Inactive

SOURCES SOUGHT NOTICE This is a Sources Sought NOTICE (SSN) ONLY. The U.S. Government is conducting market research only to determine the availability of qualified sources capable of providing Fresh D... SOURCES SOUGHT NOTICE This is a Sources Sought NOTICE (SSN) ONLY. The U.S. Government is conducting market research only to determine the availability of qualified sources capable of providing Fresh Dairy Products for the Department of Veterans Affairs Roseburg VA Medical Center, Roseburg Oregon. Potential Contractors are invited to provide a response via e-mail to Contract Specialist at tracy.heath@va.gov by April 28, 2023, 2:00 PM (PT). Responses will be used to determine the appropriate strategy for a potential acquisition. Please clearly identify any information your company considers sensitive or proprietary. This notice is issued solely for information and planning purposes - it does not constitute a Request for Quotation (RFQ), or a promise to issue an RFQ in the future. This notice does not commit the U.S. Government to contract for any supply or service. Further, the U.S. Government is not seeking quotes, or proposals at this time and will not accept unsolicited quotes in response to this sources sought synopsis. The U.S. Government will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ, if any is issued. BACKGROUND: The contractor shall provide fresh dairy products to Roseburg, VA Medical Center, Roseburg, Oregon. NAICS: 311511, Fluid Milk Manufacturing Interested potential Contractors please provide the following. 1) Company Name, address, point of contact, phone number, email address, and DUNS, SAM UEI. Please indicate business size: Small Disadvantage Business (SDB)____ 8(a)____ Historically Underutilized Business Zone (HUBZone)____ Service-Disabled Veteran-Owned Small Business (SDVOSB)____ Veteran-Owned Small Business (VOSB)_____ Economically Disadvantaged Women-Owned Small Business (EDWOSB)_____ Women-Owned Small Business concerns (WOSB)_____ Small Business_____ Large Business_____ Please state if you possess a Federal Supply Schedule (FSS)______. Please state if your FSS Schedule is under Group 66 III Cat 605-2A________ 2) Please submit a brief capability statement (maximum three pages) with enough information to demonstrate to the Veterans Affairs that you have enough resources, personnel, and experience to provide fresh dairy products as required in the attached Draft Statement of Work. **Draft Statement of Work STATEMENT OF WORK Roseburg VA Medical Center 913 NW Garden Valley Blvd. Roseburg, OR 97471 The contractor shall provide fresh dairy products to the Roseburg VA Medical Center, Roseburg, Oregon. The quantities listed are estimated requirements. FRESHNESS REQUIREMENT: Dairy products shall conform to the following freshness requirements: Dairy products shall conform to USDA Standards for U.S. No.1 Grade that are fresh, free from decay and free from damage caused by breakage, dirt, disease, insects, or other means. Compliance with the provisions from the USDA Standards shall not excuse failure to comply with the provisions of the Federal Food, Drug and Cosmetic Act or with applicable state laws, regulations, or VA regulations. All shipping and transportation shall be in accordance with good commercial practice for fresh dairy in a controlled environment between 32-41 ºF, and products that are labeled frozen and shipped frozen shall be received at no greater than 10 ºF. All risk shall be minimized of the contamination of dairy products by microbial pathogens and good industry practices shall be followed according to the U.S. Food and Drug Administration. RECALL NOTICES The contractor shall notify Nutrition & Food Services immediately upon receiving Recall Notices from the Food and Drug Administration Enforcement Report publication. SUBSTITUTIONS: Substitutions shall be allowed on the condition that the substituted item is similar in appearance, composition, and package size. Substituted items shall be billed at no higher cost than the contracted items for which they are substituted. PRESERVATION, PACKAGING AND PACKING: 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., and 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 comply with the national motor freight classification and uniform freight classification in effect at the time of shipment. All packaging and packing shall be in accordance with good commercial practice. Labeling shall be in accordance with commercial labeling, complying with Federal Food and Drug and Cosmetic Act and regulation promulgated thereunder. All items shall be identified with readable dates (open code dates) or coded dates. Contractors who do not use open dating shall provide a product code number key listing. The product code number key listing shall explain the actual date of production or processing. GOVERNMENT HOLIDAYS: Listed below are legal Government Holidays: New Year s January 1 Martin Luther King s Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 When one of the holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by the U.S. Government agencies. Administration staff will not be available on these following days or dates; however, delivery may still be accepted by NFS trained personnel. CUSTOMER INQUIRY: Upon receipt of any inquiry, the contractor shall provide a response no later than by the close of the next business day. Responses to order status shall include the current stage of completion and estimated delivery date. The preferred method of communication is electronic mail (email). REQUIRED DELIVERY SCHEDULE: Facility Time of Delivery Frequency/Limitations Roseburg VA Medical Center 6:00-10:00 A.M PST Mondays and Thursdays 913 NW Garden Valley Blvd Roseburg, OR 97471 If the Dairy contractor is unable to meet the desired delivery schedule, it may, without prejudicing evaluation of its offer, propose a delivery schedule below. However, the Dairy contractor s proposed delivery schedule must not extend the delivery period beyond the time for delivery in the government s required delivery schedule: 6:00 10:00 AM PST, Monday through Friday PREVAILING TERMS AND CONDITIONS: All orders placed are subject to the terms and conditions of all the clauses and provisions in full text or incorporated by reference herein: DESCRIPTION OF AGREEMENT: Under this contract, the holder shall provide fresh and frozen dairy products as listed on the schedule provided in Attachment 1 Fresh Dairy Products List. The above-described supplies and/or services shall be provided when ordered by a designated ordering official or a Contracting Officer during the specified period stated. This is for support to the Roseburg VA Medical Center , Roseburg, Oregon (including geographical separated units and operating locations) only. SUPPLIES AVAILABLE UNDER THIS BPA: Schedule details all supplies, with accompanying prices and descriptions, which may be ordered. TERMS This will be a five-year Indefinite Delivery Indefinite Quantity (IDIQ) contract with a period of performance ending on 09-30-2028 or such earlier ending date as determined by mutual agreement between contracting parties or by extension not to exceed 5 years from date of award. OBLIGATION OF FUNDS This does not obligate any funds. The Government is obligated only to the extent of authorized orders issued by the Contracting Officer. AUTHORIZED USERS Designated ordering officials representing Roseburg VA Medical Center, Roseburg, Oregon, are the only users authorized to place orders under this BPA. Any authorized user shall only be allowed to issue an order under this BPA if funds are certified and the BPA awarding office s Task Order number is assigned. BPA holders shall not accept or perform any purported order that does not contain a Task Order number. Individuals Authorized to Place Orders at the Roseburg VA Medical Center: Inventory Control Cook Food Service Systems Manager Food Service Worker Supervisors Informatics Dietitian Food Service Worker Leader INVOICES Inspection and acceptance shall be accomplished for all services furnished under resulting contract by the designated COR in the program office as the point of final inspection and acceptance. The contract holder will submit each invoice, including all back-up data, to the designated ordering official representing the Roseburg VA Medical Center for review and signature. When the designated ordering official receives an accurate and complete invoice, he/she will sign for the delivery. If the invoice is incomplete or inaccurate, the designated ordering official will return the unsigned invoice to the contract holder for correction. The designated ordering official will then forward the signed invoice to the VISN 20 Accounting Office for payment. Final payment for each order will be accomplished by a final invoice accompanied by a receiving report. Itemized invoices shall be submitted to the RVAHCS Nutrition & Food Service department at least monthly or upon expiration of this contract, whichever occurs first, for all deliveries made during a billing period and for which payment has not been received. Copies of delivery tickets shall support these invoices. Approved-for-Payment invoices will be submitted to the payment address specified on each individual order issued under this. PRICING: The prices included on the list (or applicable discounted rates submitted in a proposal response to an RFQ resulting in award) that are in effect on the effective date of an order shall govern that order s basic performance period until September 30, 2024. The contract Holder can voluntarily reduce offered prices at any time by giving a 24-hour advance notice (by facsimile or electronic-mail) to the Roseburg VA Health Care System. This also allows for additional discounts if a large order is placed at one time. An advanced notice is not required for discounts offered for only an individual order. Whether an order is large enough to warrant such a discount is subject to the discretion of the contract Holder. The vendor may submit price adjustments per the Economic Price Adjustment policy. Economic Price Adjustments may occur once per month and prices shall reflect adjustments per the USDA-Federal Milk Market Order released on the 21st of each month, for the following months adjustments. Any subsequent request for a price increase, once approved by the Contracting Officer, shall remain firm for at least 30 days after the approval date. Any requested price increase shall not take effect until after approval by the Contracting Officer. The request for price increase must be provided by U.S. mail, facsimile, or electronic mail to the Contracting Officer. Any order already issued shall not be affected by any change pricing. The prices offered will undergo periodic review by the NCO 20 Contracting Officer. Economic price adjustment modifications will be prepared at the end of every month, so that new prices will be available by the first of each month. USDA Federal Milk Market Order announces price adjustments on the Wednesday prior to the 21st of the month unless a holiday falls during that week then it will be announced on Thursday. The new and adjusted prices will be released to the Nutrition and Food Service Dept. no later than the 27th of the month, to facilitate processing of the modification. See attachment 1 for required product list. **DRAFT** Fresh Dairy Products List: MILK, WHOLE MIN 3.25% MILKFAT, ½ GAL MILK, WHOLE MIN 3.25% MILKFAT, ½ PINT MILK, 1%, MAX 1% MILKFAT, ½ PINT MILK, CHOCOLATE, SKIM NONFAT ½ PINT BUTTERMILK, PINT WHIPPING CREAM, PINT COTTAGE CHEESE, CREAMED, SMALL OR LARGE CURD, LOW-FAT 5 LBS SOUR CREAM, CULTURED 5 LBS BUTTER, 36 LBS ICE CREAM, VANILLA, 3 OZ CUPS, 64 PK ICE CREAM, CHOCOLATE, 3 OZ CUPS, 64 PK ICE CREAM, STRAWBERRY, 3 OZ CUPS, 64 PK SHERBET, ORANGE, 3 OZ CUPS, 64 PK