RFI 36C24226Q0040.pdf

Sources Sought Notice

SUBJECT* Fresh Milk, Juice Drinks and Other Dairy Products for New Jersey Healthcare System (East Orange and Lyons Campus)

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 12203

SOLICITATION NUMBER* 36C242226Q0040

RESPONSE DATE/TIME/ZONE 10-13-2025 16:00 EASTERN TIME, NEW YORK,

USA

ARCHIVE 10 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* 8910

NAICS CODE* 311511

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Network Contracting Office NCO2 20 Madison Avenue Extension Albany NY 12203

POINT OF CONTACT*

Contracting Officer Myra Florisa N. Green Myra.Green2@va.gov (518)626-5086

PLACE OF PERFORMANCE

ADDRESS VA New Jersey Healthcare System East Orange VA Medical Center 385 Tremont Avenue, East Orange NJ 07018-1023

Lyons VA Medical Center POSTAL CODE 151 Knollcroft Road, Lyons NJ 07939-5001 COUNTRY United States

ADDITIONAL INFORMATION

AGENCY’S URL https://vaww.visn2.va.gov/index.asp URL DESCRIPTION New York/New Jersey VA Health Care Network Home AGENCY CONTACT’S EMAIL ADDRESS Myra.Green2@va.gov EMAIL DESCRIPTION Point of Contact

DESCRIPTION

The Department of Veterans Affairs, Network Contracting Office (NCO 2) has a requirement to provide fresh milk, juice drinks and a variety of dairy products for New Jersey Healthcare System (East Orange and Lyons Campus) located at:

VA New Jersey Health Care System East Orange Campus 385 Tremont Avenue East Orange, NJ 07018 and

VA New Jersey Health Care System Lyons Campus 151 Knollcroft Road Lyons, New Jersey 07939

Network Contracting Office 2 is seeking potential contractors to provide milk and dairy products for one or more of the facilities listed above. Please respond in writing to Myra Florisa N. Green, Contracting Officer, at Myra.Green2@va.gov.

This is a Sources Sought Notice and is NOT a Request for Quotes. Please do not provide quote information on the attached Statement of Work (SOW). This Sources Sought Notice is used for information / market research purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are NOT offers and cannot be accepted by the Government to form a binding contract.

This is not a solicitation announcement. The purpose is to gain knowledge of potential qualified sources relative to NAICS 311511, Fluid Milk Manufacturing. Responses to this notice will be used by the Government to make appropriate acquisition decisions. After review of responses to this notice, a solicitation announcement may be published on the SAM.gov Contract Opportunities website. Responses to this notice are not considered adequate responses to the solicitation announcement. All interested vendors will have to respond to the solicitation announcement separately.

Responses to this Sources Sought Notice must be received by 4:00 PM, October 13, 2025.

Statement of Work

Veterans Integrated Service Network 2 (VISN 2) VA New Jersey Healthcare System

1. OVERVIEW: The Contractor shall provide milk, dairy, and juice products to both* of the two (2) VA Medical Center facilities (hereafter referred to as the VA) at the following locations:

VA New Jersey Healthcare System – East Orange 385 Tremont Avenue East Orange, NJ 07018-1023

VA New Jersey Healthcare System - Lyons 151 Knollcroft Road Lyons, NJ 07939-5001

* Interested vendors may submit proposals for any of the facilities listed above. Vendors must bid on all items for a particular facility (or facilities), or the bid will be deemed non-responsive and will not be considered for award.

The VA intends to award a firm, fixed price contract for the provision of milk, dairy, and juice products.

The quantities listed in the attached Pricing Schedule are estimated requirements for the Nutrition & Food Services. The Contractor shall be a United States (US) Vendor and a US citizen.

2. SCOPE OF WORK:

A. General: The scope of this requirement involves providing milk, dairy, and juice products, which conform to the specifications outlined and referenced herein to the VA’s Nutrition & Food Service, located at the addresses shown in paragraph 1 above.

B. Quantities: The quantities listed in the attached Pricing List represent the estimated quantities that will be ordered throughout the period of performance. The actual quantity ordered may vary from this estimate but shall not exceed the total estimated quantity for the entire period without the prior written approval of the Contracting Officer.

C. Period of Performance: The period of performance for the provision of milk, dairy, and juice products shall be from November 01, 2025 through October 31, 2026.

***Please provide pricing information on tables below***.

D. The following items shall be delivered to the VA Medical Center, 385 Tremont Avenue, East Orange, NJ 07018-1023. Deliveries must be made FOB destination between Monday through Friday between 8:00 am and 11:00 am excluding national holidays. Requirements are for the period of November 01, 2025 through October 31, 2026.

VAMC East Orange, NJ November 01, 2025 through October 31, 2026

Item

Description Quantity Unit Cost Total Cost

1 Milk, 2% (Low fat), 8 oz 28,000 2 Milk, Lactose-Free, 8 oz 3,456 3 Flavored Drink, Fruit Punch, Half Gallon 2,800 4 Flavored Drink, Lemonade, Half Gallon 2,800 5 Eggnog, 1 Qt 24

TOTAL AGGREGATE PRICE:

E. The following items shall be delivered to the VA Medical Center, 151 Knollcroft Road, Lyons, NJ 07939-5001. Deliveries must be made FOB destination between Monday through Friday between 8:00 am and 11:00 am excluding national holidays. Requirements are for the period of November 01, 2025 through October 31, 2026.

VAMC Lyons, NJ November 01, 2025 through October 31, 2026

Item

Description Quantity Unit Cost Total Cost

1 Milk, 2% (Low fat), 8 oz 182,000 2 Milk, Whole, 8 oz 28,000 3 Milk, Skim, 8 oz 7,000 4 Milk, Lactose-Free, 8 oz 15,600 5 Flavored Drink, Lemonade, Half Gallon 3,200 6 Eggnog, 1 Qt. 72 7 Chocolate Milk, 8 oz 6,000

TOTAL AGGREGATE PRICE:

3. RECOGNIZED FEDERAL HOLIDAYS:

January New Year’s Day January Martin Luther King, Jr. Day February Presidents Day May Memorial Day June Juneteenth National Independence Day

July Independence Day September Labor Day October Columbus Day November Veterans Day November Thanksgiving December Christmas Day

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.

4. DISASTERS / EMERGENCIES

The Contractor must be able to always ensure delivery to the VA, inclusive of disasters, and/or any other emergency condition. The VA may place a special order in preparation for, or in response to, a disaster or emergency. For anticipatory situations, such orders will be placed 24 hours or less in advance. In an emergency, the Contractor will be notified with the amount and type of products required by the VA that shall be delivered within 24 hours of order placement. The order may be placed for larger quantities than the normal weekly order. The Contractor shall provide both the Contracting Officer and the COR with its designated point of contact and contact information for emergency orders.

5. SPECIFICATIONS AND STANDARDS

A. The delivered products shall meet the specification as listed in the attached Pricing Schedule document and 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 ACO and regulations, promulgated hereunder.

B. Quality Assurance. All raw milk for pasteurization, condensed and dried milk, finished products and the plant in which the products are processed shall comply with all applicable requirements of the "Grade A pasteurized Milk Ordinance - 1978 Recommendations of the United States Public Health Service" or latest revision thereof, or regulations substantially equivalent thereto. The raw milk for pasteurization, milk plant, and pasteurized milk and milk products each shall have a compliance rating of 90 or more as certified by the State Milk Sanitation Rating Officer and shall be listed in the "Sanitation Compliance and Enforcement Ratings of Interstate Milk Shippers." Milk laboratories approved by Federal and State agencies and listed in the previously mentioned document shall do all testing.

C. Contractor's Certification. By submitting an offer, the Contractor certifies that the product offered meets the specified salient 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 territories, or possessions; and is sold in 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 final destination as may be necessary to determine conformance with the terms of the contract.

D. Alternate Items. Offers on items not listed above (alternate items) will only be considered if acceptable bids on required items are not available or an offer is not received. Offerors must clearly identify any items that are not exact and specify the exceptions which differ from the required item.

E. Quotes will be considered only from Contractors who are regularly established in the business called for and who in the judgment of the Contracting officer are financially responsible and able to show evidence of their reliability, ability, experience, equipment, facilities, and personnel directly employed or supervised by them to render prompt and satisfactory service in the volume called for under this contract.

The VA reserves the right to thoroughly inspect and investigate the establishment, facilities, equipment, business reputation, and other qualifications of any offeror and to reject any offeror, irrespective of price, that shall be administratively determined lacking in any of the essentials necessary to assure acceptable standards of performance.

6. SANITATION AND WORKMANSHIP

A. All products furnished 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, and all other contamination. Chilled and frozen items shall be maintained at temperatures necessary for the preservation of the product according to the standards established by the Food & Drug Administration (FDA).

B. The VA Contracting Offeror or his/her designee reserves the right to inspect the Offeror's premises at any time during the life of the contract. A pre-award, on-site visit to inspect the manufacturing plant, personnel, process and packaging equipment and premises to verify compliance 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 may be performed by the government prior to contract award. If the plant of the apparent low Offeror does not meet specification or is not acceptable, the quote will be rejected.

7. FRESHNESS REQUIREMENT FOR DAIRY PRODUCTS

A. Fluid dairy products and other dairy products shall have sufficient remaining shelf life commensurate with good commercial practice at a minimum:

(1) Milk must be delivered a minimum of 14 days prior to the expiration date and within 72 hours after pasteurization.

(2) Cottage cheese, cultures, normal shelf life must be delivered within 4 days after date of packing, cottage cheese, acidified, normal shelf life, must be delivered within 5 days after date of packaging, cottage cheese, culture or acidified, extended shelf life, must be delivered a minimum of 21 days prior to the expiration date.

(3) Yogurt must be delivered a minimum of 21 days prior to the expiration date.

8. PACKAGING, PACKING, AND LABELING

A. 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., shall conform to normal commercial practices and applicable carrier rules and regulations, involving shipment from the Contractor to the receiving acclivity for storage. Shipping containers shall be in compliance with national Motor Freight Classification and Uniform Freight classification (issue in effect at time of shipment).

NOTE:

(a) Gallon Containers – Acceptable packaging = plastic containers

(b) ½ pint Containers – Acceptable packaging = ½ PT Cardboard Containers measuring 4-1/2" x 2-1/3" OR ½ PT Cardboard Containers measuring 2-7/8" x 3"

B. All packaging and packing shall be in accordance with good commercial practice. Labeling shall be in accordance with commercial labeling, complying with the Federal Food, Drug and Cosmetic ACO and regulations promulgated there under.

C. All fluid milk products will have a pull date (date stamped on container) that is a minimum of seven

(7) days before expiration on the date of delivery. Expiration dates shall be legible on each product.

Cottage Cheese and yogurt will have a minimum expiration date of fourteen (14) days after delivery.

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

D. If it is determined that a significant number of products are leaking, spoiled, or otherwise found to not be in accordance with the specifications contained herein, the Contractor will be notified to exchange the products for ones that are in accordance with these specifications within two hours of notification. If the number of such products is determined to be insignificant in number, they may be held for pick up by the Contractor at the next scheduled delivery.

9. CERTIFICATIONS:

A. In signing this solicitation, the bidder certifies that its company has received, prior to opening of bids, a pasteurized milk rating of 90% or more for the type of product the bidder proposes which will be in accordance with the specifications as found in the Federal Hospital Subsistence Guide.

PASTEURIZED MILK RATING _______________ %

DATE OF RATING _________________

STATE OF MILK SANITATION RATING AGENCY __________________________

IF RATED BY U.S. PUBLIC HEALTH SERVICE, INDICATE ____________________

B. Bidders are required to submit with their quote a CERTIFICATE from the local or State Health Department that all cattle from which milk is obtained have passed a satisfactory tuberculin test within one year before the date of contract; or that cattle from which milk is obtained are accredited herds as defined in the current requirements of the U.S. Public Health Service Milk Ordinance Code.

C. A CERTIFICATE that all persons employed in pasteurizing and bottling plants from which the products are furnished have passed a satisfactory clinical and laboratory examination within one year previous of contract and are free from communicable diseases must also be furnished with the quote.

10. INSPECTION OF PLANTS:

An inspection may be made of the premises and employees of the bidders, prior to making an award and conditions found will be considered in awarding a contract. Inspection may also be made at any time during the life of the contract and, if it is found that the contractor is not complying with specifications, deliveries will be rejected, and the products covered by this contract will be procured on the open market.

Any excess cost occasioned by this action will be charged against the contractor account.

THE BIDDER CERTIFIES THAT (CHECK ONE)

Within the past six months no inspection of the physical facilities of this plant has been conducted by any agency of the Federal Government.

OR

An inspection of the physical facilities of the plant was conducted by the

____________________________agency on ___________________ and this plant was ACCEPTED/REJECTED for furnishing its product to the Federal Government.

11. SOURCE OF MANUFACTURE

Items supplied under this contract are required to originate from a sanitarily approved source. The supplier must identify the source of manufacture on the primary container or in the accompanying shipping documents. The identification on the primary container may consist of either the manufacturing plant name and address or a manufacturing plant code. When the manufacturing plant is identified on the shipping documents accompanying the delivery, the plant shall be identified by its complete name, address, and plant code. Preference will be given to locally sourced vendors.

12. ENVIRONMENTAL STANDARDS

Should the Contractor manufacture and provide company brand milk products, the Contractor should utilize, if possible, recycled materials for containers if they meet the FDA sanitary standards for the specified commodity. List recycled materials for containers if they meet the FDA sanitary standards for the specified commodity.

13. METRIC PRODUCTS

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 tables contained in the latest revision of Federal Standard No. 376B and all other requirements of this document are met. If a product is manufactured to metric dimensions and those dimensions exceed the tolerances specified in the inch/pound units, a request should be made to the Contracting Officer to determine if the product is acceptable. The Contracting Officer’s Representative will accept or reject the product.

14. ORDERING

A. The VA New Jersey Healthcare System facilities estimates milk orders will be submitted up to three times per week, with 48 hours’ notice, with the Government reserving the right to adjust orders 24-hours prior to scheduled delivery. Orders will be placed by the COR or his/her designee. Each order will show ship to and bill to addresses and purchase order number (if required).

B. Quantities shown on previous pages represent the quantities estimated to be ordered over the delivery period. Quotes will be evaluated based on the estimated quantities. Actual quantities ordered may vary among the line items.

C. The items listed in this contract are required subsistence items for the Department of Veterans Affairs, VA Medical Centers at the addresses listed in paragraph 1 of this document. Products and deliveries are to be in accordance with the terms, conditions, and schedules noted herein. The period of performance is from November 01, 2025 through October 31, 2026. Prices quoted will be F.O.B. destination.

CUSTOMER SERVICE POINT OF CONTACT: The Contractor shall provide a designated point of contact and toll-free number (if applicable) for resolution of customer service problems to include at a minimum delivery of damaged or incorrect items.

Contractor Point of Contact:

(Name) (Title) (Telephone Number) (Fax Number) (E-mail Address)

15. PACKING LIST

There shall be a packing list enclosed with any shipments made under this contract. The packing list shall show the following as a minimum: Contractor’s name and address; VA Purchase Order Number (if one is provided); the VA Facility and Service placing the order; the items shipped; and quantity.

16. RETURN POLICY

Offerors shall clearly indicate their return policy with their quote. Defective products or incorrect products shipped by Contractor error shall be replaced at no cost to the Government. Products shipped by Government error may be returned subject to the Contractor’s normal return policy. Offerors shall provide the name and telephone number for reporting delivery/product problems for each VA location.

17. UTILIZATION OF CONTRACT

Delivery orders will be issued on an as-needed basis.

18. DELIVERIES AND INVOICING

A. Deliveries shall occur up to three times per week between the hours of 8:00 a.m. and 11:00 a.m.

between Monday through Friday, excluding federal holidays. Requests for deliveries on different days and/or at a different time shall be submitted to and approved by the Contracting Officer and his/her designee in writing.

B. Deliveries and invoices for the Nutrition and Food Services must be accomplished separately at the Nutrition & Food Services Departments at the respective facilities listed in paragraph 1 of this document.

Invoices must contain at a minimum the purchase order and itemized list of products delivered, unit prices, and total price.

C. Due to the nature of multiple line items of the contracts, and the Units of Measure (UOM) being different, establishing a “minimum” quantity by item would be difficult, the Government therefore will convert to a set dollar amount as a “minimum” per order threshold.

(1) This will be a firm-fixed-price contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies and services specified in the Schedule are estimates only and are not purchased by the awarded contract.

(2) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. The Contractor shall furnish to the Government, when and if ordered, the supplies or services specified in the Schedule up to and including the quantity designated in the Schedule as the “maximum.” The Government shall order at least the quantity of supplies or services designated in the Schedule as the “minimum.”

(3) Except for any limitations on quantities in the Order Limitations clause or in the Schedule, there is no limit on the number of orders that may be issued, The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations.

(4) Any orders issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor’s and government’s rights and obligations with respect to that order to the same extent as if the order were completed during the contract’s effective period; provided, that the Contractor shall not be required to make any deliveries under this contract after 60 days termination of contract.

D. While performing under this contract, all vehicles used by the Contractor shall 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 patients and staff at the medical centers.

E. While performing under this contract, all vehicles used by the Contractor shall have temperature tracking systems in place on the refrigerated trucks to ensure they are being maintained in accordance with federal safety & sanitation guidelines.

F. Invoices shall be issued to the VA Financial Service Center and to 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.

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

• Contractor’s business name and address

• Contractor’s Tax Identification Number (TIN)

• Invoice date

• Date(s) of services provided

• Contract number

• Total amount billed

• 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.

19. PAYMENTS

Payments under this contract shall be made by Electronic Fund Transfer (EFT) by the VA Finance Services Center. See Clause 52.232-34, Payment by Electronic Funds Transfer—Other than Central Contractor Registration for further information.

20. EVALUATION CRITERIA

The Government will award to the responsible offeror whose offer, conforming to the solicitation, that are most advantageous to the Government, with past performance and price considered, prices being rated higher than past performance.

Past Performance: The offeror must provide documentation of three (3) references for verification purposes of past performance which demonstrate the company's ability to meet the qualifications herein, inclusive of point of contract information and current phone numbers.

21. CONTRACTING OFFICER (CO):

The Contracting Officer (CO) named below is responsible for the overall administration of the contract.

Myra Florisa N. Green

Department of Veterans Affairs Network Contracting Office NCO2 20 Madison Avenue Extension Albany, NY 12203

Myra.Green2@va.gov

The awarded Contractor(s) are advised that only the Contracting Officer, acting within the scope of the contract and his/her duties and responsibilities and, after advice and consultation with the Contracting Officer’s Representative, has the authority to make changes which effect contract prices, quality, quantity, delivery terms and conditions, term of contract. In no event shall any understanding or agreement, contract modification, change order, or other matters in deviation from the terms of this contract between the Contractor and a person other than the Contracting Officer, be effective or binding upon the Government. All such actions must be formalized by the proper contractual document executed by the Contracting Officer.

22. CONTRACTING OFFICER’S REPRESENTATIVE (COR) / POINT OF CONTACT (POC)

The following individuals have been designated as the point of contact (POC) to monitor and certify receipt of services rendered under these contracts:

Ms. Natalie Roberts-Moore Chief Administration Dietitian Nutrition & Food Service Manager VA New Jersey HCS – East Orange 385 Tremont Avenue East Orange, NJ 07018-1023 mailto:Myra.Green2@va.gov