THIS REQUEST FOR INFORMATION (RFI) / SOURCES SOUGHT NOTICE ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES. THIS IS NOT A SOLICITATION. SUBMISSION OF INFORMATION ABOUT PRICING, DELIVERY, THE MARKET, AND CAPABILITIES IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI FOR PLANNING PURPOSES IN ACCORDANCE WITH (IAW) FAR 15.201(e). DISCLAIMER This RFI is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. SOURCES SOUGHT/RFI DESCRIPTION This is NOT a solicitation announcement. This is a Sources Sought Notice / RFI only. The purpose of this Sources Sought Notice / RFI is to gain information about potential qualified sources and their size classification relative to NAICS 311511 (size standard of 1,150 Employees). Responses to this Sources Sought Notice / RFI will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought Notice / RFI, further RFIs and/or a solicitation or other announcements may be published. The Department of Veterans Affairs (VA) is seeking sources capable of Milk and Dairy Products Routine Deliveries to VA New Mexico Healthcare System. Contractor shall provide listed products and services (if any) at firm-fixed price during contractual performance period in accordance with the STATEMENT OF WORK below. STATEMENT OF WORK (SOW) Milk and Dairy Products VA New Mexico Healthcare System Contracting Officer s Representative (COR) Name: Ardith Akins Section: Nutrition and Food Services, NMVAHCS Address: 1501 San Pedro SE, Albuquerque, NM, 87108 Phone Number: 505-265-1711 ext. 3002 Fax Number: 505-256-5455 E-Mail Address:
[email protected] Contract Title Milk and Dairy Products Routine Deliveries to VA New Mexico Healthcare System Background VA New Mexico Healthcare System requires a reliable supply of Grade A milk and dairy products for inpatient meals, outpatient programs, and food service operations. A new award is required to replace an expiring contract and ensure continuity of supply that meets federal, state, and local regulatory requirements. Scope The Contractor shall supply and deliver Grade A milk and dairy products to VA New Mexico Healthcare System. All products must comply with FDA, USDA, New Mexico Department of Agriculture (NMDA), and local health department requirements. Quantities listed are estimates only; actual quantities ordered may vary. Estimated Annual Quantities: Milk, 1% (1/2 pint carton): 90,000 units Milk, Whole (1/2 pint carton): 20,000 units Milk, Chocolate (1/2 pint carton): 6,500 units Cottage Cheese, Creamed (5 lb tub): 75 tubs Fruit Punch, 1 gallon: 50 units Orange Punch, 1 gallon: 50 units Specific Tasks Provide milk and dairy products as ordered by VA Loma Linda Healthcare System. Coordinate administrative matters only with the Contracting Officer (CO). The resulting contract will be a Firm-Fixed-Price Indefinite Delivery Contract. Contractor will be notified of designated COR(s). Quantities are estimates and may increase or decrease. Weekly orders will be submitted; VA may adjust orders up to 24 hours prior to delivery. Delivery may require multiple drop locations at the main facility. Subcontracting arrangements must be disclosed; the prime contractor remains fully responsible. No deliveries required on federal holidays unless otherwise directed. Deliverables Contractor shall deliver Grade A milk products, cottage cheese, and beverages listed in Section 4. All products must meet FDA, PMO, NMDA, and local requirements. All dairy products shall originate from sanitary, approved sources. Performance Monitoring Performance will be monitored through COR oversight and evaluated using the Contractor Performance Assessment Reporting System (CPARS). Security Requirements None. Contractors will not have access to VA systems or sensitive information. Special Considerations Packaging, Packing, and Shipping Products must be packed to prevent damage or contamination. Gallon containers must be plastic; half-pint units must be cardboard cartons. All labeling must comply with FDA Food, Drug, and Cosmetic Act requirements. All items must be date-labeled with open or coded dates. If coded, decoding charts must accompany the initial delivery. b. Source of Manufacture Manufacturing plants must be approved, sanitary, and compliant with FDA/PMO and NMDA standards. Plant name, address, or code must be included on packaging or accompanying documents. c. Environmental Requirements Recycled packaging materials may be used when compliant with FDA and NMDA standards. d. Inspection and Acceptance The Government may inspect products at delivery for accuracy, quality, temperature, packaging, and condition. Rejected items must be replaced the same day by 3:00 p.m. at no additional cost. Risk Control, Safety, and Quality Standards All items must be processed and packaged under sanitary conditions consistent with FDA s Grade A Pasteurized Milk Ordinance (PMO). The Government reserves the right to inspect Contractor facilities, equipment, processes, and delivery vehicles at any time. Regulatory Requirements: FDA Grade A Pasteurized Milk Ordinance (PMO), latest revision Interstate Milk Shippers (IMS) requirements for Grade A plants NMDA Agricultural Production Services Division s Dairy Bureau Standards based on PMO NMDA Consumer Services NMAC 21.34.5 New Mexico Environment Department Temperature Control Requirements: Chilled milk and dairy: 35°F 41°F Pasteurized milk in sealed containers may be transported at up to 45°F as permitted under NM Admin. Code §8.370.20.71 Frozen products: 0°F or below upon receipt Dry goods: stored below 70°F where applicable Shelf-Life Requirements: Fluid milk: minimum 10 days remaining shelf life Cottage cheese: delivered within 4 days of packaging (normal shelf-life) or 7 days (extended shelf-life) Place of Performance VA New Mexico Healthcare System 1501 San Pedro SE Albuquerque, NM 87108 Deliveries shall be made to Nutrition & Food Services receiving areas as directed by the COR. Period of Performance Base Year: Date of Award in 2026 through 365 days Option Years: 2027 to award date 2031 (four option years) Delivery Schedule Deliveries will occur twice weekly, typically Monday and Thursday, between 6:00 a.m. and 10:00 a.m. Contractor must provide delivery equipment such as hand trucks or carts. Orders may be placed by phone, email, fax, or other method agreed upon by the Contractor and COR. Product Availability Contractor must notify the Government immediately if a product becomes unavailable and propose acceptable substitutions. Substitutions require prior COR approval. Packing List Requirements Packing list must include: Contractor name and address Purchase Order number (if applicable) VA facility and ordering service List of items and quantities delivered Return Policy Defective or incorrect items shipped due to Contractor error must be replaced at no cost. Items returned due to Government error may be handled in accordance with the Contractor s standard return policy. Invoicing and Payment All invoices must be submitted electronically through the VA Financial Services Center s Tungsten Network portal. Paper, fax, and email invoices are not accepted. Payments are made by Electronic Funds Transfer (EFT). Pricing and Economic Price Adjustment (EPA) Base pricing shall remain firm for the Base Year. Annual adjustments for option years may reference the following indices: Consumer Price Index (CPI-U): Dairy and Related Products (CUUR0000SEFJ) Producer Price Index (PPI): Dairy Product Manufacturing (PCU31153115) Contractor must submit supporting index documentation at least 45 calendar days prior to each option-year start. Contractor Licenses, Permits, and Compliance Contractor must hold all NMDA-required permits for milk handling, processing, hauling, and labeling. Contractor must comply with New Mexico Environment Health Department regulations where applicable. Utilization of Contract Delivery orders will be issued on an as-needed basis. Points of Contact Contracting Officer (CO): Anthony Dela Cruz Contract Specialist (CS): Sam Choo Contracting Officer s Representative (COR): Ardith Akins, Albuquerque, NM, (505)265-1711, ext. 3002 Receiving Contact (NFS): Supervisor on duty If your company is interested and capable of providing the required supplies/services, you MUST provide the information indicated below OR your intent, interest to participation, and information provided will not be considered as valid for research purposes. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: (1) Submit your capabilities statement illustrating how your organization can/cannot meet the list of DRAFT/SALIENT CHARACTERISTICS/SOW requirements. For instances where your company cannot meet the DRAFT/SALIENT CHARACTERISTICS/SOW requirement(s), please explain. For instances where your company can meet the DRAFT/SALIENT CHARACTERISTICS/SOW requirement(s), please show how your company meets/exceeds each requirement. (2) Please review the list of DRAFT/SALIENT CHARACTERISTICS/SOW requirements and provide any additional feedback or suggestions. If none, please reply as N/A. (3) 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. (4) Is your company considered small under the NAICS code identified in this RFI? (5) Are you the manufacturer, authorized distributor, and/or can your company provide a solution to the required supplies/services described in the list of DRAFT/SALIENT CHARACTERISTICS/SOW? (6) If you are a large business, do you have any designated/authorized distributors? If so, please provide their company name, telephone, point of contact and size status (if available). (7) If you re a small business and you are an authorized distributor/reseller for the items identified above, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified. (8) Limitations on Subcontracting: How does your business ensure compliance with the limitations on subcontracting as outlined in 13 CFR § 125.6? (9) Are the items you are identifying/providing considered Commercial of the Shelf (COTS) items as defined in FAR Part 2.101 under commercial items? (10) Non-Manufacturer Rule: If applicable, can you confirm your business complies with the Non-Manufacturer rule? Specifically, does your company: Provide a product from a small business manufacturer or processor? Not exceed 500 employees? Primarily engage in the retail or wholesale trade and normally sell the type of item being supplied? Take ownership or possession of the item(s) with its personnel, equipment or facilities in a manner consistent with industry practice? (11) Please indicate whether your product conforms to the requirements of the Buy American Act? Please indicate if manufacturer is/will be US domestic Small Business / US Domestic Large Business / Foreign. (12) What is your lead time to deliver a single unit with all components? Is there scale in lead time with greater quantities? Please elaborate. (13) What is estimated life span of your solution? What support/services does that entail? (14) Does your organization offer a leasing solution? Please elaborate. (15) Does your company have a Federal Supply Schedule (FSS) GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract? If so, please provide the contract number(s). (16) If you are an FSS GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract holder, are all the items/solutions you are providing available on your schedule/contract? Please state if all or some items are available on the contract. (17) General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate any type of award. (18) Please provide your SAM.gov Unique Entity ID/Cage Code number. Responses to this notice shall be submitted via email to
[email protected]. Telephone responses will not be accepted. Responses must be received no later than Wednesday, March 4, 2026 by 10:00 AM PT. All responses to this Sources Sought/RFI will be used for planning purposes only. Responses to this Sources Sought Notice / RFI are not considered a request to be added to a prospective bidders list or to receive a copy of the solicitation. If further RFIs and/or a solicitation or other announcement is issued as a result of the information provided from this RFI, all interested parties must respond to the specific posting separately IAW the specifications of that announcement.