Statement of Work.pdf

Statement of Work

Alfalfa Hay Large Square Bale Contract

1.0 General

1.1 Background:

The mission of the USDA-National Animal Disease Center (NADC) Animal Resources unit in Ames, IA is to provide animal care and support services for internal users that rely on animal products for research, testing and training. Fresh, clean, high-quality feed is critical to support animal health and well-being of a variety of animals used in laboratory research at the USDA National Animal Disease Center in Ames, IA.

1.2 Scope of Work:

Alfalfa Hay Large Square Bale Contract for Animal Resources Unit of USDA Laboratory.

Period of Coverage: 12 months from date of award to be delivered on an as-needed basis

The Contractor shall provide all resources necessary to accomplish the tasks and deliverables described in this Statement of Work. The Contractor shall make deliveries within five (5) working days after receipt of a telephone or written order from an authorized Government employee.

Since diet is an essential control factor necessary in the Center’s research, no substitution or deviation from the specifications is permissible without approval from the USDA. Only Clean, high-quality ingredients are to be used. Combining/Blending with like ingredients of low quality or possible contamination is not acceptable. This would include but not limited to foreign material, mold, and mycotoxins within feed ingredients.

2.0 Technical Requirements

2.1 Specifications for Alfalfa Hay Large Square Bales

• Hay must be from calendar year 2024 or 2025 crop.

• Alfalfa Hay must be Premium Grade or better based on USDA Hay Quality Designation

Guidelines.

• Relative Feed Value (RFV) must be NLT 185, Crude Protein (CP) NLT 20% on a dry matter basis, Moisture content between 10-14%, Acid Detergent Fiber (ADF) NTE 29% on a dry matter basis, and Neutral Detergent Fiber (NDF) NTE 36% on a dry matter basis.

• Contractor to submit to government Technical POC a Forage Analysis for each load prior to delivery that includes RFV, CP, moisture %, ADF, and NDF. NADC submits a sample for analysis on each load of hay received for use as documentation of nutritional parameters for research project records. Based on the results of this testing, if the load does not meet the minimum requirements noted above by at least 95%, it will be subject to rejection in whole or part.

• The hay must be from year 2024 or 2025 crop and meet the specifications listed below. FOR NON-IRRIGATED LAND - Hay should be from second cutting or third cutting, no first cutting. FOR IRRIGATED LAND - Hay should be first cutting or fourth cutting only. The composition of the hay is to be nearly straight alfalfa; however, a small amount of good quality forage grass, not to exceed 10% of the total, will be acceptable if put up at the proper maturity. All hay is to be harvested from fields that are not grazed and should be from fields located on one farm or close proximity.

• No hay will be accepted, nor hay that has been rained on, is moldy, weathered, and weedy, wet, or shows poor construction. This includes hay that shows signs of storage in direct contact with floor/ground such as dirt, gravel, discoloration, moisture damage, and/or mold.

Hay must be dry, leafy, be of good green color and free of insect damage.

• Composition of the hay is to be straight alfalfa. No more than 10% of high-quality grass put up at proper maturity may be permitted.

• Hay must be green with greater than fifty per cent (50%) leaves.

• Hay must not have any bearded grain or any forage plant containing long awns (spikelets).

• Bales must be tight, solid, uniform size and construction utilizing rot-proof twine.

• Acceptable Bale sizes are 3’ X 3’ X 8’, 3’ X 4’ X 8’ or 4’ X 4’ X 8’. All bales should be of equal and uniform size. ROUND BALES WILL NOT BE ACCEPTABLE

• Bales must be clean (<2% foreign matter and no non-plant-based material).

• Bales must contain no matter injurious to livestock.

• Bales must be free of mold, musty odor, excessive dust/dirt, signs of insect, rodent, and/or wildlife damage.

• Hay delivered must be of consistent composition and quality throughout each load and from first to last load.

• All hay is to be harvested from fields that are not grazed or had application of ruminant animal manure. All hay should be from fields located on one farm or close proximity. All hay delivered must be of consistent quality and composition throughout each load and from first to last load.

• Price to include delivery to place of performance and any applicable credit card transaction fees per payment.

• Quote shall include your company website address.

• Quote shall include a minimum of three (3) customer references.

• Anticipated Minimum: 20 ton – Anticipated Maximum: 125 ton.

NOTE: Hay that shows signs of greater than 2% foreign material, mold, musty odor, excessive dust/dirt, weeds, exposure/damage by rodents/insects/wildlife (fur, scat), moisture damage (included rain during baling), heating, discoloration, and/or significant evidence of storage in direct contact with floor (such as dirt, gravel, discoloration, moisture damage, and/or mold) is unacceptable and may be rejected.

2.2 Delivery Ticket: A delivery ticket must accompany each order (allowing for a signature of person making the delivery and signature of Government personnel receiving the delivery). The Contractor shall provide the Government with certified copies of weigh tickets of the loaded and unloaded weight from certified Weigh Station (with contractor’s name inscribed on the weigh tickets) at the time of each delivery. It is required by the ICC that both the empty and loaded weight must be obtained from the same weighing station. Delivery ticket must list number of bales in load.

2.3 Deliveries: Deliveries shall be made direct from the farm to the NADC without transfer from truck to truck or through terminals and unloaded at location specified by the NADC.

3.0 Supporting Information

3.1 Place of Delivery: USDA, ARS, MWA, NADC, 1920 Dayton Avenue, Building 14, Ames, Iowa 50010. Deliveries shall be made during normal business hours of 7:30 a.m. through 2:30 p.m.

(CST) Monday through Friday, excluding Federal holidays. The Contractor shall make deliveries within five (5) working days after receipt of a telephone or written order from an authorized Government employee. Deliveries will be made with clean vehicles/trailers not used in the transportation of livestock. The Contractor shall assure that the material conforms to the specifications in the contract prior to delivery. Upon delivery, at destination, the Government reserves the right to reject any or all parts of a shipment, if in the opinion of the Government, does not meet the requirements contained herein. It is requested that contractor provide notice of at least 48 hours prior to delivery.

3.2 Storage

The successful quoter shall store the hay at no additional cost to the Government until such time as all deliveries have been made and the contract has been completed.

3.3 Inspection

The Government reserves the right to inspect the premises and origin of hay before, and at any time after the contract is consummated to assure that the hay is not being contaminated with dangerous pathogens. The Government reserves the right to make inspection of fields, barns where the hay is being stored, and the bales to determine quality and freedom from animal contaminations and also to assure that the quoter’s operations will meet conditions required.

Final inspection will be made at time of delivery to the National Animal Disease Center, and the hay must meet specifications & requirements as specified herein or it will not be accepted. It will be required that the hay not be unloaded until inspected and approved by Government personnel.

After delivery, each load of hay will have a sample sent for forage analysis at the government’s expense. Based on the results of this testing, if the load does not meet the minimum specifications by at least 95%, it will be subject to rejection in whole or part.

NOTE: Items purchased under this contract will be used to care for animals in the conduction of research. No substitution or deviation from the specifications is permissible without approval from the USDA. Only Clean, high-quality ingredients are to be used. Combining/Blending with like ingredients of low quality or possible contamination is not acceptable. This would include but not limited to mold and mycotoxins within feed ingredients.

4.0 Government Furnished: Government will unload and stack hay in storage location as designated by government personnel. Contractor delivery personnel responsible for handling any straps and/or tarps utilized for transport.

5.0 Deliverables/Schedule Delivery shall be direct from fields or barns via clean vehicles not used for transportation of livestock. Shipment by rail is not acceptable. Deliveries shall be made to: USDA, ARS, MWA, NADC, 1920 Dayton Avenue, Building 13, Ames, Iowa 50010. Deliveries shall be made during normal business hours of 7:30 a.m. through 2:00 p.m. (CST) Monday through Friday, excluding Federal holidays. The Contractor shall make deliveries within five (5) working days after receipt of a telephone or written order from an authorized Government employee. Partial deliveries of a minimum quantity may be requested. It will be requested that contractor call 515-337-7248 prior to delivery. Pick-up and delivery shall not be made on Federal Holidays or Observance of Federal Holidays (New Year's Day, Martin Luther King Jr. Birthday, Washington's Birthday, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day). If the Monday is a Federal Holiday or the Observance of the Federal Holiday, then the delivery will be made on Tuesday of that week.

6.0 Evaluation Factors : Technical acceptability, delivery availability and price.

7.0 Technical Point of Contact: Should there be technical questions, please contact Stephen Sterle at 515-337-7248 stephen.sterle@usda.gov

8.0 Place of Delivery: USDA, NCAH, 1920 Dayton Ave, Ames, IA.

The following rules and regulations apply to all property at the NCAH, Ames, Iowa, under the custody of the United States Department of Agriculture (USDA) and to all persons entering on such property.

Admission to Property: The campus is closed to the public. Admission to the facility is restricted to authorized persons and approved visitors. Upon entry, visitors:

1. Will be required to present Government or other identifying credentials to the Officer at the Visitor Gate (photo driver's license, passport, or other official photo identification).

2. Will be issued a visitor's badge and must always wear and display the badge while visiting the facilities.

3. No Weapons or pets of any kind are allowed on Campus to include in vehicles.