SOW,_fresh_bread_K-town_Ramstein.doc

SPE303-18-Q-0008 Fresh Bread Kaiserslautern and Ramstein, Gerrmany

RFQ – FOR BLANKET PURCHASE AGREEMENT

SPE303-18-Q-0008

FOR FRESH BAKERY ITEMS TO SUPOPRT TROOPS LOCATED AT KAISERSLAUTERN & RAMSTEIN & VOGELWEH, GERMANY

VENDOR:

Cage Code:

EFFECTIVE DATE:

EXPIRATION DATE:

Index:

SECTION I

SCHEDULE OF SUPPLIES AND/OR SERVICES

SECTION II

AUTHORITY TO PLACE CALL

SECTION III

ORDERING

SECTION IV

PERFORMANCE AND DELIVERY

SECTION V

PRICING AND PAYMENT

SECTION VI

GENERAL PROVISIONS

Statement of Work - SOW

Attachment No. 1

ITEM DESCRIPTION AND PRICES

Attachment No. 2

DELIVERY SCHEDUELE/POINTS

SECTION I - SCHEDULE OF SUPPLIES AND/OR SERVICES

1.

Description of the Agreement

a. The Vendor shall furnish fresh bakery products as outlined in Attachment# 1, if and when, requested by the Government, from the date of establishment of this Blanket Purchase Agreement (BPA) through the date of expiration or cancellation, whichever occurs first. The effective date of this agreement shall be as shown in block # 3 of the Standard Form 1449.

b. All items delivered to US Dining Facilities shall be produced, processed and prepared in accordance with the highest commercial standard practices, shall conform to those products the contractor offers for resale in European outlets, and shall be produced in an approved production facility. The vendor shall only provide the products as indicated in Attachment# 1 of this agreement or its modifications.

2. Request for Quotation (RFQ) FOR Blanket Purchase Agreement

a. The Vendor’s authorized official shall sign and date this RFQ at block 30 a/b/c of the Standard Form 1449 and forward by fax or e-mail to:

DLA Troop Support Europe & Africa

European Subsistence Business Unit

Attn: DLA-TS/UHMC

Kleber Kaserne, Building 3229

Mannheimerstrasse 218/219

67557 Kaiserslautern, Germany

Contract Specialist

MR Degenhard Will

E-mail: Degenhard.Will.deu@dla.mil Tel.: 011-631-411-2214

FAX: 011-631-411-5670

Contracting Officer

MS Ada Torres-Vega

E-mail: ada.torres-vega@dla.mil

Tel. 001-631-411-2156

SECTION II - AUTHORITY TO PLACE CALL

1. Ordering Activities

A list of activities authorized to place calls within the STORES Ordering System for items authorized under this BPA are identified in Attachment# 2 to this BPA.

2. Extent of Obligation The Government is obligated under this Blanket Purchase Agreement only to the extent that authorized calls are actually placed. Only those items specifically listed in this Agreement are authorized for delivery. Customers are not authorized to order or accept products other than those listed in this Agreement. Delivery of unauthorized products shall be at the risk of and the sole responsibility of the supplier and may result in non-payment as well as cancellation of this agreement. Items authorized for delivery under this agreement must be produced only in the production plants, which have been specifically approved for this purpose. Delivery of products, which were not produced in approved plants, shall be at the risk of the supplier and may result in non-payment as well as cancellation of this agreement.

3. Call Limitation DLA Troop Support Contracting Officers may place calls for any items under this BPA up to the Simplified Acquisition Threshold of $250,000. An individual call placed by an authorized ordering officer through STORES shall not exceed $ 5,000 when placed for a designated activity identified in Attachment# 2 to this BPA. If orders are placed in excess of $5,000, the vendor must request approval from the contracting officer prior to fulfilling the order.

4. Order Number (PIID)

NOTE: 13-digit alphanumeric Order Numbers (called PIID Numbers) have replaced the old 4-digit Call Numbers and will now be assigned by STORES in the following format: (example: SPE8E318F5028). All orders against this BPA must be placed through the STORES ordering system, which initiates a FAX to the vendor. Fax Orders must show a 13-digit Order Number (PIID) and Contract Number.

5. ADDITIONAL CUSTOMERS

a. The Government reserves the right to add DOD customers from the resultant BPA anywhere within the Kaiserslautern, Landstuhl & Ramstein Area based on mutually agreed upon implementation plan followed by a formal modification to the BPA, at no additional cost to the Government.

b. The Government reserves the right to unilaterally remove DOD customers from the resultant agreement by the issuance of aformel modification.

Delivery of all items under this Agreement shall be F.O.B. destination and shall be shipped “All transportation costs prepaid”.

SECTION III – ORDERING

1.

Ordering Procedures and Limitations

a. Ordering under this BPA shall generally be accomplished by fax initiated through the STORES system (vendor fill-in ( ) calendar days prior to the required delivery date with:

Germany Phone Number:

Fax Number:

E-Mail:

POC:

b.

At the time of receipt of an order from an authorized ordering activity, an order/call number will be furnished by that activity. Order/call numbers must be placed on the delivery ticket-invoices by the supplier.

c.

Failure to include the order/call number on the delivery ticket/invoices will adversely impact the expeditious processing of payments.

d. Ordering activities shall place orders at least (vendor fill-in ( ) calendar days to the required delivery date.

e. STORES Ordering: Ordering under this BPA shall be accomplished through the Stores System and all orders need to be placed on Monday through Friday before 12:00 hours Central European Time (C.E.T.). Orders placed after 12:00 hours C.E.T shall count as orders placed on next day. Orders may be placed of Fridays after 12:00 C.E.T., Saturdays and Sundays but they will be considered as orders placed on Mondays. f. One

f. One Invoice and Delivery Ticket are required per each delivery

2. Right to Award other Contracts and Orders

The Government reserves the right to award contracts and orders to other companies for like supplies and/or services during the same performance period as this Blanket Purchase Agreement.

SECTION IV - PERFORMANCE, AND DELIVERY

1. Period of Performance

This Blanket Purchase Agreement (BPA) shall remain in effect for a 6 (six) month period after the date of award, or otherwise until terminated or cancelled, whichever occurs first. Termination can be requested in writing with a notice of 30 days in advance by either party.

2. Place of Performance

All supplies and/or services required under this agreement shall be provided to the location specified in each call.

3. Delivery Locations

A list of addresses/delivery locations is provided in Attachment No. 2 to this BPA. Delivery of all items under this Agreement shall be F.O.B. destination and shall be shipped “All transportation costs prepaid”.

4.

Deliveries

a. All calls placed under this BPA shall be shipped complete. No partial shipments will be accepted.

b. All deliveries shall be made as indicated by the BPA caller when the call is placed, subject to the limitations outlined in this Blanket Purchase Agreement.

c. All ordering activities shall place orders at a minimum of (vendor fill-in ( ) calendar days (without Holidays) prior to the required delivery date.

d. Minimum order Limitation: Minimum Order per individual call is a value of Dining Facility is a value of vendor fill-in ( ).

e. DELIVERY INSTRUCTIONS A. Vendors shall ensure all products are delivered in sanitary trucks that are of a commercially acceptable standard. All trucks shall maintain proper temperatures, as determined through standard commercial practices. Deliveries shall be F.O.B. Destination to all ordering activities and delivery points. All items will be delivered to customer locations, free of damage, with all packaging and packing intact. A listing of all the delivery points can be found at Attachment 2.

B. Customers delivery schedules (days and times) routes and stop-off sequence will be coordinated and verified with the customers on a post award basis by the awardee(s). The current delivery schedule and number of deliveries are included in Attachment 2.

C.

The supplier agrees that on regular working days trucks shall arrive at destination not before 0700 hours and not later 1430 hours unless by prior agreement with local representatives. Government personal can reject, at the installation gate, shipments for which drivers have inadequate identification to gain access. Government personnel will “sign-in” vehicles he installation gate.

D. Regular working days are defined as all days EXCEPT Saturdays, Sundays and US Federal Holidays, and days which have been declared to be Holidays by law in effect in the country where the deliveries are made. Holiday Delivery schedules or any event that will affect normal weekly deliveries shall be provided to DLA Troop Support Europe & Africa 30 days prior to the actual holiday or event.

When a scheduled delivery day falls on one of these days, or one designated by your firm, delivery should occur on the next business day, unless otherwise agreed to by the customer. Vendors must give at least one (1) month notice of all approaching holidays (local and US) to coordinate deliveries and accommodate customers.

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: US Federal Holidays.

· Saturday holidays are celebrated on the preceding Friday

· Sunday holidays are celebrated on the following Monday 5.

Packaging/Marking:

a. Cartons and/or boxes used for transportation shall be in such condition to protect the products against damage and deterioration, and will meet all carrier requirements to insure safe arrival at destination.

b. Packaging and packing will be in accordance with the highest commercial standard practices, and will conform to those products the contractor offers for resale in European outlets and/or for export.

c. Vans used for transportation will meet all carrier requirements to ensure safe and sanitary arrival of good at destination and meet product temperature requirements.

d. The Government reserves the right to inspect and test at any reasonable times all plant facilities, machinery, equipment, and parts used in the production, processing, handling, storage, transportation, or delivery of supplies under this contract.

e. If palletized deliveries are made, one-way pallets are to be used.

f. Standard commercial markings for individual packages will be used to clearly mark and to easily identify the nature of contents and the expiration date.

g. Shipping containers (cartons/boxes) shall show the following outside markings:

(1) Contractor’s Name and Address (Brand Name)

(2) Net Weight of Shipping Container

(3) Quantity

(4) Item Nomenclature

(5) Date of Production

(6) Name and Address of Production Plant / Establishment Number h.

All marking shall be clear, legible, no fading and durable.

i.

For supplies which are improperly marked, coded, or packaged, the Contracting Officer shall have the option to reject such supplies under the provisions of the inspection clause of this BPA.

j. FORCE PROTECTION PROCEDURES/FOOD DEFENSE

k. DESIGNATED COUNTRY CITIZENS ON USAREUR ACCESS – CONTROLLED INSTALLATIONS

l. US MILITARY INSTALLATION SUPPORT 6.

Test Samples:

US Veterinarian Food Inspection Personnel may take samples from delivered quantities at any time for the purpose of submission to the Commander, Vet Lab Europe, CMR 402, APO AE 09180.

Testing will be performed IAW requirements of AE 40-70 which is provided to the contractor upon veterinarian inspection.

7. Licenses:

The Supplier is responsible for obtaining any necessary export/import licenses including certificates for sanitation that may be required by the Government of the country into which his supplies are being imported. The Contractor is also responsible for complying with all applicable laws relating to production, handling, shipping and importing of the supplies purchased.

8. Acceptance/Rejection of Products

(a) Authorized representatives of the Contracting Officer will be responsible for inspection, acceptance, and rejection of quantities delivered under this contract.

(b) Rejection may occur for the following reasons:

(1) Nonconformance to sanitary and/or medical standards

(2) Nonconformance to terms and conditions listed in this contract

(c) All or part of delivered quantity may be rejected depending on the criticality of the Nonconformance.

(d) A price adjustment (PA) may be determined by the Contracting Officer, as consideration, for any or for all minor nonconforming products.

ONLY THE CONTRACTING OFFICER HAS THE AUTHORITY TO MAKE DECISIONS CONCERNING NONCRITICAL NONCONFORMANCE.

SECTION V - PRICING AND PAYMENT

1. Prices

Vendor shall submit unit prices for item required under this RFQ in Attachment No. 1.

2.

Price Changes

a. Prices shall be firm for a twelve (12) months period. All price changes shall require 45 days advance notice to allow for administrative processing.

b. If the supplier desires a price increase for any of the costs comprising contractor’s price after the initial price quoted, the contractor is required to identify such cost elements in writing and furnish appropriate data explaining the changes.

c. If approved, the price increase shall become effective 30 days following the receipt of the proposed increase by the Contracting Officer, but not before the contract has been modified by a supplemental agreement, signed by both parties.

d. If during the effective period of this BPA any element of price will become lower or more advantageous to the US Government, the contractor shall notify the Contracting Officer in writing. When an offer for price reduction is received by the Contracting Officer, the lower price will be in effect as of the date cited in the supplemental agreement (modification) issued to the supplier.

3. Electronic Invoicing by Suppliers via Electronic Commerce/Electronic Data Interchange:

All suppliers are required to process invoices electronically. 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, the Government wants 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 Europe & Africa, Local Market Ready is migrating towards greater use of electronic mediums available to conduct business with you as our business partners. The Defense Logistics Agency has undergone and Enterprise Business System (EBS) initiative. EBS conforms to a strict adherence of detailed line item payments in concert with the order. The manual paperwork will no longer be an acceptable 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 (810transactions)

3. The STORES/EBS 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 receipts/orders on the website from customers, for your contracts only. You can review the receipt/order and, if in agreement, you will simply type in an invoice number to submit your invoice to Defense Finance and Accounting

Services (DFAS). This receipt information is available at this website for 8 weeks. The system will be updated daily from the receipt files. Invoices submitted using this web site 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 Europe & Africa Contract Specialist for further information. DLA Troop Support Europe & Africa Contract Specialist will assist your company in training the respective personnel using this system, if necessary.

PAPER INVOICES ARE NO LONGER AN ACCEPTABLE OPTION.

4.

Payment

a. Invoices will be paid by:

Defense Finance & Accounting Service – Columbus Center

DFAS-CVDBAA/CO CODE SL4701

P.O. Box 369031

Columbus, Ohio 43236-9031

U.S.A.

b. Payments shall be made by electronic bank transfer to:

Account Number

BLZ

SWIFT BIC:

IBAN:

c. Payment Terms: 10 DAYS NET