3rd QTR FY26 Dairy cover letter.docx

United States Government Memorandum FCI Aliceville P.O. Box 445 Aliceville, Alabama 35442

March 5, 2026

Dear Quoter:

Attached is the Request for Quotation 15B31826Q00000008, 3rd Quarter FY26– Dairy products, for the Federal Correctional Institution in Aliceville, Alabama.

This package contains all the necessary information for submitting a request for quote for evaluation. The following forms, clauses, and statements must be completed and submitted with your offer:

A. Standard Form 1449

B. Representations and Certifications

All potential quoters are advised this solicitation includes FAR clause 52.212-4 Contract Terms & Conditions- Commercial Products and Commercial Services (November 2021), and System for Award Management database (SAM), formerly Central Contractor Registration (CCR). This clause requires all contractors conducting business with the Federal Government to be registered in the SAM database at www.SAM.gov. Quoters should include their Unique Entity Identifier (UEI number) in the quote. The Contracting Officer will verify registration prior to award by entering the potential awardee’s UEI number into the SAM database. Failure to complete the registration procedures outlined in this clause may result in elimination from consideration for award. Quoters are required to comply with the specifications on the solicitation. Substitutions will not be accepted. Quoters must be able to accept Government electronic funds transfer (EFT). The Contracting Officer has determined that it is in the best interest of the Government to make one award for all line items.

The evaluation factors are Price and Past Performance. Price will be rated higher than past performance. Missing or incomplete data could result in the elimination of your quote. You are responsible for providing the correct prices to match our units of measurements. Extend all totals. The Government will award to responsible offeror(s) whose offer conforms to the solicitation and considered to be the most advantageous to the Government. To be environmentally friendly, only send pages you have placed a bid on. Goods are to be delivered on a weekly basis, Monday through Friday between 7:30 a.m. and 2:30 p.m., Central Standard Time, excluding federal holidays. Deliveries will not be accepted prior to April 1, 2026. Undelivered items are subject to cancellation. Failure to deliver within the established time frame will be considered as non-conformance under the terms of the contract.

Delivery requirements:

· All deliveries must be palletized (unless prior arrangements have been made with Food Service staff). A dock for unloading will be provided.

· All non-frozen, perishable foods must be delivered between 34°F to 40°F.

· All canned goods must be delivered above 34°F and not frozen.

· All certified religious diet items must be marked with the Kosher symbol on individual packages, or the item will be refused.

· All frozen foods must be delivered at 0°F or below. Any product that indicates prior thawing will be refused. Random temperature checks shall be conducted by Food Service warehouse staff to ensure that products are at the proper temperature.

· Items must meet specifications as indicated in the BOP National Specifications. It is the vendor’s responsibility to know these specifications. Please reference the RFQ line item(s) for this information.

· All items will be closely inspected by Food Service staff. There will be times when some items may require thawing and cooking to determine specification compliance. Receipt of delivery may be conditional for a period of three days (3 business days) to allow for adequate examination and testing. Items that fail to meet specifications will be refused.

· All items are conditionally received and found to be unacceptable must be picked up at the vendor’s expense within two weeks (10 business days) of notification of non-compliance. If product is not picked up in two weeks (10 business days) it will be properly disposed.

For delivery directions, contact the Food Service Warehouse at (205) 373-5330.

Do not send self-addressed stamped envelopes requesting information. Quotes shall be received via email to b10williams@bop.gov and lnicholson@bop.gov on or before the deadline of Thursday, March 5, 2026, by 12:00 p.m., CST. If you have any questions or concerns, please feel free to contact me via email.

Thank you, FCI Aliceville Contracting Federal Bureau of Prisons 11070 Highway 14 P.O. Box 445 Aliceville, AL 35442-0445

(205) 373-5081 lwindham@bop.gov image1.jpeg