8920--Memphis VA Medical Center Bread and Bakery Products

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 Memphis VA Medical Center, 116 N Pauline Street, Memphis TN 38105, 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 26 Sliced Loaf, Fresh 1,300 EA 0002 Whole Wheat Bread 26 Sliced Loaf, Fresh 1,300 EA 0003 Hamburger Buns 4 inches sliced fresh 1,000 EA 0004 Hoagie Roll 6 inches Hinge Fresh 300 EA 0005 English Muffin 4 inches, Sliced, Fresh, Prepackaged 200 EA 0006 Bagel, 3.5 Inches Slice, Fresh, Prepackaged 100 EA 0007 White Texas Toast, Slice, Fresh, Prepackaged 100 EA STATEMENT OF WORK: 1. OVERVIEW: The purpose of this solicitation is to establish a firm fixed price requirements contract for the offeror to furnish fresh bread and rolls for the Memphis VA Medical Center, 116 N Pauline Street, Memphis, TN 38105, for a Base Year and four additional option years, in strict accordance with specifications, terms and conditions contained herein. The successful offeror shall make delivers to the Food & Nutrition Service, as requested by the Contracting Officer's Technical Representative (COR), in accordance with all terms, conditions, and provisions of this solicitation. The contract shall contact the Contracting Officer on all matters pertaining to administration. Only the Contracting Officer is authorized to make commitments to issue changes which will affect the price, quantity, quality, or delivery terms of this contract. The contractor shall provide bread and roll products to the VA Medical Center (hereafter referred to as the VA) located at 116 N Pauline Street, Memphis, TN 38105. 2. SCOPE OF WORK: A. General: Contractor shall provide the estimated bread and roll requirements as described in the schedule to the Memphis VA Medical Center in accordance with the specifications contained herein, for a one year base period with four additional option years period. The Government anticipates award of a Firm Fixed-Price Estimated Requirements contract for the period October 1, 2024- September 30, 2025 with (4) four option years. B. Quantities: The Government does not guarantee the estimated yearly quantity. Any proposed alternate item shall meet the requirements of the Government specification as cited in the Index of Federal Specifications/Standards (FED) and or commercial Item Description (CID). The awarded contract shall constitute the entire agreement including all terms and conditions applicable to the contract. C. Period of Performance: The period of performance for the provision of bread and roll products shall be a 1 base year period from October 1, 2024-September 30, 2025, with the option to extend services four additional years at the end of contracting period. 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 3. SPECIFICATIONS AND STANDARDS: A. 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. B. Contractor's Certification. 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. 4. ALTERNATE ITEMS, PACKAGING, PACKING: A. 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. B. Environmental Standards. Should the contractor manufacturer and provide company brand bread and roll products, the contractor should utilize, if possible, recycled materials for containers as long as they meet the FDA sanitary standards for the specified commodity. List recycled materials for containers as long as they meet the FDA sanitary standards for the specified commodity. 5. PRODUCT QUALITY AND FRESHNESS: A. Product conformance. 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. B. Quality assurance. 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. C. Age requirement. 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. D. 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. E. 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. F. 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. G. 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. H. Unless otherwise specified in the item specification or solicitation, marking shall be in accordance with best commercial practice. I. 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. J. 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. K. Additional packaging, packing, and/or marking requirements can be found in the Addendum to 52.212-4, Terms and Conditions Commercial Items. 6. ORDERING: 1. The Memphis VA Medical Centers shall place orders no less than 2 work days prior to required delivery date, upon delivery at the receiving located, items orders 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 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. 2. 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. 7. DELIVERIES AND INVOICING: 1. Deliveries shall occur up to four times per week between the hours of 8:00 a.m. and 11:00 a.m., local time, on Tuesday and Friday, excluding Saturdays, Sundays, and 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) Federal Holidays are as follows and include any other days specifically declared by the President of the United States to be a national holiday: New Year's Day Martin Luther King's Birthday Presidents' Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans' Day Thanksgiving Christmas 2. 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 Accounting Section (614/120) Memphis VA Medical Center 116 N Pauline Street Memphis, TN 38105 3. 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. 4. 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. 5. Packing List. There shall be a packing list enclosed with any shipments made under this contract. The packing list shall show the following as a minimum: Contractors name and address; VA Purchase Order Number (if one is provided); the VA Facility and Service placing the order; the items shipped; and quantity. 6. Hurricanes, Disasters, Emergencies. The contractor must be able to ensure delivery to the VA at all times, inclusive of hurricane, 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 situation, including but not limited to a hurricane. 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 the Contracting Officer and both technical representatives with its designated point of contact and contact information for emergency orders. 7. Return Policy. Offeror s 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. Offeror s shall provide the name and telephone number for reporting delivery/product problems for each VA location. 8. PAYMENTS: 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. 9. EVALUATION CRITERIA: 1. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government price and other factors considered. The following factors shall be used to evaluate offers: Price: All evaluation factors other than cost or price when combined are approximately equal to cost or price. 2. 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. Evaluation of options shall not obligate the Government to exercise the options. 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 08/19/2024 10:00 AM Central Standard Time (CST). Responses must be received no later than 08/21/2024 10:00 AM CST.