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SAMDAILY.US - ISSUE OF JANUARY 10, 2026 SAM #8811
SOLICITATION NOTICE

89 -- VA San Diego Sandwiches IDIQ

Notice Date

1/8/2026 8:42:15 AM
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

311991 — Perishable Prepared Food Manufacturing
 

Contracting Office

262-NETWORK CONTRACT OFFICE 22 (36C262) Gilbert AZ 85297 USA
 

ZIP Code

85297
 

Solicitation Number

36C26226Q0238
 

Response Due

1/14/2026 10:00:00 AM
 

Archive Date

02/13/2026
 

Point of Contact

Hestia Sim, Contract Specialist
 

E-Mail Address

Hestia.Sim@va.gov
(Hestia.Sim@va.gov)
 

Small Business Set-Aside

SBA Total Small Business Set-Aside (FAR 19.5)
 

Awardee

null
 

Description

Amendment 0001 to Solicitation/RFQ 36C26226Q0238 is issued to: Provide responses to contractors questions. Refer to the page 4 5 for the VA s answers in blue. Extend the response/quote due date to January 14, 2026, at 10am Pacific Time. All other terms and conditions remain unchanged and in full force and effect. Q1. What delivery frequency is anticipated (daily/weekly/as needed), and what are the receiving hours/windows at the VA San Diego Healthcare System? The solicitation states: Order shall be placed on an as needed basis , and deliveries shall be made Mondays and Wednesdays, except holidays, between the hours of 5:30 am and 6:30 am, pacific time, no exceptions. Q2. What is the minimum lead time between order placement and delivery (same-day, 24 hours, or 48 hours, etc.)? How many days in advance will the contractor receive finalized quantities prior to each delivery date? Is there a standard ordering cadence (e.g. standing orders with adjustments and/or guaranteed� minimums)? Orders are placed 48 Hours in advance. There is no standing order or guaranteed weekly minimum; however, minimum and maximum order thresholds apply to the delivery order for the one-year period, as specified in the solicitation. Q3. Are there any specific packaging requirements (wrap vs. clamshell), and is tamper-evident packaging required or preferred? Solicitation reads that sandwiches must be in sealed food grade container and packed in a way to prevent damage during shipping and handling and storage. Tamper-Evident packaging is required. Q4. What labeling is required of each sandwich (e.g., product name, production date/time, allergens, prep-date, expiration date)? Are Nutrition Facts labels required? Is any special packaging or warning label needed for gluten� free or nut processing? Food products must be labeled with the product name and a use-by date. The nutrition facts label may be on individual package, but it is NOT required. If nutrition facts label is not on individual package, the contractor MUST provide them separately, and it is the contractor s responsibility to keep it up to date. Q5. Are there any special handling or packaging requirements for allergen-containing items (e.g. PB&J) to prevent cross-contact? Special handling is required. The solicitation states that the Food Preparation Center (FPC) and Equipment shall have waterproof painted walls, flooring shall be smooth and of durable construction of non-absorbent material, shall have clean equipment; and a separate preparation are for clinical diets. An allergy would be considered a clinical diet. Items containing major allergens may be on individual packages, but it is not required. If ingredient list, including major allergens, is not on the individual packages, the contractor must provide them separately and it is the contractor s responsibility to keep it up to date. Q6. Is the expectation same-day prepared and delivered only, or is a 24 48-hour shelf life acceptable if properly refrigerated? The solicitation requires Unopened food items must be guaranteed to remain in a fresh condition for at least five (5) days after delivery. All delivered ready-to-eat food items are to be labeled with a five (5) expiration date. Q7. Does the receiving team take product temperatures upon delivery? If so, what temperature range is considered acceptable, and what are the rejection criteria? The solicitation states: Deliveries shall be made in a temperature controlled refrigerated vehicle capable of maintaining temperatures between 35 degrees 41 degrees Fahrenheit. The temperature must be verified upon delivery. Items will be refused if they are not in fresh condition, if the use-by date is less than five days, and/or if the temperature is outside of the specified range. The delivery vehicle will be inspected at least once per week. Q8. How will orders be placed (email, ordering system/portal, purchase card), and is there a preferred invoicing method? The solicitation states, Orders shall be placed by telephone, in writing, web-based order, email, via online ordering system, or given to Contractor personnel as mutually agreed between the POC and the Contractor, and the invoices shall be submitted electronically through https://portal.tungsten-network.com. Q9. If there is a temporary ingredient shortage, are substitutions of equivalent brands/ingredients allowed with prior approval? The solicitation states, if the products under this contract become unavailable, the contractor shall notify the Government in time to change the order for the specified delivery date. It is up to the Government to accept or deny the substitutions of equivalent ingredients. Additionally, The Government reserves the right to procure services from an alternate source, until routine services are restored by the Contractor. When the Government exercises its right to procure these services from an alternate source, the Contractor shall reimburse the government for all charges in excess of the amount that would have normal been incurred by the contract. Q10. Is there a preferred vendor? No, there is not a preferred vendor. Q11. Is the quantity provided for the year or another specified period of time? The estimated quantities listed under this solicitation are for 1-year. There is no information on how many sandwiches will be needed per week. It depends on mission needs. Q12. Maybe I overlooked it in the SOW, is the payment method NET30? The payment term is NET30. Q13. Does the Government intend to make a single award under this IDIQ, or are multiple awards anticipated? The Government intends to award a single award indefinite delivery indefinite quantity (IDIQ) contract. Q14. Can the Government clarify the expected ordering frequency under this IDIQ? Is this anticipated to be a one-time requirement, or will it be a recurring delivery on a weekly, bi-weekly, or monthly basis, based on operational needs? The Government will have one open PO valid for 1-year performance and will place a recurring delivery on a weekly basis, as needed based on mission needs. Q15. For sandwich items listed with ingredient quantities (e.g., 3 ounces or more ), can the Government confirm whether there is a minimum total sandwich weight requirement (in ounces) that must be met for each sandwich type, or if compliance is based solely on the specified ingredient quantities? There is no minimum total sandwich weight; only specification for protein sources is required to ensure adequate nutrition. Q16. Pricing is stated as Firm Fixed Price, FOB Destination, with shipping included. Should vendors include all costs (ingredients, labor, packaging, delivery, fuel, insurance, regulatory compliance, etc.) within the unit price? Yes, all costs must be included in the unit price including ALL costs. Q17. Besides the complete pricing schedule, can the Government confirm all documents and information that must be included in the vendor s quote to be considered responsive? If the contractor utilizes a subcontractor to provide sandwiches (i.e. if the contractor is not directly producing the sandwiches), the contractor must disclose the subcontractor s name, address, and phone number with their quote/response. Prior to award, the contractor is required to provide a copy of Food facility permit issued by the local county health department, food handler certification and food manager certification, business license obtained from the city or county where the business operates, and general and product liability insurance to the contracting officer, but not required to provide them with the quote. Q18. Is past performance information required to be submitted as part of the quote? Past performance may be submitted but not required as it is not a part of the evaluation factor. Q19. Is there an incumbent contractor for this requirement? If so, can the agency share any available historical spending or prior contract value information? The Government is unable to provide incumbent contractor details or historical spending information directly. However, this information is publicly available on SAM.gov or FPDS.gov. Q20. With this being such a large order will a deposit be provided? No, a deposit will not be provided. Please note, the estimated quantities provided on the solicitation are only estimate for 1-year performance. The actual order will be placed as needed basis per week as the contract will be an IDIQ. Q21. Specifications regarding cut of the meat (1.5 millimeters, some must be on wheat bread and cut into triangles), how accurate are those specifications? These specifications will be visually inspected. Q22. Will we be expected to set up the food also or is it just a drop-off situation?� The contractor is responsible only for delivering (drop-off) the sandwiches. However, the delivery personnel must remain at the facility until VA-authorized personnel complete the receiving procedure to verify the quality and quantity of the delivered sandwiches. Q23. The SOW specifies no condiments within the sandwiches. Can you please confirm if condiments like mustard and mayonnaise are not required at all, or if they should be provided separately (e.g. in individual packets)? No condiments are needed. Q24. Should each ready-to-eat sandwich be individually packaged in clear, food-grade containers suitable for display, or can sandwiches be delivered in grouped containers (e.g. multiple units per sealed container)? Sandwiches must be individually packed in clear, food-graded containers. Q25. Should we anticipate relatively consistent quantities week-to-week, or should our pricing and production planning account for significant fluctuations? Fluctuations in the number of sandwiches ordered should be expected from week to week. Typically, a core selection of sandwiches is ordered regularly, with occasional additions on a monthly or quarterly basis. Quantities for regularly ordered items are adjusted based on demand factors such as census and preferences, while also accounting for the product s shelf life. Q26. If a delivery day falls on a federal holiday, will deliveries be canceled, rescheduled, or expected as normal? Expected as normal.
 

Web Link

SAM.gov Permalink
(https://sam.gov/workspace/contract/opp/978f013d9910402590226a876e706128/view)
 

Place of Performance

Address: Department of Veterans Affairs VA San Diego Healthcare System Nutrition and Food Services 3350 La Jolla Village Drive, San Diego 92161, USA

Zip Code: 92161

Country: USA
 

Record

SN07682183-F 20260110/260108230046 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

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