Sources Sought Notice Dairy for Martinsburg VAMC.pdf

Sources Sought Notice

This notice is for planning purposes only and shall not be considered an invitation for bid, request for quotation, request for proposal, or as an obligation of the government to acquire any products or services. Responses to this notice will be used for informational purposes only and only for Network Contracting Office 5. No entitlement to payment of direct or indirect costs from the government will arise as a result from a response to this announcement. No contract will be awarded from this notice.

The information requested in this notice will be used to determine available sources for the supply / service below.

The Department of Veterans Affairs (VA), VISN 5 Network Contracting Office, is seeking sources that can provide delivery of Dairy/Milk products for the Martinsburg VAMC - 510 Butler Ave, Martinsburg, WV 25405.

Contractors that deem themselves capable of meeting the requirement shall provide the below information to Ryan Singletary, Contracting Officer, at ryan.singletary@va.gov no-later-than June 12, 2025 at 10:00AM, Eastern Time.

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT

10,000.00 PT __________________ __________________

Whole Milk 1/2 Pint

134,000.00 PT __________________ __________________

2% 1/2 pint

5,000.00 PT __________________ __________________

Skim ½ Pint

213.00 EA __________________ __________________

Sour Cream 5 Lb Tub

325.00 EA __________________ __________________

Cottage cheese 5 Lb Tub 1.5 %

35,000.00 PT __________________ __________________

Chocolate Fat Free 1/2 Pint

2,000.00 GL __________________ __________________

2 % Gallon

8,957.00 PT __________________ __________________

Lactaid Milk 1/2 Pint mailto:ryan.singletary@va.gov

STATEMENT OF WORK

FUNCTIONAL WORK/SPECIFICATION STATEMENT:

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

(VAMC).

PROCEDURES FOR PROVIDING SERVICES:

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

SPECIAL REQUIREMENTS FOR MARTINSBURG, WV (VAMC):

NOTE:

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

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

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

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

DELIVERY ORDERS:

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

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

DELIVERY:

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

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

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

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

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

Production date shall be marked directly on the container.

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

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

INSPECTION AND ACCEPTANCE:

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

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

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

utilized in delivery will be held for pick-up by the vendor for reuse.

The VAMC reserves the right to perform and inspection of the contractor’s facility at any time during the contract period and, if it is found that the contractor is not complying with specifications, deliveries will be rejected, and the items covered by this contract will be procured in the open market. Any excess cost occasioned by this action shall be charged against the contractor’s account.

SANITATION AND WORKMANSHIP:

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

CUSTOMER SERVICE POINT OF CONTACT:

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

Contractor Point of Contact:

(Name)

(Title)

(Telephone Number)

(E-mail Address)

DELIVERY LOCATION:

MARTINSBURG VA MEDICAL CENTER

510 BUTLER AVENUE

MARTINSBURG, WEST VIRGINIA 25405

INVOICES:

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

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

A. Contractor’s business name and address B. Contractor’s Tax Identification Number (TIN) C. Invoice date D. Date(s) of services provided E. Contract number F. Total amount billed G. Purchase order number

NOTE: Failure to include the above information may result in delay of payment. Invoices will be returned to the Contractor for completion if there are any omissions.

CONTRACT ADMINISTRATION:

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

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

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

Department of Veteran Affairs Network Contracting Office 5

ATTN:

DESIGNATION OF CONTRACTING OFFICER’S REPRESENTATIVE (COTR):

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

Nutrition & Food Service

The COR has the following scope and limitations of authority:

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

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

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

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

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

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

Responses (Any item not addressed in vendor’s response may be considered a negative inference by the Contracting Officer):

If interested, please provide the following information in a response:

1. Name of Company

2. Point of Contact; name, phone number and email address

3. SAMS UEI

4. Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.

5. Is your company considered small under the NAICS code identified under this Sources Sought?

6. Are you the manufacturer or distributor of the items being referenced above (or equivalent product/solution)? What is the manufacturing country of origin of these items?

7. If not manufacturer, provide a letter, memo, or certification that firm is authorized distributor.

8. If you’re a small business and you are an authorized distributor/reseller for the items identified above (or equivalent product/solution), do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled;

modified?

9. Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract type and number.

10. If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the referenced items/solutions available on your schedule/contract?

11. Please provide general pricing for your products/solutions for market research purposes.

12. Please submit your capabilities in regard to the salient characteristics being provided and any information pertaining to equal to items to establish capabilities for planning purposes?

*** Submissions addressing Section (8) should show clear, compelling, and convincing*** evidence that all equal to items" meet all required salient characteristics.

Responses to this notice shall be submitted via email to Ryan.Singletary@va.gov.

Telephone responses shall not be accepted. Responses must be received no later than June 12, 2025, at 10:00AM EST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this request for information. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

ITEM INFORMATION