ATTACH_1_SOW_MilkDairyIceCream-20190318.pdf

Contract No. SPE302-19-R-0004

CONTINUATION OF BLOCKS FROM SF 1449

Block 8 (Continued):

OFFER DUE DATE/LOCAL TIME: May 6, 2019, at 08:00 am Hawaii Standard Time (HST).

Block 9 (Continued):

ALL OFFERS/MODIFICATION/WITHDRAWLS MUST BE PLAINLY MARKED ON THE

OUTERMOST ENVELOPE WITH THE SOLICITATION NUMBER, CLOSING DATE, AND TIME

SET FOR THE RECEIPT OF OFFERS.

Solicitation No.: SPE302-19-R-0004 Solicitation Issue Dates: Friday April 5, 2019 Hawaii Standard Time (HST) Questions Due Date: Monday, April 22, 2019 Hawaii Standard Time (HST) Solicitation Closing Dates: Monday May 6, 2019 AT 08:00 Hawaii Standard Time (HST)

Proposals may be submitted by email. Faxed proposals will not be accepted. Proposal shall be emailed to: Anna Hamada at anna.hamada@dla.mil and Jean Ross at jean.ross@dla.mil alternate is Mickey Skiles at mickey.skiles@dla.mil on or before the deadline. It is the contractors’ responsibility to verify receipt of all emailed documents with the contract specialist.

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

Contract Specialist Anna Hamada

(808) 474-2943 Anna.Hamada@dla.mil

Contract Specialist Mickey Skiles

(808) 474-2946 Mickey.skiles@dla.mil

Contracting Officer Jean K. Ross

(808) 474-2940 jean.ross@dla.mil

The Email Subject Line shall be titled as follows:

Subject: Request for Proposal SPE302-19-R-0004_Name of Vendor Example: Request for Proposal SPE302-19-R0004_Big Red Company

Block 10

NAICS: 311511

Size Standard: 1,000 Employees mailto:anna.hamada@dla.mil mailto:mickey.skiles@dla.mil

Block 17a

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

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

Fax Number(s):

Email Address:

Company POC: _____ Phone#: ___________

(If you do not have a DUNS number, contact the individual identified in Block 7a of the SF 1449 or see 52.212-1, Instructions to Offerors—Commercial Items (paragraph j) for information on contacting Dun and Bradstreet.)

Block 17b

Remittance will be made to the address that the vendor has listed in the System for Award Management Database. (www.sam.gov).

Blocks 19-22

See Statement of Work (SOW) and Schedule of Items (SOI)

AUTHORIZED NEGOTIATORS:

The offeror represents that the following persons are authorized to negotiate on its behalf with the Government in connection with this request for proposal. Please list names, titles, telephone numbers, facsimile numbers, and emails for each authorized negotiator.

CAUTION NOTICE

This procurement is being solicited under FAR 12 Acquisition of Commercial Items. This procurement will be an “Unrestrictive” Full and Open competition. This solicitation will be evaluated based on the Lowest Price Technically Acceptable (LPTA) Source Selection Process under FAR 15.101-2. Please refer to the Addendum to FAR 52.212-2 contained in this Solicitation for additional information about how each offeror’s price, and price components, will be evaluated.Solicitation SPE300-19-R-0004 is designed to place Milk, Dairy, Juice & Ice Cream, all fully competitive, on contract for various Department of Defense (DoD) Troop and Ship Customers in Oahu, in the State of Hawaii.

The resultant contract will be a fixed price Indefinite Quantity Contract (IQC), with EPA applied to Class 1 fluid milk items and firm fixed price for all other items, for an Indefinite quantity, within stated limits, of specific supplies 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 60 months (five-year period). Pricing for all items will have five separate pricing tiers and the pricing will remain firm fixed for each pricing tier. The first pricing tier shall begin on the award date and be for a 12-month period (June 09, 2019 – June 06, 2020). The second pricing tier shall be for the following 12-month performance period (June 07, 2020 – June 05, 2021). The third pricing tier shall be for the following 12-month performance period (June 06, 2021 - June 04, 2022). The fourth tier shall be for the following 12-month performance period (June 05, 2022 - June 03, 2023). The fifth tier shall be for the following 12-month performance period (June 04, 2023 - June 01, 2024).

EFFECTIVE PERIOD OF CONTRACT/ORDERING/PERFORMANCE PERIOD:

A contract resulting from this solicitation will become effective on the date of award. The ordering period of the contract shall commence with placement of the first customer order, on or after Monday June 09, 2019 through June 01, 2024 and delivery of any order will be completed on or before Friday, June 07, 2024.

This solicitation contains the estimated Milk, Dairy, Juice & Ice Cream requirements for customers in Oahu, Hawaii as follows:

Army, Air Force, Navy (Troop), Marines, Coast Guard (Troop), Hawaii Job Corps and Navy Ships

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

IMPORTANT: The Government intends to make award, based on initial offers, to the responsible offeror that conform(s) to the solicitation requirements and offer(s) the lowest aggregate price.

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.

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

(EDI):

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

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

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

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

The changes will be e-mailed to your DLA Troop Support Indo Pacific 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 INDO PACIFIC Account Manager or Buyer or use the Recon Training Tool.

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

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

1. Contract Number - e.g. SPE302-18-D-W001 (on attached sample). This number will remain https://www.stores.dla.mil/stores_web/default.aspx constant throughout the life of the contract.

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

3. Lead Contract Line Item Number (CLIN) - e.g. 19 (This is the item number on the STORES purchase order). This number will change with every order.

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

5. Required Delivery Date (RDD) - e.g. 5/3/18. 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.

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 DETAIL

CONTRACTOR CODE OF BUSINESS ETHICS (FEB 2012)

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

If this solicitation or contract includes FAR clause 52.203-13 - CONTRACTOR CODE OF BUSINESS ETHICS AND CONDUCT; the contractor shall comply with the terms of the clause and have a written code of business ethics and conduct; exercise due diligence to prevent and detect criminal conduct; promote ethical conduct and a commitment to compliance with the law within their organization; and timely report any violations of federal criminal law involving fraud, conflict of interest, bribery or gratuity violations found in title 18 of the United States Code or any violations of the False Claims Act. (31 U.S.C. 3729-3733). When FAR 52.203-13 is included in the contract, contractors must provide a copy of its written code of business ethics and conduct to the contracting officer upon request by the contracting officer.

NOTICE TO OUR VALUED OFFEROR

The following attached forms require information to be furnished by each offeror. Any questions may be directed to the Contract Specialist at the telephone number shown or email listed on the cover sheet of this solicitation. Deadline to submit questions is April 22, 2019 at 8:00 am HST.

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

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

2. A copy of current Wholesale Price List

3. Sign and Return any/all amendments

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

5. A copy of the Schedule of Item Spreadsheet

Each offeror should also:

a. Review the Addendum to FAR 52.212-1 (Instructions to Offerors – Commercial Items), FAR52.212-2 (Evaluation – Commercial Items), and FAR 52.212-4 (Contract Terms and Conditions – Commercial Items)

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

c. Complete all Supplies/Prices “Schedule of Items” sheets (Offered Prices) and Qualifications

d. Complete the CAGE Code and DUNS

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

i. AUTHORIZED NEGOTIATORS

ii. FAR 52.212-3 Offeror Representations and Certifications -- Commercial Items.

(Standard Form 1449)

iii. The requirements for FAR 52.222-37 (see Addendum to FAR 52.212-5), Employment Reports on Special Disabled Veterans and Veterans of the Vietnam Era (38 U.S.C. 4212) mandate annual reporting of certain statistics on a form titled "Federal Contractor Veterans' Employment Report VETS-100."

iv. DFARS 252.209-7998 and 252.209-7999 Representation by Corporations Regarding an Unpaid Delinquent Tax Liability or a Felony Conviction under any Federal or State Law.

v. FAR 52.215-6 PLACE OF PERFORMANCE

f. 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: _______________________

NOTE: The list of proposal submission requirements is for convenience purposes only.

This list is not intended to be all-inclusive. Offerors are responsible for carefully reviewing the entire solicitation to ensure they submit all information required by the solicitation.

http://www.sam.gov/

Statement of Work (Milk, Dairy & Ice Cream Products)

I. INTRODUCTION

A. The Defense Logistics Agency (DLA Troop Support Indo Pacific) intends to support the needs of its customers by entering into one (1) Indefinite Quantity Contract (IQC) per group to supply fresh Milk, Dairy, Juice and Ice Cream products to the customers stated below.

This solicitation contains the estimated requirements for each of the following groups these items for Land customers in the Hawaii area.

The solicitation contains three (3) Customer Product Groups:

Group 1 Hawaii - Troop Customers (Milk, Dairy & Juice products) Group 2 Hawaii - Troop Customers (Ice Cream products) Group 3 Hawaii - Ship Customers (Milk, Dairy, Juice & Ice Cream products)

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 contract will be a fixed price Indefinite Quantity Contract (IQC) with EPA applied to Class 1 fluid milk items and firm fixed price for all other items, for an Indefinite quantity, within stated limits, of specific supplies 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 60 months (five-year period). Pricing for all items will have five separate pricing tiers and the pricing will remain firm fixed for each pricing tier. The first pricing tier shall begin on the award date and be for a 12-month period (June 09, 2019

– June 06, 2020). The second pricing tier shall be for the following 12-month performance period (June 07, 2020 – June 05, 2021). The third pricing tier shall be for the following 12-month performance period (June 06, 2021 - June 04, 2022). The fourth tier shall be for the following 12-month performance period (June 05, 2022 - June 03, 2023). The fifth tier shall be for the following 12-month performance period (June 04, 2023 - June 01, 2024).

C. EFFECTIVE PERIOD OF CONTRACT/ORDERING/PERFORMANCE PERIOD:

A contract resulting from this solicitation will become effective on the date of award. The ordering period of the contract shall commence with placement of the first customer order, on or after Monday June 09, 2019 through June 01, 2024 and delivery of any order will be completed on or before Friday, June 07, 2024.

D. Delivery – The current delivery schedule for each location is set forth on page 15 of the

Statement of Work, Delivery Points section. Delivery on all products is required, as specified by each customer, and should be in accordance with standard commercial practice.

E. Offeror is REQUIRED to complete ALL information requested on the Schedule of Items pricing spreadsheet (Spreadsheet is available in Attachment #2 to #4.

The following factors shall be used to evaluate offers:

PRICE ONLY: The resultant contract will be awarded to the offeror with the lowest evaluated aggregate price who meets all terms and conditions of the solicitation.

Pricing is required for all items in the Schedule of Items. The Government will perform an aggregate price analysis for all items in the Schedule of Items. To determine an offeror’s evaluated aggregate price, the estimated quantities in the Schedule of Items will be multiplied by the offered price, 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.

PLEASE MAKE SURE TO FILL OUT THE SCHEDULE OF ITEMS (SOI) SPREADSHEET CORRECTLY.

FAILURE TO CORRECTLY AND COMPLETELY PROVIDE THE INFORMATION 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.

THE COMPLETED SPREADSHEET MUST BE INCLUDED IN THE E-MAIL TO BOTH THE

CONTRACT SPECIALIST AND CONTRACTING OFFICER.

(Contract Specialists: Anna.Hamada@dla.mil, Mikey.Skiles@dla.mil & Contracting Officer:

Jean.Ross@dla.mil)

II. GUARANTEED MINIMUM / MAXIMUM

A. The guaranteed minimum on the resultant contract(s) is 10% of the awarded estimated value per 60-month contract period.

B. The maximum ceiling on the resultant contract(s) is 100% of the awarded estimate value per 60-month contract period. The maximum ceiling for this procurement is $8,000,000.00.

III. PRICING

A. The Schedule of Items in Attachment 1, 2 represents 100% of the estimated dollar value of this procurement for the sixty- (60) month period. Offerors must submit pricing information on the pricing spreadsheet for Fluid Milk, Dairy Juice, Items (Tier 1, Tier 2, Tier 3, Tier 4 and Tier 5). For all Class I fluid milk items, the EPA will be applied in accordance with DLAD 52.216-9032 Alternate I throughout the contract period. Pricing for all other items will have five separate pricing tiers and the pricing will remain firm fixed for each pricing tier NOTE: The EPA Calculation for Class I Milk is based on California Dept. of Food and Agriculture Announcement of Minimum Prices. Any other Place of Performance in the United States is based on USDA Announcement of Advanced Prices and Pricing Factors.

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.

mailto:Anna.Hamada@dla.mil mailto:Mikey.Skiles@dla.mil mailto:Jean.Ross@dla.mil

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 Column “I”. 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. Standard rounding methods must be applied. For example, a price of $2.215 or higher must be rounded up to $2.22 and a price of $2.214 or lower must be rounded down to $2.21 (reference Clause DLAD 52.214-9008 “Rounding Off of Offer and Award Price – Alternate I”). In addition, the system requires that prices be fixed for a certain period of time.

F. Prices for the resultant three-year contract period will be fixed with EPA for Class I fluid milk items (Clause 52.216-9032) and firm-fixed for all other items for the entire term of the contract.

G. All prices are the current price when the customer places the order.

H. Price Audits

• The Government reserves the right to conduct price audits to verify price accuracy and recoup overcharges. In such instances, contractors will be required to provide any and all supporting price documentation requested by the contracting officer.

• The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention.

IV. SCHEDULE OF ITEMS

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

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

Colum Name Column Description Item A Item number Item Name/Description B The Government’s format begins with a broad category and then continues with a more general description. For example, a half pint of whole milk would be described as “Milk, Whole, Chl (Chilled), ½ PT CO.”

Product Code C Company Product Code Estimated Annual Quantity per Unit

D This column represents the estimated number of units to be ordered annually.

Price per Unit E Unit price Total Price per Unit F This column auto calculates the Total

Price per Unit as follow:

Tier 1 = (Price per Unit*Estimate Quantity) = Total Price per Unit

Aggregate Price P This column auto calculates the Aggregate Price as follow: Total Price per unit for Tier 1 + Total Price per unit for Tier 2 + Total Price per unit for Tier 3 + Total Price per unit for Tier 4 + Total Price per unit for Tier 5

Lead Time in Hours Q Time from vendor receipts the order to customer order is delivered. For example, 24 hours, 48 hours, etc.

Remarks R Write any comment you have for that specific item, such as: different flavor or size, no bid on this item, difference in the item name/description, package size if not otherwise indicated, etc.

Wholesale Price O Price for item that is offered to the Public

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 milk or dairy item not listed on the resultant contract, a written request to the DLA Troop Support Indo Pacific Market Ready Contract Specialist shall be submitted to have the item added. The Contract Specialist will contact the vendor and arrange to have the item added to the STORES catalog in coordination with the Contracting Officer.

C. Prior to its inclusion in the STORES catalog, the pricing for each additional item must be negotiated and the Contracting Officer must determine that the price for the respective item is fair and reasonable.

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

E. For evaluation purposes, the Government reserves the right to remove any items, absent an amendment, from the Schedule of Items 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.

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 be reflected in the 100% maximum.

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 resultant 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 Indo Pacific Contracting Officer’s Office by the time and date specified at the time of Final Proposal Revisions. Information not submitted to the DLA TROOP SUPPORT INDO PACIFIC Contracting Officer’s Office by the specified date and time will not be considered by the Government during final evaluations.

VIII. NON-MANUFACTURER /NON-DISTRIBUTER

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

Offerors indicating a Place of Performance (manufacturing location) that is not under the day-to-day control and management of the offeror shall submit documentation that an agreement for production and distribution is in effect at the time of offer covering the period of the contract. The documentation must be signed by the offeror and the proposed subcontractor(s). This does not include similar entities & affiliates of the offeror but applies to non-manufacturers, partners, subcontractors and similar entities that would be performing on the proposed contract but are not the offeror itself. Offerors using a consortium, joint venture or other teaming approach shall provide evidence of experience pertaining to the execution of the requirements of the solicitation. The freshness requirement of the product being delivered may not be compromised. The offeror’s distance from the delivery location is very important. The offeror must be capable of delivering product to arrive at the delivery location the same day for emergency orders.

GOVERNMENT QUALIFICATION:

The Government expects to award all items but reserves the right to award a contract with less than all listed items if determined to be in the Government’s best interests. The Government will make one award. Offerors must offer on all tiers.

OFFEROR QUALIFICATION: (Qualification pertains to any conditions, deviations, or contingencies upon which offered prices are based).

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

EDI Code:

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

Point(s) of Contact for Ordering:

Phone Number:

Email & Fax Number:

FOR PAYMENT QUESTIONS, PLEASE PROVIDE THE FOLLOWING INFORMATION:

Point(s) of Contact for Invoicing and Payment:

Phone Number:

Email & Fax Number:

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:

BULK MILK CONTAINERS:

THE BULK MILK/JUICE DISPENSER CONTAINER SHALL BE A SINGLE SERVICE DISPENSER

CONTAINER (MULTI-GALLON POLYETHYLENE BAG) AND SHALL BE DELIVERED IN A SINGLE

SERVICE SHIPPING CONTAINER (CORRUGATED CARDBOARD BOX) WHICH DOES NOT

REQUIRE A TRANSFERRING OF THE SINGLE SERVICE DISPENSER CONTAINER

(POLYETHYLENE BAG) TO A HOLDER/KEEPER CASE OR DISPENSER CASE AT POINT OF

USE.

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 INDO PACIFIC for the purposes of contractor payment and customer billing.

B. Customers will be able to order all of their Milk and Dairy 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 INDO PACIFIC)

• Purchase Order

• Functional Acknowledgment

• Receipt

• Invoice (optional at this time)

E. It is mandatory 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 half pint of whole milk would be described as “Milk, Whole, CHL (Chilled), ½ PT CO”.

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

II. Order Placement

A. Minimum order: When the Government requires supplies or services covered by this contract in an amount of less than $150.00 the Government is not obligated to purchase, nor is the contractor obligated to furnish, those supplies or services under the contract.

B. 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.

C. 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.

D. 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.

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

Purchase Orders

There shall only be one invoice per purchase order. 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

I. Product Quality

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

Fluid dairy products and other dairy products shall have sufficient remaining shelf life commensurate with good commercial practice. Each container, carton, etc. shall have visible, legible, and understandable “sell-by-date” or equivalent.

1. Milk, Whipping Cream (fresh), Cream (fresh) and Half-and-Half (fresh), Ice Milk Mix, Fresh (soft serve), Milk Shake Mix, Fresh (direct draw), Buttermilk and Eggnog must be delivered with 72 hours of pasteurization.

2. Whipping Cream (ultra-pasteurized), Half-and-Half (ultra-pasteurized), and Cream (ultra-pasteurized) must be delivered with a minimum 14 days shelf life remaining.

3. Cottage Cheese, cultured and acidified, normal and extended shelf life must be delivered with a minimum 14 days shelf life remaining.

4. Sour Cream must be delivered with a minimum 21 days shelf life remaining.

5. Yogurt must be delivered with a minimum of 18 days shelf life remaining.

6. Ice Cream must be delivered with a minimum 120 days shelf life remaining.

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

II. 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 Indo Pacific

• Compliance with EPA and OSHA requirements

• Salvaged items or products shall not be used

The vendor shall comply with any findings or corrective actions noted on all its mandatory monthly and yearly inspections and audits performed by County, State, and Federal Agencies including the Food and Drug Administration and US Department of Health & Human Services. The vendor will immediately notify the Contracting Officer of any negative findings by any of these auditing agencies which affect the performance of its contract(s) and of the vendor’s corrective action. The Contracting Officer may request copies from the vendor of any negative County, State, or Federal health inspection which affects its contract(s).

Failure to comply with County, State, and Federal milk regulations; apply corrective actions to audit findings; or not maintaining its pasteurization plant compliance at a rate of at least 90 percent or higher, as certified by a state milk sanitation officer and listed in “Sanitation Compliance and Enforcement Ratings of Interstate Milk Shippers” may result in termination of the contract at the vendor’s expense. In the event the vendor is subcontracting milk, dairy, or ice cream products, the vendor shall be responsible for replacing any noncomplying subcontractor with an approved subcontracting source or risk termination of the contract.

The vendor shall have in place the proper temperature controls in their warehouse to ensure product is stored at commercially acceptable temperature settings.

III. 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.

IV. 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.

V. 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 Indo Pacific Contracting Officer

c. DLA Troop Support Indo Pacific Account Manager

d. DLA Troop Support Indo Pacific Customer Safety Officer at (215) 737-2922

2. Provide the following information to the DLA Troop Support Indo Pacific 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 Indo Pacific 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.

VI. Food Defense/Force Protection

DLA Troop Support Subsistence Directorate provides worldwide 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 Indo Pacific 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 Indo Pacific 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.

VII. Packaging, Packing and Labeling

A. All packaging and packing shall be in accordance with good commercial practice. Labeling shall be in accordance with commercial labeling complying with the Federal Food, Drug and Cosmetic Act and regulations promulgated thereunder. Shipping containers shall be in compliance with the National Motor Freight Classification and Uniform Freight Classification Code.

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

INSPECTION AND ACCEPTANCE

I. Inspection and Acceptance

A. Contractor’s delivery vehicles will stop and report to the veterinary inspection points as designated for inspection of products before proceeding to any other designated delivery point.

B. 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.

C. All deliveries are subject to military veterinary inspection. In addition, the delivery vehicles may be inspected for cleanliness and condition.

D. 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.

II. Rapid GATE, DEFENSE BIOMETERIC IDENTIFICATION SYSTEM (DBIDS) REQUIREMENT and/or

OTHER SECURITY PROGRAMS

Many bases may require enrollment in a particular system for base security such as RapidGate,the Defense Biometric Identification System (DBIDS), or other similar system(s). Such systems manage access to Department of Defense (DoD) installations, and will not allow entry without clearance. During the contract start-up/ implementation period, the Contractor must contact all customer locations to determine whether enrollment in RapidGate, DBIDS, or another security program is required for access to each location. If

RapidGate, DBIDS, 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 clearance may result in a vendor being turned away from the base and being unable to complete delivery. The Contractor is responsible for any costs associated with RapidGate, and/or other security program enrollment and must ensure that a properly 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. There is no cost for DBIDS at this time. The cost of RapidGate or other security enrollment may vary, so the Contractor should contact the specific security system contractor to determine its own costs. If more than one driver is required, 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 is encountered during the start-up/implementation period, the Contractor MUST contact the specific security system contractor and/or the Security Officer at the applicable customer locations to resolve any issues with processing enrollment so that the Contractor will be able to deliver as required.

For additional information on current base security systems including RapidGate and DBIDS, including enrollment instructions, please visit their websites at www.rapidgate.com and http://dbids.dmdc.mil/DBIDS.

III. 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.

IV. 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 contracting officer will determine if rejections is valid. Determination is in a case by case basis. The vendor must pick up the rejected product at the time the next regular shipment is made.

V. Contract Closeout http://www.rapidgate.com/ http://dbids.dmdc.mil/DBIDS

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

A. The resultant contract will be a fixed price Indefinite Quantity Contract (IQC) with EPA applied to Class I fluid milk items and firm fixed price for all other items, 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 16.540(a)).

B. The duration of the contract is for a term of 60 months (five year period). For all Class I fluid milk items, the EPA will be applied in accordance with DLAD 52.216-9032 Alternate I throughout the contract. Pricing for all other items will have 5 separate pricing tiers and the pricing will remain firm fixed for each pricing tier. The first pricing tier shall begin on the award date and be for a 12 month period (June 09, 2019 – June 06, 2020). The second pricing tier shall be for the following 12 month performance period (June 07, 2020 – June 05, 2021). The third pricing tier shall be for the following 12 month performance period (June 06, 2021 - June 04, 2022). The fourth tier shall be for the following 12 month performance period (June 05, 2022

- June 03, 2024). The fifth tier shall be for the following 12 month performance period (June 04, 2023 - June 01, 2024).The effective ordering period for any contract resulting from this solicitation shall be from June 09, 2019 until June 01, 2024.

II. ITEM AVAILABILITY

All items must be available in sufficient quantities to fill the customers’ requirements. All deliveries must be made within 48 hours after order placement or lead time stated in contract unless otherwise authorized by the customer.

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.