This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; offers are being requested. A SF-1449 RFQ is attached. The solicitation number, VA-260-15-Q-0019, is issued as a Request for Quotation (RFQ). This document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-69 effective Sep 3, 2013 and Veterans Affairs Acquisition Regulation Supplement (VAAR) current to January 7, 2010. The North American Industry Classification System (NAICS) Code for this acquisition is 311811, Size Standard: 500 employees. This procurement is 100% set aside for small business. FOB point is Destination (The Contractor is responsible for all freight charges): Department of Veterans Affairs, VA SORCC (White City), 8495 Crater lake Highway, White City, OR 97503, Attn: Aaron Maxwell, Logistics Manager This request for quote will result in the award of a Blanket Purchase Agreement (BPA). This BPA will be a decentralized agreement allowing persons other than the contracting Officer to place calls. Names of the persons allowed to place calls are provided in the Statement of Work (SOW). The government is not responsible for calls placed by someone other than those authorized. All calls placed against this agreement shall not exceed the micro purchase limit of $3,000.00 The resulting BPA will be funded by a bulk funding document which will be provided to the contractor after award. STATEMENT OF WORK 1. Provide bread and bakery products for the period of Oct 1, 2014 through September 30, 2019 to be funded annually with FY funds from VA Southern Oregon Rehabilitation Center and Clinics. 2. Please see the delivery locations required for the bread and bakery products in the desired and required time of delivery (52.211-9) 3. Not to exceed: this contract may five years from the date of award. 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 continuation will be contingent to FY funds availability. FRESHNESS REQUIREMENT: Fresh bakery products shall conform to the following freshness requirements: 1. Bread, cakes, doughnuts, muffins, pies, and rolls must be delivered within 24 hours after baking (except following a non-bake day, 48 hours). 2. 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: 1. 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. 2. 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: 1. 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: 1. The following are the names and addresses of the points of contact at each facility. These are also the individuals to receive your weekly bread order. Invoices are also submitted to the following addresses at each facility: Nutrition & Food Service - White City Canteen Service - White City VA Southern Oregon Rehabilitation & Clinics VA Southern Oregon Rehabilitation & Clinics ATTN: Vincient Cleamons (120) ATTN: Mary Thompson (133) 8495 Crater Lake Highway 8495 Crater Lake Highway White City, OR 97503 White City, OR 97503 (541) 826-2111 ext. 3457 (541) 826-2111 ext. 3325/3326 PRESERVATION, PACKAGING AND PACKING: 1. 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. 2. 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. 3. 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 Tuesdays/Fridays 8495, Crater Lake Hwy (Preferred) 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: and will be funded by FY funding each year and each call will not exceed $3000.00 per order against this BPA. DESCRIPTION OF AGREEMENT: Under this agreement, the BPA holder shall provide 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 09-30-2019 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. OLCS Under the new OLCS system the vendor is required to submit the invoices to Austin, TX. The vendor will be required to submit all invoices through electronic invoicing, in a timely fashion. 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: Anthony Corosu Thomas Romero Dennis Overlock Vincient Cleamons Lance Zimmerman INVOICES A. Inspection and acceptance shall be accomplished as follows the Government for all services furnished under ant 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 B. An itemized invoices 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: 1. 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 until September 30, 2015. 2. 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 3. The BPA holder may also increase BPA prices at any time after the first 30 day period, November 1, 2014 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. ? Price/Cost Schedule Item Information ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 1 BREAD, RAISIN 20 OZ PART #:70132 800.00 PG __________________ __________________ 2 BREAD, RYE, 28-32 OZ MFR Part #:82640 60.00 PG __________________ __________________ 3 BREAD, SOURDOUGH, SLICED MFR Part #:82637 8920-01-346-2885 250.00 PG __________________ __________________ 4 BREAD, TEXAS TOAST MFR PART #:70008 1,050.00 PG __________________ __________________ 5 BREAD, HAMBURGER ROLLS MFR PART #:70421 6505-01-086-8787 1,100.00 PG __________________ __________________ 6 BREAD, ROLLS, SPECIALTY, 6- 8/PKG MFR PART #:70303 8920-01-346-2885 1,300.00 PG __________________ __________________ 7 BREAD, DINNER ROLLS MFR PART#:70514 250.00 PG __________________ __________________ 8 ROLLS, WHOLE WHEAT MFR PART #:70515 250.00 PG __________________ __________________ 9 BREAD,OLD TOWN SOUR DOUGH MFR PART #:70309 400.00 PG __________________ __________________ 10 SI GARLIC FRENCH FOIL 18 OZ MFR PART #:70341 380.00 PG __________________ __________________ 11 HAWAIIAN TEA ROLL-12 MFR PART #:70516 380.00 PG __________________ __________________ 12 MCKENZIE FARM BUTTERMILK 24 OZ MFR PART #:70102 1800.00 PG __________________ __________________ 13 BREAD,FIBER ONE,HONEY W/W MFR PART #:70178 2050.00 PG __________________ __________________ 14 NYBB PREMIUM ONION BAGEL,6 PACK MFR PART #:70631 90.00 PG __________________ __________________ 15 NYBB PREMIUM PLAIN BAGEL,6 PACK MFR PART#:70632 60.00 PG __________________ __________________ 16 NYBB PREMIUM WHOLE WHEAT BAGEL,6 PACK MFR PART #:70635 40.00 PG __________________ __________________ 17 FRANZ PLAIN ENGLISH MUFFIN,6 PACK MFR PART#:70601 40.00 PG __________________ __________________ 18 FRANZ SOUR ENGLISH MUFFIN,6 PACK MFR PART#:70602 30.00 PG __________________ __________________ 19 FRANZ WHOLE WHEAT ENGLISH MUFFIN,6 PACK MFR PART#:70604 20.00 PG __________________ __________________ 20 BREAD,12 GRAIN,STANDISH FARM MFR PART#:70170 2400.00 PG __________________ __________________ 21 BREAD,100 STONE GRND,ST FARM MFR PART#:70171 2400.00 PG __________________ __________________ 22 BREAD,SOURDOUG H PARMESEAN GARLIC MFR PART#:70348 400.00 PG __________________ __________________ 23 BREAD,STANDISH FARM WHITE MFR PART#:70172 1800.00 PG __________________ __________________ 24 BREAD,STANDISH FARM RYE MFR PART#:70173 80.00 PG __________________ __________________ 25 BREAD,MARBLED RYE MFR PART#:71622 80.00 PG __________________ __________________ GRAND TOTAL __________________ Delivery Schedule ITEM NUMBER QUANTITY Period of Performance 1 - 25 SHIP TO: VA SORCC (White City) 8495 Center Lake Highway White City ,OR 97503 All Items 11/1/2014 through 10/30/2019 MARK FOR: David Vevoda 541-826-2111 ext 3211
[email protected] 541-826-2111 ext 3211 Full text version of the clauses and provisions can be viewed at: http://www1.va.gov/oamm/oa/ars/policyreg/index.cfm. The resulting firm fixed price award will incorporate the requirements of the clause at FAR 52.212-4, Contract Terms and Conditions--Commercial Items (Jun 2010). FAR 52.224-2 Privacy Act (Apr 1984), FAR 52.247-34 F.O.B. Destination (Nov 1991), C.1 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS (MAY 2011) C.2 52.211-18 VARIATION IN ESTIMATED QUANTITY (APR 1984) C.3 52.216-2 ECONOMIC PRICE ADJUSTMENT--STANDARD SUPPLIES (JAN 1997) C.4 VAAR 852.203-70 COMMERCIAL ADVERTISING (JAN 2008) C.5 VAAR 852.216-70 ESTIMATED QUANTITIES (APR 1984) C.6 VAAR 852.236-76 CORRESPONDENCE (APR 1984) C.7 VAAR 852.237-70 CONTRACTOR RESPONSIBILITIES (APR 1984) C.8 VAAR 852.246-71 INSPECTION (JAN 2008) C.9 VAAR 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS (JAN 2008) C.10 VAAR 852.273-76 ELECTRONIC INVOICE SUBMISSION (Interim - October 2008) The provision at FAR 52.212-1, Instructions to Offeror--Commercial Items (June 2008), applies to this solicitation. Addenda to FAR 52.212-1 are as follows: The provision at FAR 52.212-3, Offeror Representations and Certification--Commercial Items (Aug 2009), applies to this solicitation. All Contractors, both large and small, are required to register in the Sam.Gov database before an award. Contractors are responsible for the accuracy of information added to Sam.Gov. To register, go to http://www.sam.gov/. Quotations must be submitted by completing and returning the Price/Cost Schedule. Quotations are due by 11 AM Eastern Time on 10/22/2014. The assigned Contracting Officer is Steven D. Owens. Quotations can be emailed to:
[email protected]. Quotation shall be marked with the Request for Quote number VA260-15-Q-0019 Oral quotes will not be accepted.