SUBJECT*

Milk and Dairy Products for Martinsburg VA Medical Center

GENERAL INFORMATION

VA Maryland Health Care System Zachary Altner Contracting Officer (90C) 7485 New Horizon Way Perry Point MD 21902

POINT OF CONTACT*

Zachary Altner

PLACE OF PERFORMANCE

Martinsburg VA Medical Center

510 Butler Avenue

Martinsburg West Virginia

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

See RFQ 36C24526Q0334.

Responses are due by 04/14/2026 at 12:00 P.M. EST.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Send email responses to Zachary.Altner@va.gov

Combined Synopsis/Solicitation Notice

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC 2025-06).

Note to CO: Obtain the most recent Federal Acquisition Circular (FAC) from ACQUISITION.GOV Federal Acquisition Regulation

This solicitation is set-aside for Small Business Set-Aside.

The associated North American Industrial Classification System (NAICS) code for this procurement is 311511, with a small business size standard of 1000.

The FSC/PSC is 8910.

The Martinsburg VA Medical Center is seeking to procure various milk and dairy products to support daily patient needs. The medical center would like to establish a multiple-year contract for this requirement.

All interested companies shall provide quotations for the following:

Supplies/Services

Milk and Dairy Products for Martinsburg VA Medical Center

FUNCTIONAL WORK/SECIFICATION STATEMENT:

The Contractor shall provide milk and dairy products to meet the highest customer service standards for the industry in support of the Martinsburg VA Medical Center (VAMC).

PRODUCTS REQUESTED:

PROCEDURES FOR PROVIDING SERVICES:

Contractor shall provide all necessary labor, material, equipment, supplies and supervision to provide milk and dairy items in accordance with the terms and conditions of this contract.

PERIOD OF PERFORMANCE:

SPECIAL REQUIREMENTS FOR MARTINSBURG, WV (VAMC):

· Delivery will be daily with the exceptions of (Wednesdays & Sundays) excluding federal holidays.

· Deliveries are accepted between the hours of 5 a.m. and 11 a.m.

· Deliveries will be made to the inventory control unit Martinsburg, WV, VAMC, building #500 main kitchen(basement)

· All products must be dated indicating the “sell by date” with information that the product is good for “7 days after production.

· The vendor will notify Martinsburg, VA Medical Center (VAMC) point of contract(s) 48 hrs. prior to delivery of any substitute products and shortage in shipment.

DELIVERY ORDERS:

A. VAMC personnel designated at time of award will place delivery orders.

B. VAMC will issue individual delivery orders (purchase orders) for their service.

DELIVERY:

A. All items shall be delivered FOB Destination to the Martinsburg, VA Medical Center (VAMC).

B. All items delivered shall be in accordance with the latest Federal Hospital Subsistence Guide.

C. All deliveries shall conform in every respect to the provisions of the Federal Food, Drug and Cosmetic Act and regulations promulgated there under.

D. All milk and dairy items shall be labeled, packaged in commercially acceptable plastic containers.

E. Production of milk shall not precede delivery by more than twenty-four hours.

Production date shall be marked directly on the container.

F. Contractor shall not be required to deliver products on national holidays as listed below and any other day specifically declared by the President of the United States to be a National Holiday.

G. Emergency situations. - Delivery-with in twenty-four hours from time of notified for In-house, and external disasters, local and national disasters, inclement weather, and medical local and national emergency:

INSPECTION AND ACCEPTANCE:

A point of contract from the Martinsburg VAMC will be designated to accept or reject delivery as to quality and condition of milk items. Items rejected all or in part by the VAMC shall be removed from the premises within 48 hours of notification of rejection.

If the vendor needs to offer a substitute product, the substitute product must be comparable and acceptable to the VAMC and offer at the same contract price.

Vendor-owned delivery trays, racks, wheeled carts, etc. shall be in clean condition at delivery time; if they are not, vendor personnel will be required to transfer milk products to government owned holding racks. Vendor-owned trays/racks, wheeled carts, etc. utilized in delivery will be held for pick-up by the vendor for reuse.

The VAMC reserves the right to perform and inspection of the contractor’s facility 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 items covered by this contract will be procured in the open market. Any excess cost occasioned by this action shall be charged against the contractor’s account.

SANITATION AND WORKMANSHIP:

Items shall be prepared, processed, and packed under sanitary conditions and in accordance with good commercial practice. All containers shall be clean, sound and securely covered or sealed to provide adequate protection from dirt, filth, or other contamination.

CUSTOMER SERVICE POINT OF CONTACT:

The Contractor shall provide a designated point of contact and tall free number (if applicable) for resolution of customer service problems to include at a minimum delivery of damaged or incorrect items.

DELIVERY LOCATION:

MARTINSBURG VA MEDICAL CENTER

510 BUTLER AVENUE

MARTINSBURG, WEST VIRGINIA 25405

INVOICES:

Invoices shall be issued to the VA Financial Service Center and the Chief, Nutrition and Food Service> Invoices shall be identified with proper delivery order number (purchase order number) and shall reflect all deliveries made against the delivery order. End of the month deliveries shall not be billed against the following month delivery order.

Invoices shall be submitted weekly and shall include the following per FAR Clause 52.212-4 (g):

A. Contractor’s business name and address B. Contractor’s Tax Identification Number (TIN) C. Invoice date D. Date(s) of services provided E. Contract number F. Total amount billed G. Purchase order number NOTE: Failure to include the above information may result in delay of payment. Invoices will be returned to the Contractor for completion if there are any omissions.

CONTRACT ADMINISTRATION:

The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract on behalf of the Government.

In the event the Contractor affects any change(s) at the direction of any person other than the Contracting Officer, that change shall be considered to have been made without authority and no adjustment in price shall be made in the contract to cover any increase in charges incurred as a result thereof.

The Contractor shall submit all requests for modification of this contract and any inquiries pertaining to the administration of the contract to the Contracting Officer in writing at:

Department of Veteran Affairs Network Contracting Office 5

DESIGNATION OF CONTRACTING OFFICER’S REPRESENTATIVE (COTR):

The following individual has been designated as the Contracting Officer’s Representative (COR) to monitor and certify receipt of services rendered under this contract:

Nutrition & Food Service William Breakall 304-263-0811 x 2983 William.Breakall@va.gov

The COR has the following scope and limitations of authority:

A. Place orders for supplies/services not to exceed those required under this contract.

B. Certify acceptance of supplies/service received in accordance with the contract requirements.

C. Furnish technical guidance and advice, and monitor services performed under the contract.

D. Report any deficiencies in performance, quality of supplies/service, safety practices and questions on contract performance or suspensions of work to the Contracting Officer.

This delegation of authority does not include any authority to make changes in quantity, quality, and delivery. The Contracting Officer acting within the scope of his/her authority will make changes to the contract.

This delegation of authority will expire upon completion of the contract or unless sooner revoked in writing by the Contracting Officer, but in any case, will not extend beyond the contract period.

Place of Performance/Place of Delivery

510 Butler Avenue Martinsburg, WV

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far.

The following solicitation provisions and clause apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services”

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items”

3. FAR 52.232-19, “Availability of Funds for the Next Fiscal Year” All quoters shall submit the following: Please see below information in accordance to FAR 52.212-1(b).

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of RFO FAR 12. [CO will include basis of evaluation in the quote/offer, e.g., Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.]

4. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services: In accordance with RFO FAR 12.201-1 and FAR 12.201-2 when appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services.

The following are the decision factors:

· Best value evaluation.

· Vendors ability to deliver daily with the exceptions of Wednesday & Sunday.

· Daily deliveries to be made in the mornings between the hours of 5 a.m. to 11 a.m.

· Dairy products must be fresh (Production of milk shall not precede delivery by more than twenty-four hours).

· Vendors must follow the latest Federal Hospital Subsistence Guide and Federal Food, Drug and Cosmetic Act regulations.

5. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/.

6. FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services” (Nov 2023).

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than 04/14/2026 at 12:00 P.M. EST. to Zachary.Altner@va.gov.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact Zachary Altner, Contract Specialist, 240-006-2187, Zachary.Altner@va.gov Effective Date: 01/15/2026 Revision: 03