8920--Bread and Bakery Products for the Murfreesboro VA Medical Center

This is a sources sought announcement only. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Responses in this sources sought notice must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential businesses interested and capable of providing the supplies described below. The Murfreesboro VA Medical Center, 3400 Lebanon Road, Murfreesboro, TN 37129, is looking to purchase bread and various bakery products as listed below. This procurement shall be a brand name or equal that meet or exceed the physical, functional, and performance of listed statement of work outlined below. Contractors shall show clear, compelling, and convincing evidence that all equal to items meet all requirements as outlined in the included statement of work including brand name and model numbers IAW FAR 52.211-6 Brand Name or Equal. CLIN ITEM DESCRIPTION QTY UOM 0001 White Bread, Grain Essential (whole wheat), 20 oz. round top loaf (fresh), 19+2 slices, seedless 10,000 EA 0002 Bread, Type II (whole wheat), regular (Style B), fresh (1); 20 ounce-c; pan baked (i); round top (a): sliced (1); enriched (A): seedless (2) Each slice to weigh approximately 1 ounce 3,500 EA 0003 Buns, Type I, (enriched), Class C (hamburger), Sytle 1 (white), Bake type a (pan-baked), sliced, Product state (1) (fresh), (seedless) 12 per package, 24 oz per package 2,000 EA 0004 Rolls, Type I (enriched), Class E, (dinner), Style 1 (white), pan baked (a); Unsliced (ii), Product State (a) (fresh), Seed type (I) (seedless) 24 per package. 1,500 EA 0005 Buns, Type 1, Class D, 12 per package (hotdog), white (1): pan baked (a): sliced (i); fresh (a): seedless 300 EA STATEMENT OF WORK A. GENERAL INFORMATION 1. Title of Project: Bread products for the Department of Veteran Affairs (VA) Tennessee Valley Healthcare System (TVHS) Murfreesboro campus. 2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. The scope of this requirement involves providing bread products, which conform to the specifications outlined and referenced herein to TVHS Nutrition & Food Services Alvin C. York Campus, located at 3400 Lebanon Pike, Murfreesboro TN 37129. 3. Background: The VA intends to award a firm, fixed price contract for the provision of bread products. The quantities listed in the attached Pricing Schedule are estimated requirements for the Nutrition & Food Services. The contractor shall be a United States (US) Vendor and a US citizen. 4. Performance Period: The period of performance for the provision of milk and dairy products shall be 60 months, five, one year periods from October 01, 2024, through September 30, 2029. The base period shall begin October 01, 2024, through September 30, 2025. Base Period October 01, 2024 September 30, 2025 1st Option Period October 01, 2025 September 30, 2026 2nd Option Period October 01, 2026 September 30, 2027 3rd Option Period October 01, 2027 September 30, 2028 4th Option Period October 01, 2028 September 30, 2029 B. CONTRACT AWARD MEETING The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived. C. GENERAL REQUIREMENTS 1. Contracted items shall be delivered to Building 2, room 102 at the VA Medical Center, 3400 Lebanon Pike, Murfreesboro TN 37129. Deliveries must be made FOB destination on Monday, Wednesday, and Friday between 8:00 am and 11:00 am excluding Federal Holidays. Deliveries that fall on Federal holidays may require additional coordination with the Contracting Officer Representative (COR) in advance. Requirements are for the period 10/01/2024 through 9/30/2029. Requests for deliveries on different days and/or at a different time shall be submitted to and approved by the CO and his/her designee in writing. 2. The quantities listed in Section D represent the estimated quantities that will be ordered annually over the base period and option years. The actual quantity ordered may vary from this estimate but shall not exceed the total estimated quantity for the base and four (4) option years without the prior written approval of the Contracting Officer. 3. The contractor must be able to always ensure delivery to the VA, inclusive of disasters, and/or any other emergency condition. The VA may place a special order in preparation for, or in response to, a disaster or emergency. For anticipatory situations, such orders will be placed 24 hours or less in advance. In an emergency, the contractor will be notified with the amount and type of products required by the VA that shall be delivered within 24 hours of order placement. The order may be placed for larger quantities than the normal weekly order. The contractor shall provide both the CO and the COR with its designated point of contact and contact information for emergency orders. 4. The delivered products shall meet the specification as listed in the attached Pricing Schedule document and 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 hereunder. 5. By submitting an offer, the contractor certifies that the product offered meets the specified salient 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 territories, or possessions; and is sold in 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 final destination as may be necessary to determine conformance with the terms of the contract. 6. Offers may propose alternate items, packaging, or packing. Offerors shall clearly indicate, in their offer, the quantity, packaging size, unit or other different features upon which the offer is submitted. Evaluation of the alternate item will be made against a common denominator (i.e., weight, package quantity, etc.). Offers are reminded that the alternate item must meet all the requirements of the Government specifications. 7. Should the contractor manufacturer and provide company brand bread and roll products, the contractor should utilize, if possible, recycled materials for containers if they meet the FDA sanitary standards for the specified commodity. List recycled materials for containers if they meet the FDA sanitary standards for the specified commodity. 8. The fresh or frozen bread provided shall meet the salient characteristics of the CID cited, conform to the producer's own specifications, standards, and quality assurance practices, and be the same fresh or frozen bread offered for sale in the commercial market. The Government reserves the right to require proof of such conformance. 9. When required, the Federal Grain Inspection Service (FGIS), U.S. Department of Agriculture, shall determine the quality assurance of the fresh or frozen bread according to the requirements of the CID or applicable standards or specifications. The fresh or frozen bread shall be examined or analyzed in accordance with applicable provision in the CID, solicitation, contract, or purchase order, and, when applicable, the United States Standards for Condition of Food container in effect on the date of the offer. 10. Fresh bread shall be delivered less than 24 hours old upon arrival at the receiving point. Failure to comply with this provision will be considered grounds for default of contract. 11. 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. All ingredients shall be clean, sound, wholesome, and free from evidence of rodent or insect infestation. Failure to comply with this provision will be considered grounds for default of contract. 12. Ingredients for fresh or frozen bread shall consist of flour, water, salt, yeast, emulsifiers or stabilizers, and other ingredients appropriate for the type of bread specified in the schedule of items. The fresh or frozen bread shall include mold inhibitors of proper levels as allowed by the Federal Food, Drug, and Cosmetic Act. 13. Enriched flour. When the bread is enriched, the wheat flour used for the bread shall conform to the U.S. Standards of Identity for Enriched Flour (21 CFR 137.165) and shall be milled from a variety of hard and/or soft wheat. 14. Appearance and color. The fresh or frozen bread shall have a uniformly brown crust characteristic of the product. The fresh or frozen bread shall have a typical volume, characteristic grain, and be evenly baked without evidence of foreign odors or flavors, burnt, scorched, stale, rancid, or moldy. The delivered fresh or frozen bread shall not be crushed or damaged. 15. Unless otherwise specified in the item specification or solicitation, marking shall be in accordance with best commercial practice. 16. 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. 17. 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 tables contained in the latest revision of Federal Standard No. 376. If a product is manufactured to metric dimensions and 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 COR, in accordance with the Contracting Officer, will accept or reject the product. 18. All products furnished under the awarded contract shall be processed at plants 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. If the plant of the apparent low offeror does not meet specification or is not acceptable, the offer will be rejected. Please provide a copy of your last inspection report with your offer. 19. An inspection may be made of the premises and employees of bidder, prior to making award, and conditions found will be considered in awarding the contract. Inspection 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. 20. Quantities shown on previous pages represent the quantities estimated to be ordered over the delivery period. Quotes will be evaluated based on the estimated quantities. Actual quantities ordered may vary among the line items. 21. The Contractor shall provide the name, location, and telephone number, whereby calls, including emergency calls are to be placed: Name _____________________________ Address ______________________________________________ ______________________________________________ ______________________________________________ Telephone Number____________________________________ 22. Deliveries shall occur up to three times per week between the hours of 8:00 a.m. and 11:00 a.m., local time Mondays, Tuesdays, and Thursdays excluding federal holidays, as requested by the COR or his/her designee. Requests for deliveries on different days and/or at a different time shall be submitted to and approved by the Contracting Officer and his/her designee in writing. a. Recognized Holidays: The following federal holidays set by law (5 U.S.C. §6103), or as approved by the CO. The following are recognized United States (US) federal holidays: New Year s Day, Martin Luther King, Jr. s Birthday, President s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, and Christmas Day. 23. Deliveries and invoicing for the Nutrition and Food Services must be accomplished separately at the office listed below. Invoices must contain at a minimum the purchase order and itemized list of products delivered, unit prices, and total price. Nutrition & Food Services (120) Alvin C. York VAMC 3400 Lebanon Pike Murfreesboro, TN 37129 24. While performing under this contract, all vehicles used by the contractor shall 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. 25. While performing under this contract, all vehicles used by the contractor shall have temperature tracking systems in place on the refrigerated trucks to ensure they are being maintained in accordance with federal safety & sanitation guidelines. 26. There shall be a packing list enclosed with any 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 provided); the VA Facility and Service placing the order; the items shipped; and quantity. 27. Offerors shall clearly indicate their return policy with their bid. Defective product or incorrect product shipped by contractor error shall be replaced at no cost to the Government and on the day of receipt of the original product. Product shipped by Government error may be returned subject to the contractor s normal return policy. Offerors shall provide the name and telephone number for reporting delivery/product problems for each VA location. 28. Payments under this contract shall be made by Electronic Fund Transfer (EFT) by the VA or VCS Finance Center. See Clause 52.232-34, Payment by Electronic Funds Transfer Other than Central Contractor Registration for further information. Contractor may elect to accept the Government Purchase Card as a method of payment for all orders under $3,000.00 if the contractor is set-up to accept credit cards. 29. The Government will award to the responsible offeror whose offer, conforming to the solicitation, is most advantageous to the Government, with past performance and price considered, prices being rated higher than past performance. Past Performance: The offeror must provide documentation of three (3) references for verification purposes of past performance which demonstrate the company's ability to meet the qualifications herein, inclusive of point of contact information and current phone numbers. D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this SOW. Task One: The contractor shall provide a detailed work plan and briefing for the VA project team, which presents the contractor's plan for completing the contract. The contractor's plan shall be responsive with this SOW and describe, in further detail, the approach to be used for each aspect of the contract as defined in the technical proposal. Deliverable One: A detailed work plan and briefing. Task Two: The contractor shall provide the following items (estimated quantities) on an annual basis during the base and four option years: Item # Description Estimated Quantity Unit 1 White Bread, Grain Essential (whole wheat), 20 oz. round top loaf (fresh), 19+2 slices, seedless 10,000 EA 2 Bread, Type II (whole wheat), regular (Style B), fresh (1); 20 ounce-c; pan baked (i); round top (a); sliced (1); enriched (A); seedless (2). Each slice to weigh approximately 1 ounce 3,500 EA 3 Buns, Type I, (enriched), Class C (hamburger), Style 1 (white), Bake type a (pan-baked), sliced, Product state (a) (fresh), (seedless) 12 per package, 24 oz per package 2,000 EA 4 Rolls, Type I (enriched), Class E, (dinner), Style 1 (white), pan baked (a); Unsliced (ii), Product State (a) (fresh), Seed type (I) (seedless) 24 per package. 1,500 EA 5 Buns, Type 1, Class D, 12 per package (hotdog), white (1); pan baked (a); sliced (i); fresh (a), seedless 300 EA Deliverable Two: Deliver the items listed in the above schedule in accordance with the terms listed in section C. E. SCHEDULE FOR DELIVERABLES 1. If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO, including a firm commitment of when the delivery shall be affected. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations. If deliverable cannot be delivered within the scheduled time frame, compensation may be taken from the contractor. 2. The York (Murfreesboro) VA Medical Center shall place orders no less than 2 workdays prior to required delivery date, upon delivery at the receiving location, items ordered shall be less than 24 hours of age. Orders shall not be placed more than 5 days prior to required delivery date, with the Government reserving the right to adjust orders 24-hours prior to scheduled delivery. Orders will be placed by the COR or his/her designee. Each order will show ship to and bill to addresses and purchase order number (if required). Orders for product may be placed by phone, fax, mail, email, in writing to the delivery driver, or EDI. If the contractor is not already set up as an EDI Vendor, they must be set-up by contacting the VA Austin Automation Center. G. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written modifications to the contract by the CO. A copy of each modification will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. H. REPORTING REQUIREMENTS 1. The COR is required to provide quarterly progress reports to the Contracting Officer by the fifth workday of the new calendar month. 2. The progress report shall cover all work completed during the preceding months and shall present the work to be accomplished during the subsequent months. This report shall also identify any problems that arose, along with a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved, with an explanation. I. CONTRACTOR EXPERIENCE REQUIREMENTS Quotes will be considered only from Contractors who are regularly established in the business called for and who in the judgment of the contracting officer are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities, and personnel directly employed or supervised by them to render prompt and satisfactory service in the volume called for under this contract. The VA reserves the right to thoroughly inspect and investigate the establishment, facilities, equipment, business reputation, and other qualifications of any offeror and to reject any offeror, irrespective of price, that shall be administratively determined lacking in any of the essentials necessary to assure acceptable standards of performance. The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought announcement. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Businesses. However, if there are insufficient Service Disabled Veteran Owned Small Business responses, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 331812 (1,000 employees). Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov. Additionally, all Service Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses must be registered with U.S. Small Business Administration (SBA) located at http://veterans.certify.sba.gov. Responses to this notice shall be submitted via email to contact@example.gov. Telephone responses will not be accepted. Questions must be submitted no later than 08/01/2024 10:00 AM Central Standard Time (CST). Responses must be received no later than 08/6/2024 10:00 AM CST.