DELIVERY INFORMATION SHEET.pdf

AWARD DELIVERY INFORMATION

Fiscal Year: 2025 Institution: FCI Williamsburg

DELIVERY SCHEDULE

All awarded items must be delivered by April 18, 2025, unless otherwise specified. Due to limited storage for dry goods and freezer/cooler goods, vendors must coordinate with the Food Service Warehouse receiving staff for product delivery. Small deliveries may be requested for the first month of the quarter, and future deliveries will be scheduled as space permits.

Deliveries are received Monday through Friday. Hours for receiving are 8:00am to 2:00pm on-dock, FCFS. If the delivery is expected to be late, contact with receiving staff must be made to reschedule delivery appointment. No exceptions to late deliveries will be made without notification. Deliveries are made by appointment only, and products will be refused without a scheduled delivery. FCI Williamsburg, Federal Bureau of Prison warehouse areas are closed on Federal holidays, so deliveries will not be accepted.

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.

NOTE: Vendors must schedule delivery appointments with the receiving Food Service Warehouse staff, not shipping companies. If shipping companies attempt to schedule delivery with FCI Williamsburg Warehouse staff, they will be redirected to the vendor.

Delivery Contact: Terry Floyd email t1floyd@bop.gov (email required for all delivery scheduling)

(843) 387-9722 for delivery drivers only, if directions are needed to assist driver.

DELIVERY REQUIREMENTS

• Scheduling timely appointments with Warehouse Supervisor Terry Floyd is crucial for ensuring ample warehouse storage space for delivery. Vendors must schedule delivery within 5 business days after being notified of awarded items, as failure may result in loss of bid and removal from future bids.

• No partial deliveries will be accepted, unless prior arrangements have been made with receiving staff when scheduling delivery appointment.

• All deliveries must be palletized on standard size pallets (48” X 40”), and tightly wrapped with pallet wrap. No metal banded pallets will be accepted.

• Pallets containing product weighing over 2,000 pounds must be on blue or red block pallets, NOT stringer pallets (48” X 40”).

• Pallets must not exceed a total height of 72” inches unless prior arguments have been made with FCI Williamsburg receiving staff.

• Assorted/mixed pallets will only be accepted if prior agreements have been made when scheduling delivery.

• In the event an assorted/mixed pallet has been agreed upon, a packing list for the assorted/mixed pallet is required.

• All deliveries must come with an itemized inventory of items delivered.

• All items received out of date (best by, use by, or expiration) will not be accepted.

• All non-frozen, perishable foods must be delivered between 34 degrees F and 41 degrees F.

• All canned goods must be delivered above 34 degrees F and not frozen.

mailto:t1floyd@bop.gov

AWARD DELIVERY INFORMATION

• All frozen foods must be delivered at 0 degrees F or below. “Frozen product after being received is subject to further inspection upon thawing to verify sizes/weights are within the Purchase Order and or BOP National Specifications”.

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

• Any product that shows evidence indicating prior thawing will be refused.

• All certified religious diet items must be marked with the Kosher Symbol (OU) on individual packages or the item will be refused. All Halal items must have the appropriate Halal symbol as well.

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

• Receipt of delivery may be conditional for a period of three (3) days in order 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 one (1) week of noncompliance notification.

• If the product is not picked up within one (1) week, it will be disposed of by warehouse staff.