Statement of Work for Produce for Memphis VA Medical Center 1. Overview: The contractor shall provide fresh fruits and vegetables products to the VA Medical Center (hereafter referred to as the VA) located at 1030 Jefferson Avenue, Memphis, TN 38104- 2127. The VA intends to award a firm, fixed price with an equitable price adjustment contract for the provision of fresh fruits and vegetables products. The quantities listed in the attached Pricing Schedule are estimated requirements for Nutrition & Food Services. The contractor shall be a United States (US) Vendor and a US citizen. 2. SCOPE OF WORK: A. General: The scope of this requirement involves providing fruits and vegetables products, which conform to the specifications outlined and referenced herein to the VA's Nutrition & Food Services. Both of these services are located at the VA at 1030 Jefferson Avenue, Memphis, TN 38104. Orders will be called in on an as needed basis. B. Quantities: The quantities listed in the attached Pricing List represent the estimated quantities that will be ordered over the next 12 months. The actual quantity ordered may vary from this estimate but shall not exceed the total estimated quantity for the 12 months . C. Period of Performance: The period of performance for the provision of fruits and vegetables products shall be a base period from October 1, 2014 through September 30, 2015. D. The following items shall be delivered to the VA Medical Center, 1030 Jefferson Avenue, Memphis, TN 38104-2127. Deliveries must be made FOB Destination Monday through Friday between 7am-10am excluding national holidays. Requirements are for the period 10-1-2014 through 9-30-2015, with 4 (1) year options to renew. 3. RECOGNIZED FEDERAL HOLIDAYS: New Year's Day Martin Luther King Day Presidents Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Deliveries that fall on Federal holidays may require additional coordination with the COTR in advance. 4. HURRICANES/DISASTERS/EMERGENCIES: The contractor must be able to ensure delivery to the VA at all times, inclusive of hurricane, disasters, and/or any other emergency condition. The VA may place a special order in preparation for, or in response to, a disaster or emergency situation, including but not limited to a hurricane. For anticipatory situations, such orders will be placed 24 hours or less in advance. In an emergency, the contractor will be notified with the amount and type of products required by the VA that shall be delivered within 24 hours of order placement. The order may be placed for larger quantities than the normal weekly order. The contractor shall provide the Contracting Officer and both technical representatives with its designated point of contact and contact information for emergency orders. 5. SPECIFICATIONS AND STANDARDS: A. The delivered products shall meet the specification as listed in the attached Pricing Schedule document and comply with all applicable Federal and State mandatory requirements and regulations relating to the preparation, packaging, labeling, storage, distribution, and sales of the products with the commercial marketplace. All deliveries shall conform in every respect to the provisions of the Federal Food, Drug and Cosmetic Act and regulations, promulgated hereunder. B. Contractor's Certification. By submitting an offer, the contractor certifies that the product offered meets the specified salient characteristics and requirements of the Federal Hospital Subsistence Guide; conforms to the producer's own specifications and standards, including product characteristics, manufacturing procedures, quality control procedures, and storage and handling territories, or possessions; and is sold in the commercial market. The Government reserves the right to determine proof of such conformance prior to the first delivery from point of origin and any time thereafter, up to and including, delivery at final destination as may be necessary to determine conformance with the terms of the contract. C. Alternate Items. Offers on items not listed above (alternate items) will only be considered if acceptable bids on required items are not available or an offer is not received. Offerors must clearly identify any items that are not exact and specify the exceptions which differ from the required item. 6. SANITATION AND WORKMANSHIP: 1. All products furnished shall be prepared, processed and packed under sanitary conditions and in accordance with good commercial practice. All containers shall be clean, sound and securely covered or sealed to provide adequate protection from dirt, filth, and all other contamination. Chilled and frozen items shall be maintained at temperatures necessary for the preservation of the product according to the standards established by the Food & Drug Administration (FDA). 2. The VA Contracting Specialist or his/her designee reserves the right to inspect the Offeror's premises at any time during the life of the contract. A pre-award, on-site visit to inspect the manufacturing plant, personnel, process and packaging equipment and premises in order to verify compliance with all applicable Federal and State mandatory requirements and regulations relating to the preparation, packaging, labeling storage, distribution, and sales of the products with the commercial marketplace may be performed by the government prior to contract award. If the plant of the apparent low Offeror does not meet specification or is not acceptable, the quote will be rejected. 7. PACKAGING, PACKING, AND LABELING: A. Unless otherwise specified, preservation, packaging, and packing shall be to a degree of protection to preclude damage to containers and/or contents thereof under normal shipping conditions, handling, etc., shall conform to normal commercial practices and applicable carrier rules and regulations, involving shipment from the contractor to the receiving activity for storage. Shipping containers shall be in compliance with national Motor Freight Classification and Uniform Freight classification (issue in effect at time of shipment). B. All packaging and packing shall be in accordance with good commercial practice. Labeling shall be in accordance with commercial labeling, complying with the Federal Food, Drug and Cosmetic Act and regulations promulgated there under. B. If it is determined that a significant number of products are leaking, spoiled, or otherwise found to not be in accordance with the specifications contained herein, the Contractor will be notified to exchange the products for ones that are in accordance with these specifications within two hours of notification. If the number of such products is determined to be insignificant in number, they may be held for pick up by the contractor at the next scheduled delivery. 8. ORDERING 1. The Memphis VA Medical Centers estimate produce orders will be submitted up to three times per week, with 48 hours' notice, with the Government reserving the right to adjust orders 24-hours prior to scheduled delivery. Ice cream orders will be submitted weekly, as needed, with 48 hours' notice and with the Government reserving the right to adjust orders 24 hours prior to scheduled delivery. Orders will be placed by the COTR or his/her designee. Each order will show ship to and bill to addresses and purchase order number (if required). Orders for product may be placed by phone, fax, email, mail or EDI. If the contractor is not already set up as an EDI Vendor, they must be set-up by contacting the VA Austin Automation Center. 2. Quantities shown on previous pages represent the quantities estimated to be ordered over the delivery period. Quotes will be evaluated based on the estimated quantities. Actual quantities ordered may vary among the line items. 9. PACKING LIST There shall be a packing list enclosed with any shipments made under this contract. The packing list shall show the following as a minimum: Contractors name and address; VA Purchase Order Number (if one is provided); the VA Facility and Service placing the order; the items shipped; and quantity. 10. RETURN POLICY Offeror's shall clearly indicate their return policy with their bid. Defective product or incorrect product shipped by contractor error shall be replaced at no cost to the Government. Product shipped by Government error may be returned subject to the contractor's normal return policy. Offeror's shall provide the name and telephone number for reporting delivery/product problems for each VA location 11. UTILIZATION OF CONTRACT: Delivery orders will be issued on an as-needed basis. 52.216-21 REQUIREMENTS (OCT 1995) (a) This is a requirements contract for the supplies or services specified and effective for the period stated, in the Schedule. The quantities of supplies or services specified in the Schedule are estimates only and are not purchased by this contract. Except as this contract may otherwise provide, if the Government's requirements do not result in orders in the quantities described as "estimated" or "maximum" in the Schedule, that fact shall not constitute the basis for an equitable price adjustment. (b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. Subject to any limitations in the Order Limitations clause or elsewhere in this contract, the Contractor shall furnish to the Government all supplies or services specified in the Schedule and called for by orders issued in accordance with the Ordering clause. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations. (c) Except as this contract otherwise provides, the Government shall order from the Contractor all the supplies or services specified in the Schedule that are required to be purchased by the Government activity or activities specified in the Schedule. (d) The Government is not required to purchase from the Contractor requirements in excess of any limit on total orders under this contract. (e) If the Government urgently requires delivery of any quantity of an item before the earliest date that delivery may be specified under this contract, and if the Contractor will not accept an order providing for the accelerated delivery, the Government may acquire the urgently required goods or services from another source. (f) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor's and Government's rights and obligations with respect to that order to the same extent as if the order were completed during the contract's effective period; provided that the Contractor shall not be required to make any deliveries under this contract after October 5, 2012 unless an option is exercised for continued service. (End of Clause) 12. DELIVERIES AND INVOICING 1. Deliveries shall occur up to four times per week between the hours of 8:00 a.m. and 11:00 a.m. Monday, Wednesday, Thursday, and Friday, excluding federal holidays. Requests for deliveries on different days and/or at a different time shall be submitted to and approved by the Contracting Officer and his/her designee in writing. 2. Deliveries and invoicing for the Nutrition and Food Services must be accomplished separately at the office listed below. Invoices must contain at a minimum the purchase order and itemized list of products delivered, unit prices, and total price. Nutrition & Food Services Accounting Section (614/120) Memphis VA Medical Center 1030 Jefferson Avenue Memphis, TN 38104 3. While performing under this contract, all vehicles used by the contractor shall be locked and the keys removed when not in use. This is intended to protect the contractor's property as well as the safety of patients and staff at the medical centers. 4. While performing under this contract, all vehicles used by the contractor shall have temperature tracking systems in place on the refrigerated trucks to ensure they are being maintained in accordance with federal safety & sanitation guidelines. 13. PAYMENTS Payments under this contract shall be made by Electronic Fund Transfer (EFT) by the VA or VCS Finance Center. See Clause 52.232-34, Payment by Electronic Funds Transfer-Other than Central Contractor Registration for further information. Contractor may elect to accept the Government Purchase Card as a method of payment for all orders under $3,000.00 if the contractor is set-up to accept credit cards. 14. EVALUATION CRITERIA 1. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government price and other factors considered. The following factors shall be used to evaluate offers: Price: Past Performance: Technical: 15. CONTRACTING OFFICER'S TECHNICAL REPRESENTATIVE (COTR) Keith Hill Cook Supervisor, Nutrition & Food Services (901) 523-8990, ext. 5852
[email protected] 16. CONTRACT ADMINISTRATION DATA: The contracting officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes, which will affect price, quantity, or quality of performance of this contract. In the event the contractor effects any such change at the direction of any person other than the contracting officer , the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof . ****Submit all bids via email to
[email protected]**** Eric Lee Contract Specialist Department of Veterans Affairs Network Contracting Office (NCO) 9 Central Region 1639 Medical Center Parkway Suite 400 Murfreesboro, TN 37129 P: 615-225-5973 F: 615-849-3769 E-mail:
[email protected] ***Please provide quote on tables below*** Base Year: October 1, 2014 through September 30, 2015 ITEM NO. Description Est. Quantity Unit Price Extended Price 1 Cabbage Cut 1/4 inch 50 CS $00.00 $00.00 2 Bell Pepper Diced 130 CS $00.00 $00.00 3 Celery Diced 256 CS $00.00 $00.00 4 Onion Sliced 104 CS $00.00 $00.00 5 Red Delicious Apple 156 CS $00.00 $00.00 6 Oranges 156 CS $00.00 $00.00 7 Banana 78 CS $00.00 $00.00 8 Tomatoes 104 CS $00.00 $00.00 9 Onion Diced 494 CS $00.00 $00.00 10 LETTUCE, Salad Mix W/Romaine 208 CS $00.00 $00.00 11 grapes 2 CS $00.00 $00.00 12 carrot sticks 52 CS $00.00 $00.00 13 Celery Sticks 52 CS $00.00 $00.00 14 Coleslaw (diet) 52 CS $00.00 $00.00 15 Fresh Bagged Spinach 1 CS $00.00 $00.00 16 Cherry Tomato 208 CS $00.00 $00.00 17 Cantaloupe chunks 10 CS $00.00 $00.00 18 Honeydew Chunks 10 CS $00.00 $00.00 19 Pineapple Chunks 10 CS $00.00 $00.00 20 Strawberries, Driscoll 100 CS $00.00 $00.00 21 Watermelon 1 EA $00.00 $00.00 22 Romaine, CA 2 DZ CS- 24 CT 35 CS $00.00 $00.00 23 Fresh whole Lemons 5 CS $00.00 $00.00 24 Strawberries, Driscoll 100 CS $00.00 $00.00 Total Aggregate Price Base Year$__________________ Option Year 1: October 1, 2015 through September 30, 2016 ITEM NO. Description Est. Quantity Unit Price Extended Price 1 Cabbage Cut 1/4 inch 50 CS $00.00 $00.00 2 Bell Pepper Diced 130 CS $00.00 $00.00 3 Celery Diced 256 CS $00.00 $00.00 4 Onion Sliced 104 CS $00.00 $00.00 5 Red Delicious Apple 156 CS $00.00 $00.00 6 Oranges 156 CS $00.00 $00.00 7 Banana 78 CS $00.00 $00.00 8 Tomatoes 104 CS $00.00 $00.00 9 Onion Diced 494 CS $00.00 $00.00 10 LETTUCE, Salad Mix W/Romaine 208 CS $00.00 $00.00 11 grapes 2 CS $00.00 $00.00 12 carrot sticks 52 CS $00.00 $00.00 13 Celery Sticks 52 CS $00.00 $00.00 14 Coleslaw (diet) 52 CS $00.00 $00.00 15 Fresh Bagged Spinach 1 CS $00.00 $00.00 16 Cherry Tomato 208 CS $00.00 $00.00 17 Cantaloupe chunks 10 CS $00.00 $00.00 18 Honeydew Chunks 10 CS $00.00 $00.00 19 Pineapple Chunks 10 CS $00.00 $00.00 20 Strawberries, Driscoll 100 CS $00.00 $00.00 21 Watermelon 1 EA $00.00 $00.00 22 Romaine, CA 2 DZ CS- 24 CT 35 CS $00.00 $00.00 23 Fresh whole Lemons 5 CS $00.00 $00.00 24 Strawberries, Driscoll 100 CS $00.00 $00.00 Total Aggregate Price Option Year 1 $__________________ Option Year 2: October 1, 2016 through September 30, 2017 ITEM NO. Description Est. Quantity Unit Price Extended Price 1 Cabbage Cut 1/4 inch 50 CS $00.00 $00.00 2 Bell Pepper Diced 130 CS $00.00 $00.00 3 Celery Diced 256 CS $00.00 $00.00 4 Onion Sliced 104 CS $00.00 $00.00 5 Red Delicious Apple 156 CS $00.00 $00.00 6 Oranges 156 CS $00.00 $00.00 7 Banana 78 CS $00.00 $00.00 8 Tomatoes 104 CS $00.00 $00.00 9 Onion Diced 494 CS $00.00 $00.00 10 LETTUCE, Salad Mix W/Romaine 208 CS $00.00 $00.00 11 grapes 2 CS $00.00 $00.00 12 carrot sticks 52 CS $00.00 $00.00 13 Celery Sticks 52 CS $00.00 $00.00 14 Coleslaw (diet) 52 CS $00.00 $00.00 15 Fresh Bagged Spinach 1 CS $00.00 $00.00 16 Cherry Tomato 208 CS $00.00 $00.00 17 Cantaloupe chunks 10 CS $00.00 $00.00 18 Honeydew Chunks 10 CS $00.00 $00.00 19 Pineapple Chunks 10 CS $00.00 $00.00 20 Strawberries, Driscoll 100 CS $00.00 $00.00 21 Watermelon 1 EA $00.00 $00.00 22 Romaine, CA 2 DZ CS- 24 CT 35 CS $00.00 $00.00 23 Fresh whole Lemons 5 CS $00.00 $00.00 24 Strawberries, Driscoll 100 CS $00.00 $00.00 Total Aggregate Price Option Year 2 $__________________ Option Year 3: October 1, 2017 through September 30, 2018 ITEM NO. Description Est. Quantity Unit Price Extended Price 1 Cabbage Cut 1/4 inch 50 CS $00.00 $00.00 2 Bell Pepper Diced 130 CS $00.00 $00.00 3 Celery Diced 256 CS $00.00 $00.00 4 Onion Sliced 104 CS $00.00 $00.00 5 Red Delicious Apple 156 CS $00.00 $00.00 6 Oranges 156 CS $00.00 $00.00 7 Banana 78 CS $00.00 $00.00 8 Tomatoes 104 CS $00.00 $00.00 9 Onion Diced 494 CS $00.00 $00.00 10 LETTUCE, Salad Mix W/Romaine 208 CS $00.00 $00.00 11 grapes 2 CS $00.00 $00.00 12 carrot sticks 52 CS $00.00 $00.00 13 Celery Sticks 52 CS $00.00 $00.00 14 Coleslaw (diet) 52 CS $00.00 $00.00 15 Fresh Bagged Spinach 1 CS $00.00 $00.00 16 Cherry Tomato 208 CS $00.00 $00.00 17 Cantaloupe chunks 10 CS $00.00 $00.00 18 Honeydew Chunks 10 CS $00.00 $00.00 19 Pineapple Chunks 10 CS $00.00 $00.00 20 Strawberries, Driscoll 100 CS $00.00 $00.00 21 Watermelon 1 EA $00.00 $00.00 22 Romaine, CA 2 DZ CS- 24 CT 35 CS $00.00 $00.00 23 Fresh whole Lemons 5 CS $00.00 $00.00 24 Strawberries, Driscoll 100 CS $00.00 $00.00 Total Aggregate Price Option Year 3 $__________________ Option Year 4: October 1, 2018 through September 30, 2019 ITEM NO. Description Est. Quantity Unit Price Extended Price 1 Cabbage Cut 1/4 inch 50 CS $00.00 $00.00 2 Bell Pepper Diced 130 CS $00.00 $00.00 3 Celery Diced 256 CS $00.00 $00.00 4 Onion Sliced 104 CS $00.00 $00.00 5 Red Delicious Apple 156 CS $00.00 $00.00 6 Oranges 156 CS $00.00 $00.00 7 Banana 78 CS $00.00 $00.00 8 Tomatoes 104 CS $00.00 $00.00 9 Onion Diced 494 CS $00.00 $00.00 10 LETTUCE, Salad Mix W/Romaine 208 CS $00.00 $00.00 11 grapes 2 CS $00.00 $00.00 12 carrot sticks 52 CS $00.00 $00.00 13 Celery Sticks 52 CS $00.00 $00.00 14 Coleslaw (diet) 52 CS $00.00 $00.00 15 Fresh Bagged Spinach 1 CS $00.00 $00.00 16 Cherry Tomato 208 CS $00.00 $00.00 17 Cantaloupe chunks 10 CS $00.00 $00.00 18 Honeydew Chunks 10 CS $00.00 $00.00 19 Pineapple Chunks 10 CS $00.00 $00.00 20 Strawberries, Driscoll 100 CS $00.00 $00.00 21 Watermelon 1 EA $00.00 $00.00 22 Romaine, CA 2 DZ CS- 24 CT 35 CS $00.00 $00.00 23 Fresh whole Lemons 5 CS $00.00 $00.00 24 Strawberries, Driscoll 100 CS $00.00 $00.00 Total Aggregate Price Option Year 4 $__________________ Base Year October 1, 2014 through September 30, 2015 $ 0000.0000 Option Year 1 October 1, 2015 through September 30, 2016 $ 0000.0000 Option Year 2 October 1, 2016 through September 30, 2017 $ 0000.0000 Option Year 3 October 1, 2017 through September 30, 2018 $ 0000.0000 Option Year 4 October 1, 2018 through September 30, 2019 $ 0000.0000 ___________________________________________________________________ Total Aggregate Price Base + 4 (1) year options $ 0000.0000