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Vendor-Owned Tray-Packaged (case ready) Seafood Products for Commissaries in VA & MD (This sources sought notice corrects Sol # From: HDEC02-08-T-0004 To: ...-0008

Prior Information Notice

General Information
Country:   United States
Notice/Contract Number:   fbo:hdec02-08-t-0008
Publication Date:   Nov 17, 2009
Deadline:   Apr 23, 2008
Funding Agency:   Other Defense Agencies
Buyer:   Defense Commissary Agency
Original Language:   English

Contact Information
Address:   United States

Goods, Works and Services

 

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Note: This sources sought notice CORRECTS the solicitation number, from HDEC02-08-T-0004 to HDEC02-08-T-0008. Any suppliers having already responded to notice HDEC02-08-T-0004 (posted on April 8, 2008) need not reply to this notice HDEC02-08-T-0008.
The Defense Commissary Agency is seeking qualified seafood suppliers to provide vendor-owned tray-packaged (case-ready) seafood products to certain Agency commissaries in Maryland and Virginia. The Supplier shall furnish all personnel, supervision, fresh and frozen seafood products (finfish, shellfish, crustacean,etc.) and other items (unless otherwise specified) necessary to operate a well-stocked seafood tray-package operation. The Government sales estimate for each location: Aberdeen Proving Grounds, MD 29,859.43 NSA Annapolis, MD 73,954.72 NSWC Dahlgen, VA 7,207.22 Fort Myer, VA 555,348.72 NAS Oceana, VA 220,222.83 and AMC Walter Reed, MD 122,501.31. The performance start dates for Aberdeen Proving Grounds, MD and NAS Oceana, VA are dependent upon the Government installing seafood display cases at these locations. The NAICS code for this acquisition code is 424460, which sets the small business threshold at 500 employees.
If you are a seafood supplier company interested in this opportunity, send an e-mail no later then April 23, 2008, to Ralph Kaminski's e-mail address, ralph.kaminski@deca.mil providing the following information:
1). Provide the company name and point of contact information.
2). Identify if the company is interested in CLIN 00001, CLIN 0002, or both.
3). Provide the number of employees in the company.
4). Provide the average annual gross revenues for the company.
5). Provide any additional comments or concerns.
The tentative timeline for this acquisition is to issue a commercial item solicitation on or about May 1, 2008. Quotation packages due date of on or about May 20, 2008. Award a Blanket Purchase Agreement (BPA) on or about June 20, 2008. Performance is to begin on July 1, 2008. Below is the proposed contract line item information and clause 52.212-4 Addendum - Contract Terms and Conditions, which are subject to change prior to solicitation release.
CLIN 0001 Tray Packaged Seafood Products - Firm Fixed Price
This is a Blanket Purchase Agreement (BPA) for a supplier to provide vendor-owned tray-packaged seafood products to Agency commissaries at Aberdeen Proving Grounds, MD NSA Annapolis, MD NSWC Dahlgen, VA Fort Myer, VA NAS Oceana, VA and AMC Walter Reed, MD. Fresh seafood includes previously frozen seafood products. See 52.212-4 Addendum - Contract Terms and Conditions -- Commercial Items for Supplier's responsibility to determine seafood products supplied under this Blanket Purchase Agreement.
BASE PERIOD OF PERFORMANCE: Performance begins on July 1, 2008, or later and is to continue for 12 months. An extension of the performance period is possible with the agreement of both parties.
Seafood products ownership shall remain with the Contractor until sold (scanned) through the Agency's front-end system. Contractor is to provide a fixed percentage of savings to DeCA patrons on each item. This percentage represents the minimum amount of savings the contractor will provide to the patron based on the price of a like item, of like quality in the local commercial area of survey. The local commercial area of survey definition is the area within a 10-mile radius from an installation perimeter. Seafood products sold to DeCA patrons shall be from an approved source, which are found in the Worldwide Directory of Sanitarily Approved Food Establishment for Armed Forces Procurement, or provide proof of other Federal inspections accepted by the U.S. Army Veterinary Command. The U.S. Army Veterinary Command directory is available at website http://vets.amedd.army.mil/86256F90007C2D1D/VETCOM.
CLIN 0002 Tray Packaged Seafood Products - Firm Fixed Price
This is a Blanket Purchase Agreement (BPA) for a supplier to provide vendor-owned tray-packaged seafood products to Agency commissary NAS Oceana, VA. Fresh seafood includes previously frozen seafood products. See 52.212-4 Addendum - Contract Terms and Conditions -- Commercial Items for Supplier's responsibility to determine seafood products supplied under this Blanket Purchase Agreement.
BASE PERIOD OF PERFORMANCE: Performance begins on July 1, 2008, or later and is to continue for 12 months. An extension of the performance period is possible with the agreement of both parties.
Seafood products ownership shall remain with the Contractor until sold (scanned) through the Agency's front-end system. Contractor is to provide a fixed percentage of savings to DeCA patrons on each item. This percentage represents the minimum amount of savings the contractor will provide to the patron based on the price of a like item, of like quality in the local commercial area of survey. The local commercial area of survey definition is the area within a 10-mile radius from an installation perimeter. Seafood products sold to DeCA patrons shall be from an approved source, which are found in the Worldwide Directory of Sanitarily Approved Food Establishment for Armed Forces Procurement, or provide proof of other Federal inspections accepted by the U.S. Army Veterinary Command. The U.S. Army Veterinary Command directory is available at website http://vets.amedd.army.mil/86256F90007C2D1D/VETCOM.
Clause 52.212-4 Addendum - Contract Terms and Conditions
1. Description of Agreement: This Blanket Purchase Agreement (BPA) is for the Supplier to provide Aberdeen Proving Grounds, MD NSA Annapolis, MD NSWC Dahlgen, VA Fort Myer, VA NAS Oceana, VA and AMC Walter Reed, MD commissaries with seafood products. The Supplier shall furnish all personnel, supervision, fresh and frozen random weight seafood products, and other items (unless otherwise specified) necessary to operate a well-stocked seafood tray-package operation. The Supplier shall choose the range (items) and depth (quantity) of seafood products to stock. The type of BPA is Firm Fixed Price - FOB Destination Terms Net 7 days.
2. Period of Agreement: Period of Agreement is July 1, 2008, or a date of award, which ever is later, through June 30, 2009, unless sooner cancelled by either party prior to performance end date. See Cancellation Notice at paragraph 12 below.
3. Ownership of Products: Ownership of the fresh and frozen random weight seafood products shall remain with the Supplier until scanned (or keyed, if not scannable) at a DeCA authorized Point-Of-Sale (POS) register.
4. Personnel: The Supplier shall have sufficient personnel at Aberdeen Proving Grounds, MD NSA Annapolis, MD NSWC Dahlgen, VA Fort Myer, VA NAS Oceana, VA and AMC Walter Reed, MD commissaries to receive and stock their products and shall provide supervisory oversight of Suppliers personnel.
5. Product Pricing: The Supplier shall ensure that all item(s) descriptions, pricing and/or changes in item(s) pricing is provided to the Store Director for front end POS updating before product(s) displayed for resale.
6. Supplier Reimbursement: The Supplier and commissary personnel shall reconcile the seafood products sales recorded on the front-end POS scanning system on a daily basis. The daily reconciliation document is submitted with the official delivery ticket invoice (DTI). Payment will be based on a weekly rollup of the reconciliation records by the commissary. A call number will be issued for each rollup. The Defense Finance and Accounting Service (DFAS) is the Governments paying agent for Supplier reimbursements.
6.1. Call Order Numbers. Weekly Rollup periods are agreed to between the store management and the Supplier e.g., Sunday through Saturday, Monday through Sunday, etc. Call numbers are alpha and numeric. The first call number will start with A001 and continue in sequence through A999. When more call numbers are needed, the assignment of numbers will continue as A01A, A01B, up to A01Z, then A02A, A02B, up to A02Z, etc., through the end of the contract term. The store will assign the next sequential number, which will not start at A001. The call number will not be the same for all stores.
6.2. Supplier Credit. The Government shall receive credit back for any products returned because of a latent defect.
7. Food Recalls: In the event of a product recall by the United States Department of Agriculture (USDA), DeCA or the manufacturer, the Supplier shall immediately remove all recalled items from the seafood market and dispose of accordingly.
8. Government Furnished Equipment / Supplies and Refrigerated Storage, Maintenance and Repair:
8.1. The Government furnishes dedicated refrigerated display case or area, refrigerated storage area for back stock, and scales for non-UPC items. In addition, the supplier shall have access to a Government telephone and facsimile.
8.2. Scheduled Maintenance and Repair. The Government will maintain, repair or replace as required, all Government furnished equipment. The Government is responsible for scheduling and performing routine, preventative maintenance on all Government owned equipment.
8.2.1. Non-Scheduled Maintenance and Repair. The Supplier shall notify the Government when Government furnished equipment requires non-scheduled maintenance, repair or replacement. The Supplier shall reimburse the Government for any maintenance, repairs or replacements resulting from negligence or misuse of Government furnished equipment by Supplier employees.
8.2.2. Equipment Maintenance Log. The Supplier shall protect and maintain use of equipment at all times. Any equipment having operational and/or drainage problems should be reported to the store management immediately. Documentation of such incidents should be recorded, to include the date and time of occurrence, when reported, and when repaired on each piece of equipment. A copy of the schedule shall remain in a record file in the seafood market for the term of the contract subject to store management, military food inspector(s), and/or Contracting Officer review.
8.3. Unsafe Temperatures. The Government will notify the Supplier immediately upon discovery of Supplier product exposure to unsafe temperatures.
8.4. Inspection Requests. The Supplier shall request MFI inspection of Supplier product exposed to unsafe temperatures. The Supplier shall notify commissary management when MFI inspection is requested. The Supplier shall be responsible for the proper handling and care, and/or disposal of its product.
9. Product qualification requirements: Supplier seafood products shall be 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.
9.1. Country of Origin Labeling (COOL): Pursuant to the USDA, DeCA is exempt from the Perishables Agricultural Commodities Act (PACA) licensing. As a result, provisions and requirements of COOL are not required, including the tracking and auditing requirements imposed by COOL. While it is not required, it has been a longstanding policy that the commissary operation should mirror standards seen by the consumer in the commercial marketplace. As such, fresh/frozen seafood tray-package operation will identify its bulk products at point of sale as required by the USDA if COOL requirements were mandatory.
9.2. Directives: The Supplier shall comply with the latest version of the Food and Drug Administration's Food Code available at website www.fda.gov.
10. Emergency Procedures:
10.1. Guidance. The Supplier shall follow local commissary guidance and posted plans for emergencies such as, but not limited to, accidents, bomb and/or terrorist threats, fire and disaster evacuations, weather emergencies, and power outages.
10.2. Supplier POC(s). The Supplier shall provide a list of emergency points of contact (POCs), their telephone, cell phone and/or pager numbers to the Store Director at each commissary upon commencement of this contract. The Supplier shall keep this list current at all times during the term of the contract any changes shall be provided to the Store Director prior to the effective date.
11. 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.
12. Cancellation notice:
12.1. The Contracting Officer may provide a written notice to the Supplier advising the Supplier of the last effective date for a shorter performance period.
12.2. The Supplier shall provide the Contracting Officer a 90-day written notice before the effective date of a Supplier-initiated notice. The notice shall specify the reason(s) for a shorter performance period.
13. Observance of Operational Days/Hours: The Supplier shall comply with the Governments instruction concerning the day(s) and the hours the commissary will be opened for business, as well as when closed due to holidays, inclement weather or emergency conditions, and changes in operating hours/days.
14. Surveillance: The Store Director is responsible for daily commissary operations and for ensuring proper Supplier performance in accordance with the terms and conditions of the blanket purchase agreement.
14.1. The store Meat Manager shall be responsible for ensuring the Supplier provides only tray-packaged seafood products identified in paragraph - 1 of this BPA.
14.2. The Store Management shall validate all credits issued to the Supplier for latent defect merchandise (Paragraph 6.2 above). A Vendor Credit Memorandum (VCM) shall be used to reimburse the Government.
15. Additional Information:
15.1. The Supplier shall not represent their business entity as an agent or representative of the Government.
15.2. The Supplier shall, at all times, hold and save harmless the Government, its agents, representatives, or employees.

Set-aside code: Total Small Business
Place of performance:
 Various Commissaries in Virginia & Maryland Arlington, VA
 22211
 US
Contact: Ralph F Kaminski, Contract Specialist, Phone 804 734 8939, Fax 804 734 8956, Email ralph.kaminski@deca.mil - Phyllis A McGowan, Contracting Officer, Phone (804) 734-8900, Fax (804) 734-8956, Email phyllis.mcgowan@deca.mil

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Updated on 2008/04/17
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