Solicitation Notice for Fresh Milk & Dairy Products for military customers located in the Virginia, Maryland, Delaware, and D.C. Zone (Andrews AFB, Dover AFB, Fort Meade, Fort Myer and VA, MD, DC Hospitals)

Solicitation / RFP / RFQ

This solicitation is for an Indefinite Quantity Contract (IQC) for the supply of Fresh Milk & Dairy products to Department of Defense (DoD) customers in Virginia, Maryland, Delaware, and Washington D.C. zones. The contract will be awarded on a Lowest Price Technically Acceptable (LPTA) source selection basis.

• Supply a variety of milk and dairy items.

• Maintain acceptable fill rates, customer service levels, and product quality.

• Offerors must be current and functioning commercial distributors of milk and dairy items.

• Must provide a copy of third-party warehouse audits (e.g., Sanitation Compliance and Enforcement Ratings of Interstate Milk Shippers) demonstrating a passing score.

• Products must meet freshness requirements and have a specified remaining shelf life upon delivery.

• All products must be sourced and manufactured in the United States (Buy American Act applies).

• Maintain electronic catalogs (STORES) listing all available items.

• Support Electronic Data Interchange (EDI) transactions.

• Comply with Public Key Infrastructure (PKI) requirements.

• Maintain a minimum 97.0% fill rate.

• Adhere to specific packaging, packing, labeling, and marking requirements.

• Deliveries are FOB Destination.

• Products must be segregated by drop-off point.

• Inspection and acceptance of products will be performed at destination.

• Authorized returns are accepted under specific conditions (e.g., shipped in error, damaged, recalled).

• Invoices must be submitted electronically via 810 Electronic Invoice.

• Must comply with all applicable FAR and DFARS clauses.

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

• Period of Performance: 5 years, commencing June 14, 2026, divided into three tiers.

• Tier 1: June 14, 2026 to June 10, 2028 (24 months)

• Tier 2: June 11, 2028 to December 8, 2029 (18 months)

• Tier 3: December 9, 2029 to June 14, 2031 (18 months)

• Estimated Dollar Value: Provided by group, with a 10% guaranteed minimum and 300% maximum.

• Offer Due Date: April 28, 2026, 03:00 PM Eastern Standard Time.

• Proposals must be submitted electronically via email or through the DLA Bid Board System (DIBBS).

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

• Pricing must be formatted to two decimal places and rounded using standard methods.

• Evaluation will be based on Lowest Price Technically Acceptable (LPTA) source selection.

• Technical Acceptability requires no exceptions to terms and conditions and full compliance with submission requirements.

• Pricing will be evaluated based on an aggregate price analysis.

• The acquisition is set aside for Small Business.

• Specific zones are defined for Groups 1, 2, and 3.

• The solicitation structure is new; offerors should read carefully.

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

• RapidGate, Defense Biometric Identification System (DBIDS), or other security program enrollment may be required for base access.

• Attachment 1 (Schedule of Items) is critical for proposal submission.

• Attachment 2 (Request for New Item Form) is for catalog additions.

• Attachment 3 (Delivery Schedule) and Attachment 4 (STORES Manual) are referenced.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT 4 - STORES MANUAL.PDF", provides the "EDI Implementation Guidelines for Subsistence Prime Vendor (STORES)" updated in January 2014. It details the Electronic Data Interchange (EDI) processes and guidelines for vendors interacting with the Defense Logistics Agency (DLA) Troop Support's Subsistence Total Ordering and Receipt Electronic System (STORES).

• EDI Transaction Sets: Outlines requirements for 832 (Catalog), 850 (Purchase Order), and 810 (Invoice) transaction sets.
• Testing Process: Details the steps for EDI testing, including contact points for DLA Troop Support.
• Production Procedures: Covers transmission schedules and problem recovery during production.
• EDI Guidelines: Provides specific details for each transaction set, including mandatory, conditional, and optional elements.
• Contact Information: Lists points of contact for EDI testing for various transaction sets.

This document is crucial for vendors who will be electronically transmitting catalog, purchase order, and invoice data to DLA Troop Support. It outlines the technical requirements, testing procedures, and contact information necessary for successful integration with the STORES system. Understanding these guidelines is essential for preparing compliant EDI files and ensuring smooth transaction processing.

Form / Attachment / Pricing Sheet

This document is a Schedule of Items, providing detailed breakdowns of fluid milk and other dairy items required for multiple groups, likely for a larger solicitation (SPE300-26-R-0024). It serves as a pricing and usage template for potential bidders.

• Groups: The schedule is divided into three groups, covering different geographic areas and facilities (Andrews AFB, MD / Dover AFB, DE; Fort Meade, MD; Fort Myer, VA; and VA, MD, DC Hospitals).
• Item Categories: Includes Fluid Milk Items and Other Dairy Items (Tier 1, 2, and 3).
• Contract Line Item Numbers (CLINs): Each item is assigned a CLIN.
• Stock Numbers and Descriptions: Specific stock numbers and detailed item descriptions are provided.
• Container Sizes and Estimated Usage: Quantities are estimated over specific periods (e.g., 60 months for fluid milk, 24 months for Tier 1 dairy).
• Pricing Columns: Bidders are instructed to complete columns for wholesale price, fluid milk price (fixed with EPA), and tiered pricing for other dairy items.
• Instructions: Specific instructions are given for completing pricing and usage columns for different CLIN ranges and item types.

This document is crucial for bidders to understand the specific products, estimated quantities, and pricing structures required for the opportunity. Bidders must use this schedule to prepare their pricing proposals accurately, ensuring all specified items and quantities are addressed according to the provided instructions and timelines. The estimated usage figures provide a basis for capacity planning and resource allocation.

Form / Attachment / Pricing Sheet

This document is a "Market Fresh Item Request Form" used to gather detailed information about new food items that vendors wish to offer. It is intended to help the government catalog and understand potential new product offerings.

• Required Fields: Contract #, CONUS OR OCONUS, Item name and description, Vendor Unit of Measure, Refrigeration requirement, Fresh/frozen/chilled/shelf stable status.
• Product Details: Case weight, individual package type and weight, form (liquid, powder, etc.), processing method (raw, cooked, etc.), fat content, product grade, NAMP #, juice/drink details, concentration, sweetness level, and additional product features.
• Instructions: Vendors are instructed to fill out as much information as applies to their product and to attach supporting documents like nutrition specifications or labels.

This form is crucial for any vendor looking to introduce new food items under a contract. Bidders must accurately complete this form to provide all necessary details for the government to evaluate and potentially catalog the item. Failure to provide complete information may hinder the item's acceptance or cataloging process.

Form / Attachment / Pricing Sheet

This document, titled "ATTACHMENT 3 Customer List.XLSX", provides a list of customer facilities and associated service information. It is intended to inform potential bidders about the locations and types of services provided to various government entities.

The customer list is organized into three sheets (Group 1, Group 2, and Group 3), detailing:

• CUSTOMER_NAME: The name of the primary customer entity.
• CUSTOMER_FACILITY: The specific facility or vessel name.
• CUSTOMER_BUILDING: Building number or specific area within the facility.
• ADDRESS1, ADDRESS2: Street address and additional location details.
• CUSTOMER_CITY, CUSTOMER_STATE, CUSTOMER_ZIP: Location details.
• COUNTRY: Country of the facility.
• SERVICE: The type of service provided (e.g., CG, AF, NV, AR, OT).
• DELIVERY_INSTRUCTIONS: Any specific instructions for delivery.

This list helps bidders understand the potential scope of services and the geographic distribution of customers relevant to the opportunity. It may inform logistical planning, resource allocation, and understanding of the operational environment for potential contract performance.

Market Research Survey

This document is a market research survey conducted by the Government to gather information for a potential long-term contract supplying fresh Milk and Dairy Products to Department of Defense (DoD) customers in the Virginia, Maryland, and D.C. Zone. The survey aims to understand vendor interest and capabilities for supporting military customers at Andrews AFB, Dover AFB, Fort Meade, Fort Myer, and VA, MD, DC Hospitals.

• Contract Duration: 60 months
• Maximum Value: $2,760,699.15
• Geographic Zone: Virginia, Maryland, and D.C.
• Customers: DoD military customers at specified locations.

The survey requests information on:

• Interest and capability to service the specified zone.

• Minimum dollar delivery requirements.

• Manufacturing capabilities for fresh milk and dairy products.

• Past experience with the Federal Government.

• Registration status in SAM.gov and DIBBS.

• Business size (Small or Large).

• Feedback on the feasibility of the zone layout.

• Potential subcontracting needs and areas.

• Company capabilities.

• Percentage of subcontracting to Small Businesses.

• Responses and feedback should be emailed to Marcus.Berenato@dla.mil and Deana.Gayda@dla.mil.

• Questions can be directed to Marcus Berenato at (445) 737-8167 or Deana Gayda at (215) 737-8600.

• Deadline for Questions: Close of Business 16 February 2026.

• Vendors must have internet access and comply with inspection/audit findings.

• Offerors indicating a Place of Performance not under their direct control must submit documentation of an agreement for production and distribution.

• The awardee must interface with the Subsistence Total Order & Receipt Electronic System (STORES) and support specific EDI transactions (810, 820, 832, 850, 861, 997).

• Unit prices must be formatted to two decimal places.

• Vendors must use Government item descriptions on catalogs and invoices.

• Alternate ordering methods must be provided if STORES is not operational.

This is a market research survey, not a solicitation. The document also references an attachment for "EDI Implementation Guidelines."

Form / Attachment / Pricing Sheet

This document, "R0024 Schedule of Items.xlsx", provides a detailed breakdown of items and their estimated usage over a 60-month period. It is intended to inform bidders about the specific products and quantities required for the opportunity.

• CLIN #: Contract Line Item Number.
• LSN: Local Stock Number.
• Description: Detailed description of the food item, including type, fat content, packaging, and any specific requirements (e.g., "CHL" for chilled, "CO" for container).
• 60 month estimated usage: The projected quantity of each item needed over a 60-month period.

This schedule is crucial for bidders to understand the scope of the food items required, including specific types of dairy products like various kinds of milk, cottage cheese, and yogurt, as well as eggnog and sour cream. The estimated usage quantities will be essential for developing accurate pricing and ensuring adequate supply chain planning for proposals. Bidders should carefully review the descriptions and quantities for each CLIN to determine their ability to meet the requirements and to formulate a competitive bid.

Form / Attachment / Pricing Sheet

This document, "R0024 Customer List.xlsx", provides a list of customers and their associated delivery information. It is intended to inform potential bidders about the locations and services relevant to the opportunity.

• Ordering Point: Identifies the point from which orders are placed.
• Ship To / Customer Name / Customer Facility: Specifies the recipient of the goods or services.
• Address Information: Includes street address, city, state, and ZIP code for delivery.
• Country: Indicates the country of the delivery location.
• Service: Denotes the type of service provided (e.g., CG for Coast Guard, AF for Air Force, NV for Navy, AR for Army, OT for Other).
• Delivery Instructions: Provides specific instructions for delivery, including contact persons and phone numbers where available.

This list is crucial for bidders to understand the potential scope of delivery locations and the types of services required across various government entities. It helps in assessing logistical capabilities and potential service areas for the opportunity.