Pre-Proposal Conference Q&A.pdf
PDF 547 KB Posted
- Attached to
- DVS Care Centers â Food Products
- Solicitation number
- RFP-127009
- Issued by
- Fauquier County, Roanoke County, Richmond City, Virginia Beach City, Salem City, Virginia
About this file
This is a Pre-Proposal Conference Q&A document issued by the Virginia Department of Veterans Services (DVS) regarding RFP 127009 for food products and food-related supplies. The RFP seeks to establish a contract for food products across four DVS care centers: Davis and McDaniel Veterans Care Center (204 beds, 95% occupancy), Sitter and Barfoot Veterans Care Center (200 beds, 98% occupancy), Jones and Cabacoy Veterans Care Center (128 beds, 100% occupancy), and Puller Veterans Care Center (128 beds, 50% occupancy). The contract involves two deliveries per week from the primary contractor and 2-4 deliveries per month from mandatory source vendors, with real-time inventory visibility required to track out-of-stock items and low inventory levels for dietary planning purposes. Annual order volumes and mandatory source catalog items were provided to pre-proposal attendees via spreadsheets. All RFP terms and specifications are negotiable, allowing offerors to propose modifications in their proposals.
The incumbent contractor is US Foods, and DVS is not currently partnered with a Group Purchasing Organization, though offerors may propose GPO partnerships for cost savings. Mandatory source spending varies significantly by location, ranging from 22.5% to 78.5% at Davis and McDaniel to 40% to 60% at Jones and Cabacoy. The RFP includes up to 20 maximum points for DSBSD certified small business subcontractor participation, with partial credit (up to 15 points) available for contractors subcontracting through DSBSD certified entities based on spend estimation. Products and services purchased from DSBSD certified small businesses count toward subcontractor participation. Payment methods include credit card as the preferred option, with electronic remittance and check payments also available.
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Other files
| File | Type | Posted |
|---|---|---|
| Appendix F - Market Basket Food Products.xlsx | XLSX spreadsheet | |
| Care Centers Food Products - RFP Document.pdf |
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Text version
AN EQUAL OPPORTUNITY EMPLOYER
600 E Broad Street, 2nd Floor, Richmond, Virginia 23219 www.dvs.virginia.gov
Department of Veterans Services
John Maxwell Telephone: (804) 225-3526 Commissioner Fax: (804) 786-0302
September 14, 2026
MEMO TO FILE: RFP 127009 PRE-PROPOSAL QUESTIONS
FROM: AMANDA POLK
Questions presented at the optional pre-proposal conference:
1. What were the total annual order volumes for each of the market basket products?
A. Emailed US Foods provided spreadsheet to the pre-proposal attendees. Please email amanda.polk@dvs.virginia.gov if a copy is needed.
2. Is DVS currently partnered with a GPO (Group Purchasing Organization) for the existing contract?
A. No
3. Is DVS open to partnering with a GPO?
A. Offerors may submit this recommendation for cost savings in their proposal, if desired.
4. Does DVS currently receive pallet drops on the existing contract?
A. Yes.
5. What is the current occupancy percentage for each care center?
A. Sitter and Barfoot (SBVCC) – 98% B. Davis and McDaniel (DMVCC) – 95% C. Jones and Cabacoy (JCVCC) – 100% D. Puller (PVCC) – 50%, and growing (new facility)
6. Can you provide a listing of all mandatory source catalog items? (VDC)
A. Emailed VDC provided catalog list to the pre-proposal attendees. Please email amanda.polk@dvs.virginia.gov if a copy is needed.
7. What is the estimated mandatory source annual spending percentage versus current contract spending percentage?
A. Usage of each source varies greatly based on location in the state, DMVCC: 78.5% to current contract, 22.5% to mandatory source. JVCCC: 40% to current contract, 60% to mandatory source.
8. Do we have any current subcontractors through US Foods (current contractor)?
A. We do not have any current DSBSD certified subcontractors on the existing contract.
9. How are subcontractor points calculated for RFP evaluation?
A. 20 maximum points to DSBSD certified small businesses, contractors who subcontract through DSBSD certified small businesses can receive up to 75% of the total points for this category (15 points), based on spend estimation to those subcontractors.
10. Do products purchased through DSBSD certified small businesses count towards the subcontractor participation for this contract?
A. Yes, products and services count toward subcontractor participation.
11. How many beds are located at each facility?
A. DMVCC – 204
B. SBVCC – 200
C. JCVCC – 128
D. PVCC – 128
12. Please describe how much information is needed from the ‘real-time inventory’.
A. We need to know, at minimum, if an item is out of stock, so that we may purchase through an alternative source. We prefer to be able to see ‘low inventory’ items as well, for dietary planning purposes.
13. Are terms and specifications in the RFP negotiable?
A. All terms and specifications in the RFP are negotiable. Please indicate desired modifications in your proposal.
14. How many deliveries per location are estimated, from the current contractor and the mandatory source(s)?
A. Two deliveries per week from the current contractor, and 2-4 deliveries per month from the mandatory source(s). These estimates vary by location and need.
15. Are credit card payments required, or can you provide electronic remittance?
A. Credit card payments are the preferred method of payment for the Commonwealth, but we can provide electronic remittance or check payments.
Amanda Polk Procurement Officer II Virginia Department of Veterans Services
File details come from the government source that posted it. Updated .