Q-A Log_NE BPA_Solicitation_2023.04.04.pdf

PDF 51 KB Posted Apr 4, 2023

Attached to: Nebraska National Guard Subsistence BPA
Solicitation number: W91243-23-Q-E001
Issued by: Department of the Army Nebraska Army National Guard

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File	Type	Posted
Q-A Log_NE BPA_Solicitation_2023.03.23.pdf	PDF	Mar 23, 2023
8 _ Example BOR_Largest_2022.11.01_CM_126 CHM_Redacted.pdf	PDF	Mar 22, 2023
9 _ Example BOR_Smallest_2023.02.12_CM_189 D2_Redacted.pdf	PDF	Mar 22, 2023
Q-A Log_NE BPA_Solicitation_2023.03.22.pdf	PDF	Mar 22, 2023
Q-A Log_NE BPA_Solicitation_2023.03.15.pdf	PDF	Mar 15, 2023
Q-A Log_NE BPA_Solicitation_2023.03.09.pdf	PDF	Mar 9, 2023
7 _ BPA Food Quote_2023.02.24.xlsx	XLSX spreadsheet	Mar 8, 2023
2 _ BPA Timelines_2023.03.07.pdf	PDF	Mar 8, 2023
6 _ Offer Form_2023.03.07.pdf	PDF	Mar 8, 2023
Solicitation Combo_2023.03.08.pdf	PDF	Mar 8, 2023
1 _ BPA Terms and Conditions_2023.03.08.pdf	PDF	Mar 8, 2023
3 _ Purchase Description and Guidelines_2023.03.06.pdf	PDF	Mar 8, 2023
5 _ Example BOR - 2023.06.03_CM_135 HHC.pdf	PDF	Mar 8, 2023
4 _ FY 2023 Estimated Numbers and Locations_2023.03.07.pdf	PDF	Mar 8, 2023

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JANUARY 5, 2022

NEBRASKA NATIONAL GUARD

Q&A LOG

NEBRASKA NATIONAL GUARD

Contracting Office Joint Forces Headquarters Suite 2200

PROJECT TITLE

SOLICITATION NUMBER

POINT OF CONTACT (POC)

PROJECT TITLE

AWARD DATE

CONTRACT NUMBER

DELIVERY DATE

CONTRACTOR (KTR)

POINT OF CONTACT (POC)

LOG QUESTION(S)

QUESTION #

Response #

KTR

POC

11.0.0.20130303.1.892433.887364

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AddQ:

TextField1: Nebraska Food BPA

TextField1: Zach Sehnert

TextField1: The sources sought indicated there would be two BPAs worth up to $2.5 million each, while the contract opportunity states there are two BPAs worth $999,500. We estimate based on the number of meals anticipated in the first year, these BPAs will be exhausted before the five year contract window ends. Are these BPAs renewable in the current contract period if these funds are exhausted?

TextField1: No, they are not renewable. When they run out there will be a new competition. Leadership decided to cap the BPAs at $999,500 for internal reasons.

-5 years is the maximum for any BPA. Nebraska would rather hit the dollar threshold instead of the time threshold.

TextField1: How would the NENG like for dietary restrictions to be addressed (food allergies, religious practices, personal preferences e.g. vegan, etc)?

TextField1: Dietary restrictions will be handled internally. The BPA will not be required to provide dietary restrictions.

TextField1: If this food is going to be delivered to restricted areas (e.g. military installations), would there be a process for coordinating access for vendors?

TextField1: Yes, this is the notification to the POCs. The majority of meals are delivered to buildings, not military bases. The BPA vendor will notify the listed POCs what company will be delivering the meals and the Army will have a representative waiting to meet the vendor. The POC will vouch for the company and led the company to the location for delivery.

TextField1: Will the NENG be providing any supplies, or will the vendor be dependent on providing this in addition to the meals (e.g. utensils, plates, napkins, serving utensils, sanitary items, etc)?

TextField1: Yes, NENG will provide servers, serving utensils, plates, etc.

TextField1: Does BPA allow for pricing adjustment due to unforeseen circumstances at the time of the initial contract award (e.g. inflation)?

TextField1: Yes, we are sensitive to market fluctuations and shortages. If this becomes an issue, the BPA vendor needs to provide data and rationale to the contracting officer and we will negotiate new pricing.

TextField1: In column H of the BPA Food Quote excel document attached to this opportunity in SAM, what does the "percentage" indicate in the spreadsheet?

TextField1: The 'percentage' is what the BPA vendor charges for coordinating the specific request. For example, if we had an order for raw subsistence, asking the vendor for pricing on each item, onions, milk, bread, etc., would be impossible to manage. Therefore, the BPA vendor provides their 'fee' on top of the total cost of raw subsistence. Once the NENG has picked up the raw subsistence and the BPA vendor has paid the store, the BPA vendor will provide the receipt to NENG. We will then calculate your 'fee' based on the receipt. This ensures you are reimbursed for the amount you spent, provides your 'fee' and minimizes administrative paperwork.

TextField1: Is it preferred that the Omaha metro area be used as the basis for pricing?

TextField1: No, we are looking for a price that is:

1. consistent across Nebraska.

2. provides a fair profit to the BPA vendor.

3. provides a fair price to the government.

The BPA vendor will need to calculate this.

TextField1: Is their a limit to the size of vendor used to support this BPA (e.g. gross annual receipts, employees, etc.)?

TextField1: No.

TextField1: One other question… for your catered meals needed. Do you just want these meals cooked, delivered and dropped off in buffet pans? Or; would you want the caterer to stay and serve?

TextField1: The caterer is NOT required to stay and serve. The Army will serve themselves.

TextField1: Bullet 2 states only 1 BPA per month per contractor will be sent out. Will there be multiple days on that one BPA for the month?

TextField1: Meals will be submitted to the contractor on the BPA Order Request Form (BOR). The BOR will most likely cover multiple days, as units usually submit one for an entire drill weekend, but this does vary. The Call is the roll up of the orders for the month, which is used for invoicing purposes. So, one Call per contractor per month, and each contractor will receive about 25 BORs.

TextField1: Will there be multiple locations on that one BPA for the month?

TextField1: Each BOR will cover only one location.

TextField1: Can you provide more samples of BPA for example the largest BPA from the last 12 months and the smallest one?

TextField1: See attachments #8 and #9.

TextField1: How long does it take for the contractor to receive payment from the government once the invoice is received?

TextField1: The Government has 30 days to make the payment from the time of the invoice. The payment is typically faster though.

TextField1: Are we allowed to bill late payment fees if payment is not received within 45 days of the government's receipt of invoices?

TextField1: No. If an invoice takes over 30 days, the Government will pay interest, if all conditions are met.

TextField1: What is the difference between a BPA, BPA Master, BPA Call and a BOR?

TextField1: BPA - Blanket Purchase Agreement

BPA Master - each contractor will have one of these. This document provides the guidelines that manage the BPA.

BPA Call - each contractor will receive one per month. The total dollar value on the Call is the summary of the orders that we are going to make.

BOR (BPA Order Request) - each contract will receive approximately 25-30 each month. This does vary based on training schedules.

For example, contractor A receives a BPA Call for $30,000.00 for July. The Call is signed by the contractor and the Contracting Officer. After the Call is signed, the Army Guard will email all of the BORs to the contractor for July. The contractor will then follow their normal business practices regarding organizing and ordering each request.

TextField1: Can you provide an estimated percentage of meals needed montly? This will help me get a betther understanding of what time of the year the most meals are need to make considerations about weather and other factors.

TextField1: The numbers provided in the "estimated numbers and locations" are what we expect to receive for orders each month. However, there are no real trends when it comes to volume and the time of year.

TextField1: If you can't answer the question above then what are the peak months for requests and what are the slower months?

TextField1: As most units drill one weekend a month, every month; the numbers remain pretty consistent.

TextField1: How will the situation be handled when there is an increase/decrease in the number of meals that exceeds the 25%?

TextField1: The contractor won't 'see' it. The Army will handle the issue internally.

TextField1: You are allowing the Government a meal number adjustment +/- 25% within 14 days RDD notice. What happens for the pricing between the 14 day RDD and the 48 hours Short Notice Rate?

TextField1: Headcount Adjustment and Short Notice are separate actions. They cannot be combined.

1. Headcount Adjustment assumes arrangement have been made, or will be made shortly, therefore, +/- 25% is not a drastic change so the price shouldn't be changed.

2. Short Notice is it's own meal type. The purpose is to provide sustainment food for a local disaster or unforeseen training event. We understand the timeline for ordering them is very short so the price might reflect that, hence having a separate line for it. However, this is up to the contractor.

TextField1: 3. On your document, 2+_+BPA+Timelines_2023.03.07, Items 2 and 3 contradict each other. Item 2 allows the +/- 25% on the BOR and Item 3 allows for the cancellation of the entire BOR and both are 14 days out from RDD. Please provide clarification.

TextField1: These do not contradict as they do not happen congruently. They are separate actions that allow the Army flexibility for training, disasters and other unforeseen events. Both are at 14 days to alleviate any confusion on timelines.

TextField1: Please provide an extension of 5 business days to the offer due date.

TextField1: On your document titled 4_FY 2023 Estimated Numbers and Locations_2023.03.07 please provide clarification of locations that require only raw subsistence; only catered meals or combination of the two requirements.

TextField1: The BPA Contractor needs to be able to provide catered meals, raw subsistence, event meals, or edibles to any location in Nebraska. The BPA needs to as flexible as possible to allow a variety of methods to feed soldiers, potential recruits and to meet future training requirements that are unknown as this time.

Typically, raw subsistence will only be requested for armories with facilities to cook, those are listed under 'Known Meal Locations'.

TextField1: Please provide examples of Edibles and Event Meals.

TextField1: Donuts, cookies, pizza, and fruit baskets. The Army recruiters will provide this food during briefings.

TextField1: No locations were identified for the Edibles or the Event Meals. Please provide typical locations and types of Edibles/Event Meals that have been required previously.

TextField1: Typically, Army recruiters order Edibles and Event Meals as part of their presentation or briefing. This usually means, the recruiter wants to pickup the items from a store, so they can be seen delivering them. Locations vary but normally, they are used at high schools and sporting events.

Donuts, cookies, pizza, fruit baskets, and taco bars.

TextField8: W91243-23-Q-E001

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File details come from the government source that posted it. Updated Apr 4, 2023.