RFQ 36C25624Q0045 Fluid Milk and Dairy Products.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* Fluid Milk and Dairy Products

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE*

SOLICITATION NUMBER*

RESPONSE DATE/TIME/ZONE

ARCHIVE

RECOVERY ACT FUNDS

SET-ASIDE

PRODUCT SERVICE CODE*

NAICS CODE*

CONTRACTING OFFICE ADDRESS

POINT OF CONTACT*

77056-5643 36C25624Q0045

10-25-2023 13:00 EASTERN TIME, NEW YORK,

USA

7 DAYS AFTER THE RESPONSE DATE

N

311511 Department of Veterans Affairs Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston TX 77056-5643

Contract Specialist Jeneice Matthews jeneice.matthews@va.gov

PLACE OF PERFORMANCE

ADDRESS Michael E. DeBakey VA Medical Center

2002 Holcombe Blvd.

Houston TX

POSTAL CODE 77030

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS jeneice.matthews@va.gov

EMAIL DESCRIPTION 36C25624Q0045 RFQ Fluid Milk and Dairy Products mailto:jeneice.matthews@va.gov

DESCRIPTION

36C25624Q0045 – Fluid Milk and Dairy Products at Michael E. DeBakey VA Medical Center (MEDVAMC) located in Houston, Texas.

1. This is a combined synopsis/solicitation (CSS) for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6 Streamlined Procedures for Evaluation and Solicitation for Commercial Items, in conjunction with FAR Part 13.5, Simplified Acquisition Procedures for Certain 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.

2. The CSS number is 36C25624Q0045. It is issued as a Request for Quote (RFQ). The government anticipates awarding one Firm-Fixed Price contract resulting from this solicitation.

3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-05 (effective: 09/07/2023).

4. This solicitation is issued as Full and Open Competition.

5. The associated North American Industrial Classification System (NAICS) code for this procurement is 311511-Fluid Milk Manufacturing, with a small business size standard of 1,000 employees. The FSC/PSC is 8910-Dairy Foods and Eggs.

6. The VA (Department of Veterans Affairs), Michael E. DeBakey VA Medical Center, 2002 Holcombe Boulevard, Houston, Texas 77030 is requesting to purchase Fluid Milk and Dairy Products for a base of 1 (one) year with 4 (four) additional, 1 year options exercisable at the government’s discretion.

7. A complete description of the requirement and/or applicable government need(s) are as follows: See attached 36C25624Q0045.

Contracting Office:

Department of Veteran Affairs Network Contracting Office (NCO)-16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston, TX 77056

Contract Specialist:

Jeneice Matthews POC: jeneice.matthews@va.gov

Quotes in response to this RFQ are due at 12:00 PM Central Standard Time, October 25, 2023. Quotes shall be submitted in writing and sent via email to jeneice.matthews@va.gov .

Please insert “Solicitation 36C25624Q0045 Quote” in the subject line of your email.

Please contact Jeneice Matthews for technical questions or other inquiries about this solicitation via email at jeneice.matthews@va.gov by 12:00p.m. Central Standard Time on October 24, 2023. If questions are received, an amendment to this request for quote will be posted with all questions and answers.

mailto:jeneice.matthews@va.gov

36C25624Q0045

All interested companies shall provide quotations for the following:

Supplies/Services

PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 Base Year Milk, Group I, Type A (Whole), 1/2 pint carton

52,000.00 EA

Contract Period: Base POP Begin: 12-01-2023 POP End: 11-30-2024 PRINCIPAL NAICS CODE: 311511 - Fluid Milk Manufacturing PRODUCT/SERVICE CODE: 8910 - Dairy Foods and Eggs

0002 Base Year Milk, Group I, Type A (Whole) Flavor B Chocolate, 1/2 pint carton

20,800.00 EA

POP Begin: 12-01-2023 POP End: 11-30-2024

0003 Base Year Milk, Group I, Type B (Reduced Fat) 2%, 1/2 pint carton

104,000.00 EA

POP Begin: 12-01-2023 POP End: 11-30-2024

0004 Base Year Milk, Group I, Type D (Skim), 1/2 pint carton

169,000.00 EA

POP Begin: 12-01-2023 POP End: 11-30-2024

0005 Base Year Cottage Cheese, Group A (Cultured), Low fat, 5 lb.

260.00 EA

0006 Base Year Sour Cream, Regular or Reduced Fat, 5 lb.

416.00 EA

POP Begin: 12-01-2023 POP End: 11-30-2024

0007 Base Year

(Reduced Fat) 2%, 1 Gallon container

200.00 EA

POP Begin: 12-01-2023 POP End: 11-30-2024

Base Year Total Amount:

1001 Order Year 1

(Whole), 1/2 pint carton

Contract Period: Option 1 POP Begin: 12-01-2024 POP End: 11-30-2025

1002 Order Year 1

(Whole) Flavor B Chocolate, 1/2 pint carton

POP Begin: 12-01-2024 POP End: 11-30-2025

1003 Order Year 1

(Reduced Fat) 2%, 1/2 pint carton

POP Begin: 12-01-2024 POP End: 11-30-2025

1004 Order Year 1

(Skim), 1/2 pint carton

Contract Period: Option 1 POP Begin: 12-01-2024 POP End: 11-30-2025

1005 Order Year 1

A (Cultured), Low fat, 5 lb.

POP Begin: 12-01-2024 POP End: 11-30-2025

1006 Order Year 1 Sour Cream, Regular or Reduced Fat, 5 lb

POP Begin: 12-01-2024 POP End: 11-30-2025

1007 Order Year 1

(Reduced Fat) 2%, 1 Gallon container

POP Begin: 12-01-2024 POP End: 11-30-2025

Order Year One (1) Total Amount:

2001 Order Year 2

(Whole), 1/2 pint carton

Contract Period: Option 2 POP Begin: 12-01-2025 POP End: 11-30-2026

2002 Order Year 2

(Whole) Flavor B Chocolate, 1/2 pint carton

POP Begin: 12-01-2025 POP End: 11-30-2026

2003 Order Year 2

(Reduced Fat) 2%, 1/2 pint carton

POP Begin: 12-01-2025 POP End: 11-30-2026

2004 Order Year 2

(Skim), 1/2 pint carton

POP Begin: 12-01-2025 POP End: 11-30-2026

2005 Order Year 2

A (Cultured), Low fat, 5 lb.

POP Begin: 12-01-2025 POP End: 11-30-2026

2006 Order Year 2

Reduced Fat, 5 lb.

POP Begin: 12-01-2025 POP End: 11-30-2026

2007 Order Year 2

(Reduced Fat) 2%, 1 Gallon container

POP Begin: 12-01-2025 POP End: 11-30-2026

Order Year Two (2) Total Amount:

3001 Order Year 3 Milk, Group I, Type A (Whole), 1/2 pint carton

Contract Period: Option 3 POP Begin: 12-01-2026 POP End: 11-30-2027

3002 Order Year 3

(Whole) Flavor B Chocolate, 1/2 pint carton

POP Begin: 12-01-2026 POP End: 11-30-2027

3003 Order Year 3

(Reduced Fat) 2%, 1/2 pint carton

POP Begin: 12-01-2026 POP End: 11-30-2027

3004 Order Year 3

(Skim), 1/2 pint carton

POP Begin: 12-01-2026 POP End: 11-30-2027

3005 Order Year 3

A (Cultured), Low fat, 5 lb.

POP Begin: 12-01-2026 POP End: 11-30-2027

3006 Order Year 3

Reduced Fat, 5 lb.

POP Begin: 12-01-2026 POP End: 11-30-2027

3007 Order Year 3

(Reduced Fat) 2%, 1 Gallon container

POP Begin: 12-01-2026 POP End: 11-30-2027

Order Year Three (3) Total Amount:

4001 Order Year 4

(Whole), 1/2 pint carton

Contract Period: Option 4 POP Begin: 12-01-2027 POP End: 11-30-2028

4002 Order Year 4

(Whole) Flavor B Chocolate, 1/2 pint carton

POP Begin: 12-01-2027 POP End: 11-30-2028

4003 Order Year 4

(Reduced Fat) 2%, 1/2 pint carton

POP Begin: 12-01-2027 POP End: 11-30-2028

4004 Order Year 4

(Skim), 1/2 pint carton

POP Begin: 12-01-2027 POP End: 11-30-2028

4005 Order Year 4 Cottage Cheese, Group A (Cultured), Low fat, 5 lb.

POP Begin: 12-01-2027 POP End: 11-30-2028

4006 Order Year 4

Reduced Fat, 5 lb.

POP Begin: 12-01-2027 POP End: 11-30-2028

4007 Order Year 4

(Reduced Fat) 2%, 1 Gallon container

POP Begin: 12-01-2027 POP End: 11-30-2028

Order Year Four (4) Total Amount:

GRAND TOTAL

DELIVERY SCHEDULE

*** FOB Destination. All shipping charges must be included in price of items. ***

ITEM NUMBER DELIVERY DATE

0001-

SHIP TO: Michael E. DeBakey VA Medical Center ATTN: Warehouse, Building 100 2002 Holcombe Blvd.

Houston, TX 77030

USA

December 1, 2023 - November 30, 2024

1001-

SHIP TO: Michael E. DeBakey VA Medical Center ATTN: Warehouse, Building 100 2002 Holcombe Blvd.

December 1, 2024 - November 30, 2025

2001-

SHIP TO: Michael E. DeBakey VA Medical Center ATTN: Warehouse, Building 100 2002 Holcombe Blvd.

December 1, 2025 - November 30, 2026

3001-

SHIP TO: Michael E. DeBakey VA Medical Center ATTN: Warehouse, Building 100 2002 Holcombe Blvd.

December 1, 2026 - November 30, 2027

4001-

SHIP TO: Michael E. DeBakey VA Medical Center ATTN: Warehouse, Building 100 2002 Holcombe Blvd.

December 1, 2027 - November 30, 2028

DELIVERY ***The Michael E. DeBakey VA Medical Center reserves the right to change the delivery schedule at any time. Written notice will be sent to vendor electronically no later than 3 days before a change in the delivery schedule is needed. ***

STATEMENT OF WORK

GENERAL INFORMATION

The Michael E. DeBakey VA Medical Center (MEDVAMC) located at 2002 Holcombe Boulevard, Houston, Texas 70030 is requesting delivery of Fluid Milk and Dairy Products for Nutrition and Food Service (N&FS).

DESCRIPTION OF WORK

The Contractor shall provide all necessary labor, materials, equipment, personnel, and supervision necessary to produce and deliver Fluid Milk and Dairy products for MEDVAMC. This is for a base order of 1 (one) year, with 4 (four) additional, 1-year options to be exercised at the Government discretion. Note: The Contractor shall provide MEDVAMC a 1 month lead time before start of the contract to allow MEDVAMC time to inform the prime vendor (back up dairy source) that MEDVAMC will be transitioning to a dairy vendor and not requiring dairy from the prime vendor.

PLACE OF PERFORMANCE:

Michael E. DeBakey VA Medical Center, 2002 Holcombe Boulevard, Houston, Texas 70030

PERIOD OF PERFORMANCE:

Base Year: December 1, 2023 – November 30, 2024 Option Year 1: December 1, 2024 - November 30, 2025 Option Year 2: December 1, 2025 - November 30, 2026 Option Year 3: December 1, 2026 - November 30, 2027 Option Year 4: December 1, 2027 - November 30, 2028

NON-PERSONNEL SERVICES: The parties agree that the Contractor personnel working under this purchase order shall not be considered VA employees and shall be considered personnel of the Contractor.

CONTRACTOR QUALIFICATIONS:

The Contractor shall be certified by the American Institute of Baking (AIB) International Department of Food Safety/ Hygiene or by any agency of the Federal Government.

The Contractor shall submit with technical quote a valid certificate by the AIB International Department of Food Safety/ Hygiene or by any agency of the Federal Government for an acceptable inspection. Failure to submit a valid certificate with technical quote by close of the solicitation due date shall result in Contractor’s technical quote as technically unacceptable.

EQUIPMENT SCHEDULE: Quantities are estimated and are not guaranteed. Actual quantities ordered may be greater than or less than those listed.

Base Year (December 1, 2023 – November 30, 2024) Item # Description- Qty

001 Milk, Group I, Type A (Whole), 1/2 pint carton 52000 002 Milk, Group I, Type A (Whole) Flavor B Chocolate, 1/2 pint carton 20800 003 Milk, Group I, Type B (Reduced Fat) 2%, 1/2 pint carton 104000 004 Milk, Group I, Type D (Skim), 1/2 pint carton 169000 005 Cottage Cheese, Group A (Cultured), Low fat, 5 lb. 260 006 Sour Cream, Regular or Reduced Fat, 5 lb. 416 007 Milk, Group I, Type B (Reduced Fat) 2%, 1 Gallon container 200

Option Year 1 (December 1, 2024 – November 30, 2025) Item # Description - Qty

001 Milk, Group I, Type A (Whole), 1/2 pint carton 52000 002 Milk, Group I, Type A (Whole) Flavor B Chocolate, 1/2 pint carton 20800 003 Milk, Group I, Type B (Reduced Fat) 2%, 1/2 pint carton 104000 004 Milk, Group I, Type D (Skim), 1/2 pint carton 169000 005 Cottage Cheese, Group A (Cultured), Low fat, 5 lb. 260

Option Year 2 (December 1, 2025 – November 30, 2026) Item # Description- Qty 001 Milk, Group I, Type A (Whole), 1/2 pint carton 52000 002 Milk, Group I, Type A (Whole) Flavor B Chocolate, 1/2 pint carton 20800 003 Milk, Group I, Type B (Reduced Fat) 2%, 1/2 pint carton 104000 004 Milk, Group I, Type D (Skim), 1/2 pint carton 169000 005 Cottage Cheese, Group A (Cultured), Low fat, 5 lb. 260

Option Year 3 (December 1, 2026 – November 30, 2027)

001 Milk, Group I, Type A (Whole), 1/2 pint carton 52000 002 Milk, Group I, Type A (Whole) Flavor B Chocolate, 1/2 pint carton 20800 003 Milk, Group I, Type B (Reduced Fat) 2%, 1/2 pint carton 104000 004 Milk, Group I, Type D (Skim), 1/2 pint carton 169000 005 Cottage Cheese, Group A (Cultured), Low fat, 5 lb. 260

Option Year 4 (December 1, 2027 – November 30, 2028)

001 Milk, Group I, Type A (Whole), 1/2 pint carton 52000 002 Milk, Group I, Type A (Whole) Flavor B Chocolate, 1/2 pint carton 20800 003 Milk, Group I, Type B (Reduced Fat) 2%, 1/2 pint carton 104000 004 Milk, Group I, Type D (Skim), 1/2 pint carton 169000 005 Cottage Cheese, Group A (Cultured), Low fat, 5 lb. 260

SUMMARY OF WORK REQUIREMENTS

ORDERING: All orders will be placed by the designated VA Contracting Officer’s Representative (COR) / VA Point of Contact (POC) on an as needed basis for delivery up to 4 (four) times a week.

Quantities represent the quantities estimated to be ordered over the active delivery period. Actual quantities ordered may vary among line items. Orders may be placed by phone, fax, mail, vendor website or electronic data interchange (EDI). The Contractor shall not substitute any items and shall not increase or decrease quantities ordered without prior approval from the VA POC. Removal of outdated milk and credit for this milk to be provided by vendor each delivery day.

For tracking purposes, the VA POC shall document all verbal orders with the following minimum information:

a) Contract Number and purchase order number

b) Date and Time of Order Placement

c) Name of Contractor Ordering Clerk

DELIVERY LOCATION: The Contractor shall deliver items to the Michael E. DeBakey VA Medical Center, ATTN: Warehouse Building 100, 2002 Holcombe Boulevard, Houston, TX 70030.

DELIVERY SCHEDULE: The Contractor shall deliver up to 4 times a week, Monday through Saturday, between the hours of 5:30a.m. and 9:30a.m. Central Standard Time. The Contractor delivery of items shall be confirmed and signed by the designated VA POC. The Contractor shall not deliver products on Federal holidays even if the holiday falls on a weekend.

The Contractor shall check MEDVAMC NFS stock of Fluid Milk and Dairy Products on shelf at MEDVAMC for necessary adjustment to prevent too much or too little stock at MEDVAMC.

The Contractor shall deliver Fluid Milk and Dairy Products in the cooler and rotating stock to prevent products from becoming outdated.

HOURS OF COVERAGE: All work shall be conducted Monday through Saturday between 5:30a.m. and 9:30a.m., Central Standard Time excluding Federal holidays and unless other times are arranged in advance and approved in writing by the delegated VA POC. If the designated VA POC is not present, the Contractor shall contact the alternate VA POC. The government also observes Executive Orders, President’s Proclamation, and days designated by Federal Statute.

The government hereby provides notice, and the Contractor hereby acknowledges receipt that government personnel observe the listed days as holidays:

New Year’ Day January 01 Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Day Third Monday in June Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. government agencies, and any other day specifically declared by the President of the United States.

In addition to the days designated as holidays, the government observes the following days: Any other day designated by Federal Statute. Any other day designated by Executive Order. Any other day designated by the President’s Proclamation.

It is understood and agreed between the government and the Contractor that observance of such days by the government personnel shall not otherwise be a reason for an additional period of performance, or entitlement of compensation. In the event the Contractor’s personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation shall be reimbursed either as a direct or indirect cost, other than Contractor normal compensation for the time worked.

Natural Disasters/Hurricanes/Emergencies: The Contractor shall deliver to the VA at all times, inclusive of hurricane, disasters, and/or any other emergency condition. The MEDVAMC may place a special order in preparation for, or in response to, a disaster or emergency situation, including but not limited to a hurricane.

For anticipatory situations, MEDVAMC will place order(s) 24 hours or less in advance to the Contractor. In an emergency, the MEDVAMC will notify the Contractor 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 orders. The Contractor shall provide the designated VA POC with Contractor designated point of contact and contact information for emergency orders.

The following laws, regulations, policies, and procedures, including all subsequent changes or updates apply:

FAR Federal Acquisition Regulation VAAR Veterans Administration Acquisition Regulation Standards All applicable Federal, State, Local and Industry: Laws, Policies and Standards as applicable to the proper performance afore and hereafter described.

GLOSSARY:

CO Contracting Officer CDR Contract Deficiency Report FDA U.S. Food and Drug Administration MEDVAMC Michael E. DeBakey VA Medical Center OEM Original Equipment Manufacturer OSHA Occupational Safety and Health Administration USDA U.S. Department of Agriculture The Joint Commission Business Day: A business day includes the entire 24-hour period ending at midnight, and a notice required by the regulation is effective even if given outside normal business hours.

CONTRACTOR DELIVERY PERSONNEL: The Contractor personnel are required to wear distinctive clothing bearing the name of the Contractor and by wearing badges bearing the Contractor’s name, employee picture, and the employee’s name in English, and proper hair restraints.

PACKING LIST: The Contractor shall include a packing list with all deliveries/shipments made under this purchase order. The packing list shall include the following as a minimum: Contractor's name and address, VA Purchase Order Number; the Michael E. DeBakey VA Medical Center Nutrition & Food Services, the items shipped, and quantity.

INSPECTION AND ACCEPTANCE: The Government reserves the right to inspect delivered goods for compliance of specifications, quality, and condition of the product, including but not limited to, correct products, quantities, proper packing, and damaged goods. Items rejected all or in part shall be removed from the premises within 48 hours of notification of rejection.

Any items determined unacceptable will be refused with full credit and replacement due at the discretion of the Government. Replacement of rejected products shall be delivered the same day no later than 3:00 p.m., unless otherwise specified by the designated VA POC.

The Contractor shall be responsible for delivery to the appropriate location(s) specified by the delivery schedule or VA POC. The Contractor shall provide the necessary means to accomplish such delivery to include but not limited to a hand truck, dolly, and cart. The Government assumes no obligation to provide or make available to the Contractor, any such means required for such delivery, nor shall the Government be required to accept shipment should the Contractor be unable to make delivery as required.

FRESHNESS/ PASTERUIZATION REQUIREMENT FOR DAIRY PRODUCTS: Fluid dairy products and other dairy products shall have sufficient remaining shelf life commensurate with good commercial practices and at a minimum:

a. Milk shall be delivered within a reasonable industry standard time after pasteurization and have a minimum of 14 days prior to the expiration date and within 72 hours after pasteurization.

b. Buttermilk shall be delivered with a minimum of 12 days shelf life after date of delivery.

c. Cottage cheese, sour cream, cultured, normal shelf life shall be delivered within 4 days after date of packaging. Cottage cheese cultured or acidified, extended shelf life, shall be delivered within 5 days after date of packaging. Cottage cheese, culture or acidified, extended shelf life, shall be delivered a minimum of 14 days prior to the expiration date.

d. Sour cream shall be delivered within 7 days after pasteurization.

All fluid milk and milk products shall be pasteurized at a temperature of not less than 72°C (161°F) for a period of time of not less than 15 seconds or at a temperature of not less than 63°C (145°F) for a period of time of not less than 30 minutes in properly designed and operated equipment or for a time and at a temperature equivalent thereto for microbial destruction. If fluid milk or milk products contain added sweeteners, the specified temperature shall be increased by 2.8°C (5°F). Pasteurization shall be in accordance with general provisions (21 CFR §131.3). The fluid milk and milk products shall be homogenized. This requirement is in accordance with the CID Specification # A-A-20338, dated October 31, 2001. All milk and milk product items furnished under this purchase order shall be fresh and of the highest quality.

REFRIGERATION, FROZEN PRODUCTS, AND DRY STORAGE REQUIREMENTS:

a) Items requiring “protection from heat” shall be transported and stored at temperature below 70 degrees Fahrenheit.

b) Carrier equipment for straight loads of “Chilled” products will be required to be pre- cooled to a minimum temperature of 35 degrees Fahrenheit and a maximum temperature of 41 degrees Fahrenheit and shall be capable of maintaining temperature within that range to destination.

c) Carrier equipment for straight load of “Frozen” products will be pre-cooled to 10 degrees Fahrenheit, or lower before loading, and capable of maintaining 0 degrees Fahrenheit or lower to destination. Product should be loaded in carrier’s equipment as promptly as possible to minimize product temperature rise. At destination, the product shall be hard frozen and show no signs of defrosting. Temperature of the product shall not be above 0 degrees Fahrenheit. Frozen products will be wrapped in polyurethane wrapping.

d) Carrier equipment for straight load of “Frozen and Chilled” products will be required to be pre-cooled to a minimum temperature of 35 degrees Fahrenheit and a maximum temperature of 41 degrees Fahrenheit and shall be capable of maintaining temperatures within that range to destination. The frozen products in the load shall be completely segregated by installing effective barrier(s) at the time of loading in order to prevent product damage.

SPECIFICATIONS AND STANDARDS: The Contractor delivered goods shall meet the specification as listed in the Price/Cost Schedule, Statement of Work, and comply with applicable Federal and State mandatory requirements, regulations relating to the preparation, packaging, labeling, storage, distribution, and sales of the products with the commercial marketplace. The Contractor delivered goods to MEDVAMC shall conform to the provisions of the Federal Food, Drug and Cosmetic Act and regulations, promulgated hereunder. All products shall conform to the standards set forth by the United States Department of Agriculture (USDA).

The Contractor shall be responsible for clean and free from rust, visible soil, or other potential contaminant on racks, carts, crates, and bins that are left at MEDVAMC.

US PUBLIC HEALTH SERVICE (USPHS) RATING: All raw milk for pasteurization, condensed and dried milk, finished products and the plant in which the products are processed shall comply with 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 shall do all testing.

The Contractor shall have obtained and maintain USPHS pasteurized milk rating of 90% or higher within the last two (2) year period and shall retain such status throughout the term of the purchase order. The Contractor shall provide a current USPHS rating to the VA POC upon request annually. A copy of the current USPHS rating shall be submitted with Contractor technical quote by the closing of the solicitation due date. Failure to maintain USPHS rating of 90% or higher is grounds for immediate contract termination.

Contractor's Certification. 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 purchase order.

PRODUCT AVAILABILITY: Should any product under this purchase order become unavailable or available on a limited basis, either temporarily or permanently, the Contractor shall provide the Government with sufficient notification thereof, offering possible substitutions and/or alternative sources, to afford the Government adequate opportunity to approve or reject offered substitution and/or make other procurement arrangements. Alternate Items. Items not listed in this Statement of Work and Price/Cost Schedule (alternate items) will only be considered if an acceptable quote on required items are not available. The Contractor shall clearly identify any items that are not exact and specify the exceptions which differ from the required item.

PROCUREMENT FROM ANOTHER SOURCE: The Contracting Officer shall make every effort to ensure that offered substitutions are given fair and reasonable consideration and that procurement from an alternate source is made only if necessary. If procurement from an alternate source is required due to the Contractor’s fault, the Contractor is responsible for any price difference and any other additional charges.

SOURCE OF MANUFACTURER

The Contractor shall provide items originated from a sanitarily approved source. The Contractor shall submit with technical quote a) the name and address of supplier and b) the source of manufacture. Failure to submit name of supplier and the source of manufacture with technical quote by the close of the solicitation due date shall result in Contractor’s technical quote as technically unacceptable.

The Contractor shall identify the supplier and source of manufacture on the primary container or in the accompanying shipping documents. The identification on the primary container shall 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.

CONTRACTOR LICENSE, PERMITS AND FACILITIES: The Contractor shall obtain all necessary licenses and/or permits required to perform under this purchase order. The Government may, prior to contract award or at any time during the term of the contract, inspect the Contractor’s plan, personnel, equipment, processes, and protective containers to determine compliance with State and Federal sanitary requirements.

LABORATORY REPORTS: Upon request the Contractor shall provide the VA POC with copies of laboratory reports prepared by an official of a Federal, State, or County laboratory and shall include chemical and bacteriological examination results and certification that adequate public health controls are in effect at the plant being observed. The Coliform Count and Plant Count on applicable items shall not exceed the maximum allowed by the County and/or State Health Department in more than one (1) sample in each series of four (4), each sample to be taken on separate days.

MANUFACTURING STANDARDS/ PRODUCT QUALITY

Fortification a.The finished milk types A, E, I and M shall contain a level of 400 International Units (IU) of vitamin D per 946 mL (1 quart).

b.Types B, C, D, F, G, H, J, K, L, N, O, and P shall be fortified with vitamins D and A so the finished fluid milk contains at least 400 IU of vitamin D and 2,000 IU of vitamin A per 946 mL (1 quart).

c.Types B, C, D, F, G, H, J, K, L, N, O, and P shall be nutritionally equivalent to the fluid milk or milk products that were modified by milkfat reduction. These types are required to return at the level of these nutrients to their respective levels and make them equivalent to the fluid milk or milk products that was milkfat modified.

Physical Hazards: Fluid milk and milk products shall be clean, sound, wholesome, and be free from foreign material such as, but not limited to, dirt, insect parts, hair, wood, glass, or metal.

Mold: Fresh or frozen milk shall include mold inhibitors of proper levels as allowed by the Federal Food, Drug and Cosmetic Act.

Odors: All types of fluid milk and milk products shall be free from all undesirable and objectionable flavors and have a pleasingly sweet distinctive individual characteristic flavor.

Chocolate Flavoring:

a.The chocolate flavoring shall be derived from cacao products meeting 21 CFR Part 163 - Cacao Products regulations.

b.The flavoring products shall have a pleasingly sweet distinctive chocolate flavor free from objectionable flavors.

Color: All types of fluid milk and milk products shall be uniformly colored throughout and characterize the type and/or flavor it represents.

Consistency:

a.The body of fluid milk and milk product types A through H shall be smooth with an acceptable mouth feel.

b.They shall not be slimy, ropy, or show evidence of wheying-off or floating fat particles.

c.The body of acidified and cultured buttermilk types I through P shall be smooth, uniform, and of medium consistency.

d.They shall be free from undesirable gas formation, wheying-off, and practically free from entrapped air.

PACKAGING, PACKING and LABELING:

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 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).

NOTE: 1/2 pint Containers — Acceptable packaging = 1/2 PT Cardboard Containers measuring 4-1/2" x 2-1/3" OR 1/2 PT Cardboard Containers measuring 2-7/8" x 3"

All products furnished shall be prepared, processed and packed under sanitary conditions and in 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 sealed to provide adequate protection from dirt, filth, and all other contamination. All items shall be maintained at temperatures necessary for the preservation of the product according to the standards established by the Food & Drug Administration (FDA).

Open coded expiration dates shall be legible on each product. All dairy items shall have a minimum expiration date of fourteen (14) days after delivery. Failure to comply with this requirement shall render VA POC to document a contract deficiency report (CDR) for Contractor nonconforming supplies/services.

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.

ENVIRONMENTAL STANDARDS

If applicable, in the event the Contractor manufacturer provide company brand milk products, the Contractor shall utilize recycled materials for containers and meet the FDA sanitary standards for the specified commodity. The Contractor shall list recycled materials for containers that meet the FDA sanitary standards for the specified commodity.

METRIC PRODUCTS

Products manufactured to metric dimensions shall be considered on an equal basis with those manufactured using inch/pound units, providing products fall within the tolerances specified using conversion tables contained in the latest revision of Federal Standard No. 376B and all other requirements of this purchase order are met. If a product is manufactured to metric dimensions and those dimensions exceed the tolerances specified in the inch/pound units, the Contractor shall submit a request to the designated VA POC to determine if the product is acceptable. The designated VA POC will accept or reject the product.

QUALITY MANAGEMENT: The Government further reserves the right to enter and inspect any vehicle used to deliver goods for, but not limited to, compliance of sanitation conditions, proper refrigeration, and proper cargo area temperature. Such inspection shall be made on a random basis upon delivery.

SAFETY: Safety precautions shall include, but are not limited to the following requirements:

a) OSHA (Occupational Safety and Health Act)

b) Fair Packaging and Labeling Act

c) Applicable State and Local Safety Operation Procedures

d) VA Safety Practices and Policies, VAMC standard operating procedures, and any other Federal, State, and Local regulations pertaining to the supplies listed for this contract.

e) JCAHO (The Joint Commission, formerly, Joint Commission Accreditation of Healthcare Organizations)

INFORMATION SECURITY The C&A requirements do not apply, and a Security Accreditation Package is not required.

PARKING: It is the responsibility of the Contractor personnel to park at the appropriate designated parking areas. The government does not validate or make reimbursement for parking violations of the Contractor personnel under any circumstance. The Contractor is responsible for Contractor vehicle ensuring while on MEDVAMC premises, Contractor vehicle shall be locked, and the keys removed when not in Contractor use.

This safety measure is intended to protect the Contractor’s property as well as the safety of Veteran patients and VA personnel at MEDVAMC. Contractor vehicles shall be turned off once parked in the tunnel for deliveries.

INVOICING / BILLING REQUIREMENTS: The Contractor shall submit requests for payment electronically to the VA’s Tungsten Network (https://www.fsc.va.gov/einvoice.asp). Payment will be made after receipt of proper invoice and delivery has been verified by the VA POC. Payment will be made on all invoice(s) thirty (30) days in arrears by the 5th day of the next month. No advance payments will be authorized. Invoices will be returned when documentation is missing, inaccurate or incomplete. Invoices shall be properly prepared in accordance with FAR (Federal Acquisition Regulation) 52.212-4. Invoices shall include, at a minimum, the following information:

a) Company Name, Address, and telephone number

b) Invoice Date and Number

c) PO (Purchase Order) number and Task Order Number (if applicable);

d) Line-Item Number

e) Description, quantity, unit of measure, unit price and extended price of the items delivered;

f) Shipping/Delivery number and date of delivery/shipment

g) Name and Title of Contact to notify in event of defective invoice.

The Contractor shall contact the VA POC and CO (Contracting Officer) if they do not receive payment within 45 calendar days of submission of a proper invoice. The Contractor shall address the VA POC for any questions regarding the delivery of supplies. The VA POC will be responsible to cross reference all shipping/packing slips against invoices submitted for payment for accuracy. The CO will contact the Contractor for resolution for any discrepancies.

CHANGES TO THE STATEMENT OF WORK (SOW): Any changes to the SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in the contract file along with all other products of the work. Price/cost incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor. During the term of this contract, medical supplies may be added or deleted from this contract. Any such change shall be reflected in a written modification to this contract signed by the Contractor and the Contracting Officer.

END OF SOW

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. ADDENDUM FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services (NOV 2021)” Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available.

INSTRUCTION TO OFFERORS:

This acquisition is being procured for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information in FAR Part 13, Simplified Acquisition Procedures.

This solicitation is issued as Full and Open Competition, and it includes all contract line item number(s) being requested in this solicitation. The government intends to solicit this requirement and award a subsequent contract without discussions or negotiations.

Offerors are encouraged to provide their best offer initially because the opportunity to enter into discussions or to provide a better offer at a later time will not be possible. The government will award a contract on the basis of Lowest Priced Technically Acceptable (LPTA).

Quotation shall be received no later than 12:00p.m. Central Standard Time on October 25, 2023. Quote shall be submitted electronically through email addressed to Jeneice Matthews, Contract Specialist at jeneice.matthews@va.gov .

Technical questions shall be accepted by the Government in writing via email only no later than 12:00p.m. Central Standard Time, October 24, 2023. Please list “Technical Questions – 36C25624Q0045 –Fluid Milk and Dairy” in the subject line of the e-mail and send to Jeneice Matthews jeneice.matthews@va.gov . Please include in your questions the section of the solicitation and page number that your question is referencing.

SUBMISSION OF QUOTE INSTRUCTIONS:

Offeror shall complete and submit the following:

a. The Contractor shall provide the name, title, address, email address and telephone number of the company/division point of contact regarding business decisions made with respect to the quote and who can contractually obligate the company. The quoter shall identify those individuals authorized to negotiate with the government. The quoter must enter, in the block with its name and address on the cover page of its quote, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the quoters name and address.

b. The Contractor shall submit a price for all Contract Line-Item Number (CLIN) of the solicitation.

c. Provide all CLIN items listed in this solicitation that are annotated in Price/Cost Schedule. See FAR Clause 52.212-2 Addendum for basis for award. The price quote shall be legible, specific, and complete in every detail. Note: Pricing shall be all inclusive, for example, shipping cost/price must be rolled into the line item of the product and not separated as a separate line item.

http://acquisition.gov/comp/far/index.html

d. For the purpose of evaluation of technical acceptability, the Offeror shall submit a Technical Volume with technical quote.

e. The Offeror must complete and return the Price/Cost Schedule.

f. The Offeror must complete and return the Provisions at 52.204-24, 52.212-3(b)(2) (insert “NONE” in this fill-in if there are no exceptions), and 52.212-3(v)(2).

g. The Offeror must submit two (2) references, VA, and/or private sector which can validate past experience within the last 3 (three) years.

h. Offeror(s) shall include place of manufacture with their technical quote (include US city, state and ZIP+4; or foreign country) Failure to provide this information may render your quote ineligible for award.

Note: The VA does not accept gray market item. Gray market items also known as a parallel market, is the trade of a commodity through distribution channels which, while legal, are unofficial, unauthorized, or unintended by the original manufacture.

Unique entity identifier (UEI). Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the solicitation requires the contractor to be registered in the System for Award Management (SAM).) The quoter must enter, in the block with its name and address on the cover page of its quote, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the quoters name and address. The quoter also must enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the UEI. The suffix is assigned at the discretion of the quoter to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the quoter does not have a UEI, it should contact the entity designated at www.sam.gov for UEI establishment directly to obtain one. The quoter should indicate that it is a quoter for a Government contract when contacting the entity designated at www.sam.gov for establishing the UEI.

The Contractor shall be registered in www.sam.gov to receive government contracts to be considered for award.

The Contractor’s past performance history will be evaluated by the government for the purpose of a responsibility determination.

All quotes shall remain valid for 90 calendar days.

Quoter(s) may, at the discretion of the government, be asked to provide information for clarification purposes regarding their quote. Requests for clarification of information does not constitute discussions. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ). The quoter(s) shall be held responsible for the validity of all information supplied in his/her quote, including information provided by potential subcontractors. Should subsequent investigation disclose that the fact and conditions were not as stated, the quote may be rejected and received no further consideration.

An offer shall be considered complete if it includes the technical capability, as specified in the Statement of Work, price quote and required documentation in accordance with instructions provided herein.

Late quotes or documentation will not be accepted.

Failure to submit a complete offer may result in a non-responsive determination.

The following solicitation provisions apply to this acquisition:

• FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

• FAR 52.204-6 UNIQUE ENTITY IDENTIFIER (OCT 2016)

• FAR 52.204-7 SYSTEM FOR AWARD MANAGEMENT (OCT 2018)

• FAR 52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING (AUG 2020)

• FAR 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO

SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

• FAR 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

• FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (MAR 2023)

• FAR 52.216-1 TYPE OF CONTRACT (APR 1984)

• FAR 52.229-11 TAX ON CERTAIN FOREIGN PROCUREMENTS—NOTICE AND REPRESENTATION

(JUN 2020)

• FAR 52.233-2 SERVICE OF PROTEST (SEP 2006)

• VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-OWNED SMALL

BUSINESS EVALUATION FACTORS (OCT 2019)

• VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (OCT 2018)

• VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

• VAAR 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY ACCESSIBILITY

NOTICE (FEB 2023)

2. ADDENDUM FAR 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2021)

(a) This solicitation is issued under Simplified Acquisition Procedures in accordance with FAR subpart 12.6 Streamlined Procedures for Evaluation and Solicitation for Commercial Items. This solicitation is to establish a Firm-Fixed Price contract. The Government will award a contract resulting from this solicitation on the basis of lowest price, technically acceptable (LPTA) to the responsive and responsible quoter whose quote, conforms to the solicitation. All quoters must have a current registration in the System for Award Management to be considered for award.

Since this solicitation is LPTA the government will begin by reviewing the lowest priced quote first and if the government determines that this quote is technically acceptable, no other quotes will be reviewed. This quote will have been deemed technically acceptable with the lowest price, so for this reason the award will be made based on FAR guidance.

If no offer is technically acceptable the government will make a determination to re-solicit.

Technical tradeoff will not be made, and no additional credit will be given for exceeding the minimum requirements. In the event an offeror’s quote is determined to be technically unacceptable for any of these factors, the entire quote will be considered technically unacceptable and the quote will be ineligible for award.

Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall result in the Contractor’s quote technically unacceptable. In addition, the government intends to award without discussions.

The government reserves the right to request clarifications.

Past Performance: The government will review past performance for responsibility determination purposes only. The government will review government systems such as Contractor Performance assessment Reporting System (CPARS), Federal Awardee Performance and Integrity Information System (FAPIIS), Past Performance Information Retrieval System (PPIRS) and other government systems. Offerors with no relevant past performance history will not be evaluated favorably or unfavorably.

The following are the decision factors:

1. Technical

2. Delivery Schedule

3. Price

The Contractor shall be registered in www.sam.gov to receive government contracts to be considered for award.

To receive credit as a SDVOSB (Service-Disabled Veteran Owned Small Business or VOSB (Veteran Owned Small Business) vendor must be certified in SBA VetCert (Veteran Small Business Certification) by the closing date of the solicitation and prior to award.

The Government will determine the merits of each offer on the basis of (1) its acceptability, and (2) its price reasonableness.

1. Technical –

A. Acceptability: An offer is acceptable when quote clearly evidences the Offeror’s compliance, without exception, to meet the minimum requirements set forth herein the Statement of Work and in this solicitation. The Contractor may include any other information that is deemed necessary.

The Contractor shall provide a written statement to demonstrate the Contractor will provide exact items or equivalent to meet specifications, standards, salient physical, functional, and performance characteristics of the offered product(s), manufacturer sales literature or other product literature which clearly documents that the offered product(s) meet or exceed all of the requirements as specified in the Statement of Work and solicitation.

The Contractor written statement must describe each point and must provide enough detail to determine minimum qualifications.

Your technical quote shall address whether you are subcontracting this effort or performing as the prime, your approach as to how you will accomplish the requirements of the Statement of Work, technical capability/expertise, manpower, schedule, and resources available to provide these services. Failure to provide this information may render your quote technically unacceptable.

B. CONTRACTOR QUALIFICATIONS:

The Contractor shall be certified by the American Institute of Baking (AIB) International Department of Food Safety/ Hygiene or by any agency of the Federal Government.

The Contractor shall submit with technical quote a valid certificate by the AIB International Department of Food Safety/ Hygiene or by any agency of the Federal Government for an acceptable inspection.

Failure to submit a valid certificate with technical quote by close of the solicitation due date shall result in Contractor’s technical quote as technically unacceptable.

Source of Manufacturer

i. The Contractor shall provide items originated from a sanitarily approved source.

http://www.sam.gov/

ii. The…