AMS Commodity Procurement Program

Specialty Crops Procurement Division

Industry Meeting
Food & Nutrition Service
USDA FOODS 
Communication is Key

• Product Availability

• Logistics Constraints

• Solicitation Schedule

• Timely Delivery

• Shipping and Receiving
USDA Foods Database

USDA Foods Database leverages GS1 Global Data 

Synchronization Network (GDSN®) to make nutrition, 

allergen, and ingredient information available for USDA 

Foods products for National School Lunch Program 

(NSLP) participants.

https://www.fns.usda.gov/usda-fis/usda-foods-database
USDA Foods 

Nutrition Profiles

• USDA Foods offers a wide variety of lower sodium, sugar and fat options to support 

schools in serving meals that meet the nutritional requirements

• All vegetables and beans offered through USDA Foods are low-sodium or no salt added

• Meats, fish, and cheese have sodium formulations equal to or lower than commercial 

standards

• USDA Foods canned fruits are in extra light syrup or water

• Specifications for USDA Foods processed end products are determined by school districts 

during the bid process
Always Improving

• Better meet our customer demands

• Updating product specifications

• Adding new items

• Aligning offerings to meet availability and needs

• Staying up to date on changing recipient and industry needs.
Part I. Master Solicitation

Part II. Vendor Responsibilities

Presented by: Kyla Stoufer and Valerie Dinkel 
What is a Master Solicitation?

A document containing special clauses and 

provisions that have been identified as essential for 

the specific type of supply or service that is 

acquired repetitively.
Federal Acquisition Regulation (FAR) 

Authority

14.203-3 Master solicitation

“The master solicitation is provided to potential 

sources who are requested to retain it for continued 

and repetitive use. Individual solicitations must 

reference the date of the current master solicitation 

and identify any changes.”
The Master Solicitation for Commodity 

Procurements – Domestic Programs 

(MSCP-D)

Is used for all Sealed Bidding (FAR Part 14) commodity 

purchases for Domestic.

Uses Commercial Item Contracting (FAR Part 12)
Master Solicitation Numbering

Clauses and Provisions numbering and source

52.212-1 “52.2” is FAR numbering

452.212-1 “452.2” is Agricultural Acquisition 

Regulation (AGAR) numbering 

4A52.212-1 “4A52.2” is local numbering
Master Solicitation Numbering

Clauses and Provisions numbering - Subject

52.212-1 “12” FAR Part 12, Commercial

452.212-1 Item Contracting

4A52.212-1 

In the MSCP-D, like subjects are grouped together. 
How do I know the subject?

FAR – see https://www.acquisition.gov/

e.g., 

Part 1 FAR System

Part 2 Definitions...

Part 5 Publicizing Actions...

Part 9 Contractor Qualifications...

Part 14 Sealed Bidding

Part 42 Administration...

Part 52 Clauses & Provisions
Master Solicitation - Format

Part Domestic MSCP-D

Part I General Information

Part II Contract Clauses - arranged by subject (from FAR, AGAR, 

local clauses)

Part III Exhibits, Specifications – Incorporated by Reference 

(IBR) 

Part IV Solicitation Provisions - arranged by subject (from FAR, 

AGAR, local provisions)
Master Solicitation Updates

MSCP-D is updated when changes or updates are made to 

the FAR, AGAR, or within AMS Commodity Procurement 

Program. 

Published on AMS website and SAM.gov.

No amendments – revised and replaced in full.

Changes are summarized as shown on the table after the 

cover page.
Part II. Vendor Responsibilities
Vendor Responsibilities

Know your solicitation - CPP solicitations commonly include:

• MSCP-D

• WBSCM Solicitation (tendering text)

• Specifications

• Other Attachments and Exhibits as needed

Know your contract - CPP contracts commonly include:

• MSCP-D

• WBSCM contract (delivery dates and delivery locations) 

• Terms and conditions stated in the WBSCM Solicitation (tendering text)

• Specifications

• Other Attachments and Exhibits as needed 
Vendor Responsibilities

Responsibility: 

An Offeror is required to submit, modify, and/or withdraw bids 

electronically via WBSCM. Prerequisites exist for bid submission. AMS is 

not responsible for any failure attributed to transmission of bid data. 

Offerors are advised to allow sufficient time to input offers. 

It is imperative that the offeror verify the accuracy of their offer/quote. 

MSCP-D References:

52.212-4 (b) Submission of Offers

4A52.214-70 Electronic Submission of Bids
Vendor Responsibilities

Responsibility: 

An Offeror is required to be registered in SAM when submitting an offer 

or quotation and shall continue to be registered until time of award, 

during performance, and through final payment of any contract.

MSCP-D References:

52.204-7 System for Award Management (Provision)

52.204-13 System for Award Management Maintenance (Clause)
Vendor Responsibilities

Responsibility:

It is the responsibility of the contractor and/or subcontractor to schedule 

applicable and required quality assurance audits in a timely manner to ensure 

they have been completed and approved prior to the bid opening date.

MSCP-D Reference:

4A52.246-82 Manufacturing Practices – Processed Fruit and Vegetable and Poultry Products [as 

applicable] 
Vendor Responsibilities

Responsibility:

Contractor shall enter a WBSCM advanced shipment notice (ASN) on or before 

the date of shipment. Contractor shall make delivery appointments as far in 

advance of expected delivery as possible, but not less than 72 hours prior to 

delivery by contacting a responsible representative at the applicable Purchase 

Order Item’s Ship-to-Address for an unload appointment.

MSCP-D Reference:

4A52.211-80 Advance Shipment Notice (ASN) and Unloading Appointment
Vendor Responsibilities

Responsibility:

The contractor shall notify the contracting officer immediately when it is 

determined that it will not be able to deliver by the not-later-than (NLT) date of 

the contract. If the delay is a result of an Excusable Delay, then the contractor 

shall submit documentation as prescribed in the MSCP-D.

MSCP-D References:

52.212-4 (f) Excusable Delays

4A52.211-82 Compensation for Delays in Delivery
Vendor Responsibilities

Responsibility:

Contractor shall upload supporting documents when submitting their 

invoice in WBSCM. This may include:

• Proof of conformance

• Modifications from the contracting officer

• Bill of lading 

MSCP-D References:

52.212-4(g) Invoicing 

4A52.232-80 Electronic Invoicing
Acronyms:

• WBSCM – Web Based Supply Chain Management System

• CPP – Commodity Procurement Program

• AMS – Agricultural Marketing Service

• MSCP-D – Master Solicitation for Commodity Procurements – Domestic 

Programs

• FAR – Federal Acquisition Regulation 

• AGAR – Agricultural Acquisition Regulation

• IBR – Incorporated by Reference 
Questions?
FOB (Free On Board) Origin Pilot

Ashley Train

Blanca Ochoa 

Why? How is it going? What are your thoughts?
Why 

• Helping small businesses with transportation costs.

• Increasing the likelihood of getting commodities to 

offshore locations.
Benefits of FOB Origin

• No transportation worries. 

• Once product is picked up by the carrier, 

vendors’ responsibilities end and vendors can 

invoice.

• More products for our offshore locations.
Where Are We Now

• Using GSA transportation contracts as needed to evaluate 

feasibility and cost effectiveness.

• Documenting our findings for future decision making.
Questions for Industry

• What is your understanding of FOB?

• How would you recommend we ensure we get products to 

offshore locations? 
Long-Term Contracting 
Why

• Lock in supplier capacity so production can be 

planned

• Increase the likelihood that we will get the volume 

we need consistently
USDA Successes 

Bulk Potatoes 

• No notable shortfalls

• Pricing has been very consistent since 2019

• Able to acquire more product when needed

Award Term (long-term fruit contract)

• Stability in our vendors’ contract volume

• Communication with vendors about product on hand

• 5 years of contracted volume
Questions/Discussion
AMS-CPP – e-Invoicing

Christa Banet

Contract Specialist

Vegetable and Pulses Branch
Invoicing Process

• The Contractor/Vendor enters a WBSCM advanced shipment notice (ASN) on or 

before the date of shipment.

• The ASN can be created for the PO Item as soon as a delivery appointment has 

been scheduled, but not less than 24 hours before shipping.

• The ASN alerts the recipient agency that the product will be shipped.

• Once the ASN is entered, the recipient awaits the arrival of the shipment.
Supporting Documentation

• Attach ALL applicable supporting documents to the e-Invoice in WBSCM

• Examples of Supporting Documents:

• Proof of Product Conformance (Refer to the Master Solicitation for 

Commodity Procurement (MSCP-D) and the individual solicitation for 

the material.

• Official check-loading certificate

• Certificate of Analysis (COA)

• Certificate of Conformance (FAR 52.246-15)

• AMS Commodity Inspection Certificate or Graders Memorandum
Supporting Documentation Continued

• Approved Waiver Request (SF30) that is signed by the Contracting 

Officer, if applicable

• Submit delivery date waivers as soon as possible and at least 3-working days prior 

to shipment 

• Submitting delivery date waivers after e-Invoicing will result in liquidated damages to 

payment. 

• Initiating delivery date waivers after e-Invoicing are possible but there will be a waiting 

period to recoup funds due to the refund process.

• Contact the Contract Specialist for any questions or issues about waivers
Supporting Documentation Continued

• Bill of Lading/Proof of Delivery (BOL/POD) should contain the following 

information for e-Invoice approval:

• Purchase Order/Line Item Number 

• Ship to Location

• Recipient Signature 

• Quantity of Received Cases (damages, overages, shortages to be annotated)

• Date Received

• Ensure the writing is legible

• The Contract Officer (CO) reserves the right to specify any combination of 

documents listed above to evidence proof of product conformance.
BOL/POD Example
Approval Examples

AUTO APPROVED e-INVOICE

• ASN and GR Quantities Match

• Delivery Date on/before NLT

• All required documents attached to 

e-Invoice

PENDING APPROVAL e-INVOICE

• ASN and GR Quantities Match

• Delivery Date on/before NLT

• All required documents attached to 

e-Invoice
Approval Examples
Waivers and Invoicing

• SF30 Waiver Form

• Extend No Later Than (NLT) delivery date

• Price Change (Discount or Upward 

Adjustment)

• Delivery Destination Change

• Submit Waiver Request’s As Soon As 

Possible

• Contact Contract Specialist for 

Assistance

DO NOT SUBMIT e-INVOICE WITHOUT APPROVED WAIVER
DO NOT SUBMIT e-INVOICE WITHOUT APPROVED WAIVER

Happy Path to Successful Submission and Approval of e-Invoices:

• Follow All Steps in WBSCM

• Submit ALL Required Documentation

• Review Quantities and Liquidated Damages (if applicable)

• Ensure BOL/POD is signed, dated, includes quantities received, and 

annotates overages, shortages, and/or damages, (if applicable)
WBSCM 

Training 

Homepage

For Assistance Contact: WBSCM.servicedesk@CACI.com or call 877-WBSCM-4U or 877-927-2648
WBSCM 

Work 

Instructions
Work Instructions for E-Invoicing

• Create Advanced Shipment Notification (ASN) Manual Process – External

• Create Replacement Invoice

• Display Advanced Shipment Notification (ASN)

• Display ASN Report

• Display Goods Receipt Report

• Display List of Invoices 

• Modify Domestic Shipments Receipt

• Process Domestic Shipments

• Process Domestic Shipments Variable Weight – Vendor

• Process Invoice for a Service Through PO

• Process Invoice for Commodity Through ASN

• Upload Multiple ASN File
Resources

• Contact the Contract Specialist

• Contact WBSCMAMSHelpDesk@usda.gov for web support

• Watch the Informational Video “How to Modify a Goods Receipt and 

Submit an Electronic Invoice” on YouTube: 

https://www.youtube.com/watch?v=A3eYN_vO72I
Questions
Complaints and Rejected 

Loads 

Customer Feedback Review Process 
Common Complaints 

• Product quality 

• Fruit cup seals 

•Wrong product

• Foreign object
For the Government to Exercise its post-acceptance 

right and seek resolution:

• Must submit the complaint within a reasonable 

time after defect was discovered.

• Must submit the complaint before any substantial 

change occurs in the condition of the item, unless 

the change is due to the defect in the item.

• A defect is anything that does not conform to the 

provisions of the contract, such as product that 

does not meet specification, packaging and 

labeling requirements, or product contaminated 

with a foreign object.
Vendors Responsibility 

• Respond to complaints in writing 

• How did it happen? 

• What actions will be taken to prevent 

issue from happen again?

• When a replacement load can be delivered, 

when applicable.
Rejected Loads 
Common Reasons for Rejected loads

• Broken seals

• Numbers do not match paperwork

• Overturn pallets

• Product does not meet USDA specifications 

• Late or not having an appointment
Who Makes the Determination to Reject

• Contracting Office

• Branch Chief 

•Division Director 
Documentation Used to Assess Situation

• Emails from FNS and the recipients

• Phone calls better understand of the problem

• Pictures of the issue
Questions 

• How can we improve this process?