SAM #36C25727Q0042

Weekly White and Whole-Wheat Bread Delivery for VA Amarillo

The Department of Veterans Affairs’ Amarillo VA Health Care System is seeking information on weekly bread deliveries for the Thomas E. Creek VA Medical Center Nutrition and Food Service. - Government buyer: Department of Veterans Affairs; Amarillo VA Health Care System; Thomas E. Creek VA Medical Center, Nutrition and Food Service. - Products requested: White sandwich loaves and whole-wheat sandwich loaves. No brands, OEMs, or vendors are specified, and quantities are not provided; the COR determines orders based on established PAR levels. - Delivery and quality requirements: Deliver once weekly on Mondays between 1:00 p.m. and 3:00 p.m., with no exceptions. Substitutions or quantity changes require approval. Remove outdated bread and provide credit at each delivery; replace rejected goods the same day. - Period: One-year base period with four one-year options; weekly delivery throughout the period.

Description

This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research. This is a Request for Information ONLY. This is NOT a solicitation for proposals, proposal abstracts, or quotations.

The Department of Veterans Affairs Amarillo VA Health Care System/Thomas E. Creek VA Medical Center in Amarillo, Texas intends to award a contract for a firm fixed price contract for the purchase of Bread Products.

The Government is conducting a market survey to help determine the availability and technical capability of qualified service-disabled veteran-owned small businesses, veteran-owned small businesses, small businesses, HUBZone small businesses and/or other large businesses capable of serving the needs identified below. This notice of intent is for open market as well as Federal Supply Schedule items.

The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/ socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business), relative to NAICS 311812 with a size standard of 1,000 Employees. Responses to this notice will be used by the Government to make appropriate acquisition decisions.

Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. Interested parties may e-mail Maria.Hofmann@va.gov by October 16, 2026 10:00 AM CST.

Statement of Work

Project TitleBread Delivery

Project Location Amarillo VA Health Care System Thomas E. Creek VA Medical Center Nutrition and Food Service (120) 6010 West Amarillo Boulevard Amarillo, TX 79106-1990

Project DescriptionDelivery of bread to the Nutrition and Food Service (N&FS).

Period of Performance Base 12/01/2026 - 11/30/2027 Option Year 1 12/01/2027 - 11/30/2028 Option Year 2 12/01/2028 - 11/30/2029 Option Year 1 12/01/2029 - 11/30/2030 Option Year 1 12/01/2030 - 11/30/2031

Delivery ScheduleDeliveries shall be made to the N&FS but must have someone from the kitchen receiving area to escort delivery person, unless otherwise directed by the participating facility s COR, including National holidays.

Amarillo Veterans Health Care System N&FS Delivery ScheduleOne (1) time per week | Monday between 1:00 PM - 3:00 PM No Exceptions.

Delivery Location Amarillo VA Health Care System Thomas E. Creek VA Medical Center Nutrition & Food Service 6010 Amarillo Blvd. West, Room 2010D Amarillo, TX 79106

Delivered GoodsThe Government reserves the right to inspect delivered goods for compliance with specifications, including but not limited to, correct products, quantities, proper packing, damaged goods, etc. Any determined unacceptable items will be refused with full credit/replacement due at the discretion of the Government. Replacement of rejected products shall be delivered the same day no later than 3:00 p.m., unless otherwise specified by the COR.

The Contractor shall be responsible for delivery to the appropriate locations specified by the delivery schedule or COR. The Contractor shall provide the necessary means to accomplish such delivery (e.g.: hand truck, dolly, cart, etc. bread rack). The Government assumes no obligation to provide and/or make available to the Contractor, any such means required for such delivery, nor shall the Government be required to accept shipment should the Contractor be unable to make delivery as required.

Freshness Requirement for Bread ProductsBread products shall have sufficient remaining shelf life commensurate with good commercial practices and at a minimum: Bread must be delivered within a reasonable industry standard time after five days shelf life

Bread Product White Sandwich Loaf Whole Wheat Sandwich Loaf

OrdersAll orders will be placed on an as needed basis for delivery one day a week (no exceptions). Specific quantities according to the set PAR level and delivery dates will be determined in accordance with the delivery schedule by the COR. Contractor will not substitute any items and will not increase or decrease quantities ordered without prior approval from the COR. Order numbers will be set by Par level in agreement between the COR and the vendor. Removal of outdated bread and credit for this bread to be provided by vendors each delivery day. Order can be placed by telephone, in writing or fax, or given to the Contractor personnel as mutually agreed upon between the COR and the Contractor.

Orders Placed by TelephoneContractor shall provide in the space provided below the name, location, and telephone number of the office where orders may be placed by phone: Name: ___________________________________________________ Address: _______________________________________________ _______________________________________________ _______________________________________________ Telephone Number: ______________________________________ Fax Number: _______________________________________________ For tracking purposes, the COR shall document all verbal orders with the following minimum information: Contract Number and Purchase Order Number Date/Time of Order Placement Name of Contractor Ordering Clerk

Packaging, Packing, and LabelingPreservation, packaging and packing shall be to a degree of protection to preclude damage to containers and/or contents 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 be in compliance with National Motor Freight classification and Uniform Freight classification in effect at the time of shipment.

All packaging shall be in accordance with good commercial practice. Labeling shall be in accordance with commercial labeling, complying with Federal Food, Drug, and Cosmetic Act and regulation promulgated there under.

All items must be identified with readable dates (open code dates) or coded dates. Contractors who do not use open dating will provide a product code number key listing. The product code number key listing shall explain the actual date of production or processing. Copies of key-code listings will be furnished to each destination receiving officer and each destination inspection agency with the first delivery.

Product AvailabilityShould any product under this contract become unavailable or available on a limited basis, either temporarily or permanently, the Contractor shall provide the Government with sufficient notification thereof, offering possible substitutions and/or alternative sources, to afford the Government adequate opportunity to approve or reject offered substitution and/or make other procurement arrangements.

Procurement From Another SourceEvery effort to ensure that offered substitutions are given fair and reasonable consideration and that procurement from an alternate source is made only if necessary. If procurement from an alternate source is required due to the Contractor s fault, the Contractor is responsible for any price difference and any other additional charges.

Contractor License, Permits and FacilitiesThe Contractor shall obtain all necessary licenses and/or permits required to perform under this contract. The Government may, prior to contract award or at any time during the term of the contract, inspect the Contractor s plan, personnel, equipment, processes, and protective containers to determine compliance with State and Federal sanitary requirements.

Contractor shall provide here under the name and address of the plant(s) to be utilized for performance of this Contractor: _____________________________________________________________________________________________________________________________________________________________________

In the even another Federal Agency has inspected the plant listed; within the past year, indicate the agency s name, address, and phone: _____________________________________________________________________________________________________________________________________________________________________

Laboratory ReportsUpon request the Contractor shall provide the Contracting Officer with copies of laboratory reports prepared by an official of a Federal, State, or County laboratory and shall include chemical and bacteriological examination results and certification that adequate public health controls are in effect at the plant are being observed. The Coliform Count and Plant Count on applicable items shall not exceed the maximum allowed by the County and/or State Health Department in more than one (1) sample in each series of four (4), each sample to be taken on separate days.

Contractor Delivery PersonnelAll Contractor personnel are required to wear distinctive clothing bearing the name of the Contractor and by wearing badges bearing the Contractor s name, employee picture, and the employee s name in English, and proper hair restraints.

Quality ManagementThe Government further reserves the right to enter and inspect any vehicle used to deliver goods for, but not limited to, compliance of sanitation conditions, proper refrigeration, proper cargo area temperature, etc. Such inspection shall be made on a random basis, upon delivery.

InvoicesThe Contractor shall submit invoices (electronically) weekly to N&FS. Invoices shall contain: Contract Number Facility Name, Facility Address and COR Name Purchase Order/Obligation Number Period of Performance and Any Additional Details to Identify Service Rendered Itemized list of products and quantities delivered.

PaymentNo advance payments will be authorized. Payment will be made after receipt of invoice and verification of delivery. Payment will be made on all invoices 30 days in arrears by the 5th day of the next month.

PAYMENT OF INVOICE MAY BE DELAYED IF INVOICES ARE NOT COMPLETED PROPERLY.

Personnel PolicyThe parties agree that the contract personnel working under this contract shall not be considered VA employees and shall be considered employees of the Contractor. The Contractor shall be responsible for providing worker s compensation, professional liability insurance, health examination, income tax withholding, and social security payments.

Point of ContactBrittny Wilson | Administrative Officer | (806) 355-9703 ext. 7881 | Brittny.wilson3@va.gov

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