STATEMENT_OF_WORK_-OHNG_SUBSISTENCE.pdf

STATEMENT OF WORK

1 Objective: The objectives of the contract are to support our Soldiers and Airman better and more cost-effectively by consolidating subsistence requirements through one contractor who will minimize waste by limiting delivered quantities to just-in-time requirements, by eliminating unit involvement in actually purchasing, transporting, or breaking down rations, and by reducing administrative burden to both the Government and the contractor by using Army and commercial practices such as the Army Food Management Information System (AFMIS), credit cards and electronic commerce.

2 Scope: As described in this contract and as further prescribed by orders issued against this contract, the contractor shall provide and deliver food items as contained in the “OHARNG Menu Book”, “OHARNG Rapid Preparation Meal (RPM) Menu Book”, “Fresh Meal Kits”, and the “Shelf Sustainable Meal Kits” documents. Delivery is required to Ohio National Guard training facilities located throughout the state of Ohio. Delivery locations are listed in the attached documents titled “Army National Guard Delivery Locations” and “Air National Guard Delivery Locations”. Note: Army National Guard Annual Training deliveries may be required to use neighboring states’ training facilities as listed in the ARNG delivery locations. Federal agencies in Ohio other than the Ohio National Guard may use this contract with the approval of the Contracting Officer; however, the agency’s contracting office must issue a delivery order directly to the vendor.

3. Concept of Operation: The contractor shall provide and deliver requested subsistence items and/or complete meals in accordance with the spreadsheet titled “Consolidated Price List”. Orders for complete meals may sometimes also include orders for individual items necessary to complete the preparation of the meals by government personnel. Note: All meals, meal kits and individual/condiment items shall be priced on the Consolidated Price List spreadsheet.

3.1 OHNG units typically assemble (drill) once each month on a Saturday and Sunday at their home armory/base; these training periods are referred to as Inactive Duty Training (IDT).

Meals shall be delivered to the Armory/Bases on Wednesday, Thursday or Friday as directed on the Delivery Order. The time of delivery will be coordinated between the vendor and the Food Program Management Office or The Services Squadron Point of Contact for ANG.

3.2 The OHARNG uses the standard 2-2-3 draw for rations for Annual Training (AT) as follows: (Delivery Chart is for Annual Training (AT) only).

Deliver Monday Serving Tuesday and Wednesday

Deliver Wednesday Serving Thursday and Friday

Deliver Friday Serving Saturday, Sunday and Monday

OHNG will inform the contractor 4 days prior to the scheduled delivery date of cutbacks and other changes or of cancellations of delivery.

3.3 As a result of limited storage space at delivery locations, the contractor shall either split or break cases or provide smaller unit sizes to meet the requirements of orders and deliver or issue only the required items. Units can modify their grocery orders by placing a remark in the “Remarks” tab to delete items in their AFMIS order.

3.4 The Contractor shall calculate the required quantities of items and ingredients needed for each menu based on the headcount provided by the government and the coordinating Armed Forces recipe cards (TM 10-412). Armed Forces recipe cards may be found at, http://www.quartermaster.army.mil/jccoe/publications/food_links.html. Each meal/menu shall be converted to the correct ingredients list for the quantity of Soldiers/Airmen being fed at each meal.

4. Delivered Items: The vendor shall provide and deliver either complete meals as listed in the OHARNG Menu Book, OHARNG Rapid Preparation Meal (RPM) Menu Book and the Shelf Stable Meal Kits and Fresh Meal Kits documents, or individual items as listed on the Consolidated Price List. The meal kit standards are published by the Joint Culinary Center of Excellence (JCCOE) and are designed to meet or exceed the Dietary Guidelines put forth by the USDA/Department of Health and Human Services and the Army nutrition standards in AR 40-25 (Nutrition Standards and Education), which can be found at http://armypubs.army.mil/epubs/40_series_collection_1.html. The purpose is to promote performance, resilience and health, and to decrease risk of chronic diseases. Additional information may be obtained from http://www.quartermaster.army.mil/jccoe/Operations_Directorate/QUAD/meal_kit.html.

Changes will be addressed via a request for proposal from the contracting officer and subsequent modification.

4.1 The meals listed in the OHARNG Rapid Preparation Meals (RPM) Menu Book are “heat and serve” meals utilized when staff or facilities are too small or are not available to produce a complete A-Ration meal. A-Ration meals require refrigeration; components must be heated. Ingredients in these RPMs require very little preparation time, i.e. boil in the bag eggs, pre-cooked bacon and heat and serve entrees. All RPMs must include appropriate condiments and seasonings.

4.2 Shelf Stable Meal Kits require no refrigeration or heating in the field and must have a minimum shelf life of 180 calendar days. All components must be individually packaged, nationally recognizable name-brand food items. Kit packaging must be such that the entire kit can be easily transported (stacked, boxed, etc.) without damage to the individual components and/or broken down by the soldier and stored in various pockets, etc. All shelf stable meal kit assemblies must include a cutlery kit with napkin, utensil, hand wipe, an appropriate condiment packet and a wrapped mint. Shelf stable meals are often utilized when a unit is mobile and mass feeding would be difficult during transport.

4.3 Fresh Meal Kits are to be assembled per meal, with each item placed in a paperboard or cardboard tray. The finished trays must be wrapped individually and sealed with shrink film. Each meal is to be labeled with product name, nutritional information, production date and expiration date as a minimum. Fresh meal kits shall have a shelf life of seven (7) days from date of packaging. All fresh meal kits must include a cutlery kit with napkin, utensil, hand wipe, an appropriate condiment packet and a wrapped mint.

4.4 Heating beverages are for use during cold weather in instant mix formats to provide a cup of soup. The soup is intended as a supplement, not an entrée. Approved packages are dry/dehydrated soups that yield one (1) serving per packet by adding hot water. Coffee and hot http://www.quartermaster.army.mil/jccoe/publications/food_links.html http://armypubs.army.mil/epubs/40_series_collection_1.html http://www.quartermaster.army.mil/jccoe/Operations_Directorate/QUAD/meal_kit.html http://www.quartermaster.army.mil/jccoe/Operations_Directorate/QUAD/meal_kit.html chocolate are also included as warming beverages. These items are provided during field training events only, not for classroom type events. Cooling beverages include electrolytes or “Kool-Aid” type drinks shipped in powdered mixes. Again, these are intended for field training events during hot weather only. Cooling beverages include iced tea mix, fruit punches and electrolyte beverages in various flavors.

5. Delivery: The contractor shall deliver all orders on the required delivery date specified in the delivery order. The contractor must provide the unit point of contact (POC) an approximate delivery time prior to the actual delivery. Deliveries shall be accomplished between the hours of 8:00 a.m. and 4:00 p.m., local time. While subject to change, most deliveries for IDT will be scheduled for the Wednesday, Thursday, or Friday preceeding the scheduled training period (this shall enable the contractor to replace items if needed before the scheduled drill date). No deliveries will be made on Federal holidays unless required by the ordering/contracting officer.

5.1 Only one delivery per order will be made to the required location. The contractor shall not piecemeal deliveries, i.e. separate shipments for dairy, meats, dry goods, fresh bakery, etc.

5.2 The Government reserves the right to reject any attempted delivery of menu and/or subsistence items which fails to meet the prescribed time limits. In such cases and in cases where the contractor fails to deliver any required items (except approved substitutions), the Government reserves the right to purchase the items through other channels and to offset the cost of re-procurement against the delivery order.

5.3 Each delivery must be accompanied by an original and one copy of the contractor’s itemized delivery document for each meal. Both copies will be signed by the unit representative attesting to the acceptance. One signed copy will be returned to the contractor. Discrepancies will be brought to the attention of the contractor. Contractor shall scan all signed delivery documents and email to the unit representative. The order and submission date of the delivery documents will be coordinated between the contractor and unit representative.

5.4 Deliveries shall be made in clean, closed vehicles in accordance with TB Med 530, Tri-Service Food Code (located at http://armypubs.army.mil/med/index.html). When transporting food items, the vehicles shall be maintained in good sanitary condition to prevent contamination of the supplies. Delivery vehicles used to deliver items under this contract shall be subject to inspection for sanitation.

5.5 Vehicles are required to be registered and insured. The driver must provide a valid driver's license for admittance to base. Drivers shall provide vehicle registration and proof of insurance when requested. Most locations will not require prior clearance for delivery drivers, however, some might.

5.6 If Force Protection Condition escalates, the vendor must comply with all personal identity verification requirements that we may require (background checks, access rosters from the contractor on who is allowed on the installation, etc.).

5.7 Delivery drivers and/or contractor employees are prohibited from possessing weapons, firearms or ammunition, on themselves, or within their contractor-owned or privately-owned vehicle while on post or base.

http://armypubs.army.mil/med/index.html

5.8 The contractor must understand that any operations on any military installation are fully inspect able (on a no-notice basis) by law enforcement agencies to include security and safety agencies.

5.9 Use of Cell phones while driving a vehicle without a Hands Free device is unauthorized on military installations.

5.10 The contractor shall provide instructions for temperature criteria, special preservation or packing requirements, etc. as appropriate for delivered items. Contractor storage facilities and delivery vehicles shall be equipped to maintain the appropriate temperatures and product segregation as necessary. Prior to government acceptance, any variance outside the acceptance criteria shall be documented on the delivery document and reported to the Government Representative immediately. The government reserves the right to refuse any deliveries not in compliance.

5.11 Fresh poultry items shall be in ice packed cartons or gas flush cartons. Fresh seafood items shall be in ice packed cartons. Frozen products shall be wrapped in polyethylene wrapping. Meat items shall be packaged in a vacuum process or individually wrapped in plastic food wrapping. Dry/canned goods shall be shipped and stored at a temperature below 70 degrees Fahrenheit. Items requiring “chilled” conditions shall be shipped and stored under refrigeration of 31 to 41 degrees Fahrenheit. Storage temperature for frozen subsistence items shall not exceed 0 degrees Fahrenheit. No product will be accepted if there is any evidence of noncompliance.

5.12 All items shall be delivered free of damage, with all packaging and packing intact.

Excess pallets used for delivery shall be removed from the delivery point by the contractor.

6. Packaging and Marking: All packaging and packing shall be in accordance with good commercial practice. Labeling shall be in accordance with commercial labeling requirements complying with the Federal Food, Drug and Cosmetic Act and regulations promulgated there under. Shipping containers shall be in compliance with the National Motor Freight Classification and Uniform Freight Classification. To assure the receiving office (i.e. unit) will properly handle and store items, standard commercial precautionary markings such as KEEP FROZEN, KEEP REFRIGERATED, et al., shall be used on the shipping boxes where appropriate.

6.1 All food and beverage products must be identified with readable dates, such as “use by” date, date of production, date of processing/pasturing, sell by date, or pick up date. For shelf life items, open dating is preferred but coding is acceptable.

7. Inspection and Acceptance: Inspection and acceptance of all items will be performed at the specified delivery point in each order. Inspection and acceptance will be performed by the unit’s authorized Government representative. The government representative is responsible for accepting and/or rejecting items immediately upon delivery. Nonetheless, failure to do so does not relieve the contractor of the responsibility nor impose liability on the Government for nonconforming supplies. Acceptance by the Government occurs when the authorized government personnel signs and dates two (2) copies of the contractor’s itemized delivery document.

7.1 In the event an item is rejected, the government representative will annotate the itemized delivery document, identifying the rejected item(s). Unless otherwise directed, any rejected item shall be replaced by the contractor within two (2) hours at no additional cost to the

Government. At the government’s discretion, the government may cancel the item for a credit or accept another item in lieu of as a replacement. In this latter case, the substitution shall be at no additional cost to the Government. The contractor shall charge the Government for only those items accepted by the unit representative at the time of delivery. Credit balance will be adjusted only once each quarter for the previous quarter with coordination of the unit representative.

7.2 Short shipments will be noted by the unit representative on the itemized delivery document accompanying the delivery. The discrepancy shall be corrected by the contractor within two (2) hours at no additional cost to the Government. The authorized government representative will not accept any item delivered in error.

7.3 In addition to any other provision of this contract, the contractor shall accept returns for replacement under the following conditions, if the ordering office still requires the product(s):

a. Products shipped in error;

b. Products damaged in shipment;

c. Products with concealed damage;

d. Products that are recalled;

e. Products which do not meet the shelf life requirements;

f. Products not meeting the minimum quality requirements;

g. Products delivered in unsanitary delivery vehicles; and/or

h. Products delivered that exceed the minimum/maximum specified temperature.

7.4 All substitutions will be approved by the Contracting Officer or Unit Representative prior to the shipment. The contractor shall submit a monthly report, by unit, to the Unit Representative listing the “out” items, the substituted items, and reason for substitutions. The report must be submitted by the 7th of the month.

7.5 The government may periodically conduct product quality audits at the customer/vendor level for the purpose of verifying whether an item’s product quality and characteristics meet or exceed the contractually specified criteria. Discrepancies will be identified to the vendor for immediate correction.

7.6 The government reserves the right to inspect vendor distributor warehouses/delivery points to ensure inspections, safety and sanitary conditions etc. are in compliance with federal, state and local regulations. Such site visits will be coordinated through the contractor.

8. Compliance with Laws and Regulations: The Contractor’s facilities and all items that the contractor delivers must comply with all pertinent Federal, state, and local health and sanitation laws, regulations, and standards, including those of the United States Department of Agriculture (USDA) and the Ohio Department of Sanitation. The U.S. Army/Air Force Veterinary Service may conduct periodic inspections. Reports of these inspections will be provided to the Contracting Officer.

8.1 The vendor shall establish and maintain a sanitary program which complies with

CFR (Code of Federal Regulations) Title 21, Part 110, Current Good Manufacturing Practice in Manufacturing, Packing, or Holding Human Food, and ensures sanitation and warehousing practices for food are monitored and evaluated with accepted industry standards. This regulation can be located at http://www.ecfr.gov/cgi-bin/text-idx?sid=8d9e5420cf7ba36ed39b284b2a4d3f7f&mc=true&tpl=/ecfrbrowse/title21/21cfr110_main _02.tpl . These standards shall include, but are not limited to CFR Title 21, Part 110, and the Federal Insecticide, Fungicide, and Rodentcide Act (7 U.S.C. 136 et seq), which may be found http://www.ecfr.gov/cgi-bin/text-at https://www.law.cornell.edu/uscode/text/7/136. as amended this regulation can be found at https://www.law.cornell.edu/uscode/7/136 and all pertinent state and local laws, regulations, and ordinances.

8.2 A stored products pest management program shall be established and maintained that assures pest management practices for food and other co-located non-food items are monitored and evaluated in accordance with accepted industry standards.

8.3 A supplier selection or certification program shall be established and maintained to assure standardized product quality for each item in the inventory listing regardless of supplier.

Product characteristics shall be standardized to the extent variations in flavor, color, and texture will be minimal.

8.4 The contractor shall maintain a quality program for acquiring, warehousing, and distributing which ensures:

Usage of first in/ first out principles

No salvaged items or products are used

Products shall be National Brand Names; substitutions of private labels are acceptable where such substitutions meet or exceed National Brand standards

All meat shall be of USDA Choice grade or higher; all other items shall meet USDA Grade A standards; at no time shall lesser quality items be provided

All products shall have at least 75% of shelf life remaining at the time of delivery

Supplies shall be processed and packaged from the latest pack available or the latest seasonal pack during the contract period

Dairy products shall have sufficient shelf life remaining commensurate with good commercial practice, and at a minimum:

1. Milk products shall be delivered with 96 hours remaining prior to consumption date

2. Sour cream shall be delivered within 7 calendar days after pasteurization

3. Butter shall be delivered within 30 calendar days after pasteurization

4. Cheeses shall possess at least 75% of shelf life

5. Chilled fresh meats shall be delivered within 14 calendar days from the date of pack and fresh or frozen ground meats and poultry shall satisfy the USDA guidelines for microbial load

Fresh fruits and vegetables shall be free from decay, well colored, and possess characteristics normally associated with US Grade Number 1 or better

All items are free of damage

Correct items and quantities are selected and delivered

Product discrepancies and complaints are resolved and corrective actions initiated

Supplier or government initiated food recalls on delivered products are promptly reported to the contracting officer or government representative.

Compliance with Environmental Protection Agency (EPA) and the Occupational Safety and Health Administration (OSHA) requirements

8.5 The contractor shall ensure all food handling employees complete a course in Food

Service Safety and Sanitation available through a local Health Department. The certificates of completion shall be provided to the Contracting Officer at the post-award conference and as often as refresher training is accomplished. The typical requirement is every year.

https://www.law.cornell.edu/uscode/text/7/136 https://www.law.cornell.edu/uscode/7/136

8.6 Except as indicated, products shall originate only in establishments listed in the US Army/Air Force (Veterinary Command) Circular 40-1, Worldwide Directory of Sanitarily Approved Food Establishments for Armed Forces Procurement. This document can be found at http://www.phc.amedd.army.mil/topics/foodwater/ca/pages/DoDApprovedFoodSources.aspx.

9. Customer Service/Support: The contractor shall provide points of contact for customer assistance, primarily to respond to product quality complaints, customer dissatisfaction, shipping discrepancies and damage issues. Points of contact must be available between the hours of 8:00 am to 4:00 pm, Monday-Friday. Service support must be provided promptly.

9.1 The vendor may attend the OHARNG annual state menu board meeting. The board reviews and considers any changes to the menu(s) utilized by the OHARNG. No changes to the vendor provided menus will be accomplished at this meeting. The intent is merely to review customer comments/complaints/suggestions for changes, business practices, etc. Any necessary changes identified during this meeting will be presented to the Contracting Officer by the government representative. The Contracting Officer will request a proposal for the requested changes from the contractor. Changes will be incorporated into the contract via a formal modification. No changes shall go into effect as a result of discussion otherwise.

End of SOW http://www.phc.amedd.army.mil/topics/foodwater/ca/pages/DoDApprovedFoodSources.aspx