301-26-017 Storage & Distribution of USDA Donated Foods - Region VII

The Virginia Department of Agriculture and Consumer Services is seeking to establish an annual contract with a single supplier responsible for receiving, storing, and distributing USDA donated foods to schools, institutions, and agencies in Region VII (Southwest Virginia), with a performance period from October 2025 through June 2026 and options for four renewal years. The procurement emphasizes compliance with USDA standards, Virginia state regulations, and specific logistics requirements, including secure, sanitary storage and adherence to USDA/FNS Instruction 709-5 for shipment and receipt. The contractor must provide detailed inventory management, timely deliveries within designated hours, and accurate reporting, with deliveries scheduled weekly or bi-weekly, and storage charges applicable beyond 60 days. Pricing is structured per case for various delivery options, with evaluation based on a weighted grand total price, favoring the lowest responsive and responsible bidder under a Lowest Price Technically Acceptable methodology. The solicitation mandates comprehensive bid submission via the eVA electronic portal, including completed attachments such as authorization to transact business, a substitute W-9, and a small business subcontracting plan. The contract incorporates numerous state-specific clauses covering assignment restrictions, modifications, licensing, insurance, inspection rights, audit requirements, and non-discrimination policies. It also emphasizes small business participation, requiring offerors to certify their status and submit subcontracting plans, with ongoing monthly reporting obligations for subcontractor payments. Inspection and acceptance occur at the warehouse or receiving agency, with the contractor responsible for ensuring product condition, proper identification per USDA labeling or alternative means, and immediate notification of issues. Overall, the contract is governed by Virginia procurement laws, USDA standards, and detailed performance, reporting, and compliance requirements designed to ensure efficient, transparent distribution of USDA foods within the specified region.