Bread - CTX | Base 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 Central VA Health Care System/Olin E. Teague VA Medical Center in Temple, 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 Title Bread Delivery Project Location Central Texas Veterans Healthcare System Central Texas Veterans Healthcare System Olin E. Teague VA Medical Center Doris Miller VA Medical Center 1901 Veteran Memorial Dr. 4800 Memorial Dr. Temple, TX 76504-7451 Waco, TX 76711-1329 Project Description The Central Texas Veterans Health Care System (CTVHCS) requires the provision and delivery of bread products to the Nutrition and Food Services (N&FS) departments at the Temple and Waco VA campuses. CTVHCS's N&FS departments prepare and serve meals to inpatients and outpatients at both the Temple and Waco VA campuses on a daily basis. Bread and bread-type products (sandwich bread, hamburger and hot dog rolls, cinnamon swirl bread, and related items) are a recurring, high-volume component of these meals and must be delivered fresh and on a consistent weekly schedule to avoid disruption to meal preparation. 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 Khara Campbell Administrative Officer | (254) 778-0638 Richard Gaughan Supervisory Food Service Specialist | (254) 778-3464 Delivery Schedule The Contractor shall make deliveries to the N&FS walk-in cooler. VA N&FS staff from the kitchen receiving area must escort the delivery person, unless otherwise directed by facility's Contracting Officer's Representative (COR). This requirement applies including on federal holidays. Central Texas Veterans Healthcare System Central Texas Veterans Healthcare System Olin E. Teague VA Medical Center Doris Miller VA Medical Center 1901 Veteran Memorial Dr. 4800 Memorial Dr. Temple, TX 76504-7451 Waco, TX 76711-1329 Delivered Goods The Contractor shall deliver bread orders a minimum of one day per week to both the Temple and Waco N&FS walk-in coolers. VA N&FS staff from the kitchen receiving area must escort the delivery person and obtain a signature from the VA N&FS staff receiving staff. The Government reserves the right to inspect delivered goods for compliance with specifications, including but not limited to correct products, quantities, proper packing, and damaged goods. Any determined unacceptable items will be refused with full credit/replacement due at the discretion of the Government. Freshness Requirement for Bread Products Bread products shall have a sufficient remaining shelf life of no less than seven (7) calendar days from delivery. Bread Products White Sandwich Loaf Whole Wheat Sandwich Loaf White Hamburger Buns White Hot Dog Buns Sliced Cinnamon Swirl Hoagie Rolls Texas Toast Orders All orders will be placed on an as needed basis for delivery one day a week (no exceptions). Specific quantities and delivery dates will be determined in accordance with the delivery schedule by the COR. The Contractor shall not substitute any items and shall 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. Orders may be placed by telephone, in writing, by fax, or given to Contractor personnel as mutually agreed upon by COR and the Contractor. Name: _______________________________________________________ Address: _____________________________________________________ _____________________________________________________ _____________________________________________________ Telephone Number: _____________________________________________ Fax Number: ___________________________________________________ The Contractor shall provide the Government with the name, location, and telephone number of the office where orders may be placed by phone, to be included in the Contractor's quote/proposal or provided within 5 business days of award. For tracking purposes, the COR will document all verbal orders with the following minimum information: Contract Number and Purchase order number Date and Time of Order Placement Name of Contractor's Ordering Clerk 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 calendar 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 will make every effort to ensure that substitutions offered 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 shall be responsible for any price difference and any other additional charges. Quality Management The Government reserves the right to enter and inspect any vehicle used to deliver goods for, but not limited to, compliance of sanitation conditions, proper refrigeration, and proper cargo area temperature. Such inspection shall be made on a random basis, upon delivery. Contractor Delivery Personnel All Contractor personnel shall wear distinctive clothing bearing the name of the Contractor, and badges bearing the Contractor's name, employee picture, and the employee's name in English, and shall use proper hair restraints. Invoices The Contractor shall submit proper invoices (which may be done electronically) weekly to NFS. Proper invoices shall contain: Contract Number(s) 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. 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. Government Responsibilities The Government reserves the right to inspect delivered goods for compliance with specifications, including but not limited to correct products, quantities, proper packing, and damaged goods. Any determined unacceptable items will be refused with full credit/replacement due at the discretion of the Government. Contractor Requirements The Contractor shall deliver to the Temple N&FS kitchen and the Waco N&FS kitchen one day per week by 11:00 AM on a day to be mutually agreed upon between the Contractor and the COR for each location. 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 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. All packaging and 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 thereunder. All items must be identified with readable dates (open code dates) or coded dates. Contractors who do not use open dating shall 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 shall be furnished to each destination receiving officer and each destination inspection agency with the first delivery. The Contractor shall notify the Government of product availability issues, either temporary or permanent, no less than 5 calendar days in advance. The Contractor shall permit the Government the right and opportunity to enter delivery vehicles as well as warehouse facilities to ensure compliance of sanitation conditions, proper refrigeration, and proper cargo area temperature. Such inspections shall be made on a random basis. Contractor personnel shall wear distinctive clothing bearing the name of the Contractor, and badges bearing the Contractor's name, employee picture, and the employee's name in English, and shall use proper hair/beard restraints. The Contractor will provide invoices weekly to N&FS. Invoices shall contain: Contract Number Facility Name and Address Purchase Order Number/Obligation Number Period of Performance and Any Other Pertinent Details to Identify Service Rendered Itemized List of Products and Quantities Delivered