Cover Letter - Meat - 2nd QTR FY-26 - Urgent - signed.pdf

U.S. Department of Justice Federal Bureau of Prisons

Office of Financial Management Metropolitan Detention Center Guaynabo

P. O. Box 2008 Cataño, Puerto Rico 00963-2008

March 10, 2026

All Interested Parties:

The Metropolitan Detention Center Guaynabo, Puerto Rico, intends to issue solicitation 15B30626Q0000011 for the procurement of its 3rd Quarterly Food Items (Meat) for the FY- 2026. The contract Type is a Firm-Fixed Price contract. This acquisition is a 100% small-business set-aside and is restricted to offerors that meet the applicable small-business size standard. Faith- Based and Community-Based Organizations have the right to submit quotes equally with other organizations for contracts for which they are eligible. The Federal Acquisition Regulation (FAR)

4.1102 requires all contractors seeking or currently doing business with the government to be registered with the System for Award Management (SAM) prior to award; information can be obtained at Home | SAM.gov. Missing, changed, or incomplete data will result in the elimination of your quote from further consideration. MDC Guaynabo will award the responsible vendor(s) whose offer is the most advantageous to the Government. The Government reserves the right to award item by item, or in groups of items, or in aggregate, whichever is most advantageous to the Government by responsive, responsible offerors. Payments will be made using Electronic Fund Transfer (EFT). The Government reserves the right to utilize the Government purchase card for all transactions with a total order not exceeding $15,000.00. All responsible sources are encouraged to submit a written offer which will be considered for award. The solicitation will be made available on or about March 10, 2026, and will be posted through SAM website, Home | SAM.gov. The quote signed by an individual authorized to bind the offer must be submitted to the address contained within the solicitation posting by 8:00PM eastern standard time with a due date of March 12, 2026. The anticipated date of award is March 13, 2026. This package contains all the necessary information for submitting a request for quote for evaluation. Hard copies of the solicitation will not be available. All future information about this acquisition, including solicitation amendments, will also be distributed solely through this site. Interested parties are responsible for monitoring this site to ensure that they have the most up-to-date information about this acquisition. All quotes must be F.O.B. Destination.

All quotes must be legible, typed is preferable. If the line-item is ineligible due to the handwriting, it will not be considered. Facsimile quotes are not permitted. E-mailed quotes shall be sent to the attention of Shedaly Martinez-Mass, Supervisory Contract Specialist ONLY to:

GUA-BusinessOffice-S@bop.gov https://sam.gov/ mailto:GUA-BusinessOffice-S@bop.gov

The following must be completed and submitted with your offer:

• Information on the third page of this letter.

• Standard Form 1449, Solicitation/Contract/Order for Commercial Items – Please complete blocks 17a, 20, 30a, 30b, and 30c of the SF-149. Please include your telephone number in Block 17a. Quote only items that meet the required specifications as provided.

• Representations and Certifications (FAR 52.212-3(b)) = Prospective offerors are required to submit Annual Representations and Certifications via the On-line Representations and Certifications Application (System for Award Management) at Home | SAM.gov. By submission of a quotation under this solicitation, the quoter acknowledges completion of the annual representations and certifications via ORCA website; the offeror verifies by the submission of the quotation that the representations and certifications currently posted electronically were entered or updated within the last 12 months and are current, accurate, complete and applicable to this solicitation. Submission of your quotation constitutes compliance.

• Vendors should include their Unique Entity Identifier (UEI) in their quote.

Failure to complete the Representations and Certifications can result in non-consideration of your quote.

Prospective quoters are cautioned against discussing the preparation of their quote (or any technical questions) with Government technical personnel. The circumstances of such contact, when verified, shall result in non-consideration of the quote. Accordingly, all communication prior to award shall be directed to the Contracting Officer in writing.

TO BE CONSIDERED FOR THIS BID, PLEASE SUBMIT THE FOLLOWING

INFORMATION TOGETHER WITH YOUR QUOTE.

Company UEI #: ___________________________

E-mail: ___________________________________ www.SAM.GOV Registration renewal date: ____________

Quotes being mailed or delivered will be submitted to the following address:

Mailing Address:

Metropolitan Detention Center Guaynabo Attn: Shedaly Martinez-Mass, Supervisory Contract Specialist P.O. Box 2008

Hand Carried:

Shedaly Martinez-Mass, Supervisory Contract Specialist, Federal Bureau of Prisons

Metropolitan Detention Center Guaynabo 652 Road 28 Guaynabo, Puerto Rico 00965-5700

Physical Address:

Metropolitan Detention Center Guaynabo Highway 28 Intersection of Road 165 Guaynabo, Puerto Rico 00965-5700

Please do not submit quotes to any other location other than the one listed above. Also, quotes sent to any email address other than GUA-BusinessOffice-S@bop.gov will not be considered.

IMPORTANT: Any quote that is unreadable will not be considered. Any quote without complete information will not be considered, typed is preferable. Quotes must be for the specific unit or item, (e.g., pound‑to‑pound, case‑to‑case). quotes not made to the specific measure unit will not be considered. Unit prices must be limited to a maximum of two decimal places. All quotes received after the deadline will not be considered.

Quoted items and/or quantities cannot be changed after the deadline for receipt of quotes. All modifications and/or cancellations must be approved only by the approving contracting staff.

Quotes received after the deadline of 8:00PM will be processed pursuant to Federal Acquisition Regulation 52.212-1(f).

Failure to deliver within the specified date range may cause the order to be awarded to the next lowest vendor.

All communications regarding this solicitation, including any of a technical nature, must be made in writing to the Contracting Officer. Questions or comments may be electronically submitted to Shedaly Martinez-Mass at both email smartinez@bop.gov and GUA-BusinessOffice-S@bop.gov to maintain transparency. All inquiries received will be considered and responses will be provided when appropriate.

Respectfully, Shedaly Martinez-Mass, Supervisory Contract Specialist MDC Guaynabo mailto:smartinez@bop.gov

U.S. Department of Justice Federal Bureau of Prisons

Office of Financial Management Metropolitan Detention Center Guaynabo

P. O. Box 2008

March 10, 2026

Attention:

The following Delivery Schedules must be abided by every Vendor:

Schedule #1

All in one (1) shipment to be delivered between: (March 16, 2026 – March 20, 2026).

Deliveries are on a first-come first-served basis. You may contact the Food Service Administrator on 787-788- 7715 or Food Service Assistant or Warehouse at 787-788-7908. If a vendor cannot meet the delivery criteria it will not be considered for award on that specific item.

We reserve the right to increase or decrease quantities based on institutional needs. Quantity changes will be made to no less than one (1) day prior to delivery. Hours of delivery are 8:00AM - 2:30PM, Monday - Friday (Closed 10:30AM. - 12:00 PM. for lunch).

Delivery Requirements

• All deliveries must be palletized unless prior arrangements were agreed to by warehouse staff.

• All non-frozen, perishable foods must be delivered between 34 degrees F and 40 degrees F.

• All frozen foods must be delivered at 0 degrees F or below.

• Any product that indicates prior thawing will be refused.

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

• All items must strictly be in compliance with the BOP National Menu Specifications. Food Service

Vendors have the responsibility of understanding these specifications. Contractors must obtain a copy of the National Menu Specifications prior to quoting.

• All items will be closely inspected.

• Some items may require thawing and cooking to determine specifications compliance.

• Receipt of delivery may be conditional for a period of three (3) days to allow for adequate examination and testing.

• Items that fail to meet specifications will be refused.

• Items which are conditionally received, and found to be unacceptable, must be picked up at the vendors’ expense within two (2) weeks of noncompliance notification.

• If the product is not picked up within two (2) weeks, it will be disposed of by warehouse staff.

Performance

During this Purchase (March 16, 2026 – March 20, 2026), if delivery schedules are not adhered to it will be noted as a performance issue and your delivery may be rejected if it is too early or may be re-awarded if it is late. All items MUST meet specifications, or they will be rejected, and it will be noted as a performance issue and will be re-awarded to the next lowest bidder. If you have performance issues they will be considered when future awards are given. Contractor failure to meet delivery schedules without an excusable delay and/or failure to conform to contract specifications will negatively affect the contractor’s history of past performance. Past performance information may be used by the Government to make future award decisions and/or may result in a finding that the quoter is not responsible for the award of future requirements.

Lastly, we cannot accept faxed invoices. All invoices must be e-mailed at GUA-BusinessOffice- S@bop.gov. Please do not call accounting and ask for pay dates nor if the invoice has been received. Only call accounting if your payment terms are not being met. Please do not contact our accounting department without a valid payment complaint.

Food item shipping will be DOOR to DOOR; all shipping costs will be the responsibility of the shipper until delivery arrives at MDC Guaynabo. Should you have any questions or concerns regarding these matters, please write to both e-mail at smartinez@bop.gov and GUA-BusinessOffice-S@bop.gov to maintain transparency.

Respectfully, Shedaly Martinez-Mass, Supervisory Contract Specialist MDC Guaynabo mailto:smartinez@bop.gov mailto:GUA-BusinessOffice-S@bop.gov