Alfalfa Hay - 600 Tons, Round Bales

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding solicitation [1232SA26Q0016] for hay.

• Hay Tonnage Flexibility: Full stated tonnage in the specification is required; 500 tons is not sufficient if the full stated tonnage is required.
• Bale Weight: While bales between 1600-1700 lbs can be handled, the preference is for bales within the 1200-1500 lbs range as noted in the specifications due to equipment strain.
• Alfalfa Hay Location: Alfalfa hay will not be used in Alaska.
• Quote Submission: Quotes should be submitted via email to winston.buchanan@usda.gov.
• Solicitation Instructions (52.212-1): Offerors must include a cover page with solicitation number, company name, address, SAM Unique Entity ID, telephone, and email. A statement of agreement with terms and conditions is required. Quotes must be electronic (Word or PDF format).
• FAR/AGAR Clauses & SAM Certifications: Offerors must acknowledge and understand that all checked clauses and provisions in the solicitation are applicable. SAM Representations and Certifications should be available in SAM.gov for reference.

This Q&A clarifies requirements regarding bale weight and tonnage, provides the submission email address, and details required information for quotes. It also confirms that FAR/AGAR clauses and SAM certifications are applicable and should be acknowledged.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items to procure approximately 600 tons of round bales of Alfalfa Hay. The USDA-Agricultural Research Service's Livestock and Range Research Lab in Miles City, Montana, requires this hay to feed livestock involved in research projects on cattle reproductive physiology, nutrition, and genetics.

• 600 Tons of Alfalfa Hay, Round Bales.

• Specifications are detailed in Attachment 2.

• Delivery Schedule is detailed in Attachment 3.

• F.O.B. destination is the required delivery point.

• Anticipated contract type: Firm-fixed-price.

• Period of Performance: One (1) year base period.

• The Government intends to make one award.

• Offers must include pricing for all items to be considered responsive.

• Evaluation will be based on the lowest price technically acceptable criteria.

• Technical Acceptability: Offerors must meet or exceed all salient characteristics and provide sufficient descriptive literature or documentation. Failure to do so will result in technical unacceptability.

• Past Performance: Will be evaluated based on acceptable, neutral, or unacceptable ratings using government sources and CPARS.

• The lowest priced offer will be evaluated for Technical Acceptability first. If not acceptable, the process continues with the next lowest priced offer.

• Offerors must hold prices firm for 90 calendar days from the offer receipt date.

• Questions are due no later than January 8, 2026, at 12:00 PM Eastern Time and should be emailed to winston.buchanan@usda.gov.

• This acquisition is set-aside for small business concerns.

• North American Industry Classification Standard Code: 311119.

• Small business size standard: 1,000 employees.

• This is a Total Small Business Set-Aside.

• The solicitation incorporates provisions and clauses by reference, accessible at www.acquisition.gov.

• Full text of referenced provisions and clauses are available upon request.

• The document includes numerous FAR and AGAR clauses and provisions that bidders must review and comply with.

Statement of Work (SOW) / Performance Work Statement (PWS)

The USDA-Agricultural Research Service's Livestock and Range Research Lab in Miles City, Montana, requires alfalfa hay to feed livestock for research projects focused on cattle reproductive physiology, nutrition, and genetics.

• Procurement of 600 tons of alfalfa hay.

• Hay must be from the 2025 crop and domestically grown.

• Hay must be sun-cured, properly stored, and well-cured, with no moisture damage or heating.

• Hay must be free from mold, dust, weeds, animal contamination, dangerous pesticides, and foreign debris.

• Hay must be suitable for feeding cattle, with a crude protein level between 15% and 22%.

• Quality test results should be provided if available.

• Crude protein level: 15% - 22%

• Hay must be free from contaminants and debris.

• Quality test results are preferred.

• Deliveries to begin on or around January 26, 2026.

• Delivery Location (F.O.B. Destination): Fort Keogh Livestock and Range Research Laboratory, 243 Fort Keogh Road, Miles City, Montana 59301.

• Bales must be round and net-wrapped.

• Bales must be of uniform size and circumference.

• Bales must be delivered directly from fields or barns via clean vehicles not used for livestock transport.

• Loose or broken bales will not be accepted.

Form / Attachment / Pricing Sheet

This document outlines the specific delivery schedule and procedures for Alfalfa Hay, serving as a critical attachment for bidders to understand logistical requirements.

• Shipping Destination: Fort Keogh Livestock and Range Research Laboratory, Miles City, MT 59301 (F.O.B. Destination).
• Delivery Notification: Contractors must provide a 3-day notice to the Contracting Officer's Representative (COR), including carrier name and total tonnage.
• Delivery Timing: Standard delivery is Monday-Friday, 7:30 a.m. - 3:30 p.m. MST. Weekend/holiday deliveries require COR notification by the preceding business day.
• Delivery Schedule: A detailed schedule is provided from January 26, 2026, to February 6, 2026, with a target of 62 tons per day (approximately 2 semi-loads).
• Weight Verification: Tonnage must be established via a State Certified HEAVY weight ticket at the contractor's facility prior to transit. A copy must be provided to the COR upon arrival for confirmation.
• Unloading Procedures: Facility personnel will provide labor and equipment to offload and stack bales directly into designated hay yards.

This document is crucial for bidders to accurately estimate costs, plan logistics, and ensure compliance with delivery timelines and procedures. It details the exact location, notification requirements, and the specific schedule for deliveries, which will impact operational planning and proposal pricing.