDERING

OFFICER.

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.

F. Delivery Tickets

All shipments under this agreement shall be accompanied by delivery tickets or sales slips which shall contain the following minimum information:

1. Name of Supplier.

2. 13 Position STORES/ SAP Number. (i.e. SPE302-18-A-XXXX)

3. Four Position Call Number (i.e. 131A)-Last position may be an Alpha or a Numeric figure.

4. Date of Purchase.

5. Itemized List of Supplies Furnished.

6. Quantity, unit price, and extension of each item, less applicable discounts (unit prices and extensions need not be shown when incompatible with the use of automated systems; provided that the invoice is itemized to show this information).

7. Date of Delivery or Shipment.

G. The customer shall sign a copy of the delivery ticket to signify acceptance of the product. Failure by the vendor to provide a delivery ticket at time of delivery may result in nonpayment.

DELIVERIES WILL BE MADE TO:

NAVY, COAST GUARD AND NOAA SHIPS:

Various Visiting Navy Ships, NOAA Ships, and Coast Guard Cutters. (TBD)

Delivery days and times shall be agreed upon by the vendor and the customer. Once agreed upon, a change in the delivery days and times MUST be agreed upon by the vendor and the customer.

DELIVERIES TO SHIPS:

Due to fluctuating arrival and /or departure schedules, ships may require delivery of products within a specific time frame. The Ordering Officer will advise the contractor of any special delivery requirements when placing orders, and the contractor will comply with the request.

** Vendor must ensure that they have enough drivers to support the customers on the DLA Troop Support contracts.

There is absolutely no flexibility on some of the Navy evolutions and the driver must be available at a specific time without a window for unloading (for example, deliveries to the Chill box which may occur once or twice every week; so delivery routes must be planned accordingly). The FLC will specify the times/priorities for deliveries to the Navy ships.

FOR DELIVERIES MADE TO SHIPS, ALL ITEMS ARE REQUIRED TO BE PACKAGED IN DISPOSABLE, NON- RETURNABLE CARDBOARD BOXES SUITABLE FOR STACKING. THIS REQUIREMENT IS MANDATORY, NOT

NEGOTIABLE

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 BPA. 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 5 - 6).

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.

STORES will not accommodate positions of three (3) and above places beyond the decimal point.

For example, an extended unit price of $1.087 must be rounded up to $1.09.

F. Information on the STORES/BSM Reconciliation (Recon) Tool invoicing website: To create an account, go to the website https://www.stores.dla.mil/acct_mgr_tool/Login.asp.

and select New Account Request Form and follow the directions. After registration, you will receive a User Name and Password to access data from your contract. You will then be asked to review data on the website and either post new lines or change existing lines on the site to reflect what was delivered.

EDI invoices will be generated, which will be sent to the paying office for payment.

G. Vendor Reconciliation Tool - The STORES/BSM Reconciliation tool is available from the DLA Troop

Support Subsistence Website at https://www.stores.dla.mil/acct_mgr_tool/Login.asp. This tool is only for vendors that have a DLA TROOP SUPPORT contract and are invoicing using the 810 transaction set. Both invoice and receipt information will be available for review on the EBS website by the Market Ready Vendor.

http://www.stores.dla.mil/stores_web/ http://www.stores.dla.mil/stores_web/ http://www.stores.dla.mil/acct_mgr_tool/Login.asp http://www.stores.dla.mil/acct_mgr_tool/Login.asp http://www.stores.dla.mil/acct_mgr_tool/Login.asp http://www.stores.dla.mil/acct_mgr_tool/Login.asp http://www.stores.dla.mil/acct_mgr_tool/Login.asp

In order to view information on this website you must apply for a password. The reconciliation tool will match the customers’ receipts to the vendors’ electronically submitted EDI 810 invoice. The vendors will be able to see the lines that did not match for review and possible update. A training tool is available on our homepage under Reconciliation tool training.

H. All vendors are required to obtain a Public Key Interface (PKI) certificate for each individual that will have access to the DLA Troop Support Reconciliation Tool.

III. PAYMENTS

A. DFAS Columbus is the payment office for this acquisition.

Customers are to place orders electronically that will flow through the DLA TROOP SUPPORT ordering system STORES. In the temporary event that order cannot be conducted electronically, customers are to process orders manually and a copy of the signed invoices must also be faxed to the Contract Specialist at 808-474-2946.

B. Payment of delivery orders will be made in accordance with the terms and conditions of Paragraph (I) of Clause

52.212-4 “Contract Terms and Conditions – Commercial Items”, appearing in the section of this solicitation entitled “Contract Clauses”.

C. All offerors must have the ability to accept an 820 transaction set from its financial institution. DFAS

Columbus will no longer forward a detailed summary of payment(s). This information will only be available from your bank.

D. Payment is currently being made in approximately ten (10) days after the receipt of a proper invoice; however, payment is still subject to the terms and conditions of the Prompt Payment Act (31 U.S.C. 3903). All electronic invoices must be submitted with accurate, sufficient, clean data before any payment can be made.

E. The Government intends to utilize Electronic Funds Transfer (EFT) to make payments under the resultant contract(s). However, the Government reserves the right to use a manual payment system, i.e. check, if the need arises. Refer to Clause 52.232-33 “Mandatory Information for Electronic Funds Transfer Payment”.

F. VENDOR PAYMENT INQUIRY SYSTEM - ACCESS AT:

https://myinvoice.csd.disa.mil/index.html

IV. ADMINISTRATION

A. Administration of the contract will be performed by DLA TROOP SUPPORT in Hawaii.

B. Administration of the individual delivery order will be performed by a designated representative at the ordering activity. This includes approving product substitutions and delivery changes.

C. The DLA TROOP SUPPORT Contracting Officer must approve any changes to the BPA.

https://myinvoice.csd.disa.mil/index.html

Notice to our Valued Suppliers

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

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

3. Sign and return any/all amendments.

4. Complete the CAGE Code and DUNS number.

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

Y PROVIDE AUTHORIZED NEGOTIATORS

Y Review the REVISED INFORMATION noted via Clause 52.212-2, Evaluation – Commercial Items

Y FAR 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

ITEMS

Y FAR 52.215-6 PLACE OF PERFORMANCE

Y Review and complete DFARS 252.209-7994 Representation by Corporations Regarding an Unpaid

Delinquent Tax Liability or a Felony Conviction under any Federal Law – Fiscal Year 2015 Appropriations (Deviation 2014-O0005).

Y The requirements for Clause 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."

6. All offerors are required to submit a Wholesale Price List with their offer.

7. All offerors are required to submit AIB Documentations, and each third party warehouse audit (i.e. AIB Certifications, other State or Federal sanitation inspection). For additional information see Quality Requirements section, herein for details.

8. ALL VENDORS MUST BE REGISTERED IN THE SYSTEM FOR AWARD MANAGEMENT (SAM)

TO RECEIVE AN AWARD. SEE CLAUSE 52.212-4(t)

GO TO HTTPS://WWW.SAM.GOV FOR DETAILS

Please submit the CAGE Code:

http://www.sam.gov/

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.

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

SPE302-18-Q-0002 Attachment #1 – Statement of Work Page 18 of 18

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

Purchase Order Number: W81YMG13060865 BPA 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

FT1234913203

892001E114646 BREAD, WHITE, FRESH, PAN

BAKED, SANDWICHED

ENRICHED 16 OZ PG

PG

$1.13

$13.56

24415

FT123490913204

892001E115994

BREAD, WHOLE WHEAT,

FRESH, PAN BAKED,

ROUND TOP, 24 OZ PG

$1.98

$19.80

53067 21321

FT123490913206

892001E119580

ROLLS, HAMBURGER,

FRESH, SLICED WHITE, W/

SESAME SEEDS, 12 PER 23

OZ PG

$1.88

$18.80

Total: $52.16