Presolicitation Notice THIS REQUEST FOR INFORMATION (RFI) / SOURCES SOUGHT NOTICE IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES. THIS IS NOT A SOLICITATION. SUBMISSION OF INFORMATION ABOUT PRICING, DELIVERY, THE MARKET, AND CAPABILITIES IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI FOR PLANNING PURPOSES IN ACCORDANCE WITH (IAW) FAR 15.201(e). DISCLAIMER This RFI is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. SOURCES SOUGHT/RFI DESCRIPTION This is NOT a solicitation announcement. This is a Sources Sought Notice / RFI only. The purpose of this Sources Sought Notice / RFI is to gain information about potential qualified sources and their size classification relative to NAICS 311991 (size standard of 700 Employees). Responses to this Sources Sought Notice / RFI will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought Notice / RFI, further RFIs and/or a solicitation or other announcements may be published. The Department of Veterans Affairs (VA) is seeking sources capable of providing repetitive delivery of various medical gases requirements for multiple VA Medical Centers. The list of DRAFT characteristics is intended to be descriptive, not restrictive, of the supplies/services that are required. If your company is interested and capable of providing the required supplies/services, please provide the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: (1) Submit your capabilities statement illustrating how your organization can/cannot meet the list of DRAFT/SALIENT CHARACTERISTICS/SOW requirements. For instances where your company cannot meet the DRAFT/SALIENT CHARACTERISTICS/SOW requirement(s), please explain. For instances where your company can meet the DRAFT/SALIENT CHARACTERISTICS/SOW requirement(s), please show how your company meets/exceeds each requirement. (2) Please review the list of DRAFT/SALIENT CHARACTERISTICS/SOW requirements and provide any additional feedback or suggestions. If none, please reply as N/A. (3) Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran-Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc. (4) Is your company considered small under the NAICS code identified in this RFI? (5) Are you the manufacturer, authorized distributor, and/or can your company provide a solution to the required supplies/services described in the list of DRAFT/SALIENT CHARACTERISTICS/SOW? (6) If you are a large business, do you have any designated/authorized distributors? If so, please provide their company name, telephone, point of contact and size status (if available). (7) If you re a small business and you are an authorized distributor/reseller for the items identified above, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified. (8) Limitations on Subcontracting: How does your business ensure compliance with the limitations on subcontracting as outlined in 13 CFR § 125.6? (9) Are the items you are identifying/providing considered Commercial of the Shelf (COTS) items as defined in FAR Part 2.101 under commercial items? (10) Non-Manufacturer Rule: If applicable, can you confirm your business complies with the Non-Manufacturer rule? Specifically, does your company: Provide a product from a small business manufacturer or processor? Not exceed 500 employees? Primarily engage in the retail or wholesale trade and normally sell the type of item being supplied? Take ownership or possession of the item(s) with its personnel, equipment or facilities in a manner consistent with industry practice? (11) Please indicate whether your product conforms to the requirements of the Buy American Act? (12) What is your lead time to deliver a single unit with all components? Is there scale in lead time with greater quantities? Please elaborate. (13) What is estimated life span of your solution? What support/services does that entail? (14) Does your proposed equipment have FDA clearance? Please specify what FDA clearance(s) have been obtained. (15) Does your organization offer a leasing solution? Please elaborate. (16) Does your company have a Federal Supply Schedule (FSS) GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract? If so, please provide the contract number(s). (17) If you are an FSS GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract holder, are all the items/solutions you are providing information about available on your schedule/contract? Please state if all or some items are available on the contract. (18) General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award. (19) Please provide your SAM.gov Unique Entity ID/Cage Code number. Responses to this notice shall be submitted via email to
[email protected]. Telephone responses will not be accepted. Responses must be received no later than October 29, 2024 by 15:00 PST. All responses to this Sources Sought/RFI will be used for planning purposes only. Responses to this Sources Sought Notice / RFI are not considered a request to be added to a prospective bidders list or to receive a copy of the solicitation. If further RFIs and/or a solicitation or other announcement is issued as a result of the information provided from this RFI, all interested parties must respond to the specific posting separately IAW the specifications of that announcement. SCOPE OF WORK: The contractor shall deliver fresh food sandwiches to the VA Greater Los Angeles Healthcare System, address is listed below. Orders shall be placed on an as needed basis, in accordance with delivery schedules listed in the Statement of Work (SOW), by the Contracting Officer Representative (COR). Orders shall be placed by telephone, in writing, in writing via fax, e-mail or given to Contractor personnel as mutually agreed upon between the facility COR and Contractor. The awarded contract will be for a one year purchase order with a period-of-performance of: 1/1/2026 to 12/31/2026. VA West Los Angeles Healthcare System Nutrition and Food Service; Main Kitchen Loading Dock, Bldg. 605 11301 Wilshire Blvd. Los Angeles, CA 90073 DESCRIPTION OF SERVICES/SUPPLIES ITEM NUMBER COMMENT QUANTITY UNIT OF MEASURE 0001 PREMIUM SANDWICH,PREMIUM BREAD, BIG-TEX HAM & CHEDDAR. 500 EA 0002 PREMIUM SANDWICH, HAM & MUENSTER ON PRETZEL SUB. 500 EA 0003 SANDWICH, PREMIUM SUPERPOWER WEDGE. 1300 EA 0004 PREMIUM SANDWICH, ROAST BEEF & PEPPERONCINI. 500 EA 0005 PREMIUM SANDWICH, TURKEY & HAM ON FRENCH SUB. 500 EA 0006 TRIANGLE SANDWICH, CHICKEN SALAD ON WHEAT. 15000 EA 0007 TRIANGLE SANDWICH, EGG SALAD ON WHEAT. 15000 EA 0008 TRIANGLE SANDWICH, PEANUT BUTTER & JELLY ON WHEAT. 15000 EA 0009 TRIANGLE SANDWICH, ROAST BEEF ON WHEAT. 15000 EA 0010 TRIANGLE SANDWICH, TUNA SALAD ON WHEAT. 15000 EA 0011 TRIANGLE SANDWICH, TURKEY ON WHEAT. 15000 EA 1. ORDERS: The contractor shall purchase and provide all food supplies (listed in the schedule) materials, and delivery to the VAGLAHS. 2. SPECIFICATIONS: The Contractor shall provide the following, but not limited to: a. All ready-to-eat food shall be packed in food grade containers/package, in a temperature-controlled atmosphere, refrigerated and placed in a sealed container. No preservatives shall be added. b. Ready to eat food shall comply with the following product definitions: i. Triangle Sandwich: 2 slices of bread, filling as indicated, no condiments, cut crosswise and packed in seal food grade containers. ii. Premium Sandwich is a sandwich other than a triangle sandwich. It may be on special types of bread (such as rolls or ciabatta), a wrap, or a pita. Packed in sealed food grade containers/package iii. For premium sandwiches, there must be available at least 4 varieties of beef and/or pork, and 2 varieties of chicken (without beef or pork), 2 varieties of turkey (without beef or pork), and 2 varieties of vegetarian (at least 1 must be vegan). iv. Soft triangle sandwiches will not contain raw vegetables larger than ¼ inch in size, including lettuce, tomato, celery, or onion. Other triangle sandwiches may contain lettuce and tomato. v. Triangle sandwiches there must at least 2 soft varieties available on white bread. c. Unopened food items must be guaranteed to remain in a fresh condition for at least five (5) days after delivery. All ready-to-eat food items are to be date labeled with a five (5) day expiration date. d. Sandwiches bread must not be wet or soggy for at least 5 days after delivery. e. Produce in the sandwich must be in fresh, crisp condition for at least 5 days after delivery. e. All products shall be prepared and packaged under modern sanitary conditions in accordance with commercial practices and shall be adequately packed to prevent damage during shipping and handling and storage. f. Contents of a specific sandwich variety should remain constant throughout the contract period. It is not acceptable to change the type of meat, vegetables, or other sandwich fillings in a specific sandwich variety without approval from the purchasing party. 3. REGULATORY STANDARDS a. The contractor is responsible for maintaining all health codes and standards of sanitation and safety in the storage, handling, preparation, transportation, and delivery of food as enacted by the United States Food and Drug Administration and state or local regulations. b. The contractor at his/her own expense shall maintain all federal, state, and local licenses and permits required for the operation of food services and products provided herein. c. The contractor shall provide its staff with on-going training in food handling and preparation, sanitation and safety procedures and food serving procedures. d. The Contractor shall remove all food servers/handlers found or suspected to be suffering from a communicable disease, disorder, or respiratory problem from the performance under this contract. CONTINUE 3. REGULATORY STANDARDS e. The Contractor shall ensure that all contract staff assigned to this contract are tested annually for Tuberculosis. Results of all tests shall be provided to the Contracting Officer upon contract award and each option year before contract award. Any and all replacement staff shall be tested for Tuberculosis and results shall be sent to the contracting officer within ten days of employment. 4. FOOD PREPARATION CENTER (FPC) AND EQUIPMENT: a. The Contractor food preparation center (FPC) shall conform to the guidelines established by applicable state local requirements. The sanitary inspection rates of the kitchen facility must be 90 percent or above. b. The FPC shall have waterproof painted walls, flooring shall be smooth and of durable construction of non-absorbent material, shall have clean equipment; and a separate preparation are for clinical diets. In addition, the FPC shall be free from pests and vermin with adequate space for storage and stock rotation of refrigerated and dry goods. c. The FPC shall also contain hot and cold running water, separate handwashing sinks, security protocols and other nationally recognized manuals on diets and Emergency Food Services Plans. d. Food Service equipment purchased shall meet the American National Standards Institute (ANSI) standards for sanitation and safety and be certified or listed by a nationally recognized testing agency. 5. FOOD STORAGE REQUIREMENTS: a. The Contractor shall store perishable food items at proper temperatures to prevent spoilage and other bacterial action. Perishables must be stored at or below 40 degrees Fahrenheit and frozen foods must be maintained at or below 0 degrees Fahrenheit. Shelf stable foods must be stored between 50 degrees Fahrenheit and 70 degrees Fahrenheit. b. Food not subject to further washing or cooking before serving shall be stored in a way that protects against bacterial cross-contamination from foods requiring washing or cooking. c. Condiments shall be protected from contamination by being stored in containers that are designed to provide adequate protection. 6. ORDERS: The Contracting Officer Representative (COR) shall place orders on an as needed basis from the schedule of supplies. Orders shall be placed by telephone, in writing, faxed, or give to Contractor personnel as mutually agreed between the COR and the Contractor. The contractor shall not substitute a item and will not increase or decrease quantities ordered without prior approval from the COR. 7. DELIVERY REQUIREMENTS a. Deliveries shall be made to the Warehouse/Kitchen Receiving area unless otherwise directed by the COR. b. Deliveries shall be made of specified items in specified quantities indicated in the daily schedule provided by the COR monthly. Contractor shall receive a minimum of one working day advance notice of changes needed for specified items. c. Deliveries shall be made Wednesday, Friday, Sunday, Monday, except holiday, between the hours of 5:30 a.m. and 6:30 a.m. PST, no exceptions. d. Deliveries shall be made in a temperature controlled refrigerated vehicle capable of maintaining temperatures between 35 degrees 45 degrees Fahrenheit. e. Off-loading of product shall occur in the presence of VA authorized receiving personnel only. 8. PRODUCT AVAILABILITY: a. In the event that the products under this contract become unavailable or available on a limited basis, either temporarily or permanently, the contractor shall send a substitute using the below sandwich chart type for substitutions when a sandwich type is not available when ordered. Temporary means no more than four (4) consecutive deliveries and no more than twelve (12) total deliveries per contract period for each sandwich type. The Contractor shall notify the Government prior to the fourth (4) consecutive delivery when a sandwich type will remain unavailable. See chart next page: CONTINUE OF 8. PRODUCT AVAILABILITY b. The Government reserves the right to procure services from an alternate source, until routine services are restored by the Contractor. When the Government exercises its right to procure these services from an alternate source, the Contractor shall reimburse the government for all charges in excess of the amount that would have normal been incurred by the contract. c. Furthermore, failure to perform any of the services set forth in this contract shall be considered grounds for invoking provisions of default under Clause 52.212-4(m) Termination for Cause . 9. INSPECTIONS: a. DELIVERED GOODS: The Government reserves the right to inspect delivered goods for compliance of specifications, including, but not limited to, correct product(s) and quantities, proper packaging, damaged goods, etc. b. Any items determined unacceptable shall be refused for full credit/replacement, at the discretion of the Government. Replacement of rejected products shall be delivered the same day no later than 1:00 p.m., unless otherwise specified by the COR. c. DELIVERY VEHICLES: The Government further reserves the right to enter and inspect any vehicle used to deliver goods for, but not limited to, compliance of sanitation conditions, proper refrigeration, etc. Such inspection shall be made on a random basis. d. CONTRACTOR FACILITIES: The Government may, prior to contract award or at any time during the term of the contract, inspect the contractor s plant, personnel, equipment, and processes to determine compliance with State/Federal sanitation regulatory requirements. 10. RADIUS REQUIREMENT The Contractors distribution facilities must be located within a 50-mile radius of the VA Greater Los Angeles Healthcare System. 11. EMERGENCY/CONTINGENCY PLAN: The Contractor shall submit an emergency plan for the provision of food services to the Contracting Officer with 15 working days of contract award. This emergency plan shall include details on how the Contractor will continue to perform this contract under emergency circumstances such as inclement weather, lack of water, lack of electricity, lack of qualified personnel, insufficient quantity of food items, transportation problems, etc. or the closing of its facility by the Department of Health. 12. CONTRACTOR DELIVERY PERSONNEL: a. All Contractor delivery personnel shall be required to wear a company uniform, which clearly displays the name of the company and the individual, and shall be of a neat, clean appearance. b. The Government reserves the right to accept or reject Contractor s staff for the rendering of services. Complaints concerning Contract Personnel s performance or conduct shall be dealt with the Contactor and COR with the final decision being made by the Contracting officer. c. PERSONNEL POLICY: The Contractor shall be responsible for protecting their personnel by providing employee services under this contract. To carry out this responsibility, the Contractor shall provide the following for their personnel: i. The contractor agrees to procure and maintain Workers Compensation and Employee s Public Liability Insurance in accordance wit the laws of the governing state. ii. Public Liability Insurance: The contractor shall comply with all applicable Federal and State laws regarding liability for the injury or death of an employee in performing the work; under this contract and shall hold the Government harmless against any or all loss, cost, damage, claim expense or liability for accident or injury to persons or property occurring in the performance of this contract. Before commencing work under this contract, the Contractor shall furnish an insurance certificate indicating coverage has been obtained. The Contracting Officer may waive the requirement if he determines that insurance certifications now on file are acceptable, however, new certifications shall be furnished prior to the expiration date. d. The Contractor shall follow all existing local, state, federal and/or union laws/regulations relevant to fringe benefits and premium pay for their employees. Such personnel shall not be considered VA employees for any purpose. The Contracting officer or his designee shall notify the Contractor of any noncompliance with the foregoing provisions and the action to be taken. After receipt of such notice, the Contractor shall immediately correct the conditions to which attention has been directed. Such notice, when served n the Contractor or his representative at the site of work, shall be deemed sufficient of the purposes aforesaid. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue a Stop-Work Order for all or any part of the work and hold the Contractor in default as provided elsewhere in this contract. 13. CHANGES: Only those services specified herein are authorized. Before performing any service of a noncontract nature, the Contractor shall advise the Contracting Officer of the reasons for the additional work. Changes to the resulting contract are not authorized, unless in writing by the Contracting Officer and are in accordance with FAR Clause 52.212-4(c) Changes. 14. BADGES AND PARKING: Contractor personnel are required to wear identification (I.D.) badges issued by the VA Security Office during the entire time they are on the VA Healthcare System grounds. It is the responsibility of the Contractor s personnel to park in the appropriate designated parking areas. Parking information is available for the VA Healthcare System Security Office. The VA Healthcare System shall not validate or reimburse for parking violations under any circumstance. 15. OVERTIME AND HOLIDAYS: Any overtime and/or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. 16. NATIONAL HOLIDAYS: Listed below are the ten national holidays: New Year s Day January 1 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Las Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 When one of the holidays falls on Sunday, the following Monday shall be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a national holiday by U.S. Government Agencies. Also included would be any day specifically declared by the President of the United States of America as a National holiday.