Department of Veterans Affairs Network Contracting Office (NCO) 16 Request For Information (RFI) DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS NOT A REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the Government to enter into a contract, nor does it restrict the Government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the Government. Information submitted in response to this notice is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. The Government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized in the Federal Contract Opportunities website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI. Statement of Work Central Arkansas Veterans Healthcare System (CAVHS) Milk and Dairy Product Services Scope: Contractors shall provide all necessary labor, materials, equipment, and supervision necessary to produce and deliver milk and dairy products for CAVHS Nutrition and Food Services (NFS) and Veterans Canteen Service (VCS). Contract Performance Period: Contract periods will consist of a base year with four one-year options to renew. Delivery: Delivery to CAVHS may consist of four (4) separate points and times since customers at each location will consist of both NFS and VCS. Contractor will be required to deliver to NFS points five times per week excluding Wednesdays and Sundays. Contractor will be required to deliver before 8:00 am each time. Contractor will not be required to deliver products on national holidays. The following is a list of federal holidays that are observed during work weeks, even if the date falls on a week-end: New Year s Day, Martin Luther King Jr s Birthday, Washington s Birthday, Memorial Day, Independence day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, and Christmas Day. Central Arkansas Veterans Healthcare System - Delivery Locations Nutrition and Food Service 1. John L. McClellan Memorial Veterans Hospital 4300 West 7th Street Little Rock, AR 72205 a. Nutrition and Food Services-Delivery Hours: between 6:00 a.m. 8:00 a.m. b. Delivery Location: Main Kitchen c. Frequency of Delivery: Monday, Wednesday, Friday 2. Eugene J. Towbin Healthcare Center 2200 Fort Roots Drive North Little Rock, AR 72114 a. Nutrition and Food Services-Delivery Hours: between 6:00 a.m. 8:00 a.m. b. Delivery Location: Main Kitchen c. Frequency of Delivery: Monday, Wednesday, Friday Veterans Canteen Service 1. John L. McClellan Memorial Veterans Hospital 4300 West 7th Street Little Rock, AR 72205 a. Canteen Delivery-Delivery Hours: between 6:00 a.m. 8:00 a.m. b. Delivery Location: Canteen Kitchen c. Frequency of Delivery: Monday, Wednesday, Friday 2. Eugene J. Towbin Healthcare Center 2200 Fort Roots Drive North Little Rock, AR 72114 a. Canteen Delivery-Delivery Hours: between 6:00 a.m. 8:00 a.m. b. Delivery Location: Canteen Kitchen c. Frequency of Delivery: Monday, Wednesday, Friday Ordering: Orders will be placed by assigned authorized individuals from each delivery point. Orders may be placed by phone, fax, mail, or EDI. If the contractor is not already set up as an EDI Vendor, they may be set up by contacting the VA Austin Automation Center at (512) 326-6931. Orders are based on patient load and amounts will increase or decrease in conjunction with hospital census. Contractor should contact individual delivery points to determine if it is practical for contractor to check stock of breads on hand so an adjustment may be made to prevent having too much on hand or having too little (requiring additional delivery). Authorized Personnel: A Delegation of Authority memorandum will be issued after award of contract(s). All contract administration functions relative to the administration of this contract, excluding termination rights, will be delegated to an Administrative Contracting Officer (ACO) at CAVHS. After contract award, inquiries and correspondence pertaining to administration of this contract shall be addressed to CAVHS from which authorized orders are issued. Only the Contracting Officer (C/O) is authorized to make commitments or issue changes which will affect the price, quantity, quality, or terms of this contract. Inspection and Acceptance: An employee of NFS or VCS will be designated by the Contracting Officer to accept or reject delivery as to quality and condition of the product. Items rejected all or in part must be removed from the premises within 48 hours of notification of rejection. Unless offeror certifies that acceptable inspection has been made (any agency of the Federal Government or the AIB International Department of Food Safety/Hygiene) a pre-award onsite evaluation of the lowest offeror may be made. This will include inspection and evaluation of the plant, personnel, equipment and processes of the prospective contractor. An inspection may be made of the premises and employees prior to award, and conditions found will be considered in award of contract. Inspection may be performed at any time during the contract period and if it is found that the contractor is not complying with specifications, deliveries will be rejected, and the products covered by this contract will be procured in the open market. Any excess cost occasioned by this action will be charged against the contractor s account. Payment: Payments shall be monthly in arrears upon receipt of a properly executed invoice. Invoices for each CAVHS delivery point shall be submitted to the addresses designated in this contract. In accordance with the Prompt Payment Act the Government has 30 days after receipt of a valid invoice to make payment. Payments under this contract will be made by Electronic Funds Transfer (EFT) by the VA or VCS Finance Center. Contractor may elect to accept the Government Purchase Card as a method of payment for all orders under $2,500 if the contractor is set up to accept credit cards. Packing List: There shall be a packing list enclosed with all shipments made under this contract. The packing list shall show the following as a minimum: Contractor s name and address, VA Purchase Order Number (if one is given), the VA Facility and Service placing the order, the items shipped and quantity. Commercial Packaging and Labeling: The contractor shall provide documentation for products packaged in accordance with commercial practice for bread and bakery products. The package shall afford adequate protection against deterioration and physical damage during shipment from the supply source to the first consuming activity. Packing shall be in accordance with commercial packing complying with Uniform Freight Classification or National Motor Freight Classification, as applicable. The contractor shall provide documentation demonstrating compliance with commercial labeling. Commercial labeling shall be acceptable provided the day or date of baking shall be shown in a conspicuous location. Production shall not precede delivery by more than twenty-four (24) hours. Any commercial or additional labeling shall comply with the Federal Food, Drug and Cosmetic Act and regulations promulgated there under. Sanitation and Workmanship: The contractor shall provide documentation showing compliance of Sanitation and Workmanship criteria. Items shall be prepared, processed and packed under sanitary conditions and in accordance with good commercial practices. All containers shall be clean, sound and securely covered or sealed to provide adequate protection from dirt, filth, or other contamination. The anticipated Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code _ 311514__________ is _1000___________ (employees or dollars). 3. Responses Requested: The following questions must be answered in response to this RFI. Answers that are not provided shall be considered non-responsive to the RFI: a. Where are the requested items/equipment manufactured? Vendor must attach documentation of this information to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice b. Are the requested items/equipment manufactured by a Small or Large business? Is the potential vendor in compliance with the Non-Manufacturer Rule (NMR)? Vendor must attach documentation of this to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice c. Is the Vendor an authorized distributor with access to Original Equipment Manufacturer (OEM) parts which may be required in performance of this requirement? The VA does not accept grey market items and therefore the Vendor must attach evidence of this access (Authorized Distributor letter) to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice. d. Name of potential Contractor that possess the capability to fulfill this requirement. Contractors shall also provide the following: Point(s) of contact name: _______________________________________________ Address: ___________________________________________________ Telephone number: ___________________________________________ Email address: _______________________________________________ Company's business size: ________________________________________________ Data Universal Numbering System (DUNS) #: _______________________________ e. Is your company considered a small business concern, SB, SDVOSB, VOSB, HUBZone, or 8A concern, with the requisite __________________ NAICS code? Please provide proof of qualifications. f. Is your company available under any Government Wide Agency Contract (GWAC), General Services Administration (GSA) Schedule, Indefinite Delivery Indefinite Quantity (IDIQ), and/or Blanket Purchase Agreement (BPA)? If so, please identify the contract number for the Government to review as part of this Market Research. 4. Opportunity/Market Pricing: The Jackson VAMC is seeking information from potential vendors on their ability to provide the required items/equipment. THIS IS A SOURCES SOUGHT REQUEST FOR INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this RFI in order to assist the Jackson VAMC in determining potential levels of competition and general market pricing available in the industry. Therefore, vendors are requested to submit estimated market research pricing along with their responses to the above. The estimated pricing will be considered when determining the procurement strategy for the forthcoming solicitation. 5. Instructions and Response Guidelines: Questions regarding this RFI shall be submitted no later than 14:00 (CST), October 9, 2023 via email to
[email protected] RFI responses are due by 14:00 (CST), Wednesday, October 11 , 2023; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format via email to
[email protected] The subject line shall read: Preventive Maintenance Software Support. NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 3(a) - 3(f). Please provide the information you deem relevant in order to respond to the specific inquiries of the RFI. Information provided will be used solely by Jackson VAMC as Market Research and will not be released outside of the MEDVAMC Purchasing and Contract Team. 7. Contact Information: Reggie Clark
[email protected] Your response to this notice is greatly appreciated!