R--Food Delivery and Courier Services, HES

Amendment / Modification

This amendment (0002) to solicitation 140A2326Q0010 serves two primary purposes:

• It posts Questions & Answers (Q&A) related to the solicitation.

• It extends the response due date for offers.

• The response date for offers has been changed.

• A Q&A document is now available.

• The proposal response date has been extended FROM December 10, 2025, TO December 29, 2025, at 10:00 AM (MS).

• Q&A follow-up questions are due December 15, 2025, at 10:00 AM (MS).

• Acknowledgement of this amendment is required for an offer to be considered responsive.

• The Period of Performance will be updated upon award, but is currently listed as 12/15/2025 to 12/14/2026.

Amendment / Modification

This document is Amendment 0002 to Solicitation No. 140A2326Q0010 for Food Delivery and Courier Service, HES. It primarily consists of Questions & Answers (Q&A) that provide clarifications on various aspects of the solicitation.

Key clarifications include:

• Reasons for USPS delivery failures to the contractor address (packages too big/heavy for mules).
• Confirmation that FED EX and UPS do not deliver to Supai.
• Suggestion to always have a tracking number for delivery verification.
• Affirmation that temperature-controlled storage is required before sling loading for frozen and cold items.
• Holding times prior to helicopter transport are vendor-dependent.
• USDA/FDA-compliant packaging is required for food temperature control.
• Vehicle type for ground transport depends on the temperature-controlled container.
• No special equipment is required for dollies, totes, etc., beyond what fits the temperature-controlled container.
• Recommendation to stay with frozen/refrigerated goods until enroute via sling to prevent loss.
• Clarification on helicopter sling load limits (approx. 900 lbs) and how weekly food weight and combined loads are based on tribally approved helicopters.
• Typical weekly food weight from Sysco is under 900 lbs, but container weight may affect this.
• Breakdown of goods is typically one-third frozen, one-third refrigerated, and one-third dry.
• Food and courier packages can be combined in a single sling load if within the 900 lbs limit.
• Clarification on labor: the 20-hour per week limit is maximum, and manpower is determined by the contractor, with a one-person operation acceptable if safety and timing requirements are met.
• Contact information for Jennifer Marshall at Sysco for Red Barn grocery pickup.
• Coordinates and addresses for Hualapai Hilltop Helipad and Red Barn.
• Confirmation that food delivery includes liquids (juice, milk, eggs), and examples of items needing refrigeration.
• No specific dimensions are recommended for refrigerated/frozen containers, as long as they meet contract specifications.
• The contractor IS responsible for coordinating helicopter sling operations, including pick-up, delivery, and verification, and must contact the Havasupai Tribe for approved providers and rates.

This amendment provides clarifications that impact the understanding of requirements related to delivery, storage, packaging, labor, and helicopter operations as detailed in the original solicitation and SOW.

Amendment / Modification

This amendment (0001) to solicitation 140A2326Q0010 extends the solicitation due date.

• The response date has been changed.

• The proposal response date is extended FROM: December 1, 2025, TO December 10, 2025, 10:00 AM (MS).

• Questions and Answers will be posted the week of December 1, 2025.

• Vendors are reminded to read and download the Scope of Work and other attachments.

• Vendors must follow and submit proposals in accordance with Section E, Solicitation Provisions to FAR 52.212-1, Instructions to Offerors - Commercial Items.

• The Period of Performance is from 12/15/2025 to 12/14/2026.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products or services, specifically requesting quotes for Food Delivery and Courier Services for Havasupai Elementary School (HES). This announcement is the only solicitation, and proposals are being requested.

• Weekly Food Delivery and Courier Services for Havasupai Elementary School (HES) located in Supai, Arizona.

• Services include food delivery and courier services.

• Each round trip covers approximately 200 miles, with 100 miles authorized per leg.

• Travel via Helicopter Service is cost reimbursable, including cost per sling and estimated number of slings.

• Contract Type: Anticipated "Time and Material" type purchase order.

• Period of Performance: Base Year (12/15/2025 - 12/14/2026) with four (4) one-year option periods.

• NAICS Code: 492110 (Couriers and Express Delivery Services)

• Size Standard: 1,500 Employees

• Set Aside: Small Business

• Offer Due Date: December 1, 2025, 10:00 AM MS.

• Submission Method: Electronic mail only to Felicia.Aspaas@bie.edu.

• Quote Format: Two volumes (Technical and Price), clearly marked. Technical volume should not exceed 10 pages and address capabilities, key personnel, and past performance. Price volume should include a completed pricing schedule and total quoted price.

• Evaluation Factors: Technical (understanding of scope, experience, approach), Key Personnel (qualifications, experience, resume, certifications), Past Performance (three contract references within the past three years), and Price (reasonableness and cost realism).

• Best Value Trade-off: Award will be made to the responsible quote that is most advantageous, considering price and other factors. The government reserves the right to award to other than the low-priced quoter if a superior technical submission or reduced performance risk warrants it.

• Set Aside: Small Business.

• Indian Preference (IP) recruitment and hiring practices apply.

• Prospective contractors should review sections E (Instructions to Offerors) and F (Evaluation) in their entirety.

• Key personnel must be U.S. citizens.

• Background investigations are required for personnel with regular contact with or control over Indian children.

• Points of Contact: Felicia Aspaas (Contracting Officer and Contract Specialist).

Wage Determination

This document is a Wage Determination from the U.S. Department of Labor, setting minimum wage rates and fringe benefits for various occupations under the Service Contract Act (SCA). It is revision number 27 of determination 2015-5465, last revised on 05/30/2025.

• Minimum Wage Rates: The document lists specific minimum hourly wage rates for a wide range of occupations, categorized by occupational groups (e.g., Administrative Support, Automotive Service, Health Occupations, Information Technology).

• Fringe Benefits: All listed occupations receive specified health and welfare benefits ($5.36 per hour or $214.40 per week) and eleven paid holidays. Specific provisions for Executive Order 13706 (Paid Sick Leave) are also detailed.

• Executive Order Minimum Wage: The document outlines minimum wage requirements under Executive Order 14026 ($17.75 per hour) and Executive Order 13658 ($13.30 per hour), depending on the contract award or renewal date.

• Applicability: This wage determination applies to contracts subject to the Service Contract Act.

• Location: The determination is specific to Arizona County of Coconino.

• Conformance Process: If a contractor needs to employ individuals in classifications not listed in this determination, a conformance process (using Standard Form 1444) is required to establish appropriate wage rates and fringe benefits.

• Not applicable to this document.

• Footnotes: Several occupations have numbered footnotes indicating specific conditions or exclusions, such as exemptions for certain computer employees or requirements for hazardous pay differentials.

• Uniform Allowance: Details are provided regarding contractor responsibilities for furnishing or reimbursing uniform costs.

• Paid Sick Leave: Executive Order 13706 requirements for paid sick leave are outlined, including accrual rates and usage guidelines.

Statement of Work (SOW)

To provide reliable, secure, and temperature-safe food delivery and package courier services to Havasupai Elementary School (HES), located in the remote Grand Canyon.

This SOW outlines two primary tasks:

• Food Delivery Services: Weekly delivery of USDA-approved food items, requiring coordination with third-party couriers and helicopter sling operators. Deliveries are scheduled for Thursdays, with emergency services available within 24 hours. The vendor is responsible for pickup at the "Red Barn," transport to the helipad, and coordination of the sling delivery to HES, ensuring food safety and temperature control throughout.
• Package Courier Services: End-to-end courier services for educational materials and Compensatory Education resources. This includes receiving, handling, and delivering packages to HES, with a designated USPS-approved address for receipt.

Services are required for Havasupai Elementary School, located in Supai, Arizona. Dedicated work hours shall not exceed 20 hours per week.

• Temperature Control: All food must be stored and transported in USDA/FDA-compliant temperature-controlled environments.
• Chain of Custody: The contractor is fully responsible for end-to-end logistics and chain of custody for all deliveries.
• Background Checks: All contractor personnel must undergo and pass a BIE federal background check (Tier I with Child Care), which can take 4-6 weeks.
• Security & Confidentiality: Robust security measures are required, and personnel must adhere to the Privacy Act and FERPA, maintaining strict confidentiality of all accessed data.
• Documentation: Weekly delivery logs, temperature records, photo documentation, and other required logs must be maintained and submitted.
• Invoicing: Invoices must separate labor and sling costs, and payments may be adjusted for late/incomplete deliveries, spoiled food, or missing documentation.
• Qualifications: Candidates must possess a valid driver's license, pass a background investigation, have at least two years of relevant experience, and provide proof of food handling certification.