Inactive Total Small Business Set-Aside (FAR 19.5)

This is a COMBINED SYNOPSIS/SOLICITATION for commercial items prepared in accordance with the format in Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as su... This is a COMBINED SYNOPSIS/SOLICITATION for commercial items prepared in accordance with the format in Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. VA will conduct the procurement according to a combination of FAR Part 12, Acquisition of Commercial Items and Part 13, Simplified Acquisition Procedures as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. (ii) The solicitation number is 36C24521Q0243 and is issued as a Request for Quotation (RFQ). (iii) The provisions and clauses incorporated into this solicitation document are those in effect through Federal Acquisition Circular 2021-04, fiscal year 2021. Provisions and clauses incorporated by reference have the same force and effect as if they were given in full text. The full text of the Federal Acquisition Regulations (FAR) and Veterans Affairs Acquisition Regulations supplement (VAAR) can be accessed on the Internet at http://www.arnet.gov/far (FAR) and http://vaww.appc1.va.gov/oamm/vaar (VAAR) (iv) This requirement will be set-a-side for Small Businesses. The North American Industry Classification System (NAICS) code is 311812, Commercial Bakeries and the size standard is 1,000 employees. (v) The VA Maryland Health Care System is seeking to purchase Bread and Bakery products as listed below. This requirement consists of Seven (7) line items: Base Plus 4 One-Year Option Periods ESTIMATED QUANTITY Line Item Description Quantity Unit of Measure Unit Price Total Price 001 Potato Sandwich Rolls 12 count 2800 YR 002 Whole Wheat Dinner Rolls, 12 count 800 YR 003 Hamburger Rolls, 12 count 1800 YR 004 Large Pan Rolls, 24 count 1700 YR 005 Bread, 100% Wheat, 20-24oz sliced loaf 3800 YR 006 Bread, White, 20-24oz sliced loaf 4000 YR 007 Bread, Rye, 16-22oz sliced loaf 300 YR (vi) To be acceptable, the proposal shall meet all requirements listed below in the Statement of Work. STATEMENT OF WORK VA MARYLAND HEALTH CARE SYSTEM (VAMHCS) BREAD AND BAKERY PRODUCT SERVICES Scope: Contractors shall provide all necessary labor, materials, equipment and supervision necessary to produce and deliver bread and bakery products for VA Maryland Health Care System s Nutrition and Food Services (NFS) Department for the Period of Performance as follows: Base Year: April 1, 2021 - March 31, 2022 Option Year 1: April 1, 2022 March 31, 2023 Option Year 2: April 1, 2023 March 31, 2024 Option Year 3: April 1, 2024 March 31, 2025 Option Year 4: April 1, 2025 March 31, 2026 Option to Extend: This contract may be extended up to four (4), one-year periods at the option of the Government in accordance with FAR 52.217-9, Option to Extend the Term of the Contract, subject to the availability of funds. 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. 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. Ordering: 1. Orders will be placed by assigned authorized individuals from NFS. Orders may be placed by phone, fax, mail, vendor website or EDI. If the contractor is not already set-up as an EDI Vendor, they may be set up by contacting the VA Austin Automation Center at (512) 326-6931. Orders are based on patient load and amounts will increase or decrease in conjunction with hospital census. Contractor should contact NFS to determine if it is practical for contractor to check stock of breads on hand so an adjustment may be made to prevent having too much on hand or having too little (requiring additional delivery). 2. Quantities shown on previous pages represent the quantities estimated to be ordered over the delivery period. Offers will be evaluated based on the estimated quantities. Actual quantities ordered may vary among line items. Delivery: 1. Delivery to the VA Maryland Health Care System will consist of three delivery sites to NFS. Baltimore VA Medical Center Nutrition & Food Services (120) 10 N. Greene Street Baltimore, MD 21201 (410) 605-7000 x 56652 or 56647 Loch Raven VA Medical Center Nutrition & Food Services (120) 3901 The Alameda Baltimore, MD 21218-2100 (410) 605-7000 x 57501 or 53761 Perry Point VA Medical Center Nutrition & Food Services (120) 59 Avenue D, Bldg. 17H Perry Point, MD 21902-0001 (410) 642-2411 x26337 or 21022 2. Delivery will be made no less than twice weekly, Monday through Friday, between the hours of 5:30 am and 9:30 am. 3. While performing under this contract, all vehicles used by the contractor will 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. Vehicles shall be turned off once parked in the tunnel for deliveries. 4. Contractor shall not deliver products on Federal holidays even if the holiday falls on a weekend. The following is a list of Federal holidays: New Year's Day, Martin Luther King Jr's Birthday, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, and Christmas Day. Authorized Personnel: 1. A Delegation of Authority memorandum will be issued after award of contract. All contract administration functions relative to the administration of this contract, excluding termination rights, will be delegated to an Administrative Contracting Officer (ACO) of the medical center. 2. After contract award, inquiries and correspondence pertaining to administration of this contract shall be addressed to the VAMHCS. Only the Contracting Officer (C/O) is authorized to make commitments or issue changes which will affect the price, quantity, quality, or terms of this contract. Inspection and Acceptance: 1. An employee(s) of NFS will be designated by the VAMHCS Nutrition and Food Services Chief under a Delegation of Authority memorandum to accept or reject delivery as to quality and condition of the product. Items rejected all or in part must be removed from the premises within 48 hours of notification of rejection. 2. Unless offeror certifies that acceptable inspection has been made (any agency of the Federal Government or the AIB International Department of Food Safety/Hygiene), a pre-award onsite evaluation of the lowest offeror may be made. This will include inspection and evaluation of the plant, personnel, equipment and processes of the prospective contractor. An inspection may be made of the premises and employees prior to award, and conditions found will be considered in award of the contract. Inspection may be performed at any time during the contract period 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. Payment: 1. Payments shall be monthly in arrears upon receipt of a properly executed invoice. Invoices for NFS will be submitted to the addresses designated in this contract. In accordance with the Prompt Payment Act the Government has 30 days after receipt of a valid invoice to make payment. 2. Payments under this contract will be made by Electronic Funds Transfer (EFT) by the VA or VCS Finance Center. Contractor may elect to accept the Government Purchase Card as a method of payment for all orders under $2,500 if the contractor is set up to accept credit cards. Packing List: There shall be a packing list enclosed with all 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 given); the VA Maryland Health Care System s Nutrition & Food Services Department, the items shipped; and quantity. Specifications and Standards: 1. The delivered products shall 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 there under. 2. Contractor s Certification. By submitting an offer, the contractor certifies that the product offered meets the specified 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 practices; has national or regional distribution storage facilities located with the United States, its territories, or possessions; and is sold on 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 the final destination as may be necessary to determine conformance with the provisions of the contract. Packaging, Packing, and Labeling: 1. Unless otherwise specified, preservation, and packing shall be to a degree of protection to preclude damage during 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 National Motor Freight Classification and Uniform Freight classification (issue in effect at time of shipment). 2. All packaging 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. 3. Bread shall not be more than 24 hours old upon arrival at receiving point. Bread shall not have been frozen prior to arrival. 4. 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. Failure to comply with this requirement will render a contract in default and grounds for termination. 5. 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. hormone free bread) are encouraged. If presenting alternative methods, please specify that in your bid. Product Quality and Freshness: 1. All bread products shall be delivered to the requested destinations as listed in the schedule. All bread products furnished under this contract shall be fresh and of the highest quality. a. Appearance and color: Each individual fresh bread roll shall have a uniformly brown crust characteristic of the product. Each individual fresh bread roll shall have a typical volume, characteristic grain, and be evenly baked without evidence of scorching or burning. The fresh bread rolls shall be sliced when specified. There shall be no foreign color to the product. The delivered fresh bread rolls shall not be crushed or damaged. b. Odor and flavor: The fresh or frozen bread rolls shall have a flavor and aroma characteristic of the particular type of bread rolls. The fresh bread rolls shall be free from foreign odors or flavors such as, but not limited to, burnt, scorched, stale, rancid, or moldy. c. Texture: The texture of the fresh bread rolls shall have a characteristic texture for the type of bread roll. The fresh bread rolls shall be firm, tender, uniformly brown crust characteristic of the product. d. Solids content: Each type of fresh bread roll shall have total solids content that is in accordance with the Standards of Identity for baked products. e. Enrichment: Enriched fresh bread rolls shall have the enrichment ingredients evenly distributed in the final product. f. Foreign material: All ingredients shall ben clean, sound, wholesome, and free from evidence of rodent or insect infestation. 2. Age requirement: Unless otherwise specified in the solicitation, contract, or purchase order, the fresh bread rolls shall be delivered within 24 hours after baking. 3. 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. 4. Unless otherwise specified in the item specification or solicitation, marking shall be in accordance with best commercial practice. 5. 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. 6. 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 and those dimensions exceed the tolerances specified in the ounce or inch 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. Information Security: The C&A requirements do not apply, and that a Security Accreditation Package is not required. Estimated Usage: Base Period (April 1, 2021 March 31, 2022) Item Number Description of Supplies/Service Quantity 001 Potato Sandwich Rolls, 12 count 2800 002 Whole Wheat Dinner Rolls, 12 count 800 003 Hamburger Rolls, 12 count 1800 004 Large Pan Rolls, 24 count 1700 005 Bread, 100% Wheat, 20-24 oz sliced loaf 3800 006 Bread, White, 20-24 oz. sliced loaf 4000 007 Bread, Rye, 16-22 oz. sliced loaf 300 Option Year 1 (April 1, 2022 March 31, 2023) Item Number Description of Supplies/Service Quantity 001 Potato Sandwich Rolls, 12 count 2800 002 Whole Wheat Dinner Rolls, 12 count 800 003 Hamburger Rolls, 12 count 1800 004 Large Pan Rolls, 24 count 1700 005 Bread, 100% Wheat, 20-24 oz sliced loaf 3800 006 Bread, White, 20-24 oz. sliced loaf 4000 007 Bread, Rye, 16-22 oz. sliced loaf 300 Option Year 2 (April 1, 2023 March 31, 2024) Item Number Description of Supplies/Service Quantity 001 Potato Sandwich Rolls, 12 count 3000 002 Whole Wheat Dinner Rolls, 12 count 1000 003 Hamburger Rolls, 12 count 2000 004 Large Pan Rolls, 24 count 2000 005 Bread, 100% Wheat, 20-24 oz sliced loaf 4000 006 Bread, White, 20-24 oz. sliced loaf 4200 007 Bread, Rye, 16-22 oz. sliced loaf 300 Option Year 3 (April 1, 2024 March 31, 2025) Item Number Description of Supplies/Service Quantity 001 Potato Sandwich Rolls, 12 count 3000 002 Whole Wheat Dinner Rolls, 12 count 1000 003 Hamburger Rolls, 12 count 2000 004 Large Pan Rolls, 24 count 2000 005 Bread, 100% Wheat, 20-24 oz sliced loaf 4000 006 Bread, White, 20-24 oz. sliced loaf 4200 007 Bread, Rye, 16-22 oz. sliced loaf 300 Option Year 4 (April 1, 2025 March 31, 2026) Item Number Description of Supplies/Service Quantity 001 Potato Sandwich Rolls, 12 count 3000 002 Whole Wheat Dinner Rolls, 12 count 1000 003 Hamburger Rolls, 12 count 2000 004 Large Pan Rolls, 24 count 2000 005 Bread, 100% Wheat, 20-24 oz sliced loaf 4000 006 Bread, White, 20-24 oz. sliced loaf 4200 007 Bread, Rye, 16-22 oz. sliced loaf 300 The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. (vii) All material shall be delivered to the VA Medical Centers listed above. (viii) 52.212-1 Instructions to Offerors - commercial Items, applies to this acquisition. There are no addenda to the provision. (ix) 52.212-2, Evaluation - Commercial Items: FAR provision 52.212-2 does not apply to this solicitation. Award will be based on lowest price and meeting or exceeding Statement of Work requirements. (x) 52.212-3 Offeror Representations and Certifications - Commercial Items- the Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. (xi) 52.212-4 Contract Terms and Conditions - Commercial Items: applies to this acquisition. (xii) 52.212-5 Contracts Terms and Conditions Required To Implement Statutes or Executive Orders - Commercial Items; the following FAR clauses identified at paragraph (b) of FAR 52,204-10; 52.212.5 are considered checked and are applicable to this acquisition: 52.204-10, 52.209-6, 52.219-6, 52.219-8, 52.219-13, 52.219-28, 52.222-3, 52.222-19, 52.222-21; 52.222-26; 52.222-35, 52.222-36, 52.222-50, 52.223-18, 52.225-1, 52.225-3; 52.225-13, 52.232-34. (xiii) 52.217-8 Option to Extend Services, 52.217-9 Option to Extend the Term, 52.52.232-18 Availability of Funds, 52.232-19 Availability of Funds for Next Fiscal Year. Any additional contract requirement(s) or terms and conditions determined by the Contracting Officer to be necessary for this acquisition and consistent with customary commercial practices will be addressed as necessary. (xiv) Proposals/Quotes shall be submitted in writing to Chantey Bost at chantey.bost2@va.gov NLT 1600 on Friday, March 5, 2021. Questions are due NLT 1600 on Monday, March 1, 2021 eastern standard time. Quotes shall be submitted on company letterhead. Commercial format is encouraged. All proposals/quotes shall include the following information: Legal Business/Company Name (as it is indicated in www.sam.gov) DUNS Number Contract Number (if applicable) Warranty Information (Can be a separate attachment) Point of Contact Name Telephone number E-mail Address (xvi) Point of contact for this solicitation is Chantey Bost, chantey.bost2@va.gov and Sue James, sue.james@va.gov. Inquires must be in writing via email.