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This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation number 12505B23Q0052 is issued as a request for quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01. The associated NAICS code is 111490 - Hay Farming, with a small business size standard of $2.5 Million and the PSC code is 8710. This solicitation is a 100% Total Small Business Set-Aside.

The Department of Agriculture (ARS) has the need for the following product:

001) Grass Hay Large Bales

Scope of Work:

The United States Department of Agriculture, Agricultural Research Services (USDA-ARS) Midwest Area (MWA) Administrative Office’s Acquisitions & Personal Property/Fleet Team on behalf of the USDA-ARS Animal Resources Unit of the National Animal Disease Center (NADC) located at 1920 Dayton Avenue, Ames, Iowa 50010 is requesting quotes for grass hay large bales.

Background:

Grass Hay Large Bales are required for daily care of a variety of animals used in laboratory research at the USDA Laboratories in Ames, IA.

Technical Requirements:

Minimum Specifications for Grass Hay Large Square Bales

Grass hay must be Grade No. 2 or upper Grade No. 3, according to standards of the Hay Market Task Force of America Forage and Grassland Council. Relative Feed Value Index (RFV) should be 70-100; Crude Protein should be 7-15% on dry matter basis; Acid Detergent Fiber (ADF) should be less than 49% on a dry matter basis; and Neutral Detergent Fiber (NDF) should be less than 65% on a dry matter basis.

The hay must be from year 2023 crop, and meet the specifications listed below. The composition of the hay is to be of no more than 50% composition of any one type of the following grasses: Orchard Grass, Brome (Smooth or Meadow), Timothy, Limestone Little Bluestem, Western Wheatgrass, Big Bluestem, Switchgrass, Prairie Cordgrass, Indian Grass, and side-oats grama. Hay must be greater than fifty per cent (50%) leaves and green; contain less than 2% foreign material; be free of mold, musty odor, dust, etc. No hay will be accepted that has been rained on, is moldy, weathered, weedy, wet, shows signs of insect damage or shows poor construction. This includes hay that shows signs of storage in direct contact with floor such as dirt, gravel, discoloration, moisture damage, and/or mold. All hay is to be harvested from fields that are not grazed and should be from fields located on one farm or close proximity. All hay delivered must be of consistent composition from first to last load.

The hay shall be satisfactorily baled with rot-proof twine making a 3’ X 3’ X 8’, a 3’ X 4’ X 8’ or a 4’ X 4’ X 8’ bale. Bales that are ragged or bales having twine of unequal tension, which makes it difficult to handle, will not be acceptable. ROUND BALES WILL NOT BE ACCEPTABLE. Hay shall not contain foreign material that may be injurious to livestock.

Storage:

If the hay is not delivered directly from the field the vendor shall store the hay at no additional cost to the Government until such time as all deliveries have been made and the contract has been completed.

Inspection:

The Government reserves the right to inspect the premises and origin of hay before, and at any time after the contract is consummated to assure that the hay is not being contaminated with dangerous pathogens. The Government reserves the right to make inspection of fields and barns where the hay is being stored, and the bales to determine quality and freedom from animal contaminations and also to assure that the vendor’s operations will meet conditions required.

Final inspection will be made at time of delivery to the National Animal Disease Center, and the hay must meet specifications & requirements as specified herein or it will not be accepted. It will be required that the hay not be unloaded until inspected and approved by Government personnel. After delivery, each load of hay will have a sample sent for forage analysis at the government’s expense. Based on the results of this testing, if the load does not meet the minimum specifications, it will be subject to rejection in whole or part.

Deliveries:

Deliveries shall be direct from fields or barns via clean vehicles not used for transportation of livestock. Shipment by rail is not acceptable. Deliveries shall be made to: USDA, ARS, MWA, NADC, 1920 Dayton Avenue, Building 13, Ames, Iowa 50010. Deliveries shall be made during normal business hours of 7:30 a.m. through 2:30 p.m. (CST) Monday through Friday, excluding Federal holidays. The Contractor shall make deliveries within five (5) working days after receipt of a written order from an authorized Government employee. Partial deliveries of a minimum quantity may be requested.

It is requested that contractor call (515) 337-7248 at least 48 hours prior to delivery.

Contractor will require state-issued identification to gain access to the facility for escorted delivery to the hay storage building.

It is required by the ICC that both the empty and loaded weight must be obtained from the same weighing station. The Contractor shall provide the Government with a certified copy of the loaded weight ticket at the time of each delivery, which must be obtained at an Official Weighing Station with the firm’s name inscribed on the weigh ticket.

A DELIVERY TICKET must accompany the weigh ticket also, allowing for a signature of a person making the delivery and a signature of government personnel receiving the hay. The delivery ticket must list the number of bales per load.

The Government will be responsible for unloading the bales from the vendor’s vehicle and stacking the bales in an area designated by the Government.

Key Deliverables:

• Grass Hay Large Bales; Quantity: Maximum of 400 tons.

Period of Performance

The Firm-Fixed Price, Indefinite Delivery, Indefinite Quantity (IDIQ) contract shall be in effect for 365 days, 12 months, or 1 calendar year: May 1, 2023 (05/01/2023) – April 30, 2024 (04/30/2023).

Evaluation Factors:

Pursuant to FAR 52.212-2, the criteria for evaluation and basis for award will be Lowest Price, Technically Acceptable (LPTA). Technical acceptable is define as meeting ALL of the technical requirements identified on the Statement of Work and reiterated in the solicitation description. The Government intends to make one Firm-Fixed Price award based on the lowest price technically acceptable (LPTA) quote received. "LPTA" means the best value is expected to result from selection of the technically acceptable quote with the lowest evaluated price. The lowest priced quote will be evaluated first; if NOT found technically acceptable, the next lowest priced quote will be evaluated, and so on until a technically acceptable quote is identified. The government will NOT review higher priced quotes if the lowest (or a lower) priced quote is determined to be technically acceptable.

Submitting a Quote:

Failure to demonstrate compliance with ALL instructions presented herein will constitute sufficient cause to reject a quote without further discussions. All responsible sources may submit a quote which will be put into considered for award.

Vendors responding to this announcement shall submit their quote in accordance with FAR 52.212-1. The applicable FAR clauses and provisions for this acquisition are included in the attachments to this solicitation. The Government anticipates making one Firm-Fixed Price award.

Vendors responding to this announcement shall submit their quote along with all other requested and required documentation (such as completed FAR clauses and provisions) to be included as part of ALL offeror’s responses. The quote should include any and all fees, charges, and/or surcharges. This will be a tax-exempt purchase.

The solicitation attachments include FAR clauses, a Statement of Work (SOW), and FAR provisions. Be sure to read and review ALL of the attachments and to complete any and ALL additional documentation required as part of your quote submission. Of critical importance is to review the SOW as it contains the requirements for this acquisition.

In addition, all submissions should include the FAR clauses and provisions completed in their entirety. The FAR clauses and provisions constitute the terms and conditions for submitting a quote in response to this solicitation as well as the terms and conditions of the anticipated award. The FAR provisions apply to the solicitation and submission of quotes. The FAR clauses apply to the solicitation and submission of quotes as well as to the resulting award. The FAR clauses will be included as part of the resulting award. Please review ALL of the FAR clauses and provisions and be certain to complete all of the FAR clauses and provisions that require the offerors impute (i.e. all boxes are checked and all blanks are filled in).

Please ensure your quote will be current and that the price quoted will NOT expire for a minimum of 30 days.

To be eligible to be put into consideration for award, ALL vendors who respond to this solicitation must be registered in the System for Award Management (SAM) with a current and active registration at the time their quote is submitted. A vendor can contact SAM by calling 1-866-606-8220 or e-mail at www.sam.gov. NO EXCEPTIONS. A Unique Entity Identifier (UEI) number is required in order to register. Vendors must also include their UEI# on their quote.

The submission and payment of invoices on the resulting award will be made through the Invoice Processing Platform (IPP). As such, vendors must be currently registered or register in IPP in order to be able to submit and receive payment on invoices for the resulting award. Invoices to be billed quarterly in arrears.

Only electronic submissions made via email will be accepted (NO verbal quotes made by phone call, quotes submitted by USPS mail, or quotes submitted in the body of an email). Please email all quotes in writing along with completed FAR clauses and provisions as well as ALL other requested and required documentation to aaron.dimeo@usda.gov by NO later than Monday, February 27, 2023 at 5:00 PM Central Time (CT).

NOTE: Be absolutely certain to reference the RFQ number “12505B23Q0052” and/or title of the solicitation “Grass Hay Large Bales IDIQ” in the subject, body, and/or attachments on your quote submission email to ensure your submission can be located and attributed to this solicitation. Failure to do so could potentially result in your submission being deemed “unresponsive” and as a result your quote may NOT be put into consideration for award (as your quote may NOT be located when searching the recipients email to ensure all responses to the solicitation have been logged before making an award determination).

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