P02 Sources Sought 36C260-27-AP-1-0004.docx

Sources Sought Notice

DESCRIPTION

8915, Fresh Produce, Roseburg VA Medical Center

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 Products for the Department of Veterans Affairs, Roseburg VA Medical Center, Roseburg, Oregon. Potential Contractors are invited to provide a response via e-mail to Contract Specialist, Christine Thomas at christine.thomas1@va.gov by September 21, 2026, 5:00 PM (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 contractor shall provide fresh produce products to Roseburg VA Medical Center, Roseburg, Oregon.

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 DUNS, SAM UEI.

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 three pages) with enough information to demonstrate to the Veterans Affairs that you have enough resources, personnel, and experience to provide fresh produce products as required in the below Statement of Work.

3) Attached is a list of what this facility is currently procuring so that you may better understand the requirement.

STATEMENT OF WORK

Roseburg VA Medical Center 913 NW Garden Valley Blvd Roseburg, OR 97471

The contractor shall supply fresh produce (including but not limited to fruits, vegetables, and herbs) to Roseburg VA Medical Center Nutrition & Food Services (RVAMC NFS) in Roseburg, Oregon.

FRESHNESS REQUIREMENT:

Fresh fruit and vegetable products shall conform to the following freshness requirements:

1. Fresh fruits and vegetables shall conform to USDA Standards for U.S. No.1 Grade and shall be fresh, well-trimmed, free from decay and free from damage caused by breakage, dirt, disease, insects, shipping, or other means.

2. Compliance with the provisions from the USDA Standards shall not excuse failure to comply with the provisions of 21 USC Chapter 9 the Federal Food, Drug and Cosmetic Act of 25 June 1938, Oregon Revised Statutes Volume 15 Title 49 Chapter 616-635 Food and Other Commodities and VHA Directive 1439 Food Service Management regulations dated October 21, 2019.

3. All shipping transportation shall be in a controlled environment between 35- 41 degrees Fahrenheit.

4. All risk shall be minimized for 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 RVAMC NFS will be given immediately upon receiving Recall Notices from the Food and Drug Administration Enforcement Report publications. Communication methods used will be email and/or a phone call to a person authorized to place an order against this contract.

SUBSTITUTIONS:

Substitutions will be allowed on the condition that the substituted item is similar in appearance, composition, and quality. Price per unit of the substituted items will be billed at no higher cost than the contracted items they are substituted for. Other grades, qualities, and sizes of products may be appropriate substitutes when the listed product is unavailable.

PRESERVATION, PACKING AND PACKAGING:

1. 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 comply with the national Motor Freight classification and uniform Freight Classification in effect at the time of shipment.

2. All packaging, packing, and labeling shall be in accordance with commercial standards complying with the Federal Food, Drug and Cosmetic Act and regulations promulgated there under.

3. 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 listings will be furnished to each destination receiving officer and each destination inspection agency with the first delivery.

CUSTOMER INQUIRY:

Upon receipt of any inquiry, the contractor shall provide a response to the Contracting Officer Representative (COR) or designee, no later than 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 Roseburg VA Medical Center 913 NW Garden Valley Blvd, Building 71 Roseburg, OR 97471

Time of Delivery

6:00 AM - 11:00 AM PST

Frequency/Limitations Monday and Thursday

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:

6:00 AM – 11:00 AM on two delivery option days per week and not back-to-back days.

Listed below are legal Government Holidays:

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.

The contractor may change a delivery day to accommodate reduced operations on a Federal Holiday with – at a minimum – one-week prior notice.

RISK CONTROL:

To maintain required storage temperature and reduce the risk of food-born illness, the contractor/driver must immediately transport deliveries upon unloading at the loading dock of building 71 into the walk-in refrigerator (room D102) located inside room D103.

PREVAILING TERMS AND CONDITIONS:

All orders placed 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 contract holder shall provide fresh fruit and vegetable products as listed on the price schedule. The above-described supplies and/or services shall be provided when ordered by authorized personnel or a Contracting Officer during the specified period stated in the paragraph titled “Term of Contract”. This contract is in support of the Roseburg VAHCS, Roseburg, Oregon.

SUPPLIES AVAILABLE UNDER THIS CONTRACT:

Price schedule details all supplies, with accompanying prices and descriptions, which may be ordered under this contract.

OBLIGATION OF FUNDS:

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

AUTHORIZED USERS:

1. Government Contracting Officers and staff listed below, representing RVAMC NFS are the only users authorized to place orders under this contract. Contracting Officers shall only be allowed to issue an order under this contract if funds are certified and the contract awarding office’s Delivery Order number is assigned. Contract holders shall not accept or perform any purported order that does not contain a Delivery Order number. RVAMC NFS Individuals Authorized to Place Orders:

Administrative Officer (COR) NFS Chief Food Service Operations Manager Cook Supervisor Food Service Worker Supervisors

2. Orders will be placed by 3 pm the day before planned delivery. Orders are based on facility needs and amounts will increase or decrease in conjunction with demand. Demand is based on Veteran nutritional needs and preferences of which can vary from month to month.

3. There will be no minimum order restrictions for delivery.

INVOICES AND DELIVERIES:

1. The vendor will provide a shipping manifest/itemized invoice at the time of each delivery. NFS staff will use this manifest to ensure that all items have been delivered in ordered and invoiced quantities and that produce quality, packing, packaging and labeling meet contract requirements.

2. Upon delivery product will be inspected and compared to ordered product and provided invoice, comparing received product to stated standards. When the COR receives an accurate and complete invoice, he/she will forward the signed invoice to the VISN 20 Central Accounting Office via email for payment processing. If the invoice is incomplete or inaccurate, the COR will return the unsigned invoice to the contract holder for correction.

3. Roseburg NFS will be allowed 24 hours in to inspect produce for quality or shipping issues and submit requests for credit to the vendor.

4. Upon close of the fiscal quarter, or upon expiration of this contract, whichever comes first, the vendor will submit itemized invoices to the COR for all deliveries made during the previous quarter for which payment has not been received. Copies of delivery tickets shall support these invoices.

PRICING:

1. The prices shall be static for each ordering period. An ordering period is one calendar month. Updated price lists shall be sent to the Roseburg VA NFS Administrative Officer, at the latest, one week before the new month begins in order to process an administrative contract modification. All price lists shall include country of origin and produce pricing shall incorporate shipping costs with no hidden fees.

2. The Contractor can voluntarily reduce offered prices at any time by giving a 24-hour advance notice to the RVAMC COR or designee. This contract also allows for additional discounts if a large order is placed. 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 Contractor.

3. The contractor shall provide detailed weekly updates on the market regarding produce availability and quality and information on weekly specials.

SECURITY REQUIREMENTS:

The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees shall require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required.