USAIDSolicitation HEB BPA 05.23.23.pdf

U.S Agency for International Development (USAID) Page 1 of 48

RFQ-SOL # 7200AA23R00083

BLANKET PURCHASE AGREEMENT (BPA) - SOLICITATION

RFQ Issuance Date: May 24, 2023

RFQ Questions and Answer: June 9, 2023, 5:00 PM Eastern Daylight Savings Time

RFQ Closing Date: June 23, 2023, 5:00 PM Eastern Daylight Savings Time

Subject: Request for Quote- Solicitation Number: 7200AA23R00083

The United States Government (the Government), represented by the U.S. Agency for International

Development (USAID), Office, Bureau for Humanitarian Assistance (BHA) is soliciting a Request for

Proposal(RFP) from qualified and responsible contractors for the purpose of establishing Blanket

Purchase Agreement(s) (BPA) to provide/produce, store, and deliver High Energy Biscuits (HEB) humanitarian relief commodities during the agreement period of performance for the United States

Agency for International Development, Bureau for Humanitarian Assistance upon award of a Purchase

Order.

USAID anticipates the award of one or more BPAs to unrestricted acquisition for Base Period of one year and four option years. Prospective Contractor should be aware that while USAID may award multiple

BPAs, USAID will only award the number of BPAs required to meet USAID current need. Contractor quotes must be submitted in accordance with RFP instructions at the specified place and time.

The North American Industry Classification System (“NAICS”) code for this acquisition is 311821.

The Authorized Geographic Code: The Authorized Geographic Code for this procurement is 997.

Offerors must refer to the instruction section for information regarding this RFP requirement. Offerors should take into account the expected delivery time required by the RFP transmission method as specified in the RFP. Offerors are responsible for ensuring that RFP are received at USAID by the due date and time as noted on the cover page. Failure to comply with the submission date and time will render the

Offeror’s quote unacceptable and the quote will not be reviewed or evaluated. Faxed quotes are not acceptable, nor will they be reviewed or evaluated.

Offerors must be registered in the System for Award Management (“SAM”) database prior to award at www.sam.gov.

Offerors should retain for their records copies of all submissions which accompany their quotes. All submissions should be on the organization letterhead and signed by a person who has signatory authority for the organization and clearly marked with the RFP number.

Questions in response to this RFP can be directed to email Prince Boateng, Pboateng@usaid.gov and Lisa

Chang (lchang@usaid.gov)

This RFP does not obligate USAID to contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of a quote. This RFP can be viewed and downloaded from USAID bears no responsibility for data errors resulting from transmission or conversion processes. Additionally, be aware that any amendments to this RFP will be posted on the same website from which the RFQ was downloaded.

Sincerely, http://www.sam.gov/ mailto:Pboateng@usaid.gov

U.S Agency for International Development (USAID) Page 2 of 48

Prince Boateng, Senior Contracting Officer, USAID

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TABLE OF CONTENTS

Contents

SECTION 1 – SUPPLIES/ SERVICES AND PRICE/COSTS 4SECTION 2 – STATEMENT

OF WORK/SPECIFICATIONS/DESCRIPTIONS 82.1 BACKGROUND

2.2 STATEMENT OF WORK 10

SECTION 3 –ORDERING 23SECTION 4 – CONTRACT ADMINISTRATION DATA

Error! Bookmark not defined.SECTION 5- BPA REQUIREMENT Error! Bookmark not defined.46.706 Warranty terms and conditions.

5.10 52.217-8 Option to Extend Services. 34

5.11 52.217-9 Option to Extend the Term of the Contract. 34

SECTION 6 – NOTICE TO OFFERORS INSTRUCTIONS, EVALUATION OF QUOTES

41SECTION 7 – ATTACHMENTS

Error! Bookmark not defined.

SECTION 1 – SUPPLIES/ SERVICES AND PRICE/COSTS

1.1 AUTHORITY:

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The U.S Agency for International Development (USAID) Bureau for Humanitarian Assistance (BHA) is issuing the Blanket Purchase Agreement (BPA) in accordance with FAR part 8, 12, and 13.

1.2 PURPOSE OF BPA:

This Blanket Purchase Agreement is issued to establish arrangements for ordering, storage, delivery, and billing to cover High Energy Biscuits (HEB) during the agreement period of performance. The essence of this agreement is to have (a) contractor(s) produce, store, and deliver HEB for USAID BHA upon award of a Purchase Order (otherwise and interchangeably referred to herein as BPA Call Order).

HEB delivered under this BPA shall conform to the latest USAID BHA specification attached to this solicitation or as otherwise specified in any modification the Contracting Officer required in writing. This agreement does not require the contractor to produce and store commodities in anticipation for award.

However HEBs may be produced and stored at the contractor/vendor’s facility until USAID issues a purchase order for immediate release.

As USAID BHA HEB specifications adhere to generally accepted and used international standards for such commodities, which are purchased by other governmental and non-governmental entities, any non

USAID branded balance of HEBs remaining in storage at the end of this agreement shall be retained by the contractor, without obligation by USAID, at the end of the BPA agreement period of performance.

The HEBs may not be sold to other organizations with the USAID logo on either the cartons or the individual packaging without specific written approval from the USAID Contracting Officer.

The BPA will not obligate USAID to order, or the contractor to furnish, any articles in any quantity except to the extent agreed upon in individual written Purchase Order. Individual orders may not exceed the Simplified Acquisition Threshold (currently $7.5 million for commercial items). USAID intends to purchase commodities and manage transport of goods from the manufacturer’s warehouse and deliver to the program location (contractors will be asked about their transport capacity in Section 2). This BPA is not a contract, but orders placed against it become contractual upon acceptance by the contractor.

1.3 CONTRACT TYPE AND SERVICES:

The contract anticipated from this solicitation is a Blanket Purchase Agreement (BPA) utilizing individual

Purchase Orders to provide supplies. Purchase Orders issued under this award will be Firm Fixed Price

(FFP).

1.4 PLACE OF PERFORMANCE:

The Place of performance for the master BPA is worldwide. Individual BPA calls will specify the place of performance for the BPA call.

1.5 AUTHORIZED GEOGRAPHIC CODE:

The authorized geographic code for procurement of goods and services under the Master BPA is 997.

Individual BPA calls will indicate the authorized geographic code for the call.

1.6 TERMS AND CONDITIONS

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a. Extent of obligation. The agreement will not obligate USAID to order, or the contractor to furnish, any articles in any quantity except to the extent agreed upon in individual written Purchase Order.

Individual orders may not exceed the Simplified Acquisition Threshold (currently $7.5 million for commercial items). USAID intends to purchase commodities and manage transport of goods from the manufacturer’s warehouse and deliver to the program location (contractors will be asked about their transport capacity in Section 2). This BPA is not a contract, but orders placed against it become contractual upon acceptance by the contractor.

b. This agreement is made in accordance with negotiation authority of the U.S. Federal Acquisition

Regulation 13.303 - Blanket Purchase Agreements, 13.5 – Simplified Procedures for Certain

Commercial Items, 8.405-3 - Blanket Purchase Agreements and 12 Acquisition of Commercial Items.

c. Purchase limitation

The minimum purchase order for services awarded under this entire agreement (base agreement period plus all option periods) is 0 USD. This is not a requirements contract, and the government may purchase transportation and other logistics services from other vendors as necessary.

The ceiling Price for this BPA is: N/A.

The dollar limit for each call/order shall be $7,500,000.

d. Individuals authorized to purchase under the BPA are the Contracting Officers (CO) located at:

● USAID/Washington, D.C.

● Office of Acquisition and Assistance

1.7 PERIOD OF PERFORMANCE:

The period of performance for this BPA is one base year and four option years from August 1, 2023 to

July 31, 2028. USAID may cancel the BPA at any time by notifying the Contractor at least 30 days in advance. BPA cancellation does not release the contractor from the duty to continue performance or change the terms and conditions on Purchase Order(s) issued prior to cancellation unless a change order is processed by the Contracting Officer.

1.8 OBLIGATION OF FUNDS:

This BPA does not obligate any funds.

1.9 INSPECTION AND ACCEPTANCE:

Deliverables shall be submitted in accordance with the terms and condition of the BPA and the BPA call order. USAID BHA will organize third-party inspections of ordered commodities, and the Contractor is responsible to coordinate with inspectors and make any corrections required (see Section 2). Any discrepancy between BPA and the call order shall be resolved by giving precedence to the BPA quote, BPA, Call Order and CO determination.

1.10 PRICING:

Offerors shall submit indicative prices in USD with their submission to this solicitation. Pricing and

Technical offers must be submitted separately from each other; in other words, the Technical offer must not include prices on them (see Section 6). After BPA(s) are awarded, the Contractors will submit prices for supplies at time of BPA call; these prices will be used for the call/purchase order. The prices to the

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USAID shall be as low as, or lower than, those charged to the supplier’s most favored customer for comparable quantities under similar terms and conditions, and shall include any discounts for prompt payment. See Section 2 Statement of Work for different product and pricing options and Section 7

Attachment Pricing.

1.11 CLOSEOUT PROCEDURE:

To facilitate closeout of individual Purchase Order placed under this BPA, within thirty (30) days of completion of any individual Purchase Order, the BPA holder shall submit the final invoice to ei@usaid.gov, and a copy to the Contracting Officer.

1.12 LIQUIDATED DAMAGES:

USAID may claim liquidated damages from the Contractor on contracts under this BPA as follows.

Charges may be applied if the Contractor does not meet the agreed-upon delivery date on each individual purchase order (can be a time period after proofs/samples are approved, if applicable, and production starts)..

a. If the Contractor fails to deliver the supplies or perform the services within the time specified in this contract, the Contractor shall, in place of actual damages, pay to USAID liquidated damages of $1000 per calendar day of delay.

b. If USAID terminates this contract in whole or in part under the Default—Fixed-Price Supply and

Service clause, the Contractor is liable for liquidated damages accruing until USAID reasonably obtains delivery or performance of similar supplies or services. These liquidated damages are in addition to excess costs of repurchase under the Termination clause.

c. The Contractor will not be charged with liquidated damages when the delay in delivery or performance is beyond the control and without the fault or negligence of the Contractor as defined in the Default—

Fixed-Price Supply and Service clause in this contract.

1.13 WARRANTY:

All contract warranties for PO must be in accordance with contract clause FAR 52.212-4(o), Warranty.

Contract clause FAR 52.212-4(o), Warranty states, “the Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.”

By signing below you are certifying that the products offered to USAID under this BPA, and to be delivered, meet all the requirements stated in Section 2. Failure to meet these requirements may result in your bearing the cost of:

a. Replacing items.

b. Transportation Expenses

c. Government administrative re-procurement expenses

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Offeror’s Name and Signature Date

Company Name:

Address:

Email Address:

Phone Number:

Fax Number:

SAM UEI #:

EIN/TIN:

This BPA may be cancelled for default if the contractor is noncompliant with terms and conditions of this agreement.

[END OF SECTION 1]

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SECTION 2 – STATEMENT OF WORK/SPECIFICATIONS/DESCRIPTIONS

2.1 BACKGROUND

The United States Agency for International Development (USAID), Bureau for Humanitarian Assistance

(BHA) is the lead United States Government (USG) coordinator for international disaster response.

USAID BHA responds to humanitarian conditions caused by natural disasters and complex emergencies around the world. The ability to quickly respond to international emergencies is dependent on having timely access to relief commodities. To accomplish this, USAID BHA ensures response readiness by maintaining stockpiles of relief commodities in strategic locations worldwide and coordinating the distribution of these supplies. This solicitation is for the supply of the food item High Energy Biscuits

(HEB), which often support people affected by rapid onset disasters including earthquakes, volcanic eruptions and floods, as well as slow-onset crises, such as drought and conflict.

USAID BHA is seeking to establish a Blanket Purchase Agreement (BPA) with one or more firms that will allow USAID to contract simply and quickly with these firms for production, packaging, branding, and readying for transport of HEB used in humanitarian assistance, as described in detail in Section 2.

This competition for the BPA allows offerors to submit their proposals to USAID describing how their firm is capable and qualified to provide the commodities and services outlined in this BPA. The winning firm(s) would then have a signed agreement with USAID (which includes a minimum order guarantee of zero USD), through which future Purchase Orders could easily be issued. USAID may award one or more

BPAs to one or more firms. Purchasing of these supplies will occur when Call Orders (or Purchase

Orders) are issued under an awarded BPA. The selected BPA holders must be able to perform all activities specified in Section 2 in support of USAID programs.

Based on each Call Order, the contractor will produce and supply HEB commodities, accept USAID

BHA’s quality inspection by BHA-selected inspector, store finished commodities for up to 60 days after order completion, and coordinate with BHA-selected freight forwarder for dispatch from its premises. All associated costs to supply these commodities Ex-Works, including, but not limited to, loading, unloading, transport, (re-)packing, labeling, coordinating/receiving inspection, will be borne by the Contractor and included in the offer. Though this is optional and must not be included in product unit price in the offer, offerors may indicate their general capability to transport their products worldwide. The nature of

USAID/BHA’s emergency relief work means that any successful Contractor will need to be reachable on short-notice and able to respond within 24 hours.

USAID may issue more than one award to one or more Contractors.

The Contractor is reminded that U.S. Executive Orders and U.S. law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of the contractor/recipient to ensure compliance with these Executive Orders and laws. This provision must be included in all subcontracts/sub-awards issued under this contract/agreement.

Historically USAID has procured approximately 1000 nmt of HEB annually. USAID intends to procure nearly all of its HEB through this BPA. However, this BPA does not obligate USAID to use this contract instrument to procure HEB. The estimated procurement will be between 1,000 to 3,000 nmt per year but may be above 3,000 NMT.

2.2 STATEMENT OF WORK

2.2.1. GENERAL:

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This Blanket Purchase Agreement is issued to establish arrangements for ordering, storage, and billing to cover HEBs during the agreement period of performance. The essence of this agreement is to have a contractor produce/supply HEBs for USAID BHA upon award of a Purchase Order. HEBs supplied under this BPA shall conform to the latest USAID BHA requirements attached to this solicitation or as otherwise specified in writing in any modification the Contracting Officer requires.

If Offerors are offering supplies/services with any modifications to BHA Requirements stated in

Section 2.2 Technical Requirements, you must clearly state so in your offer--state your modification against the original BHA Requirement. If Offerors are offering supplies/services with no modifications to BHA’s Technical Requirements, please clearly state this in your offer.

Pricing and Technical offers must be submitted separately from each other; in other words, the

Technical offer must not include prices on them (see Section 6).

Manufacturing processes and locations: Offerors should demonstrate minimum 1-3 years’ experience of directly managing/overseeing the manufacturing process and product development of HEB solicited on this RFQ. Offerors should provide a list of manufacturing/factory facilities (indicate whether owned or contracted), including the name of the facility/owner, the city/country of the facility, and commodities produced at that facility.

Environmental sustainability: It is strongly preferred that material for packaging is derived from sustainable materials such as: bio-based polymers analogous to petroleum-derived ones and/or verified post-consumer recycled content. For example:

● cardboard boxes: recyclable, not laminated

● packaging tape: self-adhesive paper tape to be used wherever possible

● plastic shrink wrap and strapping: clear bio-based or compostable stretch-wrap and bio-based banding straps. No opaque stretch-wrap is to be used

● ink: solvent-based indelible

Specify general options in the offer and whether or not pricing differs for these options.

In addition to environmentally sustainable packaging, if offerors are able to provide HEB products that have partial/whole composition from recycled/bio-based content, please specify these options and their corresponding prices in your offer (technical and price offers must be submitted separately).

See Section 7 for detailed preferred criteria for submission.

Traceability: It is strongly preferred that offerors generate and print QR codes or Data Matrices on products, either directly on packaging/product, or print as sticker and stick on packaging/product. The successful contractor(s) may be asked to generate, print, stick/label the product's primary/secondary packaging with the code; no additional tracking requirements will be asked of the contractor(s) under the terms of this BPA’s purchase orders. Possible data points to embed in code are: Unique GS1 Identifying

Number, Purchase Order #, Contract #, Supplier Name, Commodity name/unit, Batch/Lot # if applicable, Expiry date if applicable.

Further details would be provided in subsequent BPA Call Orders, depending on the commodity. Offeror should specify clearly in its offer whether they can generate, print, and label/stick products with QR code

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Production lead times: Contractor is to begin production of commodities within 5 business days of receiving an Order (after sample approval) or on the date pre-agreed with USAID Contracting Officer.

Communication and status updates: Contractor will be required to provide USAID with regular (weekly) email updates clearly stating forecast order readiness, or batch quantity readiness if the order is to be split into batches, from contractor’s acceptance of order to final completion of order.

Past humanitarian aid sector customers: Provide a list of your current and/or past (within 3 years) humanitarian aid sector customers/references, including which commodity you supplied, to which country.

Please see each commodity’s specific Technical Requirements in Section 7 Attachments.

2.2.2. QUALITY ASSURANCE:

HEBs supplied under this BPA must comply with the most recent version of USAID specifications at the time of each Purchase Order (statement of work will be provided for each BPA Call). Alternatively, USAID will allow the use of WFP’s product specification when the supplier is in the WFP’s HEB supplier roster. Orders from this BPA shall provide USAID quality assurance at the source; offerors should describe the measures and procedures in place to uphold the quality of goods produced. Responses may include, but are not limited to, policies and procedures for quality management, procedures for self-inspection, evidence of audits, inspections and test results, and measures designed to ensure the same standards for downstream suppliers. In addition, contractors must provide in their offer: supporting documentation specifying the material and physical specifications of the commodities, including valid/up-to-date raw material certification, composition information of the all materials used, relevant/valid certificates of analysis, copy of ISO certification.

The Contractor shall implement an internal auditing process as part of their Quality System and shall provide USAID with results upon request. The Contractor shall inform USAID whenever there is a significant change in their main processes, major manufacturing issues, or change of manufacturing site that could affect product quality or any relevant outcome from internal audits, or third-party audits which would reflect differences in the ability of the contractor to comply with USAID requirements in product quality and delivery timeframe. Particularly, the Contractor shall inform USAID of any human pathogen finding in the facility, along with corresponding corrective actions.

Please see each commodity’s specific quality requirements in Section 7 Attachments.

2.2.3. INSPECTION:

USAID BHA will arrange third-party inspection for each order; the inspector will weigh, measure, inspect, and test products offered in performance of a Purchase Order. The Contractor is responsible for sharing a production schedule with USAID to facilitate a number of inspections by a 3rd party inspector of USAID’s choosing or USAID staff. The contractor must coordinate with and allow access to USAID’s designated inspection representative(s) during any stage of an Order, for timely completion of inspections. The contractor shall acknowledge any Inspection Report findings within one (1) working day of receipt. If the results of the inspection suggest that the commodities are non-compliant, Contractor outlines plans to make relevant corrections, executes corrections, and accepts repeat inspection to confirm

U.S Agency for International Development (USAID) Page 11 of 48 the conformity of the commodity. USAID will not accept products not compliant with the specifications outlined in the BPA and BPA Call Order (if any) Statement of Works.

BPA holders with unresolved findings or unsatisfactory ratings from inspections of their manufacturing facilities may not be eligible for individual purchase orders. Furthermore, they will remain ineligible to receive individual purchase orders until such time as the findings have been resolved to the satisfaction of the Contracting Officer or the relevant certifications have been reinstated.

The Contractor shall be held responsible for any products found at final destination points to have latent defects that are determined to be the fault of the supplier.

The Contractor shall permit USAID, or any other representative as may be designated by USAID, to have access to the manufacturing facilities of the Goods, at all reasonable times to inspect the manufacturing site and processes for the production, quality control, quality assurance and packing of the contracted products. The Contractor shall provide reasonable assistance to the representative for such appraisal, including copies of any documentation as may be necessary. USAID reserves the right to reject any goods that do not conform to the required specifications.

2.2.4. STORAGE:

The contractor shall have the capability to store finished and inspected items for up to 60 days after production is complete at its facility, for scheduling pick-up with Freight Forwarder. This should be included in the offer price.

2.2.5. DELIVERY AND SHIPPING:

Deliverables shall be submitted in accordance with each Purchase Order’s statement of work. The contractor is responsible for packing/wrapping, palletizing, stuffing, loading, sealing, costs prior to transportation, and possibly customs related coordination with USAID-selected freight forwarder. USAID usually issues a separate contract for transportation of the palletized goods. The pallets will be picked up from the contractor’s facility; no shipping costs are to be included in this offer, but Offerors may indicate whether or not they can provide transport service (see below). The contractor shall coordinate with the freight forwarding company to arrange for the timely pickup of the commodities after the contractor has loaded them for delivery.

Freight options: Your price offer should be EXW unit prices (including packing/wrapping, palletizing, stuffing, loading, sealing, costs prior to transportation, and possibly customs related coordination with

USAID-selected freight forwarder). Generally USAID will handle transport of commodities from suppliers’ premises to destination. However, please indicate whether or not you are able to provide delivery service as follows:

● DDP Dubai--International Humanitarian City, Dubai, UAE

● DDP Miami--Miami, FL 33166, USA

All orders and deliveries and documents under this agreement shall be accompanied by written Purchase

Orders that contain the following information:

● (i) Standard Form 1449 with the BPA number.

● (ii) Name of supplier.

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● (iii) Date of purchase.

● (iv) Purchase or Contract number.

● (v) Itemized list of supplies or services to be furnished.

● (vi) Quantity.

● (vii) Date of delivery and delivery point.

● (viii) Funding and Accounting Information.

● (ix) All purchase orders which may be issued under this Blanket Purchase Agreement will be subject to and include the terms and conditions contained herein.

Customs documentation: The contractor must provide USAID with all documentation and certificates to enable USAID or its agent or transport company to carry out any customs clearance and national and international transport formalities. Documentation, including but not limited to Certificate of Origin, Packing List, Invoice sent to USAID minimum 7 days in advance order of batch readiness for transport from the contractor’s premises.

2.2.6. PACKAGING AND BRANDING:

Contractor is responsible for branding, packing, wrapping, palletizing goods to be ready for transport. Any options for environmentally sustainable packaging material (i.e. biodegradable, composition includes recycled materials, reusable upon depalletizing and opening of commodities, etc) are strongly preferred. Options may be specified in the offer. Please see each commodity’s specific packaging requirements in Section 7 Attachments.

Printing: All ink used to print USAID logos must be indelible or of a non-smudge nature. Ink may be black or color, depending on the specific Statement of Work issued on Call Orders. Options for durable eco-friendly ink are preferred. Any label printing must maintain original color and resist fading for a period of at least 1 year. Printing should be waterproof and have UV stabilized lamination. Please see each commodity’s specific branding/marking requirements in Section 2. While co-branding is not allowed under this contract, commercial branding may be requested for special geographical programming of the product where Agency’s branding is not desirable.

Palletization: It is strongly preferred that pallets are standard four-way 48” x 40” (122c m x 102cm) EU-compliant and heat-treated wooden pallets, fumigated as per ISPM 15 standards. Pallets must be stretch-wrapped with clear stretch wrap and strapped to secure goods onto pallets. Preference for the usage of clear bio-based (PBAT) or compostable stretch-wrap and bio-based banding straps. Only clear

(transparent) shrink wrap may be used for palletization (no opaque shrink wrap is to be used). The palletized goods must not exceed the length and width of the pallet (packages must be stable and not overlap on the pallet sides). The assembled pallets shall be sized so that they can be double-stacked and placed 2-pallets wide in 20’ and 40’ shipping containers, depending on the commodity. Depending on the commodity, Contractor may offer metal pallets (steel poles), or other alternative ways of packaging such as "caging" for USAID’s review and approval.

Pallet labels: Each packed pallet must have 4 labels attached, printed in black or color ink (to be specified at time of order), on an upper corner of each side of the pallet. A label template will be provided by

USAID for the Contractor at the time of Order.

Palletization:

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● Palletization and stretch-wrapping is required.

● Pallets must be new and must be built from solid oak. They should be heat-treated and made of mold-free lumber.

● Each pallet should hold 40 cartons of HEBs.

● Weight cannot exceed 500 kg per pallet.

● The HEB cartons in each pallet should be from the same batch.

● Pallet Dimensions should be 120cm x 100cm x 115cm (height can be slightly lower, but not to exceed 115cm).

● Pallets must be fumigated as per ISPM 15 standards.

● Pallet base must be at least 19 mm thick.

● Cartons must maximize the pallet footprint. No carton overhang is permitted.

● Cartons must be stacked tightly together on pallets in order to avoid unnecessary space between individual cartons which could result in the product shifting and becoming damaged during transport.

● Pallets must be stackable to a minimum of 2 pallets high.

● Pallet height should not exceed a maximum of 115 cm as measured from bottom of pallet to the top of the pallet. (This will allow for double-stacking in the shipping containers and maximize use of space inside.)

● Pallets must be strapped to secure the cartons to the pallets without damaging or warping the cartons. The cross-banding must consist of 4 bands, 2 in each direction.

● Stretch-wrap must be 90 gauge.

● Stretch-wrap must be wrapped around the pallet base to secure the cargo to the pallet and must be wrapped a minimum of 3 times.

● Cardboard corner supports (corner beads or corner protectors) are required for every pallet and should be applied to each of the four corners of the stacked cartons.

● Suppliers must stack the cartons on the pallets in such a way as to maximize load stability.

Primary Packaging

The product shall be packaged in food-grade flexible sachets, hermetically sealed and robust enough to withstand multiple handling & transport and protect the product throughout its shelf life.

Each package must contain 50g, 75g, 100g of High Energy Biscuits as per specified in the contract. Weight and quantity tolerance must meet The International Organization of Legal Metrology International

Recommendation OIML R 877.

It is the responsibility of the manufacturers to select a packaging material that will protect the HEB from moisture as well as from vitamin and fat degradation during the required 18 to 24-months of shelf life.

Sachets shall be:

● Food grade materials compliant with the last amendments of national regulations in the country of production (If not existing: compliance with EU or FDA legislation required).

● Optimized shape to avoid space loss in the sachets and cartons

● Properly sealed (test example: ASTM F2338 – 09, ASTM D3078 – 02 or equivalent)

● The sachets must be placed in an appropriate way in the carton box during the packing process to avoid packaging & product damage

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● The laminate must include a high barrier layer to highly reduce permeability of oxygen and water vapor. The minimum requirements are:

- WVTR <1.5 g/m2.day (38°C/90% RH) (ASTM F1249-13 or equivalent)

- OTR < 2 cc/m2.day (23°C/50% RH) (ASTM F1927-14 or equivalent)

● Reverse printing is mandatory

Typically, a laminated film composed of (PET or OPP) / (Alu 7) / (PP) (total typical thickness 62mic +/-3) or PET / met PET / PE (total typical thickness 69mic +/-3) or equivalent can be used.

Secondary Package

The product shall be packed in cartons suitable for the humanitarian supply chain and must contain 100 individual packages, unless otherwise specified in the contract. It is under supplier responsibility to select a packaging material that will resist to multiple handling and up to 2 meters stacking. Cartons shall be:

● New, manufactured from well-constructed double wall corrugated board

● With an edge crush resistance of 60ECT = 60 lbs/in eq 11 kN/m (ISO 3037) and a specific weight of 700 to 1000 grams per square meter fully filled for maximum strength and dimensions adjusted to the load

● The fluting must be vertical, supporting the load

● The carton should be plain brown

● No stapling will be accepted

● Firmly closed (top and bottom)

Unless otherwise specified in the contract, two percent (2%) empty, marked cartons (included in the price) must be sent with the lot.

Individual packages must be stuffed in strong cardboard cartons suitable for multiple handling.

and must contain 10kg net biscuits. About 15-20 bags of silica gel of at least 1g each should be placed in each container in order to absorb moisture. In addition, craft paper should be laid to all sides of the container.

If the contractor purchases packaging and container ingredients from a foreign country and/or the package and container is manufactured in a foreign country, the package and container

SHALL NOT display country of origin labeling. Phrases similar, but not limited to “Made in

[Name of Foreign Country]” or “Product of [Name of Foreign Country]” are strictly prohibited.

Tertiary packaging

If pallets are used inside containers: it is highly recommended to have 3 first bottom layers placed as column stacking, the rest can be interlocked (cross-stacking) for load stability. Pallet must be wrapped in a suitable manner (locked to the pallet, enough containment force) and the cartons should be banded when necessary. The cartons must be secured to pallets in order to prevent any damage to the contents or packaging during shipment. Pallet used should be strong enough to support the charge during transportation. Pallets shall be stackable (minimum double stock) without damage to the cartons during shipment. The pallets are recommended to be heat treated as per ISPM 15 standards (methyl bromide fumigation is not allowed).

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If no pallets are used inside container: dunnage (of strong sheets such as carton, plywood…) should be placed inside each container at every three layers of cartons to provide the required stacking strength. In addition, protecting material like air bag, carton, polystyrene, can be used. Also, kraft paper must be adhered to all internal sides, door, and floor of container. Kraft paper also need to be placed on the top of packaging.

For shipping containers, unless fully shrink-wrapped pallets are used, and unless otherwise specified in the contract, it is highly recommended to place desiccant in container at appropriate location in order to absorb moisture. Supplier needs to use high quality desiccant and calculate the quantity of desiccant based on:

● Efficiency of desiccant

● Length of time in transit in container

● Container capacity

Supplier needs to provide in the offer the type of desiccant and quantity to be used for the consignment.

Guideline on the quantity to be used for calcium chloride-based desiccants:

Estimated days in container 20 ft container 40 ft container

15-59 days 9.00 kg 17.50 kg

60-89 days 11.25 kg 22.50 kg

90-120 days 13.50 kg 25.00 kg

Labeling Requirements

Primary Packaging

● Name of the product

● USAID Logo

● Ingredient list

● Net weight

● Table 1 and Table 2

● Contract Number

● Date of manufacture

● Best used by date

● Storage instructions

● Additional markings as per contractual agreement.

Secondary Packaging

● Name of the product

● USAID Logo

● Contract Number

● Additional markings as per contractual agreement.

***Note: USAID may request 200 NMTs of unbranded HEBs at any time. All the labeling requirements would remain, with the exception of the USAID logo.

Strapping: See Section 7 Attachments for commodity-specific strapping requirements. Packages should be strapped onto pallets to be secured. Preference for bio-based banding straps.

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Branding/Markings: USAID branding instructions can be found at this weblink https://www.usaid.gov/branding. Contractors must adhere to logo sizings and guidelines stated therein.

See Section 7 Attachments for commodity-specific branding/marking requirements.

2.2.7. HEB TECHNICAL REQUIREMENTS:

PRODUCT SPECIFICATIONS

The product shall comply with the latest versions of the following guidelines and/or standards of the

Codex Alimentarius and of WFP.

▪ Recommended International Code of Practice: General Principles of Food Hygiene CAC/RCP 1-1969, including Annex “Hazard Analysis and Critical Control Point (HACCP) System and Guidelines for its application”.

▪ Codex General principles for addition of essential nutrients to foods: CAC/GL 09-1987. ▪

CODEX STAN 193-1995, Codex general standard for contaminants and toxins in food and feed. ▪ CODEX STAN 192-1995, Codex general standard for food additives.

▪ CODEX STAN 1-1985: General standard for the labelling of pre-packaged foods. ▪ WFP HEB Technical expectations1.

RAW MATERIALS

Main ingredients

The product shall be manufactured from fresh and good quality raw materials free from foreign materials, substances hazardous to health (including any contamination from toxic or noxious seeds), excessive moisture, insect damage and fungal contamination and shall comply with all relevant food safety and quality laws, regulations and standards for each material (if used) as followings:

▪ Wheat flour must conform to Codex STAN 152-1985.

▪ Sugar must conform to Codex STAN 212-1999.

▪ Shortening must be prepared from oil that conform to Codex STAN 210-1999, must be free from trans fatty acids and must contain only antioxidants that comply with Codex and relevant regulations: in case of using palm oil, must conform to Codex STAN 074-1981 and in case using butter, must conform to CODEX STAN for Butter 279-1971 (Revision 1999 and amendment 2003, 2006)

▪ Skimmed milk powder must conform to Codex STAN 207-1999. Maximum level aflatoxin M1: <

0.5 mcg/kg milk2. Melamine Max. 2.5 mg/kg.

Food Additives

▪ Lecithin shall be in proportion as specified in the latest version of Codex STAN 074-1981. ▪

Raising agent (i.e. SODA) must be added as specified in the latest version of codex STAN 074-1981, the maximal value is determined by the principles of GMP.

▪ Flavouring: Supplier may use ethyl vanillin and vanillin: quantities as specified in the latest version of Codex STAN 074-1981.

https://www.usaid.gov/branding

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1 Available here: https://foodqualityandsafety.wfp.org

2 Recommended methods ISO 14501/IDF 171:20072 or ISO 14674/IDF 190:20052.

▪ Other additives and ingredients (if used) must conform to relevant Codex standards and/or international standards.

Raw materials should be stored under dry, well ventilated and hygienic conditions. Only safe insecticides (i.e. phosphine gas) may be used for fumigation. Where needed, fumigation must be performed by certified operators.

Vitamins and minerals

HEB shall include a premix consisting of the vitamins and minerals described in Table 1. Suppliers should implement an effective food safety and quality management system for the premix, including supplier performance review/evaluation and premix quality control.

Additionally, the premix shall:

▪ Be purchased from any of the GAIN approved suppliers, as per the list available at the following link: http://gpf.gainhealth.org/suppliers/current-suppliers.

▪ Be delivered to the processor of HEB with a complete Certificate of Analysis and proof for the purchase of premixes. These documents shall be presented to WFP with other documents for payment. ▪ Be stored according to the storing instructions declared by manufacturer (which is in most cases below 25°C)

▪ Unless otherwise stated in contracts, all ingredients related to vitamins and minerals shall be suitable for vegetarians3.

For use of premix, the supplier will have to share the supporting data that show that the combination of raw materials, prescribed premix and specific processing steps results in a product of which the specific nutrient content is consistently complying with the labelling declaration.

PROCESSING

Formula

The product formulation shall be based on supplier experience. A clear and full recipe including all ingredients and additives should be shared with WFP and shall comply with the following constraints:

▪ Dry Skimmed Milk: Min. 4.0 g/100g of HEB to ensure addition of quality protein ▪ Added Sugar: Max.15 g/100g of biscuit

▪ Soybean and soybean derivatives are prohibited to be used as ingredient for HEB, except soya lecithin and therefore must be clearly declared on the label of the final product.

▪ Micronutrient premix: As per table 1

▪ Micronutrient premix could be added to the dough or in pre-blending phase based on available equipment, tools, technology and validated process. The supplier should develop the appropriate

U.S Agency for International Development (USAID) Page 18 of 48 mixing procedures to ensure a good homogeneity of micronutrient in the HEB and it is the supplier’s responsibility to ensure that:

o The product contains the labelled nutrients throughout the shelf life;

o Process losses are minimised during mixing, baking and processing of dough;

o Premix does not impact taste in the final product;

▪ Energy: The formula should provide 430 kcal minimum per 100g HEB.

▪ Rework: Supplier may use biscuit rework only if supplier has quality and food safety controls in place for the storage, handling, traceability, reprocessing (mixing and heat treatment) to ensure that reprocessing of the rework will not affect quality, safety, composition, shelf life and sensory acceptability of the finished product. The use of biscuit rework is maximum 2% of the final product.

The supplier needs to perform validation test for the use of rework and to define their internal controls accordingly. The supplier shall also include use of rework in their risk assessment for the

HACCP study of this product.

Homogeneity of micronutrients

Theoretical calculations indicate that a mixing system with a Coefficient of Variation of 10% using iron/vitamin A as the indicator element, will enable product to meet the above variation target on 95%, provided that all conditions of mixing are rigorously applied. The guide for these calculations is available here: https://foodqualityandsafety.wfp.org

Food safety and risk assessment at manufacturing premises

For compliance with Codex standards, the processor must be able to demonstrate by principle and practice the adoption, implementation and recording of:

▪ Good Manufacturing Practices

▪ Hazard Analysis Critical Control Point program

In this context an appointed WFP Inspector / Quality Surveyor is entitled to visit the factory without prior notice during any period when WFP product is being manufactured to check that the GMP and

HACCP systems are in place. The Inspector / Quality Surveyor may request to see:

▪ Records (i.e. names of people in charge of the process and quality control, temperatures of the process, mixing times / quantity, cleaning schedules, etc).

▪ Procedures (e.g. cleaning, personnel hygiene, HACCP, sampling and analysis).

▪ Instructions (e.g. process instructions, cleaning instructions).

▪ The quality manual for the process or factory.

▪ Production process and storage.

▪ The manufacturer must be registered under national food law as a processor of foods for human consumption.

PRODUCT SPECIFICATIONS

General requirements

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Contaminants

The product shall be free from contaminants in amounts which may represent a hazard to health. The product shall comply with those maximum contaminant limits established by the Codex Alimentarius

Commission for this commodity (e.g. following the latest version of CODEX STAN 193- 1995).

Additionally, the supplier should be aware of Acrylamide concern in bakery products which is chemical that can form in some foods during high-temperature cooking processes.

Hygiene

It is recommended that the products covered by the provisions of this standard be prepared and handled in accordance with the appropriate sections of the Recommended International Code of Practice –

General Principles of Food Hygiene (CAC/RCP 1-1969), and other Codes of Practice recommended by the Codex Alimentarius Commission which are relevant to these products.

The product should comply with any microbiological criteria established in accordance with the

Principles for the Establishment and application of microbiological Criteria for Foods (CAC/GL 21-

1997)

To the extent possible in good manufacturing practice, the products shall be free from objectionable matter. When tested by appropriate methods of sampling and examination, the products: ▪ shall be free from micro-organisms in amounts which may represent a hazard to health;

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▪ shall be free from parasites which may represent a hazard to health; and

▪ shall not contain any substance originating from micro-organisms in amounts which may represent a hazard to health.

Specific requirements

Fortification

The product must be fortified using the following micronutrient requirements per 100g HEB. Premix shall always be used (dosage) as per recommendation from the premix supplier. The approximately addition rate for premix is 7.0 kg/MT of the finished product.

Table 1: Premix requirement and chemical forms

Micronutrient Unit Chemical Form4 Premix to be added per

100g product

Micronutrients per 100g finished product5

Vitamin A mcg Dry Vitamin A Palmitate Cold

Water Dispersible Stabilized;

Beadlet as alternatives options

824.6 500

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Thiamine (B1) mg Thiamine Mononitrate 1 0.9

Riboflavin (B2) mg Riboflavin 1.2 0.9

Niacin (B3) mg Niacin amide (= Nicotinamide) 5.9 8

Pantothenic acid mg Calcium D-Pantothenate 4.9 4

Pyridoxine (B6) mg Pyridoxin hydrochloride 1.1 1

Folic acid (B9) mcg Folic acid 243.6 180

Vitamin B12 mcg Vitamin B12 0.1% or 1% Spray dried 2.2 1.8

Biotin (B7) mcg Biotin 1% 20.7 20

Vitamin D mcg Dry Vitamin D3 100 Water dispersible stabilized (Beadlet can also be used)

10 5

Vitamin E aTE mg

Dry Vitamin E acetate 50%

Water dispersible

7.4 7

Calcium mg Calcium Carbonate; Calcium

Phosphate (check P level if the latter is used

174.1 250

Iron mg (5% bioavailability) mg 5.6g from Ferric pyrophosphate and 3g from Sodium EDTA

8.6 10

Zinc mg Zinc sulphate 5.7 8

Iodine mcg Potassium iodide 147.7 120

Phosphorus mg Calcium Phosphate 46.9 167

Product characteristic

▪ Organoleptic: The products covered by this specification shall have a typical colour, nice texture, pleasant smell and palatable taste to meet the consumers’ expectations and acceptance. ▪ Weight: One HEB should weigh between 5g and 10g.

▪ Different shapes of HEB units are accepted; including round, square and rectangular shape. ▪ The product must also comply with other requirements specified in Table-4.

Shelf life

The product should contain the stated micronutrient levels throughout its shelf life.

Unless stated otherwise in the contract, the HEB must have a minimum 18-month shelf-life. The supplier should conduct their own shelf life studies to confirm shelf-life claims for the labelling. The shelf life studies should comply with WFP requirements6.

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Fit for human consumption guarantee

Suppliers must check the quality of their products and guarantee that the product is ‘fit for human consumption’.

8. STORING

The product must be stored under dry, ventilated and hygienic conditions and away from direct sunlight.

ANALYTICAL REQUIREMENTS

The principal tests below must be performed in order to check if the quality of HEB meets requirements in section C.3. Additional analyses may be defined in case of further quality assessment is required

No Tests Requirements Reference method (or equivalent)

1 Moisture content Max. 4.5 % AOAC 925.10, 2002

Organoleptic characteristic

(color, smell and taste)

Typical color, Pleasant smell and palatable taste.

Sensorial inspection

3 Broken biscuits Max. 5.0 % broken (by weight)

Visual inspection

4 Protein Min. 10 g/100g AOAC 981.10

5 Fat Min. 15.0 g/100g AOAC 963.15, 2000

6 Sugar (total) 10.0-19.0 g/100g AOAC 920.189

7 Crude fibre Max. 2.3 g/100g AOAC 962.09

8 Ash (total) Max. 3.5 g/100g ISO 2171.2000

Melamine

Max. 2.5mg/kg http://www.who.int/foodsafety/ fs_management/Melamine_method s.pdf

10 Aflatoxin M1 < 0.5 ppb AACC 45-16

11 Peroxide value Max. 10 meq/kg fat AOAC 965.33

12 Vitamin A-Retinol Min. 250 mcg/100g AOAC 960.45

13 Iron Min. 11 mg/100g AOAC 945.40

14 Mesophillic aerobic bacteria < 10,000 cfu/g ICC No 125

AACC 42-11

15 Coliforms < 10 cfu/g AOAC 2005.03

16 Escherichia coli Absent in 1g AOAC 991.14

17 Salmonella Absent in 25g AACC 42-25B

18 Staphylococcus aureus < 10 cfu/g AACC 42-30B

19 Bacillus cereus < 10 cfu/g AOAC 980.31…