8905--Fresh Seafood VAMC Hampton

State: Virginia
Level of Government: Federal
  • 89 - Subsistence (Food)
Opps ID: NBD00159149885734433
Posted Date: May 20, 2022
Due Date: May 27, 2022
Solicitation No: 36C24622Q0560
Source: Members Only
8905--Fresh Seafood VAMC Hampton
Contract Opportunity
Notice ID
Related Notice
Department/Ind. Agency
General Information
  • Contract Opportunity Type: Combined Synopsis/Solicitation (Original)
  • All Dates/Times are: (UTC-04:00) EASTERN STANDARD TIME, NEW YORK, USA
  • Original Published Date: May 20, 2022 02:58 pm EDT
  • Original Date Offers Due: May 27, 2022 12:00 pm EDT
  • Inactive Policy: Manual
  • Original Inactive Date: Jun 01, 2022
  • Initiative:
    • None
  • Original Set Aside:
  • Product Service Code: 8905 - MEAT, POULTRY, AND FISH
  • NAICS Code:
    • 311710 - Seafood Product Preparation and Packaging
  • Place of Performance:
    VAMC HAMPTON 100 Emancipation Dr Hampton , VA 23667
Combined Synopsis-Solicitation for Seafood VAMC Hampton VA
Last Updated: 02/01/22
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-06.

This solicitation is Full and Open competition

The associated North American Industrial Classification System (NAICS) code for this procurement is 311710, with a small business size standard of 750.
The FSC/PSC is 8905.

VAMC Hampton VA is seeking to purchase Fresh Seafood.

All interested companies shall provide quotations for the following:


Line Item
Unit of Measure
Unit Price
Total Price
[Insert Number(s)]
Seafood seasonal so include a price list of what is currently available and any historical information that will help determine if you can meet the statement of work. See attached spreadsheet.

Statement of Work


This is an estimated yearly quantity order for delivery of fresh (never frozen) SEAFOOD products to the VA Medical Centers' Nutrition and Food Services, at Hampton, Virginia (VAMC). Deliveries are estimated at three times weekly (Monday - Wednesday Friday) to HAMVAMC. Period of performance for the base year is TBD through 1 year from start date; It may be in the best interest of the Government to do a 5-year requirements contract.

Method of payment will be a Certified Invoice billed monthly submitted electronically in arrears.

Nutrition and Food Services' staff (specifically the Food Service Systems Dietitian or the designated supervisor) VAMC will submit delivery orders for produce products to Contractor via website no later than 10:00PM for items without processing and 6:00PM for items requiring processing for guaranteed delivery the next day excluding Saturdays and Sunday. Vendor must deliver the requested items after the order is submitted from VAMC Hampton on the delivery date.

All prices submitted shall be inclusive of delivery charges. Delivery charges shall not be separately priced.

The produce will be delivered directly to the Main HAMVAMC Kitchen, located in building 116 on station, accessed through the loading dock. Delivery times must be between the hours of 6:00AM to 8:00AM or 7:00AM to 9:00AM depending on vendor s requirements.

HAMVAMC reserves the right to precisely order the amount of seafood that is needed. No standing orders or standard set quantity can be established by the vendor. VAMC Hampton requests the ability to submit orders electronically (via online ordering) directly to vendor. VAMC Hampton also requests the ability to place orders over the phone in the event of an emergency or disruption in online ordering ability.

Vendor will acquire signatures from HAMVAMC Storeroom Clerks/Material Handlers after the delivery products are inspected. A Food Service Worker Supervisor can sign invoices only on Holidays in the absence of the above approved individuals. Failure to acquire invoice signature could result in non-payment. Vendor cannot self-sign invoices; this can also result in non-payment.

HAMVAMC reserves the right to return products at point of delivery to vendor if damaged, does not meet quality standards, or overage in ordering at no cost to VAMC. HAMVAMC requests the ability to return produce which degrades rapidly after delivery (72 hours maximum).


1. Fresh seafood shall have sufficient remaining shelf life commensurate with good commercial practice and shall conform to the Commercial Item Descriptions (CID) for SEAFOOD.

2. Quality assurance: Meets standards established by Federal Food, Drug, and Cosmetic Act (FFDCA 21 USC Subchapter 9), including our Hazard Analysis and Critical Control Points (HACCP) plan.

3. Ingredients for fresh seafood shall consist of no additives and will be packaged in their own natural juices (21 USC §348).

4. Unless otherwise specified in the item specification or solicitation, marking shall be in accordance with the best commercial practice.

5. Any commercial or additional labeling, as specified, which complies with the U.S. Food, Drug, and Cosmetic Act, and regulations promulgated thereunder, is acceptable.

6. Any items not found to meet freshness requirements upon inspection will either be replaced or credited after confirmation of deficiencies.

7. Additional packaging, packing, and/or marking requirements can be found in the Addendum "Terms and Conditions ­ Commercial Items.


1. All packaging and packing 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 (21 USC §343).

2. All items shall 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 to the facility. The product code number key listing shall explain the actual date of production or processing. Copies of key-codes will be furnished to the destination receiving officer and destination inspection agency with the first delivery. Failure to comply with this requirement will render a contract in default and grounds for termination.

3. Unless otherwise specified, preservation, packaging, and packing shall be to a degree of protection to preclude damage to containers and/or contents thereof 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 National Motor Freight Classification and Uniform Freight classification (issue in effect at time of shipment).


Items shall be prepared, processed, and packed under sanitary conditions and in accordance with good commercial practice. All containers shall be clean, sound, and securely covered or sealed to provide adequate protection from dirt or other contamination.

1. Compliance with Federal Laws and Regulations:

a. All deliveries shall conform in every respect to the provisions of the Federal Food, Drug, and Cosmetic Act and regulations promulgated thereunder.

b. All items furnished under this contract shall be prepared, processed, and packed under sanitary conditions in accordance with good commercial practice and approved standards established by the Food and Drug Administration. All containers shall be clean, sound and securely covered or sealed to provide adequate protection from dirt, filth, and all other contamination. Chilled and frozen items shall be maintained at temperatures necessary for the preservation of the product.


An inspection may be made of the premises and employees of the offeror, prior to award of contract, and conditions found will be considered in awarding the contract. Inspection may also be made at any time during the life of the contract and, if it is found that the contractor is not complying with specifications, deliveries will be rejected, and products covered by this contractor will be procured in the open market. Additional cost incurred by this action will be charged against the contractor's account. The VA Contracting Officer or his/her designee reserves the right to inspect the Contractors premises at any time during the life of the contract. A pre-award, on-site visit to inspect the manufacturing plant, personnel, process and packaging equipment and premises to verify compliance with all applicable Federal and State mandatory requirements and regulations relating to the preparation, packaging, labeling, storage, distribution, and sales of the products with the commercial marketplace may be performed by the Government prior to the contract award. If the plant of the apparent lowest price offeror does not meet specification or is not acceptable, the offer will be rejected. Certification of a passing safety inspection, within six (6) of this Request for quote, is required to be submitted with the offer (21 USC §350d).


Contractor shall provide a report summarizing the total amount by line item delivered, the unit cost of each line item, and the total dollars delivered each quarter, specific to each Medical Center. The report shall be provided electronically via email to the Contracting Officer and his/her Representative (COR) at the end of each quarter. If the Contractor utilizes the services of a sub-contractor(s) for deliveries, the Prime Contractor will be responsible for gathering the required information for submission to the Contracting Officer at HAMVAMC.


1. The delivered products shall comply with all applicable Federal, State and local mandatory requirements and regulations relating to the preparation, labeling, storage, distribution, and sales of the products with the commercial marketplace. AH deliveries shall conform in every respect to the provisions of the Federal Food, Drug and Cosmetic Act and regulations promulgated thereunder.

2. Contractor's Certification: By submitting an offer, the contractor certifies that the product offered meets the specified salient characteristics and requirements described in this solicitation. 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.

3. Source of Manufacture: Items supplied under this contract are required to originate from a sanitarily approved source. The supplier must identify the source of manufacture on the primary container or in the accompanying shipping documents, consisting of either the manufacturing plant name and address or a manufacturing plant code. 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.


New Year's Day January 1
Martin Luther King's Birthday 3rd Monday in January
President's Day 3rd Monday in February
Memorial Day Last Monday in May
Independence Day July 4
Labor Day 1st Monday in September
Columbus Day 2nd Monday in October
Veterans Day November 11
Thanksgiving Day 4th Thursday in November
Christmas Day December 25

When one of the holidays falls on a Sunday the following Monday will be observed as a legal holiday. When holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by US Government agencies. Mod: If the delivery day falls on a Government Holiday, Monday Saturday, then HAMVAMC reserves the right to select another day in place of the holiday.

B.2 Price/Cost Schedule

*See Attached Produce Selection Guide

B.3 Delivery Address

VAMC Hampton (590/120)
Attn: Nutrition and Food Service
100 Emancipation Drive
Hampton, VA 23667The period of performance is a 5-year requirements contract.
Place of Performance/Place of Delivery
100 Emancipation DR, Hampton, VA
Postal Code:

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:
FAR 52.212-1, Instructions to Offerors Commercial Items
FAR 52.212-3, Offerors Representations and Certifications Commercial Items

The following contract clauses apply to this acquisition:
FAR 52.212-4, Contract Terms and Conditions Commercial Items
FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders

All quoters shall submit the following: a quote that addresses the statement of work and price list.

All quotes shall be sent to john.harmsen@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The award will be made to the response most advantageous to the Government.
Responses should contain your best terms, conditions.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:
"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."
"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"
Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than 27 May 2022 at john.harmsen@va.gov.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.
Point of Contact
John Harmsen
Contact Information
Contracting Office Address
  • HAMPTON , VA 23667
  • USA
Primary Point of Contact
Secondary Point of Contact


Related Document

May 5, 2022[Sources Sought (Original)] 8905--Fresh Seafood VAMC Hampton


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