8915--Produce for VA San Diego

1. This is a combined synopsis/solicitation for commercial services/items prepared in accordance with the format in FAR Subpart 12.6 in conjunction with FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate written solicitation will not be issued. 1.A. Project Title: Produce for VA San Diego 1.B. Project Location: VA San Diego Healthcare System, 3350 La Jolla Village Drive San Diego, CA 92161 1.C. Solicitation Type - Number: Request for Quotes (RFQ) - 36C26223Q0292 1.D. Set Aside: This solicitation is set aside for Small Business entities 1.E. Applicable NAICS code: 311991, Perishable Prepared Food Manufacturing 1.F. Small Business Size Standard: 500 Employees 1.G. Type of Contract: Firm Fixed Price 1.H. Period of Performance: 1/1/2023 12/31/2023 2. Key Milestones 2.A. Submit any questions regarding this procurement via email to contact@example.gov no later than 11:00 AM 12/16/2022. No questions will be answered after this date/time unless determined to be in the best interest of the Government as determined by the Contracting Officer. Telephonic questions will not be accepted or returned. RFI responses will be responded to as necessary in amendment format which will be posted to contract opportunities at https://beta.sam.gov/. 2.C. Submit written offers in accordance with the following instructions, as well as Addendum to FAR 52.212-1, Instruction to Offerors. Oral offers will not be accepted. Complete and submit the enclosed Form 1449 via email no later than 11:00 AM 12/22/2022 to contact@example.gov. Ensure the following are complete and signed as needed: 2.C.2.a. Vendor Information 2.C.2.b. Acknowledgement of amendments 2.C.2.c. Schedule of services 2.C.2.d. FAR 52.212-3, Offeror Representations and Certifications -- Commercial Items 3. SCOPE OF WORK: The contractor will provide fresh produce products listed on the schedule to the VA San Diego Healthcare System. Orders shall be placed by email, telephone, in writing via fax, or via contractor web site as mutually agreed upon between the facility POC and contractor one business day prior to the anticipated delivery date. The awarded contract shall be for 12 months from the date of award. Anticipated period of performance is January 1, 2023 December 31, 2023. 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. organic) are encouraged. If presenting alternative methods, please specify that in your bid. Compliance with Federal Laws and Regulations The delivered products shall comply with all applicable Federal, State and local mandatory requirements and regulations relating to the preparation, packaging, labeling, storage, distribution, and sales of the products with the commercial marketplace. By submitting an offer, the contractor certifies that the products offered meet the requirements of the solicitation and: Requirements of Federal, State and local regulations 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 within the United States, its territories, or possessions Is sold on the commercial market Inspection of Facilities: All product furnished under the awarded contract shall be processed at facilities that have been inspected by the Federal Government. Approved inspection reports of another VA Facility or other Federal Government agency will be accepted as satisfactory evidence that the facilities/plants meet these requirements, provided that the inspection was made not more than six (6) months prior to the proposed contract period. The Contracting Officer or his/her designee reserves the right to make pre-award, on-site survey and inspection of the plant, personnel, equipment and processes of the offeror prior to making award and conditions found will be considered in awarding the contract. Inspection(s) may also be made at any time during the life of the contract 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. 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 destination as may be necessary to determine conformance with the provisions of the contract. All deliveries shall conform in every respect to the provisions of the Federal Food, Drug and Cosmetic Act and any other applicable laws and regulations. Manufacturing Standards When the manufacturing plant is identified on the shipping documents accompanying the delivery, the plant shall be identified by its complete name, address, and plant code. 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. If those dimensions exceed the tolerances specified in the inch-pound units, a request should be made to the Contracting Officer to determine if the product is acceptable. The COTR, in accordance with the Contracting Officer, will accept or reject the product. Product Quality and Freshness Physical Hazards: Products shall be clean, sound, wholesome, and be free from foreign material such as, but not limited to, dirt, insect parts, hair, wood, glass, or metal. Mold: Products shall include mold inhibitors of proper levels as allowed by the Federal Food, Drug and Cosmetic Act. Odors: All products shall be free from all undesirable and objectionable flavors and have a pleasingly sweet distinctive individual characteristic flavor. Color: All products shall be uniformly colored throughout and characterize the type and/or flavor it represents. Consistency: Products shall not be slimy. They shall be free from undesirable gas formation. Fresh produce shall have sufficient remaining shelf life commensurate with good practices and at a minimum: Prepared (sliced, diced, chopped, etc.) produce has a minimum 5 days of shelf life after the date of delivery. Packaging, Packing and Labeling Packaging and Packing: 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 thereunder. The identification on the primary container may consist of either the manufacturing plant name and address or a manufacturing plant code. The package shall be clean, sound, and securely covered or sealed to provide adequate protection from dirt, filth, and contamination. All products/ingredients shall be clean, sound, wholesome, and free from evidence of rodent or insect infestation. Failure to comply with this provision shall be considered grounds for default of the contract. Unless otherwise specified, preservation, packaging, and packing shall be to a degree of protection to preclude damage during normal shipping conditions and shall conform to normal commercial practices and applicable carrier rules and regulations involving shipment from contractor to receiving activity for storage. Dating: All prepared (sliced, diced, chopped, etc.) items must be identified with readable dates (open code dates). Other Labeling Requirements: Unless otherwise specified in the item specification or solicitation, marking shall be in accordance with best commercial practice. Any commercial or additional labeling as specified which complies with the U.S. Food, Drug and Cosmetic Act and regulations promulgated thereunder, is acceptable. Authorization The contractor shall contact the Contracting Officer on all matters pertaining to administration. Subcontractors: The Contracting Officer shall approve/disapprove all subcontractors used at any time during this contract. Contractor shall list the name and address of all subcontractors. The Contracting Officer shall be notified immediately if the Contractor should change any of the subcontractor(s) utilized for this contract and provide their name and address. Contracting Officer shall approve/disapprove subcontractors. Note: FAR Clause 52.222-37: Public Law (P.L.) 105-339, Section 1354 provides that no agency may enter into a contract with a Contractor who has not filed a VETS-100 report for the preceding fiscal year under Title 38 Section 4212(d). A contract can be placed with that Contractor as soon as the report required by section 4212(d) for the fiscal year concern is filed with the Department of Labor. P.L. 105-339 also increased the threshold of covered contracts and subcontracts from $10,000 to $25,000. Contractors shall complete this report at least 7 days prior to the due date for bids in response to this solicitation. This can be done online at http://www.dol.gov/vets/vets4212.htm. Only the Contracting Officer is authorized to make commitments to issue changes which will affect the price, quantity and quality or delivery of this contract. The Contracting Officer shall authorize VA San Diego and personnel to place delivery orders for products listed in the schedule of pricing as needed based on the established delivery schedule. Ordering Capabilities The Contracting Officer s Representative (COR) or other delegate of Nutrition and Food Service shall place orders by email, telephone, in writing via fax, via contractor web site, or any manner consistent with accepted business practices one business day prior to the anticipated delivery date. An order number will be provided to each facility at the time the order is placed. Availability, Substitutions and Alternates: Contractor will order quantities of products based on the facility s menu needs, with oversight and concurrence from facility. All products offered within a Bid Group will be available to be ordered for delivery at any location within that Bid Group. Any proposed alternate items shall meet the requirements of the Government specifications as cited in the Index of Federal Specifications/Standards (FED) and or commercial Item Description (CID). A-A-20052B and A-A-20053B. Contractor will not substitute any items and will not increase or decrease quantities ordered without prior approval from the COR or his/her designee. Should any product under this contract become unavailable or available on a limited basis, either temporarily or permanently, the Contractor shall provide the Government with sufficient notification thereof, offering possible substitutions and/or alternative sources, to afford the Government adequate opportunity to approve or reject offered substitution and/or make other procurement arrangements. The Government does not guarantee the estimated yearly quantity. Delivery Specifications All deliveries shall conform in every aspect to the provisions of the Food, Drug and Cosmetic Act, USC Title 21, Chapter 9 (FD&C Act) and regulations promulgated there under. Where applicable, the interpretation of requirements (descriptive terms), methods ascertaining grades, testing, etc., shall be in accordance with those contained in the U.S. Standards for the products in effect on the date of solicitation. Deliveries shall be made between 6:30am and 10:00am, local time, on Monday through Saturday, as requested by the COR or his/her designee, excluding Sundays. NATIONAL HOLIDAYS: In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97, the following holidays are observed and, for the purpose, of this contract are defined as Legal Federal Official Holidays : New Year s Day (1 January) Martin Luther King's Birthday (Third Monday in January) President s Day (Third Monday in February) Memorial Day (Last Monday in May) Juneteenth (19 June) Independence Day (4 July) Labor Day (First Monday in September) Columbus Day (Second Monday in October) Veteran s Day (11 November) Thanksgiving Day (Fourth Thursday in November) Christmas Day (25 December) When a holiday falls on a Sunday, the following Monday shall be observed as a National Holiday. When a holiday falls on a Saturday, the proceeding Friday is observed as a National Holiday by U.S. Government Agencies. Also included would be any other day specifically declared by the President of the United States to be a National Holiday. Deliveries shall be of specified items in quantities indicated in the purchase order provided. Deliveries shall be made to the following locations, unless otherwise directed by the COR: VA San Diego Healthcare System Building 1, Nutrition & Food Service 3350 La Jolla Village Dr San Diego, CA, 92101 Delivery Vehicle Specifications: Products shall be delivered in an enclosed truck, which protects the products from dirt or other contamination. The government further reserves the right to enter and inspect any vehicle used to deliver goods to assure safety and sanitary transport of items ordered. Such inspections may be made on a random basis, upon delivery, at the discretion of the COR or his/her designee. Temperature Requirements: Carrier equipment from straight loads of chilled products will be required to be pre-cooled to a maximum temperature of 40-degrees Fahrenheit and shall be capable of maintaining temperature with the range to destination. All dairy products shall be received at a temperature of 41 degrees or below. All delivery tickets and invoices referencing the purchase order number must show the total items delivered for each line item. A designated NFS (Nutrition & Food Service) employee shall sign for all deliveries. The Government reserves the right to inspect delivered goods for compliance of specifications, including, but not limited to, correct product(s) and quantities, proper packaging, damaged goods, etc. The contractor shall demonstrate compliance with performance standards by showing that their process adherences to an appropriately designated, validated, Hazard Analysis Critical Control Point (HACCP). Any item determined unacceptable shall be refused with full credit/replacement, at the discretion of the Government. Replacement of rejected products shall be delivered the same day, no later than 1:00PM, unless otherwise specified by the COR or his/her designee. Off-loading of products shall occur in the presence of VA authorized receiving personnel as indicated, or his/her designated representative. Contractors shall be responsible for providing hand trucks or dollies required to effect delivery to appropriate location. All contractor delivery personnel shall be required to wear a full company uniform, which clearly displays the name of the company and the individual, and shall be of a neat, clean appearance with appropriate hair containment. Contractor s employees shall wear identification (ID) badges during the entire period of time while on VA property