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SOURCES SOUGHT NOTICE

This is a SOURCES SOUGHT NOTICE (SSN) ONLY. The U.S. Government is conducting market research only to determine the availability of qualified sources capable of providing Fresh Produce at the White City VA Medical Center, White City, OR. Potential Contractors are invited to provide a response via e-mail to Contract Specialist at sangmi.kim@va.gov by March 17, 2023 11:00 am (PT). Responses will be used to determine the appropriate strategy for a potential acquisition. Please clearly identify any information your company considers sensitive or proprietary. This notice is issued solely for information and planning purposes - it does not constitute a Request for Quotation (RFQ), or a promise to issue an RFQ in the future. This notice does not commit the U.S. Government to contract for any supply or service. Further, the U.S. Government is not seeking quotes, or proposals at this time and will not accept unsolicited quotes in response to this sources sought synopsis. The U.S. Government will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ, if any is issued.

BACKGROUND: The White City VA Medical Center, White City, OR has a requirement for a Contractor to provide Fresh Produce. Please see the draft Statement of Work below for requirements.

NAICS: 311991, Perishable Prepared Food Manufacturing

Interested potential Contractors please provide the following.

1) Company Name, address, point of contact, phone number, email address, and SAM UIE

Please indicate business size:
Small Disadvantage Business (SDB)____
8(a)____
Historically Underutilized Business Zone (HUBZone)____
Service-Disabled Veteran-Owned Small Business (SDVOSB)____
Veteran-Owned Small Business (VOSB)_____
Economically Disadvantaged Women-Owned Small Business (EDWOSB)_____
Women-Owned Small Business concerns (WOSB)_____
Small Business_____
Large Business_____

Please state if you possess a Federal Supply Schedule (FSS)______. Please state if your FSS Schedule is under Group 66 III Cat 605-2A________

2) Please submit a brief capability statement (maximum two pages) with enough information to demonstrate to the Veterans Affairs that you have resources and personnel to provide the Fresh Produce as required in the attached Draft Statement of Work.

**Draft Statement of Work**
The contractor shall provide fresh fruit and vegetable products to VA Southern Oregon Rehabilitation Center & Clinics (SORCC), White City, Oregon.
The quantities listed are estimated requirements.

FRESHNESS REQUIREMENT:
Fresh fruit and vegetable products shall conform to the following freshness requirements:
Fresh fruits and vegetables shall conform to US Department of Agriculture Standards for U.S. No.1 Grade that are fresh, well trimmed (if requested on Bid Schedule), free from decay and free from damage caused by breakage, dirt, disease, insects, or other means.

Compliance with the provisions from the USDA Standards shall not excuse failure to comply with the provisions of the Federal Food, Drug and Cosmetic Act, or with applicable State laws, regulations or VA regulations.

All shipping transportation shall be in accordance with good commercial practice for Fresh Produce in a controlled environment between 35-40 degrees Fahrenheit.

All risk shall be minimized of the contamination of fresh fruits and vegetables by microbial pathogens and good agricultural practices shall be followed according to the U.S. Food and Drug Administration

RECALL NOTICES
Notification to Nutrition and Food Service will be given immediately upon receiving Recall Notices from the Food and Drug Administration Enforcement Report publications.

PACKING AND LABELING:
All packaging and packing 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 there under.

All items must be identified with readable 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. Copies of key listing will be furnished to each destination receiving officer and each destination inspection agency with the first delivery.

SUBSTITUTIONS:
Substitutions will be allowed on the condition that the substituted item is similar in appearance and composition. Substituted items will be billed at no higher cost than the contracted items it is substituted for.

PRESERVATION, PACKAGING AND PACKING:
Unless otherwise specified, preservation, packaging, and packing shall be to a degree of protection to preclude damage to containers and/or contents thereof under 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 the national Motor Freight classification and uniform Freight Classification in effect at the time of shipment.

All packaging and packing shall be in accordance with good commercial practice. Labeling shall be in accordance with commercial labeling, complying with Federal Food and Drug and Cosmetic Act and regulation promulgated there under.

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. Copies of key-code listing will be furnished to each destination receiving officer and each destination inspection agency with the first delivery.

GOVERNMENT HOLIDAYS:
Listed below are legal Government Holidays:

New Year s January 1
Martin Luther King s Birthday Third Monday in January
Presidents Day Third Monday in February
Memorial Day Last Monday in May
Juneteenth Day June 19
Independence Day July 4
Labor Day First Monday in September
Columbus Day Second Monday in October
Veterans Day November 11
Thanksgiving Day Fourth Thursday in November
Christmas Day December 25
When one of the holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by the U.S. Government agencies.

CUSTOMER INQUIRY:
Upon receipt of any inquiry, the contractor shall provide a response no later than by the close of the next business day. Responses to order status shall include the current stage of completion and estimated delivery date. The preferred method of communication is electronic mail (email).

REQUIRED DELIVERY SCHEDULE:

Facility Time of Delivery Frequency/Limitations
VA SORCC 6:00-10:00 A.M PST Tuesdays/Wednesdays
8495, Crater Lake Hwy (Preferred) or Thursdays
White City, OR.
97502

If the offeror is unable to meet the desired delivery schedule, it may, without prejudicing evaluation of its offer, propose a delivery schedule below. However, the offeror s proposed delivery schedule must not extend the delivery period beyond the time for delivery in the government s required delivery schedule:

Note: attach additional sheets as needed for proposed delivery schedule.
PREVAILING TERMS AND CONDITIONS:
All orders placed against this BPA are subject to the terms and conditions of all the clauses and provisions in full text or incorporated by reference herein:

DESCRIPTION OF AGREEMENT:
Under this agreement, the BPA holder shall provide Fresh Fruit and Vegetable products as listed on the bid schedule above. The above described supplies and/or services shall be provided when ordered by and authorized personnel or a Contracting Officer during the specified period stated in the paragraph titled Term of BPA . This BPA is for support to VA Center in White City, Oregon (including geographical separated units and operating locations) only.

SUPPLIES AVAILABLE UNDER THIS BPA:
Bud Schedule details all supplies, with accompanying prices and descriptions, which may be ordered under this BPA

TERM OF BPA
This BPA expires on 09-30-2024 or such earlier ending date as determined by mutual agreement between contracting parties or by extension not to exceed 5 years from date of award.

OBLIGATION OF FUNDS
This BPA does not obligate any funds. The Government is obligated only to the extent of authorized orders actually issued under the BPA by the Contracting Officer.

AUTHORIZED USERS
Government Contracting Officers of Government Contracting Officer Representative (COR) representing VA SORCC, White City, Oregon, are the only users authorized to place orders under this BPA. Any authorized user shall only be allowed to issue an order under this BPA if funds are certified and the BPA awarding office s Task Order number is assigned. BPA holders shall not accept or perform any purported order that does not contain a Task Order number.

Individuals Authorized to Place Orders:

Anthony Corosu
Wesley Smoker
Renee Duquette Coleman
Lance Zimmerman
Shari Salamone

INVOICES
Inspection and acceptance shall be accomplished as follows the Government for all services furnished under ant resulting order hereby designated the COR in the program office as the point of final inspection and acceptance. The BPA holder will submit each invoice, including all back-up data, to the Contracting Officer Representative (COR) for review and signature. When the COR receives an accurate and complete invoice, he/she will return a signed copy to the BPA holder within five (5) working days. If the invoice is incomplete or inaccurate, the COR will return the unsigned invoice to the BPA holder for correction. The Contracting Officer Representative will then forward the signed invoice to the Chief Financial Officer (CFO) for payment. Final payment for each order will be accomplished by final invoice accompanied by a receiving report

An itemized invoice shall be submitted to the COR at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries made during a billing period and for which payment has not been received. Copies of delivery tickets shall support these invoices. Approved-for-Payment invoices will be submitted to the payment address specified on each individual order issued under this BPA

PRICING:
The prices included on the BPA list (or applicable discounted rates submitted in a proposal response to an RFQ resulting in award) that are in effect on the effective date of an order shall govern that orders basic performance period until September 30, 2024.

The BPA Holder can voluntarily reduce offered prices at any time by giving a 24-hour advance notice (by facsimile or electronic-mail) to the VA SORCC, White City, Oregon/COR Contracting Officer Representative. This BPA also allows for additional discounts if a large order is placed at one time. An advanced notice is not required for discounts offered for only an individual order. Whether an order is large enough to warrant such a discount is subject to the discretion of the BPA Holder

The BPA holder may also increase BPA prices at any time after the first 30 day period, November 1, 2024 and once monthly thereafter the beginning on the first date of every month as long as the BPA is in effect. Any subsequent request for a price increase, once approved by the Contracting Officer, shall remain firm for at least 30 days after the approval date. Any requested price increase shall not take effect until after approval by the Contracting Officer. The request for price increase must be provided by U.S. mail, facsimile, or electronic-mail to the Contracting Officer. Any order already issued shall not be affected by any change to BPA pricing. The prices offered under this BPA will undergo periodic review by the NCO 20 Contracting Officer.
See attachment for product list of produce items requested.

Attachments/Links