8920--Bread | Base Plus 4 Option Years

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 South Texas Health Care System Center in San Antonio and Kerrville, 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
Scope Bread Delivery
Project Location South Texas Veterans Healthcare System South Texas Veterans Healthcare System Audie L. Murphy Memorial Veterans Hospital Kerrville VA Medical Center 3600 Merton Minter Blvd. 3600 Memorial Blvd. San Antonio, TX 78229-4404 Kerrville, TX 78028
Summary of Work Requirements Deliveries shall be made to the Nutrition & Food Service (N&FS) walk-in cooler but must have VA N&FS staff from the kitchen receiving area to escort delivery person, unless otherwise directed by the participating facility s Contracting Officer's Representative (COR), including Federal holidays.
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
Point of Contact Eric L. Martin | eric.martin@va.gov, | (210) 278-2923. Deidra Flugrath | deidra.flugrath@va.gov | (210) 617-5300 ext. 15904
Bread Products White Sandwich Loaf Whole Wheat Sandwich Loaf Jewish Rye Sliced Bread English Muffins White Hamburger Buns Whole Wheat Hamburger Buns White Hot Dog Buns Parkerhouse White Rolls Hoagie Rolls
Delivered Goods The 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 PM, 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.)
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.
Bread products shall have sufficient remaining shelf life commensurate with good commercial practices and at a minimum have a shelf life of no less than 7 days from date of delivery.
Packaging, Packing and Labeling Preservation, 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 follow the National Motor Freight classification and Uniform Freight classification in effect at the time of shipment.
All packaging and packing 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 regulations 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 Availability 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 (no less than 5 days), 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 Source The Contracting Officer shall make every 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.
Delivery Schedule South Texas Veterans Healthcare System South Texas Veterans Healthcare System Audie L. Murphy Memorial Veterans Hospital Kerrville VA Medical Center Nutrition and Food Service Nutrition and Food Service 3600 Merton Minter Blvd. 3600 Memorial Blvd. San Antonio, TX 78229-4404 Kerrville, TX 78028
Main Kitchen Ground Floor - H0001 Main Kitchen 3rd Floor - 347 J Tuesday and Friday Tuesday 6:00 AM - 4:30 PM 6:00 AM - 4:30 PM
Orders All orders will be placed on an as needed basis for delivery two days a week (no exceptions). Specific quantities 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 provided by the facility at the time the order is placed. Order can be placed by telephone, in writing or fax, or given to the Contractor personnel as mutually agreed upon by the COR and the Contractor.
Contractor 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
Invoices The Contractor shall submit proper invoices weekly to N&FS. Proper 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
No advance payments will be authorized.
PAYMENT OF INVOICE MAY BE DELAYED IF INVOICES ARE NOT COMPLETED PROPERLY. Quality Management The Government further reserves the right to enter and inspect any vehicle used to deliver goods for, but not limited to, compliance with sanitation conditions, proper refrigeration, proper cargo area temperature, etc. Such inspection shall be made on a random basis, upon delivery.
Contractor Delivery Personnel All 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.
Personnel Policy The 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.
Information Systems Officer, Information Protection The Contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.
O. Privacy Officer The Contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.
Records Manager The NARA Records Management language (Attached) only needs to be added if records could be created, maintained or dispositioned by the contract/contractor.
Otherwise, this no records statement can be used: There will be no federal records created, maintained, used or dispositioned with this contract; regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.].
So short version for no records long version for records will be created, maintained.
Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.
In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.
In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.
STVHCS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of STVHCS or destroyed except for in accordance with the provisions of the agency records schedule and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to STVHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.
The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment are properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment are no longer required, it shall be returned to STVHCS control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).
The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and STVHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.
The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with STVHCS policy.
The Contractor shall not create or maintain any records containing any non-public STVHCS information that are not specifically tied to or authorized by the contract.
The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.
STVHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which STVHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.