Amendment P0001 to Solicitation for Fresh Milk & Dairy Products support for DLA Troop Support to military customers in the Southern California Zone

Amendment / Modification

This amendment (0001) to Solicitation SPE30026R0027 modifies the original solicitation with the following changes:

• Attachment 1: The "Schedule of Items Dairy" has been replaced with a "Revised Attachment 1- Schedule of Items Dairy".

• Statement of Work (SOW): A revised SOW is attached and can be found on pages 6 through 26 of the solicitation.

• Clauses/Addenda: Revised Clause 52.212-1 (September 2023) and Addendum 52.212-2 (November 2021) have been attached.

• Attachment 1 (Schedule of Items Dairy)

• Statement of Work (SOW)

• Clauses 52.212-1 and 52.212-2

• The solicitation submission deadline has not been extended. It will close on May 18th, 2026, at 8:00 PM Eastern Standard Time.

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

Solicitation / RFP / RFQ

This solicitation is for an Indefinite Quantity Contract (IQC) to supply Fresh Milk, Dairy, and Ice Cream products to Department of War (DoW) customers in the Southern California Zone. The contract will be for a period of 36 months, divided into two 18-month tiers, with an estimated dollar value ranging from $807,094.67 to $7,263,852.03. The procurement is unrestricted under FAR 13.5 with a HUBZone evaluation preference. The NAICS code is 311511 with a size standard of 1,150 employees.

• Source, purchase, store, and deliver milk and dairy items.

• Maintain acceptable fill rates (minimum 97%), customer service levels, and product quality.

• Offerors must be current and functioning commercial distributors; third-party logistics (3PL) companies are not sufficient.

• Provide a written code of business ethics and conduct within thirty days of award.

• Comply with Defense Biometric Identification System (DBIDS) or similar security programs for base access.

• Maintain electronic ordering catalogs (STORES) with specific item details.

• Adhere to specific freshness requirements for various dairy products (e.g., 10-21 days shelf life for most, 120 days for ice cream).

• Deliveries must be made in sanitary trucks, FOB Destination, with proper temperature controls.

• Products must comply with the Buy American Act.

• Contract Type: Indefinite Quantity Contract (IQC), fixed price.

• Period of Performance: June 13, 2026 - June 12, 2029 (36 months total).

• Tiers: Two 18-month tiers.

• Estimated Minimum Contract Value: $80,709.47.

• Estimated Maximum Contract Value: $7,263,852.03.

• Source Selection Process: Lowest Price Technically Acceptable (LPTA).

• Offerors must propose on all items in the Schedule of Items (Attachment 1) to be considered technically acceptable.

• Proposals must be the most competitive and responsive.

• Submission details include electronic submission via email or DLA Bid Board System (DIBBS).

• A checklist is provided for submission requirements, but offerors are responsible for reviewing the entire solicitation.

• Unrestricted procurement with HUBZone evaluation preference.

• Offerors must be registered in the System for Award Management (SAM).

• Electronic Data Interchange (EDI) capabilities are required.

• A Public Key Infrastructure (PKI) Certificate will be required for all contractors.

• The solicitation contains detailed clauses on Economic Price Adjustment (EPA), order placement, item availability, packaging, delivery, inspection, returns, invoicing, fill rate, holidays, emergency orders, food defense, quality program, warehousing, sanitation, contractor quality audits, recall procedures, non-compete provision, management reports, and contract administration.

Form / Attachment / Pricing Sheet

This document is a revised Schedule of Items, presented as an Excel spreadsheet, detailing various dairy products. It serves as a pricing and itemization sheet for potential bidders to understand the specific products and estimated quantities required for different groups.

• Groups: The schedule is divided into three groups: Group 1A (DoD Troops - Ships), Group 1B (DoD Troops - Land), and Group 1C (NAVY PUSH PACK).
• Item Categories: Includes Fluid Milk Items and Other Dairy Items (Tier 1 and Tier 2).
• Product Details: Lists specific item descriptions (e.g., Chocolate Low Fat Milk, Cottage Cheese, Ice Cream flavors), container sizes, and estimated usage quantities for different contract periods.
• Pricing Columns: Provides fields for bidders to specify product codes, wholesale prices, and prices for Fluid Milk, Other Dairy Tier 1, and Other Dairy Tier 2.
• Contract Periods: Specifies contract periods for Fluid Milk (June 9, 2026 - June 9, 2029) and Other Dairy Items (Tier 1: June 9, 2026 - Oct 9, 2027; Tier 2: Oct 9, 2027 - June 9, 2029).

This document is crucial for bidders to understand the specific dairy products and quantities the government intends to procure. Bidders must use this schedule to input their pricing for each CLIN (Contract Line Item Number) within the relevant groups. The estimated usage and defined contract periods are essential for developing accurate bids and understanding the scope of potential contract performance.

Amendment / Modification

This document contains an addendum to FAR 52.212-1 and FAR 52.212-2.

Addendum to 52.212-1:

• Submission of Offers (Paragraph b):
  • E-mail submissions are acceptable. Specific email addresses (Gregory.Barksdale@dla.mil and Colin.Kendra@dla.mil) are provided.
  • Email attachment file size limit is 5MB; total email size limit is 10MB.
  • Multiple emails may be required, and should be labeled sequentially (e.g., 1 of 8).
  • Offerors must confirm receipt of emails.
  • Facsimile is not an acceptable form of transmission for initial proposals or revisions, but may be used during discussions/negotiations.

Addendum to 52.212-2:

• Evaluation Factors: Lowest Price Technically Acceptable (LPTA) source selection procedures will be used.

  • Technical Acceptability: Offers must take no exceptions to solicitation terms and conditions and comply with all submission requirements. Proposals with exceptions may be deemed technically unacceptable.
  • Pricing: Pricing is required for all items and tiers. Failure to price all items/tiers may result in technical unacceptability. An aggregate price analysis will be performed by multiplying estimated quantities by unit prices.
  • Award will be based on the lowest Evaluated Aggregate Price for proposals meeting or exceeding technical acceptability standards.

• FAR 52.212-1, Paragraph (b) Submission of Offers.

• FAR 52.212-1, Paragraph (c) Period for Acceptance of Offers (revised to 180 days).

• FAR 52.212-1, Paragraph (h) Multiple Awards (clarified intent to make one award for Group 1, requiring pricing on all A, B, and C).

• FAR 52.212-2, Paragraph (a) Evaluation Factors.

• Submission methods have been updated to include email with specific size limitations.

• The period for acceptance of offers has been extended to 180 days.

• The evaluation method is now Lowest Price Technically Acceptable (LPTA).

• Offerors must submit pricing for all items and tiers to avoid technical unacceptability.

• The government intends to make one award for Group 1, requiring comprehensive pricing.

Solicitation / RFP / RFQ

This solicitation is for an Indefinite Quantity Contract (IQC) for Fresh Milk, Dairy, and Ice Cream products for Department of War (DoW) customers in Southern California. The contract will be awarded using the Lowest Price Technically Acceptable (LPTA) source selection process.

• Offerors must propose on all items listed in the Schedule of Items (Attachment 1).

• The contract requires the awardee to maintain electronic catalogs (STORES) listing all available items.

• Products must be delivered in sanitary trucks and meet specific freshness requirements (e.g., minimum shelf life remaining).

• Compliance with the Buy American Act is mandatory for all food items.

• Contractors must maintain a minimum 97.0% fill rate.

• Contract Type: Fixed Price with Economic Price Adjustment (EPA), Indefinite Quantity Contract (IQC).

• Period of Performance: 36 months (3 years), divided into two 18-month tiers.

• Estimated Total Contract Value: Minimum $86,758.70, Maximum $7,808,283.18.

• Tier 1: June 13, 2026 - December 12, 2027

• Tier 2: December 13, 2027 - June 12, 2029

• Offer Due Date: May 18, 2026, at 08:00 PM Eastern Standard Time.

• Submission Method: Email (Gregory.Barksdale@dla.mil and Colin.Kendra@dla.mil) or DIBBS. Facsimile is not accepted for initial proposals.

• Evaluation: Lowest Price Technically Acceptable (LPTA) based on Technical Acceptability and Price.

• Proposals must be submitted with no exceptions to terms and conditions.

• Issued as unrestricted under FAR 13.5.

• HUBZone evaluation preference applies.

• NAICS Code: 311511 (Size Standard: 1,150 Employees).

• Offerors must have electronic commerce/electronic data interchange (EC/EDI) capabilities.

• Contractors must be registered in the System for Award Management (SAM).

• Defense Biometric Identification System (DBIDS) enrollment may be required for base access.

Form / Attachment / Pricing Sheet

This document is a Schedule of Items, presented as an Excel spreadsheet, detailing various dairy and milk products. It serves as a pricing sheet and an itemized list of potential requirements for the solicitation SPE300-25-R-00XX. Bidders are expected to use this document to provide pricing for specific CLINs (Contract Line Item Numbers) across different groups (DoD Troops - Ships, DoD Troops - Land, Navy Push Pack).

• Groups: The items are categorized into three groups: Group 1A (DoD Troops - Ships), Group 1B (DoD Troops - Land), and Group 1C (Navy Push Pack).
• Item Descriptions: Lists specific dairy and milk products, including various types of milk (fluid, chocolate, nonfat, reduced fat), cream cheese, feta cheese, ice milk mix, sour cream, yogurt, eggnog, juices, and ice cream.
• Container Sizes & Estimated Usage: Specifies container sizes and estimated monthly usage for different contract periods (e.g., 36 months for fluid milk, 18 months for other dairy items).
• Pricing Columns: Includes columns for bidders to specify wholesale prices and various pricing tiers (Fluid Milk Price, Other Dairy Tier 1 Price, Other Dairy Tier 2 Price).
• Instructions: Bidders are instructed to complete specific columns (J, K, L for CLINs 1-12/14; J, K, M, N for other CLINs) for pricing.

This document is critical for potential bidders as it outlines the specific products and estimated quantities the government intends to procure. Bidders must carefully review the item descriptions, container sizes, and estimated usage to accurately complete their pricing proposals for the relevant CLINs within each group. The pricing provided in response to this schedule will form the basis of contract awards.

Form / Attachment / Pricing Sheet

This document, "Attachment 5 STORES GUIDE.pdf", is a user guide for the STORES Reconciliation Tool, specifically for EDI Vendor Users. It provides instructions on how to use the STORES Web application for reconciliation purposes.

• Logging On: Detailed steps for logging into STORES Web, including paths for non-certificate and certificate log-ons.
• Account Management: Instructions for requesting new accounts, resetting passwords, requesting re-activation, and managing password expiration notifications.
• STORES Reconciliation Tool Home Page: Overview of the main page after logging in.
• Reconciliation of EDI Records: Guidance on reconciling mismatched invoices, receipts without invoices, and invoices without receipts.
• Order Confirmations: Information on viewing order confirmations.
• Fill Rate Maintenance: Instructions for entering fill rates and short shipment information.
• Reports: How to view invoice information.
• CAGE Code Assignments: Managing CAGE code assignments.
• Download Changes: Instructions for downloading changes.
• Messages: How to view messages.
• STORES Catalog: Information related to the STORES Catalog, including user guides and account maintenance.

This guide is essential for vendors who will be using the STORES Web application for subsistence total order and receipt reconciliation. It outlines the necessary steps for system access, data reconciliation, and reporting, which are critical for accurate and timely transaction processing. Understanding these procedures will help vendors ensure compliance and efficient use of the STORES system.

Form / Attachment / Pricing Sheet

This document provides the Electronic Data Interchange (EDI) Implementation Guidelines for the Subsistence Total Ordering and Receipt Electronic System (STORES). It details the requirements and processes for vendors to transmit data electronically to DLA Troop Support.

• EDI Transaction Sets: Outlines the requirements for 832 (Catalog), 850 (Purchase Order), and 810 (Invoice) transaction sets.
• Testing Process: Describes the step-by-step process for testing EDI transactions, including contact information for DLA Troop Support POCs.
• Production Procedures: Details transmission schedules and problem recovery procedures during production.
• EDI Guidelines: Provides specific element-level details for each transaction set, including mandatory, conditional, and optional fields.
• Contact Information: Lists points of contact for EDI testing for various transaction sets.

This document is crucial for vendors who will be required to use EDI for transactions with DLA Troop Support. It provides the technical specifications and procedural information necessary to ensure successful electronic data exchange for catalog updates, purchase orders, and invoices. Understanding these guidelines is essential for accurate data submission and seamless integration with the STORES system.

Form / Attachment / Pricing Sheet

This document is a "Request for New Produce Items" form used to solicit new product information from vendors. It is intended to gather details necessary for potentially adding new produce items to the DLA catalog.

• Required Fields (marked with an asterisk):
  • Requested By (Activity Name)
  • Contract #
  • CONUS (USA Stateside) or OCONUS (overseas) Request
  • Troop Support (STORES) or School Lunch/Tribe (USDA FFAVORS)?
  • Complete Item Description
  • Form (whole, chopped, sliced, diced, etc.)
  • Does this item require refrigeration?
  • USDA Grade (or state 'none')
• Optional Fields:
  • DLA Stock # LSN
  • Vendor Part/Item #
  • Manufacturer/Brand Name
• Cost Information: Per Case, Dist. Fee, Total Cost, Per Package
• Unit of Measure: Vendor's Unit of Measure (critical for pricing), DLA Unit of Issue, Package Size, Case Weight, Pack (Bulk/Individually Wrapped Portions)
• Item Type: Fresh, Chilled/Processed, Other
• Estimated Monthly Usage: Cases per month

Vendors interested in supplying new produce items should complete this form accurately. It outlines the specific information required by the government to evaluate and potentially procure new products. Key details like the vendor's unit of measure and pricing are essential for the vendor to provide. The form also requests information on whether the item requires refrigeration and its USDA grade, which are important for compliance and logistics. Providing a copy of this request to the DLA Catalog Account Manager is recommended to expedite the process.