Dairy Products

Carroll County and Chatham Town in Virginia are soliciting bids to establish a term contract for dairy products through Invitation for Bid (IFB #89042). The procurement specifically targets a qualified vendor to supply fresh dairy products for Catawba Hospital, a 110-bed facility serving adults and geriatric individuals with mental health needs. Required products include low-fat buttermilk, 2% milk, sour cream, cottage cheese, and chocolate milk, with delivery mandated 2-3 times per week between 7:30 AM and 3:30 PM. The contract term runs from March 16, 2025, through March 16, 2026, with three potential one-year renewal options. Pricing will be based on an escalation/de-escalation clause tied to the Northeast Marketing Area market bulletin, with prices remaining firm for 30 days after which milk prices can fluctuate based on Class 1 raw milk prices. Vendors must maintain product temperatures at 41 degrees Fahrenheit, ensure a minimum 14-day shelf life for liquid milk products and 21-day shelf life for other dairy products, and possess a cold storage distribution warehouse within 50 miles of the facility. The bid submission deadline is March 5, 2025, at 12:00 PM EST.

The procurement includes several set-aside provisions and requirements for small businesses, with the Commonwealth of Virginia establishing a goal that over 42% of purchases be made from businesses certified by the Department of Small Business and Supplier Diversity (DSBSD). Bidders must either be DSBSD-certified small businesses or detail plans to utilize DSBSD-certified small business subcontractors, with priority given to DSBSD-certified micro businesses for bids up to $10,000 and small businesses for bids up to $100,000. Vendors must register in eVA (Virginia's e-procurement portal) and pay transaction fees of 1%, which are capped at $500 for DSBSD-certified Small Businesses and $1,500 for non-certified businesses. Insurance requirements include Workers' Compensation, Employer's Liability ($100,000), Commercial General Liability ($1,000,000 per occurrence, $2,000,000 aggregate), and Automobile Liability ($1,000,000). The minimum order amount is $100.00 for F.O.B. Delivered, with transportation costs added for orders below this threshold. Future contract renewals will be limited to Consumer Price Index increases for the Food Category.