8915--Fresh Produce for Prescott VA NFS FY26

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 311991 (size standard of 700 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 providing list of Fresh Produce for Nutrition and Food Service for Northen Arizona VA Healthcare System - Prescott. Scope: Contractor shall provide listed products at firm-fixed-price during contractual performance period. DESCRIPTION Case Size Quantity Est Cost/Case ($) Est Cost Total ($) APPLE FUJI 138 CT 31     ASPARAGUS JUMBO 11 LB 163     BANANA 40LB 98     BLUEBERRY 12 CT 42     BROCCOLI CROWN 20 LB 2     BROCCOLI FLORETTE MINI 4/3 LB 59     CABBAGE GREEN 3 CT 41     CARROT BABY SLIM ORANGE 6/5 LB 13     CARROT SHRED 1/16" 4/5 LB 49     CAULIFLOWER FLORETTE 4/3 LB 64     CELERY 24/30 1     CELERY 3 CT 181     CELERY STICK 4/5 LB 17     CILANTRO CLEAN 4/1 LB 4     CABBAGE SHRED SLAW 3WAY MIX 4/5 LB 19     CUCUMBER WIREBOUND 45 LB 51     GARLIC WHOLE PEELED 4/5 LB 2     GRAPE GREEN 18 LB 32     GRAPE RED 18 Case 66     LETTUCE GREEN LEAF FILET 10 LB 44     LETTUCE ICEBERG SHRED 4/5 LB 17     MUSHROOM MEDIUM 10 LB 69     ONION GREEN CLEAN 4/2 LB 8     ONION YELLOW DICE 1/4" 4/5 LB 102     ONION YELLOW SLIVER 4/5 LB 89     ORANGE 113 CT 50     PEAR GREEN 38/40 LB 22     PEAR GREEN 3 LB 3     PEPPER BELL GREEN 5 LB 15     PEPPER BELL GREEN DICE 1/4" 5 LB 283     PEPPER BELL GREEN JUL 3/16" 3 LB 160     PEPPER BELL RED 5 LB 12     POTATO 90 CT 32     POTATO SWEET YAM JUMBO 40 LB 16     LETTUCE TUSCAN BLEND GRN/RED 4/3 LB 3     LETTUCE SALAD MIX 6/5 LB 104     LETTUCE SPRING MIX 4/3 LB 20     SPINACH CELLO 4/2.5 LB 48     SQUASH ACORN 38 LB 45     SQUASH YELLOW 22 LB 4     STRAWBERRY 8 LB 105     TOMATO DICE 1/2" 5 LB 154     TOMATO GRAPE 10 LB BULK 166     ZUCCHINI 22 LB 101     TOMATO 4X4 5 LB 59     EST. TOTAL ($):
Delivery Schedule:
Point of Contact: +1 (555) 000-0000, Shane McKinney (6531) or Cherie Odom (7507) Delivery Location: NUTRITION AND FOOD SERVICES DOCK, 500 N. US HWY 89 Prescott, AZ 86313 Building 108, Courtyard B. The contractor is responsible for utilizing a delivery vehicle of which can deliver product directly to NFS dock. Delivery Hours: 0700-1400 Delivery Frequency: 2x/week; Tuesday and Friday Delivery Expectations: Deliveries will be at or about the same time each delivery day and within the established delivery hours. The contractor will inform the VA Medical Center of any issues during travel that could postpone the scheduled delivery at a later time. If a delivery date falls on a federal holiday and the contractor isn t operating, the contractor must establish an alternative delivery date and inform the VA Medical Center of the new date(s) at least 2 weeks in advance. Contractor will utilize clean durable and reusable storage racks to deliver and store products in. The delivery driver will remove all unused/empty storage racks after every delivery. Deliveries will not be stacked higher than 5 feet high. Driver to issue credit at time of delivery when items are damaged, missing, or short dated. Driver will wait until food is inspected by Supervisor or designee before leaving premises. Products will be delivered in clean and refrigerated vehicle.
Food Safety Standards and Guidelines: All current USDA standards and guidelines must be met throughout the entire production, packaging, labeling and delivery process. All items must be labeled with shelf life or expiration date. Items not properly labeled will be returned.
Quality: NFS reserves the right to return products in the original packaging for full credit if they have visible signs of poor quality within 24 hours after delivery. Products delivered will have a minimum shelf life of 5 days.
Food Recalls: The contractor is responsible for immediately notifying NFS via phone and email of any food recalls related to items delivered to the VA from the contractor.
Orders: Authorized personnel from NFS will enter produce orders on contractor s online website by 5 pm the day before the item(s) is needed. In the event an online order cannot be made due to technical difficulties, NFS may place orders via email or phone. Orders are based on facility needs and amounts will increase or decrease in conjunction with demand. Demand is based on veteran nutritional needs and preferences of which can vary from month to month. There will be no minimum order restrictions for delivery.
Failure to Deliver If the contractor fails to deliver the requested item(s) or acceptable substitute, or to deliver during the required time-period, the Government may purchase the item from other source(s). The contractor will be held liable for any additional costs associated with procuring items(s) from non-contract sources.
Federal Holidays New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 04 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 If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America.
Identification, Check-in, Parking, and Smoking Regulations Identification The vendor's employees shall wear visible identification at all times while on NAVAHCS premises. Contractor employees shall report to VA Police upon entry to the NAVAHCS facility to get a visitor badge. Contractor employees are required to be escorted by the COR or designee s office once on campus prior to commencement of work. During emergencies contractor personnel shall check in with NAVAHCS Police if the NAVAHCS COR or designee is not available. Parking It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations. Smoking Veterans Health Administration (VHA) Directive 1085, dated March 5, 2019, provides a comprehensive smoke-free policy for patients, visitors, contractors, volunteers, and vendors, at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA) health care facilities. This updated VHA directive implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities, as defined in this directive, based on scientific evidence regarding the adverse health effects of secondhand and thirdhand smoke exposures. The Assistant Deputy Under Secretary for Health for Administrative Operations (10NA) and the Assistant Deputy Under Secretary for Health for Clinical Operations (10NC) are responsible for the contents of this directive. Questions may be referred to VHA Smoke Free: contact@example.gov. This VHA directive is scheduled for recertification on or before the last working day of March 2024. This VHA directive will continue to serve as national VHA policy until it is recertified or rescinded.
Weapons and Contraband Possession of weapons or contraband is prohibited and shall be subject to arrest and termination from future performance under this contract. Enclosed containers, including tool kits, shall be subject to search. Violations of NAVAHCS regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.
Safety All personnel employed by the Contractor in the performance of this contract, or any representative of the Contractor entering on NAVAHCS shall comply with applicable Federal, State, and VA safety and fire regulations and codes, which are in effect during the performance period of the contract. Contractor shall perform work in strict accordance with existing relevant, accredited standards and codes to minimize the possibility of injury to personnel, or damage to Government equipment. Every effort shall be made to safeguard human life and property. Contractor shall comply with all applicable Federal, State, and local requirements regarding workers health and safety. The requirements include, but are not limited to, those found in Federal and State Occupational Safety and Health Act (OSHA) statutes and regulations, such as applicable provisions of Title 29, Code of Federal Regulations (CFR), Parts 1910 and 1926, NFPA 70E, Article 130.7 29 CFR 1910.132(d)(1)(iii), 29CFR1910.137. Contractor shall provide all necessary tools, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely.
Contractor Personnel Contractor s Program Manager The Contractor shall provide a contract program manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor s Program Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. Contractor s Employees The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC). Contractor Qualifications & Other Responsibilities Contractor shall obtain all necessary licenses required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to himself/herself, his/her employees, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by him/her or his/her employees fault or negligence. Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government. The Government reserves the right to accept or reject Contractor s employee for the rendering of services. Complaints concerning Contract Personnel s performance or conduct will be dealt with by the Contractor and COR with the final decision being made by the Contracting Officer.
Insurance Coverage The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer. Contractor is required to provide copies of proof of Workers Compensation and Employee Public Liability Insurance within fifteen (15) calendar days after notification of contract award.
Invoicing and Payment Overtime & Holiday Pay Any overtime and/or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for availability or on-call services unless otherwise provided herein. Invoices Payment of services rendered under this contract shall be made in arrears upon satisfactory completion of each service and receipt of a properly prepared invoice and submitted by the Contractor to the payment address specified by Contracting. Invoices shall reference the Contract Number and Purchase Order Number, Manifest Number(s), provide a complete and accurate description of services/ supplies delivered/ rendered, including dates of performance, amounts, unit prices, extended totals and any other data relevant for payment purposes. The Government shall not authorize payment until such time that the NAVAHCS COR all properly executed and signed documentation. No advance payments shall be authorized. Payment shall be made on a monthly arrears for services provided during the billing month in arrears in accordance with FAR 52.212-4, para. (i). Upon submission of a properly prepared invoice for prices stipulated in this contract for services delivered and accepted in accordance with the terms and conditions of the contract, less any deductions stipulated in this contract. Payment of invoices may be delayed if the appropriate invoices as specified in the contract are not completed and submitted as required.
If your company is interested and capable of providing the required supplies/services, please provide the information indicated below OR your intent, interest to participation, and information provided will not be considered as valid for research purpose. 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? (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 information about 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 for any type of award. (18) Please provide your SAM.gov Unique Entity ID/Cage Code number. Please indicate if manufacturer is/will be US domestic Small Business / US Domestic Large Business / Foreign DESCRIPTION Country of Origin APPLE FUJI   ASPARAGUS JUMBO   BANANA   BLUEBERRY   BROCCOLI CROWN   BROCCOLI FLORETTE MINI   CABBAGE GREEN   CARROT BABY SLIM ORANGE   CARROT SHRED 1/16"   CAULIFLOWER FLORETTE   CELERY   CELERY   CELERY STICK   CILANTRO CLEAN   CABBAGE SHRED SLAW 3WAY MIX   CUCUMBER WIREBOUND   GARLIC WHOLE PEELED   GRAPE GREEN   GRAPE RED   LETTUCE GREEN LEAF FILET   LETTUCE ICEBERG SHRED   MUSHROOM MEDIUM   ONION GREEN CLEAN   ONION YELLOW DICE 1/4"   ONION YELLOW SLIVER   ORANGE   PEAR GREEN   PEAR GREEN   PEPPER BELL GREEN   PEPPER BELL GREEN DICE 1/4"   PEPPER BELL GREEN JUL 3/16"   PEPPER BELL RED   POTATO   POTATO SWEET YAM JUMBO   LETTUCE TUSCAN BLEND GRN/RED   LETTUCE SALAD MIX   LETTUCE SPRING MIX   SPINACH CELLO   SQUASH ACORN   SQUASH YELLOW   STRAWBERRY   TOMATO DICE 1/2"   TOMATO GRAPE   ZUCCHINI   TOMATO 4X4  
(19) Do you have an active TPT license / registration with Arizona Department of Agriculture? (20) Is your business registered with Arizona Corporation Commission? If not, which state is your business registered from? (21) Is your business in compliance with Economic Nexus Thresholds? Responses to this notice shall be submitted via email to contact@example.gov. Telephone responses will not be accepted. Responses must be received no later than Thursday, October 09, 2025 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.