Description
This is a Notice of Intent to inform potential venders that it is the Ohio Army National Guards (OHARNG) intent to award a follow on contract to its current food provider per Far Part 6.302-1(a)(2)(ii)(A), The substantial duplication of cost to the Ohio Army National Guard that is not expected to be recovered through competition for the requirements listed below: 1. The vendor is to provide delivery of all ordered subsistence items to various units of the OHARNG located throughout the State of Ohio. The choice of meal from specified menus and the quantity of meals requested by the supported unit will determine the items and quantity. All deliveries will be made to the supported unit between 7:30 am 4:30 pm on Thursday, Friday or other designated weekday due to training requirements (Annual Training, schools, etc.) unless previous arrangements are agreed to by the receiving unit. 2. The vendor will provide a single point of contact for the Ohio Army National Guard, with toll free direct communications (no electronic answering devices) during normal working hours (8:00 am-5:00 PM EST). This point of contact will provide same day responses to OHARNG inquiries for effective customer service as required. 3. At no cost to the OHARNG, the vendor will accept orders from the OHARNG via electronic communication (i.e., e-mail, facsimile). Only a Federal Contracting Officer or Contracting Specialist can place orders on behalf of the OHARNG and these delivery orders will be issued approximately 14 days prior to the the required delivery date. The orders shall contain the following information: date of order; contract number and order number; item number and description; quantity and unit price; extended price; delivery day; place of delivery and accounting data (i.e. accounting citation, funding code, APC, etc). The vendor shall acknowledge receipt of the delivery order within 24 hours to a designated representative(s) and within 3 working days prior to delivery by electronically transmitting a packing list of ordered items to the supported unit representative(s). The Ohio Army National Guard reserves the right to make changes to the order up to seventy two hours before the delivery date. 4) The vendor must implement a web based subsistence ordering system no later than September 30, 2010. Web based ordering system must allow units to input the units food request including condiments 15-90 days (per state guidance) before the training event and change/update the food request (i.e. items, quantities, additions, etc.) multiple times without having to create the entire request again. Units will receive tracking number for the request immediately after the request is submitted. The Contracting Officer or Contract Specialist will submit the actual order to the vendor. The unit and the higher headquarters (multiple) must be able to review the request anytime after the request is initially placed. Option to list units being supported when placing request will be available. Units need to easily be able to make multiple requests within the same week/month with the same or different delivery dates to the units address or other addresses due to training/mission requirements. Units will input the Units ULLS-S4 DODAAC to identify requesting unit. An option to be able to limit what a Unit is able to request by unit, grouping of units, globally by month and by item will be available. A Units history of placing and changing/updating requests will be available. Notification of unit request (specific DODAAC to higher headquarters) option will be available. Various food reports will be available in web viewing mode and with print formatting available. Attachments will be able to be uploaded. Units, unit information, items, cost, etc. database(s) will be maintained by the vendor with input from the Ohio National Guard. Free text area will be available to requestor and viewable and editable by higher headquarters. Higher headquarters will be able to edit subordinate units requests with notation of edit noted. 5. At the time of delivery, the vendor will provide a receiving report to a representative of the supported unit. At a minimum, the receiving report will contain the following information: contract number and order number; shipment number and date; vendors name and address; name and address of the place of delivery; item number and description, quantity and unit price; extended price. The vendor will have the supported units representative sign a copy of the receiving report noting any discrepancies and give the representative a copy after the vendor and unit representative jointly inventory the delivery. The vendor will consolidate all receiving reports for each delivery order and prepare a corresponding invoice. The vendor will submit their invoice and supporting receiving reports to the USPFO Commercial Accounts, 2811 W. Dublin Granville Road, Columbus, Ohio 43235. A copy of the invoice should also be sent to the Deputy Chief of Staff Logistics Office, same adress. The Contracting Officers Representative (COR) will certify the invoice for payment and the Commercial Accounts division of the USPFO will pay the vendor by electric funds transfer. Note: Wide Area Workflow (WAWF) will be implemented in FY10 by the OHARNG and once implemented the vendor will be required to submit invoices via WAWF. 6. The subsistence items to be delivered will meet current health and sanitation standards required by the USDA and the Department of Health. The quality of items is to meet the specification standards cited in the most recent edition of the Federal Supply Catalog C8900-SL. (Available on the Internet at: www.dscp.dla.mil.) All items will be name brand items or equivalent. Generic and/or store brand must the same or at a higher quality standard as the name brand. The receiving unit shall designate a representative to inspect all shipments. If delivered items are spoiled, outdated, or damaged the unit representative will not accept those items, and the receiving report /invoice will be annotated to reflect any adjustments. It will then be the responsibility of the vendor to replace those items or authorize the Ohio Army National Guard to replace at the vendors expense. The OHARNG must exercise its post acceptance rights within a reasonable time after the defect was discovered or should have been discovered. NOTE: The vendor is required to make the best effort at providing the required product. 7. Additional items ancillary to the meals previously identified may be ordered on an as needed basis, such as condiments and any other food or confection normally consumed in an institutional setting. 8. The OHARNG reserves the right to order in quantities less than case (or whatever bulk unit of issue is normally used for that item) lots for specified items. In the event less than bulk quantities are required, the vendor will break cases to accommodate the required order quantity. The OHARNG will not pay extra for broken case orders. 9. It is recognized that fresh fruits, vegetables and other produce during certain seasons of the year are in critical short supply. When sufficient quantities of fresh foodstuffs as required are not available from throughout the United States or from other than domestic sources, the aforementioned products are excluded from the Buy American/Defense Appropriations Act and are authorized to be of foreign origin. Substitutions due to reasonable non availability must be coordinated through the Office of the Deputy Chief of Staff for Logistics Office. 10. The Delivered Price is defined as the actual invoice price of menu items that the vendor has supplied to the designated unit. (prices are to be F.O.B. Destination) 11. The vendor will provide to the OHARNG individual menu items prices in a format that can be imported into an MS Access database or mutually agreed format not later than 15 days after award of contract. 12. The vendor must be registered in the Central Contractors Registration (CCR). WWW.CCR.GOV All responsible sources may submit a capability statement, proposal, or quotation which shall be considered by the agency.