8915--VALL Fresh Produce 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 Fresh Produce for Loma Linda VA Healthcare System. Contractor should provide listed products and services (if any) at firm-fixed prices during contractual performance period (12 months). SPECIFIC REQUIREMENTS:
Ordering Capabilities: The ordering officer of NFS shall place orders by website, email, telephone, or in any manner consistent with accepted business practices one business day prior to the anticipated delivery date. An order number will be provided to the ordering delegate at the time the order is placed. Contractor will not substitute any items and will not increase or decrease quantities ordered without prior approval from the ordering officer or Program Manager of NFS. Should 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. Fresh Produce substitutions will be allowed on the condition that the substituted item is similar in appearance and composition. Substituted items will be billed at no higher cost than the contracted items it is substituted for. The Government does not guarantee the estimated yearly quantity.
Delivery Specifications: All deliveries shall conform in every aspect to the provisions of the Food, Drug and Cosmetic Act, USC Title 21, Chapter 9 (FD&C Act) and regulations promulgated there under. Where applicable, the interpretation of requirements (descriptive terms), methods ascertaining grades, testing, etc., shall be in accordance with those contained in the USDA Grades and Standards for the products in effect on the date of solicitation. Deliveries shall be made between 5:00am and 12:30pm, local time, 3 times per week on Monday, Wednesday, and Friday, unless otherwise arranged with the hospital kitchen. NATIONAL HOLIDAYS: In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97, the following holidays are observed and, for the purpose, of this contract are defined as Legal Federal Official Holidays . New Year s Day (1 January) Martin Luther King's Birthday (Third Monday in January) President s Day (Third Monday in February) Memorial Day (Last Monday in May) Juneteenth (19 June) Independence Day (4 July) Labor Day (First Monday in September) Columbus Day (Second Monday in October) Veteran s Day (11 November) Thanksgiving Day (Fourth Thursday in November) Christmas Day (25 December) When a holiday falls on a Sunday, the following Monday shall be observed as a National Holiday. When a holiday falls on a Saturday, the proceeding Friday is observed as a National Holiday by U.S. Government Agencies. Also included would be any other day specifically declared by the President of the United States to be a National Holiday. Deliveries shall be of specified items in quantities indicated in the purchase order provided. Deliveries shall be made to the following location, unless otherwise directed by the Program Manager:
VA Loma Linda Healthcare System 11201 Benton St Loma Linda, CA, 92357 Bldg 2 (Main Medical Center), Kitchen, Room 1C33 Main Warehouse Receiving Doc (east side of Bldg 2) Contact Name: Misty A. Abrantes Contact Number: +1 (555) 000-0000 x1752
Delivery Vehicle Specifications: Products shall be delivered in an enclosed truck, which protects the products from dirt or other contamination. The government further reserves the right to enter and inspect any vehicle used to deliver goods to assure safety and sanitary transport of items ordered, including temperature maintenance logs of the space used to haul the goods. Such inspections may be made on a random basis, upon delivery, at the discretion of the Program Manager. Temperature Requirements: Carrier equipment needs to be within FDA temperature tolerances and shall be capable of maintaining temperature within the range to destination. All delivery tickets and invoices relating to the purchase order number must show the total items delivered for each line item. A designated NFS employee shall sign for all deliveries. The Government reserves the right to inspect delivered goods for compliance of specifications, including, but not limited to, correct product(s) and quantities, proper packaging, damaged goods, etc. The contractor shall demonstrate compliance with performance standards by showing that their process adheres to an appropriately designated, validated, Hazard Analysis Critical Control Point (HACCP). Any item determined unacceptable shall be refused with full credit/replacement, at the discretion of the Government. Replacement of rejected products shall be delivered the same day, no later than 1:00PM, unless otherwise specified by the Program Manager. Off-loading of products shall occur in the presence of VA authorized receiving personnel as indicated, or his/her designated representative. Contractors shall be responsible for providing hand trucks, dollies for produce, required to affect delivery to appropriate location. Deliveries will not be stacked higher than five (5) feet high. Driver will wait until food is inspected by designee before leaving premises. All contractor delivery personnel shall be required to wear a full company uniform, which clearly displays the name of the company and the individual, and shall be of a neat, clean appearance with appropriate hair containment. All contractor s employees should wear identification (ID) badges during the entire period of time while on VA property. It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Office(s). The contractor assumes full responsibility for any parking violations.
Product Quality and Freshness The Government reserves the right to return products in the original packing for full credit if they have visible signs of poor quality within 24 hours after delivery. Physical Hazards: products shall be clean, sound, wholesome, and be free from foreign material such as, but not limited to, dirt, insect parts, hair, wood, glass, or metal. Mold: Products shall include mold inhibitors of proper levels as allowed by the Federal Food, Drug and Cosmetic Act. Odors: All products shall be free from all undesirable and objectionable flavors and have a pleasingly sweet distinctive individual characteristic flavor. Color: All products shall be uniformly colored throughout and characterize the type and/or flavor it represents. Consistency: Products shall not be slimy or show signs of decomposition. They shall be free from undesirable gas formation or any other permeable nature. Fresh produce shall have sufficient remaining shelf life commensurate with good practices and at a minimum: Prepared produce has a minimum 5 days of shelf life after the date of delivery.
Packaging, Packing, and Labeling Packaging and Packing: All packaging shall be in accordance with good commercial practice. Labeling shall be in accordance with commercial labeling complying with the Federal Food, Drug, and Cosmetic Act and regulations promulgated there under. The identification on the primary container may consist of either the manufacturing plant name and address or a manufacturing plant code. The package shall be clean, sound, and securely sealed to provide adequate protection from dirt, filth, and contamination. All products/ingredients shall be clean, sound, wholesome and free from evidence of rodent or insect infestation. Failure to comply with this provision shall be considered grounds for default of the contract. Unless otherwise specified, preservation, packaging and packing shall be to a degree of protection to preclude damage during normal shipping conditions and shall conform to normal commercial practices and applicable carrier rules and regulations involving shipment from contractor to receiving activity for storage. Dating: All prepared (sliced, diced, chopped, etc.) items must be identified with readable dates (open code dates). Other Labeling Requirements: Unless otherwise specified in the item specification or solicitation, marking shall be in accordance with best commercial practice. Any commercial or additional labeling as specified which complies with the U.S. Food, Drug and Cosmetic Act and regulations promulgated there under, is acceptable.
Compliance with Federal Laws and Regulations The delivered products shall comply with all applicable Federal, State and local mandatory requirements and regulations relating to the preparation, packaging, labeling, storage, distribution, and sales of the products with the commercial marketplace. By submitting an offer, the contractor certifies that the products offered meet the requirements of the solicitation and: Requirements of Federal, State and local regulations Conforms to the producer s own specifications and standards, including product characteristics, manufacturing procedures, quality control procedures, and storage and handling practices Has national or regional distribution storage facilities located within the United States, its territories, or possessions. Is sold on the commercial market Inspection of Facilities: All products furnished under the awarded contract shall be processed at facilities that have been inspected by the Federal and/or Local State Government Agencies as appropriate. Vendors who produce and distribute fresh fruits & vegetables must demonstrate Good Agricultural Practices as defined by GAP Certification Requirements. Approved inspection reports of another VA Facility or other Federal Government agency will be accepted as satisfactory evidence that the facilities/plants meet these requirements, provided that the inspection was made not more than six (6) months prior to the proposed contract period. The Contracting Officer or his/her designee reserves the right to make pre-award, on-site survey and inspection of the plant, personnel, equipment and processes of the offeror prior to making award and conditions found will be considered in awarding the contract. Inspection(s) may also be made at any time during the life of the contract and, if it is found that the contractor does not comply with specifications, deliveries will be rejected, and the products covered by this contract will be procured in the open market. Any excess cost caused by this action will be charged against the contractor s account. The government reserves the right to determine proof of such conformance prior to the first delivery from point of origin and any time thereafter, up to and including delivery at destination as may be necessary to determine conformance with the provisions of the contract. All deliveries shall conform in every respect to the provisions of the Federal Food, Drug and Cosmetic Act and any other applicable laws and regulations.
Manufacturing Standards When the manufacturing plant is identified on the shipping documents accompanying the delivery, the plant shall be identified by its complete name, address and plant code. Products manufactured to metric dimensions will be considered on an equal basis with those manufactured using inch-pound units, providing they fall within the tolerances specified using conversion dimensions and those dimensions exceed the tolerances specified in the inch-pound units, a request should be made to the Contracting Officer to determine if the product is acceptable. The Program Manager, in accordance with the Contracting Officer, will accept or reject the product.
Recall Notices Notification to NFS will be given immediately upon receiving Recall Notices from the Food and Drug Administration Enforcement Report publications. Notifications shall be delivered to the Program Manager, COR, or designated personnel through phone and email for any food recalls related to items delivered to the VA from the contractor.
Administration The contractor shall contact the Contracting Officer on all matters pertaining to administration. Subcontractors: The Contracting Officer shall approve/disapprove all subcontractors used at any time during this contract. Contractor shall list the name and address of all subcontractors. The Contracting Officer shall be notified immediately if the Contractor should change any of the subcontractor(s) utilized for this contract and provide their name and address. Contracting Officer shall approve/disapprove subcontractors. Note: FAR Clause 52.222-37: Public Law (P.L.) 105-339, Section 1354 provides that no agency may enter into a contract with a Contractor who has not filed a VETS-4212 report for the preceding fiscal year under Title 38 Section 4212(d). A contract can be placed with that Contractor as soon as the report required by section 4212(d) for the fiscal year concern is filed with the Department of Labor. Contractors shall complete this report at least 7 days prior to the due date for bids in response to this solicitation, if applicable. This can be done online at https://www.dol.gov/vets/vets4212.htm. Only the Contracting Officer is authorized to make commitments to issue changes which will affect the price, quantity and quality or delivery of this contract.
Contractor Qualifications & Other Responsibilities Contractor shall obtain all necessary licenses required to perform this work. Contractor shall take all precautions necessary to protect people 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 employees 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.
Produce List:
ITEM NAME PKG QTY Estimated Quantity (1 Year) ASPARAGUS, MEDIUM 1LB BUNCH 52 ASPARAGUS, MEDIUM 2 LB BAG 260 ASPARAGUS, LARGE, 11LB CS 17 BANANAS, YELLOW BUNCH 433 BANANAS, YELLOW, G/T G/T 40 LB CS 121 BASIL FRESH HERB 1 LB 17 BELL PEPPERS, GREEN, FAJITA CUT LB 433 BELL PEPPERS, GREEN, FINE/SM DICED LB 415 BELL PEPPERS, YELLOW, MED EA 17 BELL PEPPERS, GREEN, MED EA 17 BELL PEPPERS, RED, MED EA 17 BELL PEPPERS, RED, DICED 1 LB 104 BELL PEPPERS, RED, FAJITA CUT LB 346 BELL PEPPERS, RED, FINE DICED, 1/4" LB 346 BELL PEPPERS, YELLOW,FAJITA CUT LB 138 BELL PEPPERS, YELLOW,FAJITA CUT 5LB 138 BROCCOLI, FLORRETTS 5 LB BG 17 BRUSSEL SPROUTS, TRIMMED, CUT IN HALF 5 LBS 17 BOK CHOY 10 LB 20 CABBAGE, RED, SHREDDED LB 17 CARROT STICKS LB 17 CARROTS, SHREDDED LB 17 CAULIFLOWER FLORETES LB 17 CAULIFLOWER, WHOLE HEAD 17 CELERY, DICED 3/8" CUT 5 LB BG 52 CILANTRO, BUNCH BUNCH 484 CHIVES, FRESH 2 OZ 17 COLE SLAW MIX, 5LB BAG BG 17 CRANBERRIES,FRESH 24x12oz CS 22 CUCUMBERS PC 2163 GRAPES, GREEN, PREMIUM 18 TO 20 LB CS 52 GRAPES, GREEN, SEEDLESS 3LB PC 104 GRAPES, RED, SEEDLESS LB 52 GREEN BEANS, CLIPPED, FRESH 5 LB BG 363 JALAPENOS, GREEN, LB LB 17 LEMON, SUNKIST CHOICE LB 17 LIMES, GREEN SELECT LB 17 LEEKS, LARGE, BUNCH BN 3.2 LETTUCE, ROMAINE, CHOPPED, BITE SIZE 2 LB BG 1298 LETTUCE, GREEN LEAF, 24 CT/CS CS 10 LETTUCE, SHREDDED LB 17 LETTUCE, SHREDDED 5 LB 17 MUSHROOMS, MEDIUM SLICED, 1/4 " 10 LB CS 52 ONIONS, SLICED, SLABS LB BG 415 ONIONS, DICED 5 LB BG 104 ONIONS, FAJITA CUT LB 138 ONIONS, GREEN BUNCH 17 ONIONS, RED, DICED LB 138 ONIONS, RED, SLAB/RINGS, 1/2 '' LB 104 ONIONS,RED, SLICED, SLABS 1 LB BG 52 ORANGES, NAVEL, CHOICE 88 CT CS 69 PARSLEY, REGULAR BUNCH 17 PICO DE GALLO SALSA, 5LB TRAY PC 35 POTATOES, GOURMET BABY MARBLE LB 17 POTATOES, RED POTATOES, WASHED 50 LB CS 35 POTATOES, RED, DICED 2 LB 17 POTATOES, RED, QUARTERS, WEDGES, 10 LB 10 LB BG 20 POTATOES, RUSSET, PEELED/CUBED, LARGE CUT 5LB 260 POTATOES, RUSSET, WASHED 90 CT 17 ROSEMARY, 1 LB LB BG 10 SALAD, CHOPPED ICEBERG LB BG 17 SPINACH, CLEAN 2.5lb 87 STRAWBERRY HALVES 10 OZ 17 STRAWBERRY, WHOLE 1 LB 17 SWEET POTATOES, PEELED,CUBED 2 LB 17 SWEET POTATOES, WHOLE EA 17 TOMATILLOS, PEELED LB 17 TOMATOES, 5X6 CS 69 TOMATOES, DICED LB 87 TOMATOES, DICED, FRESH 5 LB TRAY (BG) 17 TOMATOES, GRAPE 2 LB PACK (PC) 450 TOMATOES, GRAPE, PINT PC 17 WATERMELON, SEEDLESS EA 52 YELLOW SQUASH EA 17 ZUCCHINI, ITALIAN EA 17
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 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. 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 Wednesday, February 11, 2026 by 10:00 AM PST. 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.