Reedema Rock, Contract Specialist

Livestock, Poultry & Fish

Reedema.Rock@usda.gov
STAFF

Employee Commodity

Adele Jackson-Croal

BEEF– COARSE -100154, BEEF FINE GROUND FRZ 100158, 100159, 110261, 

110260, BEEF SPP PATTY FRZ 100163, 110348,

110349, BEEF 100% PTY 90/10 FRZ 2.0MMA CTN 110346; CHICKEN CUT-UP 

FRZ 111368, 111361; CHICKEN WHOLE BAGGED FRZ 100880 and CHICKEN 

CONSUMER SPLIT BREAST – 110154

Chanel Robinson Pork; Boneless Beef; Diced Beef Roast; Beef-Special Trim; Catfish; Lamb

Chyra Lewis Ham, Bison, Pollock, Salmon, Walleye, Groundfish, & Pacific Seafood Products

Endrea White Procurement Technician

Glenn Reid Contracting Officer; Chicken Oven Roasted (110080); Chicken Products (100100, 

100103, 100113); Diced Chicken (100101)

Lauren Heer Chicken Strips; Cooked Products (Beef and Pork Crumbles; Pulled Pork; Pork 

Patties); Chicken Fillets;

Reedema Rock Chicken-Canned Boned (100877); Shell Eggs, Whole Eggs, Hard Cooked Eggs, and 

All Egg Products; Bulk Turkey and Turkey Thighs

Kerry Dodd Chicken Fajita Strips (100117); Canned and Pouch Meats; Turkey and Turkey 

Products
THANK YOU

• THANK YOU!

• THANK YOU!

• THANK YOU!

• THANK YOU!
4A52.209-70 Past Performance with Regard to Offeror’s Present 

Responsibility (June 2021)

4A52.247-83 Seals on Transportation Conveyances (Aug 2021)

Glenn Reid

Glenn.Reid@usda.gov, Senior Contracting Officer
Electronic Invoicing

Requirements Page 1

Advance Shipping Notification (ASN)

Supporting Documents

Authorization to Pay

Payment Due Dates

Endrea.White@usda.gov
Electronic Invoicing

Requirements Page 2

4A52.232-80 Electronic Invoicing (June 2021)

• ASN as invoice (if ASN is required) - Contractor’s advance shipment 

notice (ASN), entered in WBSCM in accordance with 4A52.211-2, will 

serve as the contractor’s invoice, i.e., request for payment. Separate 

entry of an invoice using WBSCM’s Supplier Self Service is no longer 

required.

• ASN is not required on service contracts or some supplies (i.e., Raw 

Shelled Peanuts).
Electronic Invoicing

Supproting Documents

• Proof of product conformance—as required in the applicable commodity 

specifications document or solicitation—such as:

• Official checkloading certificate(s), and/or

• Certificate of Analysis (COA), and/or

• Certificate of Conformance (per FAR Clause 52.246-15), and/or

• AMS Commodity Inspection Certificate or Graders Memorandum.

• Any waivers granted by the Contracting Officer, if applicable.

• The Contracting Officer reserves the right to specify any combination of 

documents listed above to evidence proof of product conformance.

– ting that quantity received is good (see clause

• 4A52.247-3, Bill of Lading Notations, for required contents of a bill of lading.)
Electronic Invoicing

Authorization to Pay

• Authorization to pay. The Government will not review an invoice for payment 

until all required supporting documentation has been received. In addition to the 

items in paragraph (2) above, all invoice payments must be supported by a 

receiving report (proof of delivery). A recipient-entered 

• 30 

• WBSCM goods receipt will serve as the receiving report. The recipient (receiving 

official) should enter the goods receipt into WBSCM no later than the 2nd calendar 

day after delivery. 
Electronic Invoicing

Payment due dates

WBSCM Domestic Vendor Training

• March 22, 1:00-3:00pm ET: How to Submit an Offer

• March 23, 1:00-3:00pm ET: How to Enter an ASN and Submit an E-Invoice

• March 24, 1:00-3:00pm ET: Advanced E-Invoicing

• Sign-up through: WBSCMAMSHelpDesk@usda.gov and provide:

– Company Name

– Name(s) of attendee(s)

– E-mail address(es) of attendee(s)

– Which session you wish to participate in
WBSCM International Vendor Training

• March 29, 1:00-3:00pm ET: How to Submit an Offer

• March 30, 1:00-3:00pm ET: How to Enter an ASN and Submit an E-Invoice

• Sign-up through: WBSCMAMSHelpDesk@usda.gov and provide:

– Company Name

– Name(s) of attendee(s)

– E-mail address(es) of attendee(s)

– Which session you wish to participate in
Bidding Expectations & Waiver Requests

Chyra Lewis

Contract Specialist

Ham, Bison, Pollock, Salmon, Walleye, Groundfish, & 

Pacific Seafood Products

Livestock, Poultry & Fish Procurement Branch

chyra.lewis@ams.usda.gov
Bid ONLY on What You Expect to Deliver

We expect contractors to take the current environment into account when 

submitting bids and encourage all bidders to only bid on volumes they can 

reasonably expect to deliver. 

• Why guesstimating can be problematic

• True Story Vendor Example

• How to properly forecast your offers

• Master Solicitation & Reminders 
Notice to Contractors: Expectations for Current 

and Future Contracts Page 1

• There have been ongoing 

COVID-19 pandemic challenges 

and we have attempted to be 

flexible

• Special consideration may be 

given if there is a clearly 

documented COVID related 

event or outbreak in a 

contractors’ place of 

performance

• “General” COVID justifications 

will no longer be an accepted 

excusable delay for late 

deliveries.

Deputy Administrator Dave Tuckwiller 

August 21, 2020
Notice to Contractors: Expectations for Current 

and Future Contracts Page 2

• Schools “new normal” may 

increase requests for diversions 

to other warehouses

• Ensure delivery appointments 

are made in advance and any 

variances to contractual 

requirements are communicated 

to your Contract Specialist 

• Advanced Shipment Notice (ASN) 

are required to be entered in 

WBSCM on or before the date of 

shipment
When to Request a Waiver

We know the unexpected happens thus there are a variety of reasons a 

vendor needs to request a waiver 

• Excusable Delays

– See AMS Master Solicitation (f) Excusable delays – 52.212-4 Addendum 

– https://www.ams.usda.gov/sites/default/files/media/MSCP.pdf

• 2020 COVID-19 Letter

– https://content.govdelivery.com/attachments/USDAAMS/2020/08/21/file_att

achments/1523698/Vendorletter8.21_508.pdf

• Waiver Requests & Templates

– https://www.ams.usda.gov/selling-food/wbscm
Waiver Request Templates

Waiver templates are suggested samples when submitting a request. 

Vendors may copy or cut & paste the language and /or table into their own 

company letterhead.

• Not-Later-Than (NLT) Date Waiver Request

• Short Shipment Waiver Request

• Processing & Supplier Plant / Shipping Point Waiver Request

• Commodity Specification Requirement Waiver Request
Not-Later-Than (NLT) Date Waiver Request
2-Day Requirement for NLT Extension Requests

• First and foremost: Tell us if a shipment will be late!

• Submit NLT date extension requests within 2 days of missed delivery 

due (only submit if circumstances are excusable delays)

• If the new NLT delivery dates are unknown, still send the Specialist an 

email request with “TBD” listed as the delivery date

– The TBD late notice will be shared with FNS until you provide 

submit a formal & complete extension request 

• DO NOT invoice until the contract has been modified to reflect the new 

NLT date
Short Shipment Waiver Request
Processing & Supplier Plant / Shipping Point 

Waiver Request
Commodity Specification Requirement Waiver 

Request
Any Questions?

All questions about waivers, delays, templates, etc. shall be placed in the Chat 

Box and our team will respond accordingly during and/ or after the 

presentations. See links below to 

• Waiver Requests

• https://www.ams.usda.gov/sites/default/files/media/PostAw

ard-WaiverRequest.pdf

• Waiver WORD Templates are located within the “Post Award 

Process” section per link below

• https://www.ams.usda.gov/selling-food/wbscm
Pre-Solicitation Requirements

System for Award Management (SAM)

Kerry Dodd

Agricultural Marketing Specialist

Livestock, Poultry and Fish

Commodity Procurement Program

816-926-6539

kerry.dodd@usda.gov
Pre-Solicitation Requirements

System for Award Management (SAM) Page 1

• System for Award Management (SAM) is the primary Government repository for 

prospective Federal awardee and Federal awardee information and the centralized 

Government system for certain contracting, grants, and other assistance-related 

processes.

– http://www.sam.gov.

• 52.204-7 System for Award Management (Oct 2018)

– An Offeror is required to be registered in System for Award Management (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, basic 

agreement, basic ordering agreement, or blanket purchasing agreement resulting 

from this solicitation.
Pre-Solicitation Requirements

System for Award Management (SAM) Page 2

– Registered in the System for Award Management (SAM) means that–

• (1)The Contractor has entered all mandatory information, including the 

unique entity identifier (UEI) and the Electronic Funds Transfer (EFT) indicator (if 

applicable), the Commercial and Government Entity (CAGE) code, as well as data 

required by the Federal Funding Accountability and Transparency Act of 2006 

(see subpart 4.14), into SAM;

• (2)The Contractor has completed the Core, Assertions, Representations 

and Certifications, and Points of Contact sections of the registration

• (3)The Government has marked the record “Active”.

– To remain active, Offerors must complete annual representations 

and certifications electronically in SAM.
Pre-Solicitation Requirements

System for Award Management (SAM)

– SAM registration, maintaining data and technical support are FREE.

– SAM Customer Support:

• Federal Service Desk (FSD)

– www.fsd.gov

– 866-606-8220
Pre-Solicitation Requirements

Data Universal Numbering System (D-U-N-S)

&

Unique Entity Identifier (UEI)

Food Defense (FD)

Adele.l.croal@usda.gov

202-260-8672
Pre-Solicitation Requirements

DUNS/UEI Page 1

 Data Universal Numbering System (D-U-N-S):

– Dun & Bradstreet assigns the DUNS/UEI, which includes the physical 

address, entity type, and general entity information

– A unique nine-digit identifier used around the world to identify and access 

information on businesses working for the government – is issued to 

businesses free of charge

– commonly used by lenders or potential business partners to help predict 

reliability and/or financial stability of a business
Pre-Solicitation Requirements

DUNS/UEI Page 2

 Unique Entity Identifier (UEI):

– The UEI Applies to all offers that exceed the micro-purchase threshold and offers at or 

below the micro-purchase threshold if the solicitation requires the Contractor to be 

registered in the System for Award Management (SAM).

– maintained with the entity designated at SAM.gov for establishment of the unique entity 

identifier throughout the life of the contract. The Contractor shall communicate any 

changes to the unique entity identifier to the Contracting Officer within 30 days after the 

change, so an appropriate modification can be issued to update the data on the contract.

 Unique Entity Identifier Update (UEI) SAM:

By April of 2022, the federal government will stop using the DUNS number to uniquely identify 

entities. At that point, entities doing business with the federal government will use a Unique 

Entity Identifier (SAM) created in SAM.gov. They will no longer have to go to a third-party 

website to obtain their identifier. This transition allows the government to streamline the entity 

identification and validation process, making it easier and less burdensome for entities to do 

business with the federal government.
Pre-Solicitation Requirements Page 1

FOOD DEFENSE (FD)

PRIOR TO BID OPENING THROUHOUT THE PERFORMANCE

• 4A52.246-81 Food Defense Requirements (Aug 2021)

 (a) Current and potential Contractor(s) and subcontractor(s) shall have an approved food 

defense plan in place at the time of bid opening/proposal due date as specified in the 

solicitation. The approved food defense plan provides for the security of a plant’s 

production processes and includes the storage and transportation of pre-production raw 

materials and other ingredients and post-production finished product.

 The documented and operational food defense plan must be audited and approved by 

USDA, AMS prior to the bid opening date of the solicitation.

 All nonconformance(s) listed in the audit report for poultry and livestock products must 

be addressed in writing within 14 days to the Quality Assessment Division prior to the bid 

opening date of the solicitation.

 USDA will not grant/accept any waiver requests for the food defense audits.
Pre-Solicitation Requirements Page 2

FOOD DEFENSE (FD)

PRIOR TO BID OPENING THROUHOUT THE PERFORMANCE

 The plan shall address the following areas, where applicable:

 Food defense plan management;

 Outside and inside security of the production and storage facilities;

 Slaughter and processing, including all raw material sources;

 Controlled access to production and storage areas;

 Storage;

 Water and ice supply;

 Mail handling;

 Personnel security; and

 Transportation, shipping, and receiving (includes the sealing of any transport

conveyance for truck lot and less-than-truck lot quantities of finished product).
Pre-Solicitation Requirements Page 3

FOOD DEFENSE (FD)

PRIOR TO BID OPENING THROUHOUT THE PERFORMANCE

 The Food Defense Plan - must be included in the application package, and it will 

be audited by an AMS representative.

 Approved food defense audit is valid for twelve (12) months from the date 

of approval.

 Plant Survey or Plant Systems Audit (PSA) - All qualified contractors, and for Nonmanufacturers their subcontractors, are required to undergo and pass 

an annual plant survey or PSA.

 Approved plant survey audit/PSA is valid for twelve (12) months from the date of 

approval.