New Bale Press and Conveyor System with Scissor Lift-Tilt Table for the USDA, AMS, Cotton & Tobacco Program Memphis, TN Cotton Classing Office

Amendment / Modification

This amendment (PA08) to Solicitation 12639526Q0018 provides a response to a vendor question regarding machinery setup and bale bundling.

• Vendor Question: Whether the machinery in the bid request needs to function the same way as the existing equipment, specifically noting a different machine used in the cotton industry that does not use banding.
• USDA Answer: The agency intends to preserve a setup similar to their current arrangement. The use of steel ties for bundling bales is a mandatory requirement for shipment and storage standards. Plastic or other materials will not be accepted.

This amendment addresses a specific question related to the requirements of the solicitation.

• The due date and time for quotations remain unchanged: 02/25/2026 at 5:00 P.M. CST.
• All other terms and conditions of the original solicitation remain unchanged.

Amendment / Modification

• The due date for quotations has been extended.

• Solicitation Number: 12639526Q0018

• Original Due Date: 01/08/2026

• New due date for quotations: February 25, 2026, at 5:00 p.m. CST.

• Quotations must be submitted via email to Contract Specialist Matthew Phillips.

• All other terms and conditions remain unchanged.

Amendment / Modification

This amendment (PA06) to solicitation 12639526Q0018, effective February 11, 2026, uploads three (3) videos to the solicitation attachments. These videos demonstrate the cotton baling process at the USDA, AMS, Cotton & Tobacco Program facility in Memphis, TN.

• The following exhibits are added to the solicitation attachments for informational purposes:
  • Exhibit 5 - Adding Steel Ties
  • Exhibit 6 - Bale Eject
  • Exhibit 7 - Weighing Zone-Bagger

No other changes are made to the solicitation. All other terms and conditions remain unchanged. This amendment does not appear to alter proposal deadlines or submission requirements.

Specifications / Attachment

This document outlines the specifications for the delivery and installation of a new full-eject bale press and automated conveyor system for the USDA, AMS, Cotton & Tobacco (C&T) Program in Memphis, TN. The contract also includes the disassembly and removal of the existing bale press and a minimum one-year warranty for the new system.

• Bale Press: Must be a full-eject type with specific dimensions (54" x 24" box, 36" bale thickness) and a minimum weight of 480 pounds, utilizing six 10'3” steel ties. It requires 460 volt 3-phase electrical input and must interlock with the conveyor system. Automated control via PLC is required for cycle management, bale size, and door operation. Exterior metal must be powder-coated or painted to an approved color.

• Automated Conveyor System: A durable system with bale weighing capabilities at a height of 28" is required to replace the current unload conveyor. It may include optional motorized power rollers and must have a control box with an independent PLC, including E-stop, manual/auto modes, start, and on/off functions with indicator lights.

• Optional Scissor Lift-Tilt Table: Vendors must provide a technical approach for this optional item, which can lift to 28" and tilt to 90 degrees, handling bales up to 500 pounds. It also requires an E-stop and control panel.

• Installation Tasks: Include disassembly and removal of the old bale press, installation of the new bale press and conveyor systems (with necessary safety railings), and potential modifications to existing chutes (subject to USDA approval).

• Training: Contractor must provide start-up and training within two weeks of notice, demonstrating proper operation on up to 10 bales. USDA will verify operation, bale dimensions, and weight.

• Warranty: A minimum one (1) year full-service warranty covering parts, labor, and supplies is required, commencing after installation.

• Period of Performance: Removal of the old system and installation of the new system must be completed within six (6) months of the award date.

• Warranty: Minimum one (1) year full-service warranty.

• Vendors must provide complete technical solutions for both scenarios: with and without the optional scissor lift-tilt table.

• Not specified in this document.

• The USDA may elect to award the contract with or without the scissor lift-tilt table.

• Color of the new equipment must be approved in advance by the USDA Technical Point-of-Contact.

Amendment / Modification

This amendment (PA05) to Solicitation 12639526Q0018 makes the following changes:

• Vendor Questions and Answers: Provides additional vendor questions and USDA's answers.

• Pre-Quote Conference: Offers an opportunity for vendors to participate in a virtual pre-quote conference on Friday, February 6, 2026, at 10:30 a.m. CST. Vendors must contact Matthew.Phillips3@usda.gov for a link.

• Quotation Due Date Extension: Extends the due date for quotations to Wednesday, February 18, 2026, at 5:00 p.m. CST.

• Revision to Attachment 2 – Specifications:

  • C.3 PROCESS DESCRIBED: The description of the cotton testing process has been revised. Key changes include specifying that the system must remove the bale using an exiting conveyor installed by the Contractor, and if the optional scissor-lift tilt table is included, the bale must be automatically placed upright from conveyor height (28”) at a 90-degree angle.
  • C.4 SPECIFICATIONS:
    • The website link for National Cotton Council's bale packaging and ties requirements has been removed as it is outdated.
    • The "Sample buster" has been removed from the startup sequencing, as it is no longer needed.

• Attachment 2 – Specifications (Sections C.3 and C.4)

• Solicitation due date

• The deadline for submitting quotations has been extended to February 18, 2026.

• Vendors are encouraged to attend the pre-quote conference for clarification and to view videos of the baler process.

Amendment / Modification

This amendment (PA04) to Solicitation 12639526Q0018 provides vendor questions and USDA's answers, along with referenced photographs.

Key clarifications include:

• Removal of the existing conveyor: USDA will remove the conveyor located on the dock and in the baler room. It is not explicitly requested that vendors remove it.
• Existing conveyor incline: USDA states there are no current issues with the existing conveyor's steep incline and it will not be modified.
• New baler location: The drawing accurately depicts the new baler's location, south of the old one, and does not require wall penetration.
• Sample buster: A sample buster is installed inside the baler chute to break continuous cotton samples before they reach the press. It spins and has spikes.
• Bale handling equipment: The specifications mention items like a system to remove, rotate, and place bales upright. An optional site visit has been rescheduled for Monday, February 2, 2026, at 10:00 a.m. CST.

This amendment primarily addresses questions and provides clarifications related to the scope of work, existing equipment, and proposed new equipment. Photographs are included on pages 5-6.

No changes to proposal deadlines or submission requirements are indicated. All other terms and conditions remain unchanged.

Amendment / Modification

This amendment (PA03) to Solicitation 12639526Q0018 makes the following changes:

• Rescheduling of Optional Site Visit: The optional site visit, previously scheduled for January 26, 2026, has been rescheduled to Monday, February 2, 2026, at 10:00 a.m. CT. The location remains the USDA, AMS, Cotton & Tobacco Program Memphis Cotton Classing Facility at 3275 Appling Rd., Memphis, TN 38133. Attendance is not mandatory but encouraged. Vendors must RSVP via email to geremy.moore@usda.gov to attend.

• Extension of Quotation Due Date: The due date for quotations has been extended from January 30, 2026, at 5:00 p.m. CST to Monday, January 9, 2026, at 5:00 p.m. CST. Quotations must be emailed directly to Contract Specialist Matthew Phillips.

• The date and time for the optional site visit have been changed.

• The due date for quotations has been extended.

• The deadline for submitting quotations has been moved to January 9, 2026.

• Vendors have an updated date and time to attend the optional site visit.

Note: USDA anticipates posting an additional Questions & Answers (Q&A) document soon, prior to the new quotation due date. All other terms and conditions remain unchanged.

Form / Attachment / Pricing Sheet

This document is a drawing titled "Top View Baler Room South Wall and Dock." It provides architectural and layout details for a specific area, likely related to the installation or modification of equipment.

• Dimensions: All dimensions are provided in inches.
• Layout: Details include the location and dimensions of a Garage Door, Dock Conveyor, Fire Lanes, an Open Work Area, a Lockout Box, and an Exit Door.
• Specific Measurements: Key measurements include:
  • Garage Door: 47-1/4" wide, 100-1/2" long.
  • Dock Conveyor: 72" long, 36" wide.
  • Open Work Area: 108" long.
  • Lockout Box: 24-1/2" wide.
  • Exit Door: 12" wide, 34" from a reference point, with a 34-1/2" opening.
  • Overall length indicated as 408.
• Identification: The drawing is labeled "QA Dock," has a drawing number A, and is Sheet 1 of 1.

This drawing is crucial for bidders to understand the physical space and layout constraints for any work related to the baler room, dock, or associated equipment. It provides precise measurements necessary for planning, design, and installation, impacting the scope and feasibility of proposals.

Amendment / Modification

This amendment (PA02) to Solicitation 12639526Q0018 addresses a vendor's question regarding the dimensions of a conveyor system shown in photographs and drawings.

• Vendor Question: Requested dimensions for a conveyor system located in the open work area outside the garage door, noting that dimensions were not included on the provided drawings.

• USDA Answer: The width of the conveyor is 36 inches. This information is now included in "Exhibit 4 - Drawing Top View Baler Room South Wall and Dock".

• "Exhibit 4 - Drawing Top View Baler Room South Wall and Dock" has been updated to include conveyor dimensions.

• All other terms and conditions of the original solicitation remain unchanged. No impact on proposal deadlines or submission requirements is indicated beyond the inclusion of this clarified information.

Amendment / Modification

• An optional site visit has been made available for vendors.

• The site visit will take place on Monday, January 26, 2026, at 10:00 a.m. CT.

• The location for the site visit is the USDA, AMS, Cotton & Tobacco Program Memphis Cotton Classing Facility at 3275 Appling Rd., Memphis, TN 38133.

• This amendment pertains to Solicitation 12639526Q0018.

• Attendance to the site visit is not mandatory for submitting a quotation.

• Vendors are encouraged to attend for an in-depth review of the facility, equipment, and job requirements.

• Vendors will not be reimbursed for any time or costs associated with attending the optional site visit.

• All other terms and conditions of the original solicitation remain unchanged.

Form / Attachment / Pricing Sheet

This document is a vendor quotation form for Solicitation 12639526Q0018. It is used by vendors to submit their pricing for the required equipment and services.

• Vendor Information: Fields for Vendor Name and SAM.gov UEI.
• Project Description: Details the requirement for a new full-eject bale press and automated conveyor system for the USDA, AMS, Cotton & Tobacco Program in Memphis, TN.
• Scope of Work: Includes the delivery and installation of the new system, disassembly and removal of the existing bale press, and a minimum one-year warranty.
• Optional Item: Includes pricing for an optional scissor lift-tilt table.
• Pricing Fields: Separate fields for the total firm fixed-price quotation for the system without the scissor-lift tilt table, and with the scissor-lift tilt table.
• Instructions: Vendors are instructed to complete the blue shaded areas.

This form is essential for bidders to provide their pricing for the specified bale press and conveyor system. Bidders must accurately complete this form, including pricing for both the base requirement and the optional scissor lift-tilt table, to be considered for this opportunity. The form also outlines key components of the required system and services, such as warranty and training.

Specifications

This document outlines the specifications for the delivery and installation of a new full-eject bale press and automated conveyor system for the USDA, AMS, Cotton & Tobacco Program in Memphis, TN. The scope includes disassembling and removing the existing bale press and providing a minimum one-year warranty for the new system. The contractor must furnish all labor, materials, and transportation for removal and installation, to be completed within six months of award.

• Bale Press: Full-eject type, 54"x24" box dimensions, capable of producing bales of 36" thickness and minimum 480 lbs weight. Must use six 10'3” steel ties and comply with National Cotton Council requirements. Requires 460 volt 3-phase electrical. Controls must interlock with the existing conveyor and be PLC-controlled for automatic sequencing. Exterior must be powder-coated or painted industrial enamel.

• Automated Conveyor System: Replace the current system with a more durable conveyor equipped with bale weighing capabilities at a height of 28". May include optional motorized power rollers. Control box must feature an independent PLC with E-stop, manual/auto modes, start, and on/off functions.

• Scissor Lift-Tilt Table (Optional): Vendors must provide a technical approach for this optional item. It must lift to 28", tilt to 90 degrees, and handle bales up to 500 lbs. Includes E-stop and control functions.

• Period of Performance: Installation to be completed within six (6) months of the date of award.

• Warranty: Minimum one (1) year full-service warranty covering parts, labor, and supplies.

• Vendors must provide complete technical solutions for the system with and without the optional scissor lift-tilt table.

• Not specified in this document.

• The existing bale press is located at 3275 Appling Rd Memphis, TN 38133.

• Modifications to existing building structures require approval by USDA engineering.

• Contractor must provide start-up and training within two weeks of notice.

• A punch list must be developed and satisfied before final acceptance.

Form / Attachment / Pricing Sheet

This document, "Attachment 4 - Vendor Experience and Past Performance Sheet," is a form provided to assist vendors in detailing their relevant experience and past performance for the opportunity. Bidders are expected to complete this sheet as part of their proposal submission.

• Contract Identification: Requires details such as Contractor Name, Contract Number, Contractor Role (Prime, Subcontractor, Joint Venture), Dates of Contract Performance, CPARS completion status (if applicable), Address of performance, and Total Contract Value.
• Contract Requirements: A section to describe the requirements of the referenced contract, including any special or unique aspects, and to briefly outline any problems encountered and their resolutions.
• Customer Identification: Requires Name, Title, Agency/Company, Address, Telephone, and E-mail of the customer for the referenced contract.

This attachment is crucial for bidders to demonstrate their qualifications and track record. Completing this form accurately and thoroughly will allow the government to assess the bidder's experience and past performance, which is likely a significant factor in the evaluation of proposals for Solicitation 12639526Q0018.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, issued as a Request for Quotation (RFQ). The USDA, AMS, Cotton Program requires the removal of an existing bale press and the delivery and installation of a new full eject bale press and automated conveyor system with a scissor lift-tilt table at the Memphis Classing Office. Quotes are also requested for disassembling and removing the existing bale press.

• Removal of the existing bale press.

• Delivery and installation of a new full eject bale press and automated conveyor system with a scissor lift-tilt table.

• On-going maintenance service for the new system.

• The new system must be installed and ready for operation no later than six (6) months after the date of award.

• Technical data and supporting documentation are available.

• Anticipated contract type: Firm Fixed-Price.

• Delivery period: Six (6) months from the date of award.

• Estimated award date: February 2026.

• Evaluation Criteria: Award will be made to the offeror with the highest technically rated quotation with fair and reasonable pricing and acceptable or neutral past performance. Tradeoffs will not be conducted.

• Technical Approach: Must include a Technical Approach Narrative (max 10 pages) detailing the system and scope of services, a milestone chart, and drawings/manuals for the new system components.

• Price: Vendors must use Attachment 3 - Vendor Quotation Form. Prices must be held firm for 90 calendar days.

• Past Performance: Vendors must use Attachment 4 - Vendor Experience and Past Performance Sheet, including 2-5 references from the past five years.

• Questions: Due no later than January 20, 2026, 12:00 PM Central Time, via email to Matthew.Phillips3@usda.gov.

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

• Applicable NAICS Code: 333111.

• Small business size standard: 1250 employees.

• Offerors are not required to meet a qualification requirement to be eligible for award.

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

• Applicable attachments include: Solicitation Terms and Conditions, Specifications, Vendor Quotation Form, Vendor Experience and Past Performance Sheet, Provision FAR 52.225-18 Place of Manufacture, Photographs, Drawings, and Questions and Answers from a Previous Solicitation.

Form / Attachment / Pricing Sheet

This document is a provision (FAR 52.225-18) regarding the Place of Manufacture. It requires vendors to indicate the predominant place of manufacture for end products offered in response to the solicitation for statistical purposes.

• Definitions: Defines "Manufactured end product" and "Place of manufacture."
• Applicable Product Codes: Lists specific Product and Service Codes (PSCs) and Product/Service Groups (PSGs) that are excluded from the definition of "Manufactured end product."
• Vendor Action Required: Vendors must check one of two boxes to indicate if the place of manufacture for their offered end products is predominantly:
  1. In the United States (if the total anticipated price of U.S.-manufactured products exceeds that of non-U.S. manufactured products).
  2. Outside the United States.

Vendors must complete and submit this provision as part of their quotation. Failure to do so may result in non-compliance. The information provided helps the government track the origin of manufactured goods for statistical purposes.

Questions & Answers / Clarifications

This document provides questions and answers from a previous solicitation (Solicitation 12639525Q016) that remain relevant to the current solicitation for informational purposes. It clarifies details regarding the existing baler and associated equipment.

• Existing Baler Make/Model: Continental Air/Serial #1631 24x54.
• Baler Issues: The existing baler experiences frequent breakdowns, hydraulic failures, wear and tear, jams, and inconsistent bale density. Parts are difficult to obtain, leading to extended downtime. Refurbishment is not an option as the manufacturer is out of business, though a parts/refurbishment business exists.
• Lead Times: The earliest lead times for new balers are 14-16 weeks.
• Photos/Drawings: Photos are included in the solicitation.
• Conveyor Operation: The conveyor will be automated but requires operator control for starting and stopping upon bale ejection.
• Lift/Tilt Table Control: The operator will control the lift/tilt table functions.
• Control Panel Location: Preferred location is floor-mounted next to the conveyor or baler.
• Electrical Service: Existing service size is sufficient for a new baler, conveyor, and lift/tilt table (460V, 3-Phase, 60 Hertz, not exceeding 77 full load amps). Existing service is available in the Baler room.
• External Power/Conduit: Existing power and conduit are available for external conveyor and lift/tilt table connections.
• Preferred Baler Type: A Full Eject Baler is preferred.

This Q&A document provides critical details about the existing equipment, operational requirements, and technical specifications that bidders should consider when preparing their proposals. It clarifies potential issues with the current baler and confirms the adequacy of existing electrical infrastructure.