Amendment to Alfalfa Hay, 600 Tons

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding solicitation [1232SA26Q0016], clarifying requirements and submission procedures.

• Hay Tonnage Flexibility: The full stated tonnage in the specification is required; 500 tons from a local farmer is not sufficient if the full amount is needed.
• Bale Weight: While the government can handle bales in the 1600-1700 lb range, they prefer bales within the specified 1200-1500 lb range 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.
• Cover Page Requirements: The cover page must include the solicitation number, quoter's name, address, SAM Unique Entity ID, telephone number, email address, a statement of agreement with all terms, and an agreement to furnish items offered.
• Electronic Submission Format: Quotes must be submitted electronically in either Microsoft Word or Adobe PDF format.
• Clause Acknowledgement: 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.

This Q&A document clarifies existing requirements and provides specific instructions for quote submission, ensuring bidders have a clearer understanding of the solicitation's expectations.

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 for livestock research projects focused on cattle reproductive physiology, nutrition, and genetics.

• Procurement of 600 tons of alfalfa hay.

• Delivery of hay in round, net-wrapped bales, each weighing between 1200lbs and 1500lbs.

• Deliveries are to commence on or around January 26, 2026.

• Must be from the 2025 crop year.

• Must be domestically grown.

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

• Must be free of mold, dust, weeds, or grasses unhealthy for domestic animals.

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

• Must be free from animal contamination, dangerous pesticides, and foreign matter.

• Quality test results should be provided if available.

• Bales must be round and net-wrapped.

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

• Bales must be uniform in size and circumference.

• Loose or broken bales will not be accepted.

• Delivery to: Fort Keogh Livestock and Range Research Laboratory, 243 Fort Keogh Road, Miles City, Montana 59301.

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

Amendment / Modification

This document is Amendment No. 0001 to Solicitation/Contract No. 1232SA2600016. It modifies the contract to extend the delivery date and incorporate an updated delivery schedule.

• The delivery schedule has been updated.

• The Period of Performance has been extended.

• The delivery date has been extended.

• A new delivery schedule is provided, detailing daily tonnage requirements from February 2, 2026, to February 13, 2026.

• The updated schedule assumes two semi-loads per day, with 48 bales per load, averaging 1300 lbs per bale.

• The Period of Performance is now 02/02/2026 to 02/13/2026.

• All other terms and conditions remain unchanged.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, issued as a Request for Quotation (RFQ) for Alfalfa Hay (600 Tons, Round Bales). The acquisition is set aside for small business concerns. The USDA-Agricultural Research Service requires this hay for livestock research projects at the Miles City, Montana lab.

• 600 Tons of Round Bales of Alfalfa Hay.

• Delivery is requested F.O.B. destination.

• Early deliveries will be accepted.

• Shipping address: Fort Keogh Livestock and Range Research Laboratory, 243 Fort Keogh Road, Miles City, Montana 59301.

• Anticipated award of a firm-fixed-price contract with a one (1) year base period.

• The government intends to make one award.

• Offers are requested and a separate written solicitation will not be issued.

• Quotes must be submitted electronically via email to the contract specialist/purchasing agent in Microsoft Word or Adobe PDF format.

• Offerors must provide pricing for all items to be considered responsive.

• Evaluation will be based on the best value to the Government, considering Price and Technical Acceptability.

• Technical Acceptability requires meeting or exceeding all salient characteristics, providing sufficient descriptive literature/documentation, and availability for delivery within the specified timeframe.

• Past Performance will also be evaluated.

• The evaluation method is lowest price technically acceptable.

• Offers must be held firm for 90 calendar days from the date specified for receipt of offers.

• This acquisition is a Total Small Business Set-Aside.

• The applicable North American Industry Classification Standard Code is 311119, with a small business size standard of 1,000 employees.

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

• Attachment 2 (Specifications) and Attachment 3 (Delivery Schedule Revised) are referenced.

• Offerors must include descriptive literature or clear references to readily available online information to demonstrate how their product meets salient characteristics.

Form / Attachment / Pricing Sheet

This document outlines the delivery schedule for Alfalfa Hay, specifying shipping destinations, notification procedures, delivery timing, weight verification, and unloading procedures.

• Shipping Destination: Fort Keogh Livestock and Range Research Laboratory, 243 Fort Keogh Road, Miles City, MT 59301 (F.O.B. Destination).
• Delivery Notification: Contractor must provide a 3-Day Notice to the Contracting Officer's Representative (COR), including carrier name and total tonnage.
• Delivery Timing: Standard window is Monday-Friday, 7:30 a.m. - 3:30 p.m. MST. Exceptions for holidays/weekends require prior notification.
• Delivery Schedule: Specific dates and approximate tons to be delivered, with a total of 62 tons per day for most days, and 42 tons on Friday, February 13, 2026.
• Weight Verification: Tonnage must be established via State Certified HEAVY weight ticket at the contractor's facility prior to transit. A copy must be provided to the COR upon arrival.
• Unloading Procedures: Facility personnel will provide labor and equipment to offload bales directly into designated hay yards.

This document is crucial for bidders to understand the logistical requirements and timeline for delivering Alfalfa Hay. It details the exact delivery location, required advance notice, acceptable delivery times, and the process for weight verification and unloading. Adherence to this schedule and these procedures will be essential for successful contract performance.

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.