Special Notice This is a Sources Sought notice to award a firm fixed contract in accordance with FAR 6.203. The Department of Veterans Affairs at 2002 Holcombe Blvd, Houston TX 77030 has a requirement for Bread. This notice is published to conduct market research to determine if there are available sources to include Service Disabled Veteran Owned Small Business (SDVOSB) distributors of the requested products/services. Interested parties responding to this sources sought request shall submit the following information at a minimum: (1) company name and address, point of contact with phone number, and DUNS number; (2) documentation relating to capability of performance; (3) any other pertinent company documentation. This is not a request for proposal any notice received must show clear and compelling evidence that competition would be advantageous to the Government please see statement of work attached. A determination to compete this proposed action is solely within the discretion of the Government. All submission should be sent to
[email protected] 504-507-4148 no later than March 15, 2018 at 12 noon CST. Referencing Solicitation Number 36C25618Q9233. STATEMENT OF WORK: MICHAEL E. DeBAKEY VA MEDICAL CENTER (MEDVAMC) BREAD AND BAKERY PRODUCT SERVICES Scope: Contractors shall provide all necessary labor, materials, equipment and supervision necessary to produce and deliver bread and bakery products for Michael E. DeBakey VA Medical Center Nutrition and Food Services (NFS) Department for the period of April 1, 2018 through September 30, 2019. Option to Extend: This contract may be extended up to four (4), one-year periods at the option of the Government in accordance with FAR 52.217-9, Option to Extend the Term of the Contract, subject to the availability of funds. 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 prices are 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. Ordering: 1. Orders will be placed by assigned authorized individuals from NFS. Orders may be placed by phone, fax, mail, vendor website 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 NFS 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). 2. Quantities shown on previous pages represent the quantities estimated to be ordered over the delivery period. Offers will be evaluated based on the estimated quantities. Actual quantities ordered may vary among line items. Delivery: 1. Delivery to Medical Center will consist of one point of delivery to NFS. Michael E. DeBakey VA Medical Center Nutrition & Food Services (120) Houston, TX 77030 (713) 791-1414 x 23050 or 23049 2. Delivery will be made no less than twice weekly, Monday through Friday, between the hours of 5:30 am and 9:30 am. 3. While performing under this contract, all vehicles used by the contractor will 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. Vehicles shall be turned off once parked in the tunnel for deliveries. 4. Contractor shall not deliver products on Federal holidays even if the holiday falls on a weekend. The following is a list of Federal holidays: 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. Authorized Personnel: 1. A Delegation of Authority memorandum will be issued after award of contract. All contract administration functions relative to the administration of this contract, excluding termination rights, will be delegated to an Administrative Contracting Officer (ACO) of the medical center. 2. After contract award, inquiries and correspondence pertaining to administration of this contract shall be addressed to the MEDVAMC. 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: 1. An employee(s) of NFS will be designated by the Michael E. DeBakey Nutrition and Food Services Chief under a Delegation of Authority memorandum 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. 2. 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 the 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: 1. Payments shall be monthly in arrears upon receipt of a properly executed invoice. Invoices for NFS will 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. 2. 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 Michael E. DeBakey VA Medical Center Nutrition & Food Services, the items shipped; and quantity. Specifications and Standards: 1. The delivered products shall 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 there under. 2. Contractor s Certification. By submitting an offer, the contractor certifies that the product offered meets the specified 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 practices; has national or regional distribution storage facilities located with the United States, its territories, or possessions; and is sold on 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 the final destination as may be necessary to determine conformance with the provisions of the contract. Packaging, Packing, and Labeling: 1. Unless otherwise specified, preservation, and packing shall be to a degree of protection to preclude damage during 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 National Motor Freight Classification and Uniform Freight classification (issue in effect at time of shipment). 2. All packaging 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 thereunder. 3. Bread shall not be more than 24 hours old upon arrival at receiving point. Bread shall not have been frozen prior to arrival. 4. 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. Failure to comply with this requirement will render a contract in default and grounds for termination. 5. Evaluation of offers will be based on capability to meet the Government requirements, past performance, and price. Preference may be given to offers that provide prices for product in containers as specified. However, vendors may offer alternate container (packaging) options and pricing. Award will be made to the offeror that is determined to be the best value for the Government. Alternative methods, (i.e. hormone free bread) are encouraged. If presenting alternative methods, please specify that in your bid. Product Quality and Freshness: 1. All bread products shall be delivered to the requested destinations as listed in the schedule. All bread products furnished under this contract shall be fresh and of the highest quality. a. Appearance and color: Each individual fresh bread roll shall have a uniformly brown crust characteristic of the product. Each individual fresh bread roll shall have a typical volume, characteristic grain, and be evenly baked without evidence of scorching or burning. The fresh bread rolls shall be sliced when specified. There shall be no foreign color to the product. The delivered fresh bread rolls shall not be crushed or damaged. b. Odor and flavor: The fresh or frozen bread rolls shall have a flavor and aroma characteristic of the particular type of bread rolls. The fresh bread rolls shall be free from foreign odors or flavors such as, but not limited to, burnt, scorched, stale, rancid, or moldy. c. Texture: The texture of the fresh bread rolls shall have a characteristic texture for the type of bread roll. The fresh bread rolls shall be firm, tender, uniformly brown crust characteristic of the product. d. Solids content: Each type of fresh bread roll shall have total solids content that is in accordance with the Standards of Identity for baked products. e. Enrichment: Enriched fresh bread rolls shall have the enrichment ingredients evenly distributed in the final product. f. Foreign material: All ingredients shall ben clean, sound, wholesome, and free from evidence of rodent or insect infestation. 2. Age requirement: Unless otherwise specified in the solicitation, contract, or purchase order, the fresh bread rolls shall be delivered within 24 hours after baking. 3. All products furnished under this contract shall be processed and packed under sanitary conditions in strict accordance with guidelines provided by the U.S. Food and Drug Administration and the U.S. Department of Agriculture, using the best commercial practices that are standard for the industry. All containers shall be clean, sound and securely covered or sealed to provide adequate protection from dirt, filth or contamination. 4. Unless otherwise specified in the item specification or solicitation, marking shall be in accordance with best commercial practice. 5. Any commercial or additional labeling as specified which complies with the U.S. Food, Drug and Cosmetic Act and regulations promulgated there under, is acceptable. 6. Products manufactured to metric dimensions will be considered on an equal basis with those manufactured using inch-pound units, providing they fall within the tolerances specified using conversion dimensions and those dimensions exceed the tolerances specified in the ounce or inch units, a request should be made to the Contracting Officer to determine if the product is acceptable. The COR, in accordance with the Contracting Officer, will accept or reject the product. Information Security: The C&A requirements do not apply, and that a Security Accreditation Package is not required. Estimated Usage: Base Period (April 1, 2018 thru September 30, 2018) Item Number Description of Supplies/Service Quantity 001 Bread, White 20-24 oz sliced loaf 1250 002 TX Toast, 24-28 oz thick sliced loaf 610 003 Bread, 100% Wheat, 20-24 oz sliced loaf 2750 004 Bun, Hotdog Wheat, 16 count 125 005 Bun, Hamburger Wheat, 12 count 425 006 English Muffin, Wheat, 6 count 430 007 Cinnamon Raisin or Swirl Bread, 16-18 oz sliced loaf 50 Option Years (3) FY 2019, 2020, 2021 Item Number Description of Supplies/Service Quantity 001 Bread, White 20-24 oz sliced loaf 2500 002 TX Toast, 24-28 oz thick sliced loaf 1225 003 Bread, 100% Wheat, 20-24 oz sliced loaf 5500 004 Bun, Hotdog Wheat, 16 count 250 005 Bun, Hamburger Wheat, 12 count 850 006 English Muffin, Wheat, 6 count 875 007 Cinnamon Raisin or Swirl Bread, 16-18 oz sliced loaf 100