Description
Sources Sought The White City VA Medical Center is issuing this Sources Sought to conduct market research to identify parties having an interest in, and the resources to, support a requirement for Fresh Bread and Bakery Services for the VA Southern Oregon Rehabilitation Center and Clinics. The purpose of this Sources Sought Announcement is for market research only, to make appropriate acquisition decisions and to gain knowledge of potential qualified sources for Fresh Bread and Bakery Services. This is not a request for quotations. The Department of Veterans Affairs, NCO20 is looking for sources of the following: STATEMENT OF WORK Provide bread and bakery products for the period of October 1, 2020 through September 30, 2021 with four (4) one-year options to extend the contract for the VA Southern Oregon Rehabilitation Center and Clinics. Please see the delivery locations required for the bread and bakery products in the desired and required time of delivery (52.211-9) OPTION TO EXTEND: this contract may be extended for four, one-year periods at the option of the Government in accordance with 52.217-9, Option to Extend the Term of the Contract. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option process is significantly unbalanced. Exercise of the option will be based on whatever is the most advantageous to the Government. Evaluation of options shall not obligate the Government to exercise the option. Notice of an extension must be served in writing by the Government 30-days prior to the scheduled expiration date. The extension will be subject to the availability of funds. FRESHNESS REQUIREMENT: Fresh bakery products shall conform to the following freshness requirements: Bread, cakes, doughnuts, muffins, pies, and rolls must be delivered within 24 hours after baking (except following a non-bake day, 48 hours). Brown and serve rolls must be delivered 36 hours after production. RECALL NOTICES Notification to Nutrition and Food Service will be given immediately upon receiving Recall Notices from the Food and Drug Administration Enforcement Report publications. PACKING AND LABELING: 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. All items must be identified with readable dates. Contractors who do not use open dating will provide a product code number key listing. The product code number key listing shall explain the actual date of production or processing. Copies of key listing will be furnished to each destination receiving officer and each destination inspection agency with the first delivery. SUBSTITUTIONS: Substitutions will be allowed on the condition that the substituted item is similar in appearance and composition. Substituted items will be billed at no higher cost than contracted items it is substituted for. INVOICES AND POINTS OF CONTACTS AT THE FACILITY: The following is the name and address of the point of contact at the facility. Invoices are also submitted to the following address at each facility: TBD PRESERVATION, PACKAGING AND PACKING: 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., and 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 the national Motor Freight classification and uniform Freight Classification in effect at the time of shipment. All packaging and packing shall be in accordance with good commercial practice. Labeling shall be in accordance with commercial labeling, complying with Federal Food and Drug and Cosmetic Act and regulation promulgated there under. All items must be identified with readable dates (open code dates) or coded dates. Contractors who do not use open dating will provide a product code number key listing. The product code number key listing shall explain the actual date of production or processing. Copies of key-code listing will be furnished to each destination receiving officer and each destination inspection agency with the first delivery. GOVERNMENT HOLIDAYS: Listed below are legal Government Holidays: New Year s January 1 Martin Luther King s Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last 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 a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by the U.S. Government agencies. Administration staff will not be available on these following days or dates; however, delivery may still be accepted by NFS supervisors or Ingredient Control. CUSTOMER INQUIRY: Upon receipt of any inquiry, the contractor shall provide a response no later than by the close of the next business day. Responses to order status shall include the current stage of completion and estimated delivery date. The preferred method of communication is electronic mail (email). REQUIRED DELIVERY SCHEDULE: Facility Time of Delivery Frequency/Limitations VA SORCC 6:00-10:00 A.M PST Monday/Tuesday 8495, Crater Lake Hwy (Preferred) Thursday/Friday White City, OR. 97502 If the offeror is unable to meet the desired delivery schedule, it may, without prejudicing evaluation of its offer, propose a delivery schedule below. However, the offeror s proposed delivery schedule must not extend the delivery period beyond the time for delivery in the government s required delivery schedule: Note: attach additional sheets as needed for proposed delivery schedule. PREVAILING TERMS AND CONDITIONS: All orders placed against this BPA are subject to the terms and conditions of all the clauses and provisions in full text or incorporated by reference herein: DESCRIPTION OF AGREEMENT: Under this agreement, the BPA holder shall provide fresh bread and bakery products as listed on the bid schedule above. The above described supplies and/or services shall be provided when ordered by and authorized personnel or a Contracting Officer during the specified period stated in the paragraph titled Term of BPA . This BPA is for support to VA Center in White City, Oregon (including geographical separated units and operating locations) only. SUPPLIES AVAILABLE UNDER THIS BPA: Schedule details all supplies, with accompanying prices and descriptions, which may be ordered under this BPA TERM OF BPA: This BPA expires on 09-30-2025 or such earlier ending date as determined by mutual agreement between contracting parties or by extension not to exceed 5 years from date of award. OBLIGATION OF FUNDS: This BPA does not obligate any funds. The Government is obligated only to the extent of authorized orders actually issued under the BPA by the Contracting Officer. AUTHORIZED USERS: Government Contracting Officers of Government Contracting Officer Representative (COR) representing VA SORCC, White City, Oregon, are the only users authorized to place orders under this BPA. Any authorized user shall only be allowed to issue an order under this BPA if funds are certified and the BPA awarding office s Task Order number is assigned. BPA holders shall not accept or perform any purported order that does not contain a Task Order number. Individuals Authorized to Place Orders: Contracting Personnel including but not limited to: Contracting Specialists and Officers Anthony Corosu Renee Duquette-Coleman Vincient Cleamons Lance Zimmerman Kevin Fitzsimmons INVOICES: Inspection and acceptance shall be accomplished as follows the Government for all services furnished under and resulting order hereby designated the COR in the program office as the point of final inspection and acceptance. The BPA holder will submit each invoice, including all back-up data, to the Contracting Officer Representative (COR) for review and signature. When the COR receives an accurate and complete invoice, he/she will return a signed copy to the BPA holder within five (5) working days. If the invoice is incomplete or inaccurate, the COR will return the unsigned invoice to the BPA holder for correction. The Contracting Officer Representative will then forward the signed invoice to the Chief Financial Officer (CFO) for payment. Final payment for each order will be accomplished by final invoice accompanied by a receiving report An itemized invoice shall be submitted to the COR at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries made during a billing period and for which payment has not been received. Copies of delivery tickets shall support these invoices. Approved-for-Payment invoices will be submitted to the payment address specified on each individual order issued under this BPA PRICING: The prices included on the BPA list (or applicable discounted rates submitted in a proposal response to an RFQ resulting in award) that are in effect on the effective date of an order shall govern that orders basic performance period. The BPA Holder can voluntarily reduce offered prices at any time by giving a 24-hour advance notice (by facsimile or electronic-mail) to the VA SORCC, White City, Oregon/COR Contracting Officer Representative. This BPA also allows for additional discounts if a large order is placed at one time. An advanced notice is not required for discounts offered for only an individual order. Whether an order is large enough to warrant such a discount is subject to the discretion of the BPA Holder The BPA holder may also increase BPA prices at any time after the first 30-day period, November 1, 2020 and once monthly thereafter the beginning on the first date of every month as long as the BPA is in effect. Any subsequent request for a price increase, once approved by the Contracting Officer, shall remain firm for at least 30 days after the approval date. Any requested price increase shall not take effect until after approval by the Contracting Officer. The request for price increase must be provided by U.S. mail, facsimile, or electronic-mail to the Contracting Officer. Any order already issued shall not be affected by any change to BPA pricing. The prices offered under this BPA will undergo periodic review by the NCO 20 Contracting Officer. CONTRACT ADMINISTRATION: The contractor shall contact the Contracting Officer on all matters pertaining to the administration of this contract. The Contracting Officer is the only individual authorized to make changes to the contract, which affect price, quantity, quality, services or delivery of this contract. CONTRACTING OFFICER S TECHNICAL REPRESENTATIVE (COTR): The Contracting Officer reserves the right to designate representatives to act for him in furnishing technical guidance and advice or generally supervise the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee s authority. A copy of the designation shall be furnished. RECORD KEEPING: The contractor shall establish and maintain a record keeping system that will record dates and services performed by the Contractor for all deliveries. The information shall be made available upon request by the Government. DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with 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.