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Operate Vendor-owned seafood road shows at various commissaries in VA and MD

Request For Proposals

General Information
Country:   United States
Notice/Contract Number:   fbo:hdec02-08-t-0009
Publication Date:   Nov 17, 2009
Deadline:   Apr 16, 2008
Funding Agency:   Other Defense Agencies
Buyer:   Defense Commissary Agency
Original Language:   English

Contact Information
Address:   United States

Goods, Works and Services

 

Original Text

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This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, 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.
HDEC02-08-T-0009 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions are those in effect through Federal Acquisition Circular 05-22. This acquisition is a 100 percent small business set-aside using NAICS code 424460, which sets the small business size standard at 500 employees.
SCHEDULE OF ITEMS:
CLIN 0001: This is a Blanket Purchase Agreement (BPA) for a supplier to operate vendor-owned seafood road shows at these Agency commissaries: NSASP Dahlgren, VA Fort Belvoir, VA Fort Myer, VA NAS Patuxent River, MD and MCB Quantico, VA. See Statement of Work for additional information. Pricing for the BPA is an average percentage of savings over the local commercial area. The definition of the local commercial area is the area within a 10-mile radius from an installation's perimeter. This percentage represents the minimum amount of savings the supplier will provide to patrons based on the price of a like items, of like quality in the local commercial area of survey.
The average minimum percentage of patron savings for all items offered per road show must be quoted FOB: Destination.
CLIN 0002: This is a Blanket Purchase Agreement (BPA) for a supplier to operate vendor-owned seafood road shows at these Agency commissaries: Aberdeen Proving Grounds, MD Andrews AFB, MD NSA Annapolis, MD Bolling AFB, DC Fort Meade, MD and Walter Reed, MD. See Statement of Work for additional information. Pricing for the BPA is an average percentage of savings over the local commercial area. The definition of the local commercial area is the area within a 10-mile radius from an installation's perimeter. This percentage represents the minimum amount of savings the supplier will provide to patrons based on the price of a like items, of like quality in the local commercial area of survey.
The average minimum percentage of patron savings for all items offered per road show must be quoted FOB: Destination.
CLIN 00003: This is a Blanket Purchase Agreement (BPA) for a supplier to operate vendor-owned seafood road shows at these Agency commissaries: Fort Eustis, VA Fort Lee, VA Langley AFB, VA NAB Little Creek, VA NB Norfolk, VA and NAS Oceana, VA. See Statement of Work for additional information. Pricing for the BPA is an average percentage of savings over the local commercial area. The definition of the local commercial area is the area within a 10-mile radius from an installation's perimeter. This percentage represents the minimum amount of savings the supplier will provide to patrons based on the price of a like items, of like quality in the local commercial area of survey
The average minimum percentage of patron savings for all items offered per road show must be quoted FOB: Destination.
STATEMENT OF WORK
1. INTRODUCTION AND OVERVIEW
Independently, and not as an agent of the Government, the Supplier shall furnish all the necessary seafood products, qualified personnel, materials, equipment (display and other), and transportation, not otherwise provided by the Government under the terms of this Blanket Purchase Agreement (BPA), as needed to perform the work set forth below.
2. BACKGROUND INFORMATION
The Defense Commissary Agency has determined that the use of 'road shows' to market commercially available fresh, refreshed (previously frozen), and frozen seafood product is an effective merchandising method to generate sales.
3. SCOPE OF WORK
The Supplier shall coordinate, schedule, and conduct 'road show' sales events for fresh, refreshed, and frozen seafood products at the various commissaries identified in the schedule. The supplier shall not book more than one road show event per commissary per quarter. At the end of a sales event, the Supplier shall remove all unsold product and Supplier owned materials and equipment from the Government installation on which the sale was conducted.
4. OBJECTIVES
The 'road show' sales shall provide commissary patrons with a variety of fresh, refreshed, and frozen seafood products similar to those available from commercial operations within the local area of the commissary, as set forth in the schedule. This excludes membership clubs, convenience type stores, and mass merchandisers.
6. OWNERSHIP OF PRODUCTS
Ownership of the seafood products shall remain with the Supplier until products are scanned at a Government cash register.
7. REIMBURSEMENT FOR SALE OF PRODUCT
The Supplier shall be paid on sales of seafood captured on the Government scanning system.
8. CORE SEAFOOD PRODUCTS
Core seafood products shall be offered at each road show. Core items are identified as large and medium individually quick frozen shrimp, lobster tails, crab meat, and crab legs.
9. OPTIONAL SEAFOOD PRODUCTS
Optional seafood items may be offered at a road show as long as the products do not compete with products sold in a store's seafood market. The Supplier shall obtain the Store Director's approval on optional seafood products. Optional seafood products are fresh, refreshed, and frozen seafood products other than those identified as 'core items.' (See Paragraph 8 above.)
10. QUALITY ASSURANCE
10.1. The Supplier shall adhere to the requirements of the latest version of the FDA Food Code on sanitation and food safety.
10.2. The Supplier shall offer seafood products provided from approved sources listed in the 'Worldwide Directory of Sanitarily Approved Food Establishment for Armed Forces Procurement' (Website: http://vets.amedd.army.mil/86256F90007C2D1D/VETCOM) or provide proof of other Federal inspections accepted by the U.S. Army Veterinary Command. This requirement applies to partnership arrangements and subcontractors of potential suppliers.
10.3. The Government will notify the Supplier immediately upon discovery of Supplier product exposure to unsafe temperatures.
10.4. Items that normally have a sell by date will be clearly marked on each package/container.
10.5. COUNTRY OF ORIGIN LABELING. In 2002, Congress incorporated Country of Origin Labeling (COOL) in the Farm Security and Rural Investment Act. One of its many initiatives requires country of origin labeling for beef, lamb, pork, fish, perishable agricultural commodities, and peanuts. Mandatory labeling rules for farm-raised and wild fish have been in effect since April 2005. All seafood specialty departments must comply with the requirements of COOL as they relate to point-of-purchase labeling/identification. The commissary is not required to have a Perishables Agricultural Commodities Act license therefore, we are exempt from the audit trail requirements, but we comply with the part of the COOL regulation that is visible to the patron, i.e., point-of-purchase labeling, as much as possible. In addition, all contractors and suppliers must maintain all records needed to comply with COOL from delivery to DeCA and back to source.
11. SUPPLIER REQUIREMENTS
11.1. Book only one event per quarter for each commissary by contacting the Store Director. The contact information is available at website http://www.commissaries.com/locations.cfm.
11.2. The Supplier shall perform a site visit in person a minimum four weeks prior to the initial road show. Subsequent in person site visits are not mandatory and may be done telephonically. Supplier shall meet with the store management to review and complete a checklist, which is provided below. The checklist ensures an understanding of the work effort required by both the Government and the Supplier. The store shall finalize the booking by coordinating with their Zone Manager and then send the checklist to the East Region point of contact. Should problems arise during the site visit that cannot be resolved by the Supplier and store management, notify the Contracting Officer.
11.2. At least three weeks in advance of the road show, the Supplier shall provide the commissary a minimum of 1,000 copies of a flyer listing of all items to be sold and pricing, if available. The commissary will make the flyers available to DeCA patrons in the days prior to the sale.
11.3. At least one week prior to the road show, the Supplier shall provide a list of accurate and current UPCs (Universal Product Codes) and/or DeCA PLUs (Product Look Up Codes) to the Store Director for all items to be sold during the road show. DeCA PLUs can be obtained from the Store Director, if needed. The Government will input the information into the store scanning system and record sales against Department 44.
11.4. On the day the road show begins, the Supplier shall:
11.4.1. Provide all necessary manpower to set up for the sale.
11.4.2. Provide a scale and scanning labels.
11.4.3. Provide a minimum of two people to work each sale.
11.4.4. Provide a sales banner if the Government is not able to provide banner(s).
11.5. End-Of-Sale Day Requirements:
11.5.1. At the completion of the road show, the Supplier shall clean the area and remove all Supplier owned equipment, packaging material, and seafood products.
11.5.2. Properly dispose of water food waste, to include ice.
12. GOVERNMENT FURNISHED SUPPLIES, EQUIPMENT, AND OTHER DESIGNATIONS
12.1. The Government will provide the Contractor the following government furnished supplies for use during the sale, if required:
a. Plastic bags approx 15 in. x 8 in. (1000) and 20 in. x 10 in. (1000).
b. Plastic bag closures (2000).
c. Food handler gloves, plastic (500 gloves).
d. Block ice for base of display cases. Recommend using the meat trimming lugs because it is easier to move and handle ice. The lugs run about 4 per rack and they can fill up about 8 lugs on two racks about half way with water and put them in the freezer two days before sale.
e. 100-Lbs. of fresh shaved or chipped ice for each day of the show. Recommend pre-bagging a few bags each day so that by the time of the sale, the ice for the top of the display will be on hand.
f. Paper towels (6 rolls).
g. Sanitizer spray (2 bottles).
h. Two 30-plus gallon trashcans w/ lids and liners.
i. Folding table, 4-6' long.
j. Electric Power for scale and spot freezers via extension cords.
k. Storage space for contractor provided equipment between days of sale.
l. Floor mats if available. Recommend using the ones from the produce department.
m. Butcher paper for display case. May have to use paper tablecloths.
n. Meat department hand towels (6) each day of sale.
o. If necessary, storage space in the commissary's freezer for the supplier to store their product in supplier provided and secured storage cages/containers.
12.2. The Government will provide the Contractor the following government furnished equipment for use during the sales, if required.
a. Hand operated pallet jack when needed.
b. If available, spot freezers (2-4) for storage.
c. If available, a wireless cash register.
d. Table for cross merchandising, if available and desired.
12.3. During the sales, the Government will provide the Contractor a designated area(s) and/or location(s) for the Contractor to:
a. Dispose of cardboard and trash.
b. Clean display equipment between sale days.
c. Park their truck during the sales event.
12.4. Any unused Government furnished equipment and supplies remaining at the end of a sales event shall remain on site and be returned to the Government.
13. EMERGENCY PROCEDURES
The Supplier shall follow local commissary guidance and posted plans for emergencies, such as, but not limited to, accidents, bomb threats, fire and disaster evacuations, weather emergencies, and power outages.
14. EMERGENCY MEDICAL TREATMENT
Government medical facilities, emergency vehicles, and medical personnel may be used in case of emergency care treatment. The Supplier shall reimburse the Government for any charges incurred as a result of Government provided medical treatment upon notification that payment is due.
CHECKLIST
DATE(s) OF SALES EVENT:
INSTRUCTIONS: Commissary management personnel and the Supplier shall complete this form for each scheduled sales event. The initial site visit shall occur in person as required by Paragraph 11.2 in the SOW however, telephonic surveys are acceptable for subsequent site surveys. Each checklist item shall be marked to indicate the action or non-action agreed to during the site survey. Next, the commissary management will get their zone manager's approval to finalize date(s). Once approved by the zone manage, commissary personnel shall facsimile a copy of the completed checklist to phone 804.734.8744 marked ATTN: East Region Seafood Roadshow Program Manager.
CHECKLIST REQUIREMENT ACTIONS FOR STORE
1. Provide plastic bags approx 15 in. x 8 in. (1000) and 20 in.x 10 in. (1000). Yes or No
2. Provide plastic bag closures (2000). Yes or No
3. Provide food handler gloves, plastic (500 gloves). Yes or No
4. Provide block ice for base of display cases. Recommend using meat-trimming lugs. Place 8 lugs on two racks and fill each lug half-full with water. Place rack in the freezer two days before sale. Is this needed, Yes or No
5. Provide 100 lbs of fresh chipped or shaved ice each day for the top of the display case. Recommend pre-bagging a few bags each day prior to the sale so ice is readily available. Is this needed, Yes or No
6. Provide paper towels (6 rolls). Yes or No
7. Provide sanitizer spay (2 bottles). Yes or No
8. Provide two 30 gallon trash cans w/ lids and liners. Yes or No
9. Provide folding table, 4-6' long. Yes or No
10. Provide electric power for scale and spot freezers via extension cords. Yes or No
11. Provide spot freezers (4) for storage. Available, Yes or No
12. Provide storage space for equipment between days of sale. Yes or No
13. Provide floor mats if available. Usually the ones from the produce department will work. Available,Yes or
14. Provide a hand pallet jack when needed. Yes or No
15. Provide storage space for product during sale, usually 4-6 pallets or security cages, to be stored in store freezer. Yes or No
16. Provide some butcher paper for display case. May have to provide paper table cloths. Yes or No
17. Provide meat dept hand towels (6) each day of sale. Yes or No
18. Determine where truck will be parked during sale for both during the day and overnight. Location is:
19. Determine if a wireless register is available and if they are to be used. Must use Government labor on cash registers. Yes or No
20. Determine when product will be delivered and removed Date del:
Date removed:
21. Determine exact days and hours of sale. Allowances need to be allowed for weather, seasonality, daylight savings time, store hours, etc. Hours are:Days are:
22. Determine exact location of display equipment (inside/outside) Location is:
23. Determine exact items (prices may or may not be provided at this time) to be sold. Done, Yes or No
24. Determine volume of product to be ordered for sale. Vendor will suggest amount based on the projected sales. Order amt is:
25. No mark up by the store is allowed since this is Vendor Owned product. Yes or No
26. Use POSM department 44 for the roadshow . Yes or No
27. Load cash registers with UPC's and/or PLU's (about 15-20 total) at least 2 days before sale. Yes or No
28. Test all UPC's and PLU's at least two days before sale. Yes or No
29. Assist in getting base access for the vendor. Yes or No
30. Cover that there will be no VCM's because the product is Vendor Owned. Yes or No
31. Work with vendors (other than Contractor) to get banners for the sale. If vendors will not provide banners, then number 7 below applies. Yes or No
32. Provide a place to dispose of cardboard and trash. Yes or No
33. Provide the vendor with an area to clean their equipment nightly between days of the sale. Yes or No
34. Assist in informing base activities and patrons of up coming sale. Yes or No
35. Fax completed form to Region POC at least 4 weeks before sale. Yes or No
CHECKLIST REQUIREMENT ACTIONS FOR VENDOR
1. Provide scale and scanable labels. Yes or No
2. Provide at least two people to work the sale. Yes or No
3. Set up for sale and clean area/equipment and remove all equipment after sale. Yes or No
4. Do a site visit (on all new stores) 4 weeks before show and meet with store management. Subsequent site survey telephonically. Yes or No
5. Provide copies of flyers (1,000) at least 3 weeks before sale. Yes or No
6. Provide all UPC's and PLU to store at least 1 week before sale. Yes or No
7. Provide banners if store can not get them. Yes or No
8. Agree that security of product/equipment is solely the vendor responsibility. Yes or No
Signature of Store Management with Date
Signature of Seafood Supplier with Date
GOVERNMENT ESTIMATE: The following estimates are based on total actual seafood road show events held during calendar year 2007. CLIN 0001, 270,232.74 CLIN 0002, 289, 265.74 and CLIN 0003, 355,789.96. A breakdown of the estimate based on number events and their sales is available via emailing a request to ralph.kaminski@deca.mil.
EVALUATION FACTORS: 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: Technical capability and past performance are more important than lowest price determined to be fair and reasonable. Technical capability acceptability is based on the Government's evaluation of the information submitted with the quote. Past Performance evaluation is based on feedback from the Supplier's two references submitted with the quote.
CONTRACT CLAUSES AND SOLICITATION PROVISIONS: The full text of clauses may be accessed electronically at these websites: http://www.arnet.gov/far, http://farsite.hill.af.mil, and http://acq.osd.mil/dp/dars/dfars.html. 52.202-1, Definitions 52.204-4, Printed or Copied Double-Sided on Recycled Paper 52.204-7, Central Supplier Registration 52.204-9, Personal Identity Verification of Supplier Personnel 52.212-1, Instructions to Offerors-Commercial Items (no addenda) 52.212-4, Contract Terms and Conditions-Commercial Items (no addenda) 52.222-50, Combating Trafficking in Persons 52.228-5, Insurance-work on a Government Installation 52.232-17, Interest 52.233-3, Protest after Award 52.233-4, Applicable Law for Breach of Contract Claim 52.237-2, Protection of Government Buildings, Equipment, and Vegetation 52.242-13, Bankruptcy 52.212-2, Evaluation-Commercial Items 52.212-3, Offeror representations and Certifications-Commercial Items, ALT I 52.219-28, Post-Award Small Business Program Representation 52.233-2, Service of Protest 52.252-1, Solicitation Provisions Incorporated by Reference 52.252-2, Clauses Incorporated by Reference 52.252-6, Authorized Deviations in Clauses. 52.215-5, Contract Terms and Conditions Required to Implement Statutes or Executive orders-Commercial Items applies with the following applicable clauses in paragraph (b): 52.203-6, Restrictions on Subsupplier Sales to the Government ALT I 52.219-6, Notice of Total Small Business Set-Aside with Alt I 52.219-8, Utilization of Small Business Concerns 52.219-14, Limitations on Subcontracting 52.222-3, Convict Labor 52.222-19, Child Labor--Cooperation with Authorities and Remedies 52.222-21, Prohibition of Segregated Facilities 52.222-26, Equal Opportunity 52.222-35, Equal Opportunity for Special Disabled Veterans, Veteran of the Vietnam Era, Other Eligible Veterans 52.222-36, Affirmative Action for Workers with Disabilities 52.222-37, Employment Reports on Special Disabled Veterans, Veteran of the Vietnam Era, Other Eligible Veterans and 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees 252.204-7004, Central Supplier Registration Alt A 252.209-7001, Disclosure of Ownership or Control by the Government of a Terrorist Country 252.209-7004, Subcontracting with Firm that are Owned or Controlled by the Government of a Terrorist Country 252.232-7010, Levies on Contract Payments 252.243-7001, Pricing of Contract Modifications and 252.212-7000, Offeror Representations and Certifications-Commercial Items. 252.212-7001, Contract Terms And Conditions Required To Implement Statutes Or Executive Orders Applicable To Defense Acquisitions Of Commercial applies with the following applicable clauses in paragraphs (a) and (b): 52.203-3, Gratuities 252.232-7003, Electronic Submission of Payment Requests and 252.243-7002, Requests for Equitable Adjustments. The following Agency clauses are available via emailing a request to ralph.kaminski@deca.mil: 52.204-4500, Installation Access Requirements 52.228-4501, Vehicle Operation and Insurance 52.232-4500, Delivery Ticket Invoice Procedures 52.232-4502, Required Submission of EFT Information and 52.233-4500, Independent Review of Agency Protests.
SUBMISSION OF QUOTATIONS: Suppliers shall submit the following information on company letterhead or business stationary directly to the contracting officer: 1. The Request for Quote Number HDEC02-08-T-0009 2. Schedule of Items CLIN with an average minimum percentage of patron savings for all items offered per road show 3. Supplier's DUNS Number and Taxpayer Identification Number 4. A complete copy of the provisions at FAR 52.212-3, Alternate I, entitled Offeror Representations and Certifications Commercial Items if it differs from certifications at website http://orca.bpn.gov 5. Describe the Company's experience in operating retail seafood establishments including any events similar to seafood roadshows, not to exceed 2 typewritten pages 6. Describe display cases by providing the type (mechnical or nonmechanical), number of cases and their size 7. Provide the size of Supplier's refrigeration truck (photographs, including digital, may accompany items 6 and 7) 8. Provide 2 companies you have done business with in the last 2-years and provide a point of contact their phone number, e-mail address, and mailing address 9. Provide, if issued, a copy of all state and federal inspection agency permits and certifications issued to your company in the last 12-months 10. 52.232-4500, Delivery Ticket Invoice Procedures with election taken and information completed.
Any supplier interested in obtaining a Blanket Purchase Agreement shall be registered in the Central Supplier Registration (CCR) database at website www.ccr.gov.
Offers are due no later than April 16, 2008, 2:30 p.m. eastern standard time. Offers received after this date and time shall not be considered. Preferred method for submitting offer is either by via facsimile telephone number 804.734.8956 Attn: Ralph Kaminski or by an email attachment to email address ralph.kaminski@deca.mil. The mailing address is Defense Commissary Agency, 1300 East Avenue, Fort Lee, VA 23801-1800. The anticipated date of award is on or about April 25, 2008. If you have questions, contact Ralph Kaminski, Contract Specialist, 804.734.8939. See Numbered Note(s) 1.

Set-aside code: Total Small Business
Contact: Ralph Kaminski, Contract Specialist, Phone 804 734 8939, Fax 804 734 8956, Email ralph.kaminski@deca.mil - Phyllis McGowan, Contracting Officer, Phone (804) 734-8900, Fax (804) 734-8956, Email phyllis.mcgowan@deca.mil

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Updated on 2008/03/24
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