15B20826Q00000004 Cover Letter.pdf

U.S. Department of Justice Federal Bureau of Prisons

Field Acquisition Office On Behalf Of

Federal Correctional Institution, Loretto

November 24, 2025

RE: FCI Loretto – 2nd Quarter Dairy, FY 2026 Federal Correctional Institution, Loretto, Pennsylvania

All Interested Parties:

Accompanying this letter is a Request for Quote (RFQ) 15B20826Q00000004 prepared for the Federal Bureau of Prisons, FCI Loretto, Pennsylvania, for the acquisition of Q2 FY26 Quarterly Dairy. The solicitation package contains all necessary information for preparing and submitting your quote for evaluation.

When preparing your quote, please review all provided documents carefully and follow the instructions regarding content, format, and submission requirements.

Instructions to Quoters:

• Complete and return excel worksheet 15B20826Q00000004 DAIRY

QUOTE SHEET Q2FY26 LOR

o Sheet 1: Contractor Information Sheet Fill in Cells B6-B11 o Sheet 2: Quote Sheet- Dairy Fill in Cells E7 & E8 (all other tabs should auto populate)

• Quotes MUST be good for 30 calendar days after closing.

• KOSHER CERTIFICATION MUST BE SUBMITTED WITH BID.

• Quotes must be submitted electronically in excel format via email to k1riley@bop.gov. Only electronic quotes will be accepted. Vendors are responsible for confirming receipt of their submission; if no electronic confirmation is received within four (4) business hours, the quote may not have been received.

Award will be made to the responsible quoter whose submission conforms to the solicitation and is determined to provide the best value to the Government, considering the evaluation factors below:

1. Price – The Government will evaluate proposed prices to ensure they are fair and reasonable.

2. Past Performance – Go/No-Go Evaluation. The Government will evaluate the Quoter’s past performance on a Go/No-Go basis.

mailto:k1riley@bop.gov

Only Quoters receiving a "Go" rating under this factor will be considered eligible for award. The assessment will be based on the following criteria:

• Timeliness of Deliveries: The Quoter must demonstrate a consistent record of on-time deliveries. Documented instances of late deliveries, including Contractor Performance Assessment Reporting System (CPARS) evaluations and communications with other Contracting Officers, will be reviewed. A history of substantial delivery delays will result in a "No-Go" determination.

• Order Accuracy and Completeness: The Quoter must show a track record of delivering complete and accurate orders. Evidence of recurring issues such as missing or incorrect items—supported by customer complaints, returns, or input from other Contracting Officers—will be considered. A pattern of incomplete or inaccurate deliveries will result in a "No-Go" determination.

Buy Type: This solicitation is set to ‘All or None. Please submit pricing for all line items to be considered for award.

Submission Deadline:

All quotes must be submitted via email only to k1riley@bop.gov no later than December 8, 2025, at 10:00am Eastern Standard Time via excel format. Late submissions will not be accepted. Quotes submitted via fax, hand delivery, handwritten documents, or mail will not be considered.

All quoters MUST submit Kosher/Halal Certifications with bid.

Delivery Requirements:

Split total quantity into 13 shipments to be delivered each week, beginning January 5, 2026, and ending with the last delivery no later than Tuesday, March 31, 2026. We reserve the right to increase or decrease quantities based on institutional needs.

Quantity changes will be made no less than one week prior to delivery.

Weekly deliveries are required. Quantities and delivery day(s) are at the unilateral discretion of the Government. Deliveries will take place on a will-call basis.

All line items are F.O.B. Destination

Deliveries must be made between the hours of 7:00 am and 1:00 pm EST. Federal holiday deliveries will not be accepted. Delivery schedules must be pre-arranged with the receiving warehouse.

Items not delivered within the required time frame may be subject to cancellation, and any associated shipping or restocking fees will be the responsibility of the vendor. Please refer to attachment 15B20826Q00000004 Delivery Schedule for additional delivery details.

Please be sure to read the solicitation, cover letter, quote sheet, clauses and provisions and delivery schedule. If the answer is addressed in those documents, you will not receive a response.

For additional inquiries not addressed in the solicitation package, please email k1riley@bop.gov.

Sincerely, Kaitlynn Riley Contracting Officer