Questions and Answers Consolidated Ice 14 April 2026.pdf

Q & A Solicitation W911SF26QA008

-Could you please specify how often the ice deliveries will be made to the base?

Orders are requested by the Subsistence Supply Management Office (SSMO) based on need. During the summer months (April – September) it is often three to five deliveries per week. Other months, usually once per week or every other week.

- Regarding the quantity, is the amount measured per pound or per bag of ice?

The quantity is measured per pound.

- Would the ice be picked up from a Vendor Ice facility or would it need to be delivered via a vendor’s facility (use of vendor vehicles/fleet)?

Ice would need to be delivered.

-Can you share any general location/s where the ice may need to be hauled to (if needing our resources).. state or city? And if multiple addresses?

Delivery is to building 9058, 6881 Ivey Road, Fort Benning, GA 31905

-By crushed ice are you referencing a “snow” style ice or nugget / pieces as normally distributed with retailers?

Standard Crushed Ice

-Given that the facility must be on the approved Military Veterinary/Food Services list, will the government provide a grace period for a vendor whose facility is currently pending an inspection, or is active listing a mandatory requirement at the time of quote submission?

No. Vendor Must be on the approved Military Veterinary/Food Services list at time of submittal of quote.

-Potable Water Certification: Standard #1 requires ice to be made from potable water. Does the government require copies of the most recent annual water quality reports for the production facility to be submitted with the technical quote?

This certification falls under the approved Military Veterinary/Food Services requirement.

-The Veterinary Clinic will conduct random inspections of delivered ice. What is the protocol and timeline for a "failed" random inspection if the ice was produced at a previously vetted facility?

The contract would be subject to termination.

-Bag Specifications: While the weight is set at 40-50 lbs , does the government have a preference for bag material (e.g., heavy-duty polyethylene) or specific closure types (heat-sealed vs. wire-tied) to ensure durability during field training?

40 lb bags wired tied.

-72-Hour Notification Window: Standard #6 requires delivery within 72 hours of notification. Does this 72-hour window include weekends and holidays, or is it based on business hours?

This 72-hour standard includes weekends.

-Is there a minimum or maximum poundage required per "BPA Call" or individual delivery?

Each load requires 1,600x of 40-pound bags or 64,000 pounds of block ice and 2,040x of 40-pound bags or 81,600 pounds of crushed ice.

-The SOW mentions "Special unscheduled Training events". Will these events follow the same 72-hour notification protocol, or will they require a shorter emergency response time?

These events would still require a 72-hour delivery window.

-Standard #4 requires ice to be delivered on 40W X 48L pallets. Does the SSMO operate a "pallet exchange" program, or must the contractor factor the cost of non-returnable pallets into the per-pound unit price?

Contractor provides the pallets and SSMO will return them.

-Delivery Site Accessibility: Does the delivery site have a raised loading dock, or must delivery vehicles be equipped with lift-gates for offloading at ground level?

Delivery location has a raised loading dock.

-Monthly Rotation Mechanics: The solicitation states the two contractors will "rotate every month". Will the rotation be based on a calendar month or a specific 30-day performance period, and how will the transition be handled if an order is placed on the last day of one contractor's month?

Rotation is based off calendar month. The order will go to whoever’s month the delivery date will fall on.

-Pricing for Ordering Periods: The solicitation mentions "CLINS for FIVE ORDERING PERIODS". Should offerors provide separate firm-fixed-pricing for each of the five years to account for potential inflation/labor increases, or one flat rate for the life of the BPA?

Firm-fixed pricing should be provided for life of entire BPA.

-Incumbent and prior contract context: Is there a current or recent incumbent performing this requirement, and if so, what is the incumbent name, contract number and / or award amount?

Incumbent BPAs: W911SF-21-A-1003 awarded to ICE RESOURCES INC W911SF-21-A-1004 awarded to Mister Ice, L.L.C.

- If there's an Incumbent, has there been any significant "Change in Scope" or increase in the numbers between the incumbent's award solicitation and this 2026 solicitation?

No significant Change in Scope

-Visit Authorization Letters (VAL): The SOW requires a VAL for "every employee on the contract". Given the 72-hour delivery requirement , how quickly can the government process a VAL for a new relief driver in the event of an emergency?

Drivers would have to stop at the visitor center to gain access to Fort Benning.

- Regarding storage of the ice, will you provide storage?

Fort Benning has its own storage facility. Additional storage on or offsite is not required.

-Will we be able to supplement/replace blocked ice with additional bagged ice?

The requirement calls for bagged block and bagged crushed ice.

- Under Invoicing in Section 1.11.5, it states… “Invoices must be emailed to the requester and the Action Officer when the order has been filled and delivered”.

How will we receive the contacts needed and if there are updates to contacts, can those be provided?

Points of contact will be provided upon issuance of award.