36C24526Q0268.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

VA Maryland Health Care System Contracting Officer (90C) P.O. Box 1000, Bldg. 101, Room 26 Perry Point MD 21902

POINT OF CONTACT*

Contract Specialist Kami Hom Kami.Hom@va.gov 410-642-2411 x22404

PLACE OF PERFORMANCE

3901 The Alameda Baltimore, MD 21218

59 Ave. D. Bldg 17H Perry Point, MD 21902

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

This request for information (RFI) is for informational and planning purposes only and shall not be constructed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research. This is a Request for Information ONLY. This is NOT a solicitation for proposals, proposal abstracts, or quotations.

The submission of pricing, capabilities, and other market information is highly encouraged and allowed in accordance with (IAW) FAR 15.201(e). Submissions are purely voluntary, and the Government assumes no financial responsibility for any costs incurred in responding. All information received in response to this RFI that is marked as proprietary will be handled accordingly.

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a sources sought/RFI only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 311812. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of responses received to this sources sought, a solicitation may be published. Although “proposal”, “response”, and “offeror” may be used in this Request for Information, your response will be treated as information only. It shall not be used as a proposal.

The Department of Veterans Affairs (VA), VISN 5 Network Contracting Office, is seeking sources that can provide and deliver bread and bakery products for the Nutrition and Food Service Departments for Perry Point, Maryland, Loch Raven, Maryland, and Baltimore, Maryland VA Medical Centers.

Performance Locations:

Department of Veterans Affairs Medical Centers

Perry Point MD VA Medical Center Nutrition & Food Service 59 Avenue D, Bldg. 17H Perry Point, MD 21902

Requirements:

Contractors shall provide all necessary labor, materials, equipment, and supervision necessary to produce and deliver bread and bakery products for the VA Maryland Health Care Systems Nutrition and Food Services (NFS) Department.

Ordering:

· Orders will be placed by assigned authorized individuals from NFS. Orders may be placed by phone, fax, mail, vendor website or EDI. If the contractor is not setup as an EDI Vendor, they may be set up by contacting the VA Austin Automation Center at 512-326-6931. Orders are based on patient load and amounts will increase or decrease in conjunction with hospital census. Contractor should contact NFS to determine if it is practical for the contractor to check stock of bread on hand so adjustments may be mad to prevent having too much on hand or having too little (requiring additional delivery).

· Quantities shown represent estimated quantities to be ordered over the period of performance. Actual quantities ordered may vary among line items.

Delivery:

· Deliveries to the VA Maryland Health Care System will consist of three delivery sites to NFS.

Perry Point MD VA Medical Center Nutrition & Food Service 59 Avenue D, Bldg. 17H Perry Point, MD 21902

· Deliveries will be made no less than twice weekly, Monday through Friday, between the hours of 5:30am est and 9:30am est. excluding Federal holidays.

· While performing under the contract, all vehicles used by the contractor will be locked and the keys removed when not in use. This is intended to protect the contractor’s property as well as the safety of the patients and staff at the medical centers. Vehicles shall be turned off once parked in the tunnel for deliveries.

Inspection and Acceptance

· Items rejected all or in part must be removed from premises within 48 hours of notification of rejection.

· Unless offeror certifies that acceptable inspection has been made (any agency of the Federal Government or the AIB International Department of Food Safety/Hygiene), a pre-award onsite evaluation of the lowest offeror may be made. This will include inspection and evaluation of the plant, personnel, equipment and processes of the prospective contractor. An inspection made of the premises and employees prior to award, and conditions found will be considered in award of the contract. Inspection may be performed at any time during the contract period and, if it is found that the contractor is not complying with specifications, deliveries will be rejected and the products covered by the contract will be procured in the open market. Any excess cost incurred to the Government by this action will be charged against the contractor’s account.

Payment:

· Payments shall be made in arrears upon receipt of properly executed invoices by Electronic Funds Transfer (EFT).

Packing List:

· A packing list must be included with all shipments/deliveries. The packing list must show the following at a minimum: Contractor’s name and address, VA Purchase Order Number, the VA Maryland Health Care System’s Nutrition & Food Service Department, the items and quantities of items delivered.

Specifications and Standards:

· The delivered products shall comply with all applicable Federal and State mandatory requirements and regulations relating to the preparation, packaging, labeling, storage, distribution, and sales of the products with the commercial marketplace. All deliveries shall conform in every respect to the provisions of the Federal Food, Drug, and Cosmetic Act and regulations promulgated there under.

· Contractors Certification: The contractor certifies that the product offered meets the specified characteristics and requirements of the Federal Hospital Subsistence Guide; conforms to the producer’s own specifications and standards including product characteristics, manufacturing procedures, quality control procedures, and storage and handling practices; has national or regional distribution storage facilities located with the United States, its territories, or possessions’ and is sold on the commercial market. The Government reserves the right to determine proof of such conformance prior to the first delivery from point of origin and any time thereafter, up to and including delivery at the final destination as may be necessary to determine conformance with the provisions of the contract.

Packaging, Packing, and Labeling:

· Unless otherwise specified preservation, and packing shall be to a degree of protection to preclude damage during 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 National Motor Freight Classification and Uniform Freight classification (issue in effect at time of shipment). Comment by Nelson, Caroline J. (HOU): Repeated use of packageing

· All packaging 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 thereunder.

· Bread shall not be more than 24 hours old upon arrival at receiving point. Bread shall not have been frozen prior to arrival.

· 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. Failure to comply with this requirement will render a contract in default and grounds for termination.

· Evaluation of offers will be based on capability to meet the Government requirements, past performance, and price. Preference may be given to offers that provide prices for product in containers as specified. However, vendors may offer alternate container (packaging) options and pricing. Award will be made to the offeror that is determined to be the best value for the Government. Alternative methods, (i.e. hormone free bread) are encouraged. If presenting alternative methods, please specify that in your bid.

Product Quality and Freshness:

1. All products shall be delivered to the requested destination as listed in the schedule. All bread products furnished under the contract shall be fresh and of the highest quality.

a. Appearance and color: Each individual fresh bread roll shall have a uniformly brown crust characteristic of the product. Each individual fresh bread roll shall have a typical volume, characteristic grain, and be evenly baked without evidence of scorching or burning. The fresh bread rolls shall be sliced when specified. There shall be no foreign color to the product. The delivered fresh bread rolls shall not be crushed or damaged.

b. Odor and flavor: The fresh or frozen bread rolls shall have a flavor and aroma characteristic of the particular type of bread rolls. The fresh bread rolls shall be free from foreign odors or flavors such as, but not limited to, burnt, scorched, stale, rancid, or moldy.

c. Texture: The texture of the fresh bread rolls shall have a characteristic texture for the type of bread roll. The fresh bread rolls shall be firm, tender, uniformly brown crust characteristic of the product.

d. Solids content: Each type of fresh bread roll shall have total solids content that is in accordance with the Standards of Identity for bakery products.

e. Enrichment: Enriched fresh bread rolls shall have the enrichment ingredients evenly distributed in the final product.

f. Foreign material: All ingredients shall be clean, sound, wholesome, and free from evidence of rodent or insect infestation.

g. Age requirement: Unless otherwise specified in the solicitation, contract, or purchase order, the fresh bread rolls shall be delivered within 24 hours after baking.

2. All products furnished under this contract shall be processed and packed under sanitary conditions in strict accordance with guidelines provided by the U.S. Food and Drug Administration and the U.S. Department of Agriculture, using the best commercial practices that are standard for the industry. All containers shall be clean, sound and securely covered or sealed to provide adequate protection from dirt, filth or contamination.

3. Unless otherwise specified in the item specification or solicitation, marking shall be in accordance with best commercial practice.

4. Any commercial or additional labeling as specified which complies with the U.S. Food, Drug and Cosmetic Act and regulations promulgated there under, is acceptable.

5. Products manufactured to metric dimensions will be considered on an equal basis with those manufactured using inch-pound units, providing they fall within the tolerances specified using conversion dimensions and those dimensions exceed the tolerances specified in the ounce or inch units, a request should be made to the Contracting Officer to determine if the product is acceptable. The COR, in accordance with the Contracting Officer, will accept or reject the product.

Estimated Usage:

Period of Performance April 1, 2026 - March 31, 2027

Submission:

It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications. If you are interested and are capable of providing the sought-out supplies/services, please provide the requested information as well as the information indicated below. Responses to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

1. Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Women Owned Small Business (WOSB), Large Business, ect.

2. Is your company considered small under the NAICS code identified under this RFI?

3. Are you the manufacturer or distributor of the items being referenced above (or equivalent product/solution)? What is the manufacturing country of origin of these items?

4. If you’re a small business and you are an authorized distributor/reseller for the items identified above (or equivalent product/solutions), do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified.

5. Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract type and number.

6. If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the referenced items/solutions available on your schedule/contract?

7. Please provide general pricing for your products/solutions for market research purposes.

8. Please submit your capabilities in regards to the salient characteristics being provided and any information pertaining to equal to items to establish capabilities for planning purposes.

*** Submissions addressing Section 8 should show clear, compelling and convincing evidence that all equal to items meet all required salient characteristics. ***

Responses to this notice shall be submitted via email to Kami.Hom@va.gov. Telephone responses are not accepted. Responses must be received no later than Tuesday, February 17, 2026 at 09:00 AM EST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this request for information. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

Sources Sought Notice