Approved by CMS

Date Issued: 06/10/11

Date Revised: 04/25/16

SUPPLEMENT 509 TO THE 

AMS MASTER SOLICITATION

FOR PURCHASE OF FROZEN 

ALASKA POLLOCK BLOCKS

FOR DISTRIBUTION TO

FEDERAL FOOD AND 

NUTRITION ASSISTANCE 

PROGRAMS

APPROVED

Agricultural Marketing Service (AMS)

Livestock, Poultry and Seed (LPS) Program

Food Safety and Commodity Specification (FSCS) Division

Room 2624 S-Bldg, Phone: (202) 692-0342

Supersedes: Supplement 509 April 2015 – Changes from 

previous requirements in blue

Effective: April 2016 

100 OVERVIEW

110 This document provides additional program requirements for the purchase of frozen 

Alaska Pollock blocks by the Department of Agriculture (USDA), including the 

applicable Federal Purchase Program Specification (FPPS) (Exhibit A).

200 INSTRUCTIONS TO POTENTIAL SUPPLIERS

210 The frozen Alaska Pollock blocks shall be purchased on a competitive bid basis from 

qualified suppliers who have met the requirements described in this Section. 

Interested suppliers may submit a technical proposal at any time during the purchase

program. Suppliers should allow 10 working days, from USDA’s receipt of the

technical proposal for notification of evaluation results. A supplier is deemed eligible

upon notification of approval of the technical proposal by the FSCS Division.

220 Submission of a technical proposal is not binding on USDA. Actual purchases shall

be described in the AMS Master Solicitation and Solicitations.

230 Documentation Requirements

231 Technical Proposal Requirement

231.1 Include a detailed description of the frozen Alaska Pollock block and each of the 

production steps that are taken to meet or exceed the minimum product requirements 

set forth in the FPPS. (Plan/Do)

231.2 Describe all the quality assurance methods used to verify conformance to all 

requirements. This shall include the monitoring and measurements taken during the 

process to verify conformance with each requirement. All measurement results shall 

be recorded and made available to AMS and/or Department of Commerce (DOC). 
Approved by CMS

Date Issued: 06/10/11

Date Revised: 04/25/16

(Check)

231.3 Identify all corrective actions to be taken if deviations from contractual and FPPS

requirements occur during production, and all preventative actions to be taken to 

preclude a reoccurrence. (Act)

231.4 The technical proposal shall follow the format as shown in Exhibit B. Technical 

proposals should be brief and concise.

231.5 The technical proposal shall be preceded by the following, as required by the 

template:

231.5.1 Table of Contents listing the major areas as they appear in the technical proposal;

and

231.5.2 List of attachments and forms provided in the technical proposal with the applicable 

document name and reference number.

232 The FSCS Division shall review each technical proposal to determine if it is adequate 

and shall notify the supplier of the status and their eligibility to bid.

300 INSTRUCTIONS FOR SUBMISSION OF TECHNICAL PROPOSAL

310 The following procedures establish the acceptable minimum requirements for 

the format and content of the technical proposal:

310.1 The Government has provided a technical proposal format to be used in preparing 

the technical proposal (see Exhibit B). The supplier shall submit the technical 

proposal as an email file attachment to AMS (Darin.Doerscher@ams.usda.gov and

Steve.Whisenant@ams.usda.gov). The technical proposal shall be saved in a nonportable document file format (not PDF; e.g., Microsoft Word). The technical proposal

shall be submitted in its entirety. If the file size of the technical proposal is too large to

send in a single email, it may be divided and sent in multiple emails (i.e., Part 1, Part 2, 

Part 3, etc.). The collection of attachments and appendices may be submitted as a

separate document as well.

310.2. The technical proposal shall be submitted by an authorized agent of the company.

310.3 While it is not the desire of the Government to penalize a supplier for non-compliance 

with formatting instructions, technical evaluators may have difficulty evaluating the 

technical proposal to the fullest extent possible if the proposal is not presented in the 

proper format. Technical evaluators shall not be required to search other subsections 

or sections of the offeror’s technical proposal for information requested in the 

evaluation.

320 Technical Proposal Revisions

321 Changes to a supplier’s technical proposal may be submitted at any time or at the 

request of the FSCS Division. All technical proposal revisions shall meet the following

criteria:
Approved by CMS

Date Issued: 06/10/11

Date Revised: 04/25/16

321.1 Any changes to a technical proposal made by the supplier after its initial submittal 

shall be accomplished by submitting an entire technical proposal. A cover letter shall

be submitted with the changes identified and an explanation of the need for the 

change. The supplier shall include the revision date and the appropriate page 

number(s).

321.2 Changes from the original technical proposal shall be highlighted and deletions in

strikeouts.

400 ASSESSMENT BY THE QUALITY ASSESSMENT (QA) DIVISION

410 Once a supplier is notified by the FSCS Division that the technical proposal meets the 

applicable criteria, the QA Division shall contact the supplier to set up a pre-award 

onsite capability assessment audit of the facility’s processes, food defense plan, and 

quality control program used to produce the product(s) to determine the supplier’s 

ability to meet contractual requirements.

420 Pre-Award Onsite Capability Assessment Audit

421 Food Defense Assessment

421.1 The QA Division shall conduct a food defense audit that shall include, but is not 

limited to, a thorough evaluation of the potential supplier’s food defense plan. 

Documentation shall support the supplier’s food defense plan. If the report 

demonstrates that the food defense plan is inadequate, the supplier shall be notified 

by the FSCS Division that it is ineligible to bid. The supplier shall have an opportunity 

to correct identified deficiencies, modify its food defense plan and contact the QA 

Division. Eligibility shall depend on whether the modifications demonstrate 

compliance with the food defense plan.

422 Documentation shall support:

422.1 the production of the frozen Alaska Pollock block that complies with the applicable 

FPPS and the potential supplier’s approved technical proposal, and

422.2 the supplier’s food defense plan. In addition, the audit shall consist of the review of 

records related to purchasing, receiving, production, quality control, inventory and 

shipping records, and interviews with management and production personnel.

423 Upon completion of the onsite capability assessment, the auditor shall provide either 

a verbal or email notification of the audit findings to the FSCS Division to determine 

(based on the audit findings), supplier eligibility to bid. Supplier shall be notified by 

the FSCS Division and the official final report shall be sent once released from the 

QA Division.

423.1 If the audit findings demonstrate that the process or food defense plan is inadequate, 

the supplier shall be notified by the FSCS Division that it is ineligible to bid. The 

supplier shall have an opportunity to correct identified deficiencies, modify its process, 
Approved by CMS

Date Issued: 06/10/11

Date Revised: 04/25/16

food defense plan, and/or technical proposal, and resubmit to FSCS Division for 

further consideration.

423.2 Eligibility shall depend on whether the modifications demonstrate that:

423.2.1 the process is capable of delivering frozen Alaska Pollock block in compliance with 

the FPPS,

423.2.2 the supplier is in compliance with its food defense plan,

423.2.3 a successful QA Division corrective action audit is conducted, and 

423.2.4 the supplier complies with other applicable contractual requirements.

430 Post-Award Assessment Audit

431 Eligible suppliers who receive contracts shall have their documented food defense

plan, technical proposal, and supporting documentation readily available for review by 

the FSCS Division or AMS agents. Records may be maintained on hard copy or 

electronic media. However, records maintained as electronic media shall be made 

available in printed form immediately upon request by the FSCS Division or AMS 

agents.

432 The QA Division shall conduct an onsite audit of the supplier’s facility(s) and 

processes when production commences for the first contract awarded. Additional 

audits shall be conducted as determined by the FSCS Division, but not less than 

once per month for suppliers with continuous or multiple contracts, or once per 

contract for intermittent suppliers. At the discretion of the FSCS Division, more 

frequent audits may be conducted when audit deficiencies are detected.

440 Post-Award Actions

441 Any deviation from contractual requirements shall be immediately reported by the 

supplier to the Contracting Officer and FSCS Division. The Contracting Officer or 

FSCS Division shall notify the supplier regarding eligibility to continue to participate as 

a supplier.

442 Suppliers shall assure that the delivered product complies with the provisions of the 

FPPS, the applicable assessment by USDA, and the supplier’s technical proposal

approved by the FSCS Division.

450 The cost of all audit, product monitoring, and certification services performed by the 

AMS agents shall be borne by the supplier. This includes, but is not limited to, audits, 

examinations, supervision, official documentation, and related services.

460 Questions concerning charges and the availability of AMS agents can be directed to

USDA/AMS, LPS Program’s QA Division field office or the Director of the QA

Division, LPS Program, AMS, USDA, Room 3953-S, STOP 0258, 1400

Independence Avenue, SW, Washington, DC 20250-0258, telephone (202) 720-

3271.
Approved by CMS

Date Issued: 06/10/11

Date Revised: 04/25/16

500 DOMESTIC ORIGIN CERTIFICATION CLAUSE

510 The supplier shall include the below domestic origin certification clause in its entirety 

in all subcontracts for fresh and frozen Alaska Pollock or Alaska Pollock products

used in fulfilling any contracts awarded under this Supplement and Master 

Solicitation. The burden of proof of compliance is on the Contractor. All raw 

materials shall be shipped in containers labeled as “Domestic Only Product” on the 

principle display panel and the bill of lading accompanying the shipment shall contain 

the statement “Domestic Only Product.”

600 CERTIFICATE OF CONFORMANCE (COC)

610 In addition to the referenced payment documents required in the Master Solicitation,

please include a copy of the Contractor’s Certificate of Conformance (Exhibit D).

700 CONTRACTOR CHECKLOADING

710 Contractor shall perform checkloading examinations as described in the FPPS

at the time of shipment and issue contractor’s certificate to accompany each 

shipment that includes all of the following information:

710.1 Purchase Order Number,

710.2 Sales Order and Sales Order Item Number,

710.3 Name of product,

610.4 Shipping Date,

710.5 Production lot number(s) and date each lot was produced,

710.6 Count of shipping containers and total projected net weight in each production 

lot,

710.7 Identity of car or truck (car numbers and letters, seals, truck license, etc.) as 

applicable

710.8 Contractor certification that product conforms with the FPPS,

710.9 Count and projected net weight verified, and

710.10 Signature of company official responsible for checkloading.

800 EXHIBITS
APPROVED

FEDERAL PURCHASE 

PROGRAM SPECIFICATION 

(FPPS) FOR ONCE-FROZEN 

ALASKA POLLOCK BLOCKS

Agricultural Marketing Service (AMS)

Livestock, Poultry and Seed (LPS) Program 

Food Safety and Commodity Specification (FSCS) Division

Room 2628 S-Bldg, Phone: (202) 692-0342

Supersedes: FPPS APB dated April 2015 – changes from 

previous requirements in blue

Effective: April 2016

Approved by CMS 

Date Issued: 06/18/09

Date Revised: 04/07/16

100 ITEM DESCRIPTION

110 Once-Frozen Alaska Pollock Blocks 

120 U.S. Grade A 

130 Fish blocks shall weigh approximately 16-1⁄2 pounds and shall be packed three 

(3) blocks to a master carton with a net weight of 49-1⁄2 pounds. 

200 CHECKLIST OF REQUIREMENTS 

210 Product shall be produced under the Food and Drug Administration regulations 

and all applicable federal Acts and regulatory references cited therein that are 

in effect on the date of production. 

300 MATERIALS

310 FISH FLESH 

311 Domestic Origin of Fish Flesh – The Alaska Pollock (Gadus chalcogrammus) 

shall be derived from fillets that are caught and processed in U.S. waters on a 

U.S. flagged vessel or caught in U.S. waters and processed in a facility based 

in the U.S. or U.S. Territory. 

312 U.S. Grade A - United States Standards for Grades of Frozen Fish Fillet 

Blocks. Standards for Grades shall be implemented in accordance with the 

guidance set forth in part II of the National Oceanic and Atmospheric 

Administration (NOAA) Handbook 25, "Inspector's Instructions for Grading 

Frozen Fish Blocks." 

313 The U.S. Standards for Grades shall apply to once-frozen fish blocks that are 

rectangular shaped masses made from Alaska Pollock flesh. 

314 The blocks shall be made from whole fillets that are skinless and boneless (pin 

bone out). 

SUPPLEMENT 509 TO AMS MASTER SOLICITATION EXHIBIT A
Approved by CMS

Date Issued: 06/18/09

Date Revised: 04/07/16 2

315 The blocks shall not contain minced or comminuted fish flesh. The blocks shall 

not be made by restructuring (reworking) pieces of fish blocks into the shape of 

a fish block.

316 The blocks shall not contain sodium phosphates.

317 The blocks shall never be allowed to thaw and shall have been stored at 

temperatures of 0oF or less for no more than 12 months.

318 The Pollock blocks shall be practically free of voids and ice pockets.

320 METAL DETECTION

321 All product shall be free of metal contaminates. Detection of stainless steel, 

ferrous, and non-ferrous (e.g., lead, copper, and aluminum) metals is required. 

The equipment, location, detection procedure, sensitivity levels, frequency of 

equipment validation, and corrective action procedures shall be identified and 

described.

400 PREPARATION FOR DELIVERY

410 PACKAGING AND PACKING

411 Packaging – Fresh (never previously frozen) Alaska Pollock fillets shall be 

layered into a block mold and deep frozen to produce fish blocks that are used 

as the raw material for further processing into high quality breaded and 

battered fish products. The once-frozen Alaska Pollock Blocks shall be 

wrapped or sealed to protect blocks from freezer deterioration, physical 

damage, and contamination. 

412 Fish blocks shall weigh approximately 16-1⁄2 pounds and shall be packed three 

to a master carton with a net weight of 49-1⁄2 pounds.

413 The once-frozen blocks shall be protected by a paperboard block liner and then 

packed in a cardboard master case, which reduces the likelihood of freezer 

burn or rancidity. The packaging should be uniform and completely cover the 

product. 

414 Shipping container labeling shall declare a net weight, meaning actual product 

weight.

415 Style and Size of Container – Only one size and style of bags and cases may 

be offered in an individual shipping unit. The shipping containers shall be in 

compliance with the National Motor Freight Classification, or the Uniform 

Freight Classification, as applicable.

416 Labeling - Cases shall be labeled to include all information required by United 

States Department of Commerce (USDC) regulations. Shipping container 
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Date Issued: 06/18/09

Date Revised: 04/07/16 3

labels shall be illustrated in the contractor’s technical proposal and contain the 

following information:

416.1 USDA Shield – The shield shall be at least 2 inches high and shall appear on 

top or on the principle display panel of each case.

416.2 The applicable purchase order number.

416.3 A traceability code that includes information regarding production 

establishment, production date and production lot.

416.4 USDC Inspection Mark and Grade – The Processed Under Federal Inspection 

“PUFI” mark along with the Grade A Shield.

416.5 Material Number – 110601.

416.6 Product Name – Once-Frozen Alaska Pollock Blocks.

420 PALLETIZED UNIT LOADS

421 All product shall be stacked on new or well-maintained pallets and palletized 

with shrink wrap plastic, unless otherwise specified in the invitation. Pallet 

loads shall be stacked in a manner that minimizes the overhang of the shipping 

containers over the edges of the pallets and exposes each shipping container’s 

principal display panel to facilitate certification examinations.

500 PRODUCT ASSURANCE

510 QUALITY ASSURANCE

511 All Alaska Pollock Block manufacturing facilities used in fulfilling USDA 

contracts shall be a United States Department of Commerce (USDC) Approved 

Establishment (HACCP QMP, IQA and Resident Inspector Plant) operating in 

accordance with all applicable regulations. A resident USDC inspector shall be

present in a Resident Inspector Plant during fillet block manufacturing and 

grade fillet blocks in accordance with the U.S. Grade Standards. The 

contractors shall declare the type of NMFS inspection program they are 

operating under.

520 DELIVERED PRODUCT

521 Delivery Unit - Each delivery unit shall consist of 800 shipping containers with a 

net weight of 39,600 pounds. No tolerances shall be allowed.
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Date Issued: 06/18/09

Date Revised: 04/07/16 4

522 All products shall be delivered to AMS assigned destinations under seal with 

tamper proof, tamper resistant, serially numbered, high security seals that meet 

the American Society for Testing and Materials Standard (ASTM) F1157-04 

and/or the International Organization for Standards (ISO) 17712-2010 as 

required under the Master Solicitation. Seals shall be 1⁄8th-inch diameter cable, 

high-security bolt, or equivalent.

530 WARRANTY AND COMPLAINT RESOLUTION

531 Warranty – The contractor shall guarantee that the product complies with all 

specification requirements, production plan declarations, and provisions set 

forth in the Master Solicitation and Supplement.

532 Complaint Resolution – Customer complaint resolution procedures shall be 

included in the production plan. These procedures shall include: a point of 

contact, investigation steps, intent to cooperate with AMS, and product 

replacement or monetary compensation. The procedures shall be used to 

resolve product complaints from recipient agencies or AMS.

600 NON-CONFORMING PRODUCT

610 The contractor shall include a plan and supporting documentation to assure 

that non-conforming product is not delivered under USDA contracts. The plan 

shall address 1) control and segregation of non-conforming product, 2) removal 

of any USDA markings, and 3) disposition of non-conforming product, including 

vendor documentation of final disposition (e.g., diverted to commercial 

production, cooked or destroyed).

700 CONTACTOR CHECKLOADING

701 Contractor shall perform checkloading examinations at the time of shipment 

and issue a contractor’s certificate to accompany each shipment that includes 

all of the following information:

701.1 Purchase Order Number/Purchase Order Line Item Number;

701.2 Sales Order Number/Sales Order Line Item Number;

701.3 Destination of shipment;

701.4 Name of Product and applicable Material Number;

701.5 Shipping Date;

701.6 Production lot number(s) and date each lot was produced along with shipping 

container and immediate container code(s) and the code used that provides 

traceability to establishment number, production lot and date;

701.7 Count of shipping containers and total projected net weight in each production 

lot;
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Date Issued: 06/18/09

Date Revised: 04/07/16 5

701.8 Identity of car or truck (car numbers and letters, seals, truck license, etc.) as 

applicable;

701.9 Contractor certification that product conforms with the applicable specification 

(FPPS-APB-2016);

701.10 Count and projected net weight verified and;

701.11 Signature of company official responsible for checkloading.
Approved by CMS

Date Issued: 06/10/11

Date Revised: 04/25/16

SUPPLEMENT 509 TO AMS MASTER SOLICITATION EXHIBIT B

Cover Page:

Company Name

Company Address

Contact Person, including title, phone number, including emergency contact information, e-mail 

address (shall be authorized to represent the company).

Technical Proposal for: [Supplement Number] and [FPPS]

Table of Contents (all pages and attachments shall be number and identified – any attachments 

must be identified and referenced in the Technical Proposal).

The technical proposal should document a quality control program that includes procedures, 

records, forms, pictures, etc., which demonstrates conformance with the following checklist of 

requirements:

100 ITEM DESCRIPTION

200 CHECKLIST OF REQUIREMENTS

300 MATERIALS

310 FISH FLESH

311 Domestic Origin of Fish Flesh

312 U. S. Grade A

Frozen Pollock Blocks

320 METAL DETECTION

322.3 Spinal Cord Removal

323.1 Traceability

330 NON-MEAT COMPONENTS

400 PREPARATION FOR DELIVERY

410 PACKAGING AND PACKING

411 Packaging

412 Fish Blocks
Approved by CMS

Date Issued: 06/10/11

Date Revised: 04/25/16

413 Freezing Protection

415 Style and Size of Container

416 Labeling

420 PALLETIZED UNIT LOADS

500 PRODUCT ASSURANCE

510 QUALITY ASSURANCE

520 DELIVERED PRODUCT

521 Delivery Unit

522 Sealing

530 WARRANTY AND COMPLAINT RESOLUTION

531 Warranty

532 Complaint Resolution

600 NON-CONFORMING PRODUCT

Attachments or Appendixes - Please attach all referenced documents with the applicable 

document name and reference number.
Approved by CMS

Date Issued: 06/10/11

Date Revised: 04/25/16

SUPPLEMENT 509 TO AMS MASTER SOLICITATION EXHIBIT C

UNITED STATES DEPARTMENT OF AGRICULTURE 

AGRICULTURAL MARKETING SERVICE 

LIVESTOCK, POULTRY AND SEED PROGRAM

CERTIFICATE OF CONFORMANCE FOR

THE PROCUREMENT OF FROZEN ALASKA 

POLLOCK BLOCK

CERTIFICATE OF CONFORMANCE

I certify the following:

(1) On [delivery date(s)], [Supplier’s name] furnished the (insert the appropriate commodity 

description) called for by Purchase Order Number via [Carrier] under Sales Order 

Number/Item number(s): .

(2) The (insert the appropriate material name) is of the quality specified and conforms in all 

respects with the purchase order requirements, including [Supplier’s name] Technical 

Proposal as approved by the AMS, LPS Program, FSCS Division.

(3) Product identification, (i.e. production lot number(s)) is in the quantity shown on the 

attached acceptance document.

(4) Supplier assures all meat or meat products used in fulfilling this contract was produced in 

the United States as defined in the AMS Master Solicitation Section I.E.

Date:

Signature:

(Signed by an officer or representative authorized to sign offers )

Title: