FCI WIL DELIVERY INFORMATION SHEET.pdf

AWARD DELIVERY INFORMATION

Fiscal Year: 2026 Institution: FCI Williamsburg

DELIVERY SCHEDULE

All awarded items must be delivered by April 17, 2026, 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 12:00pm 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 warehouse areas are closed on Federal holidays, therefore 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: Matthew Russell email m3russell@bop.gov (email required for all delivery scheduling)

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

DELIVERY REQUIREMENTS

• All deliveries must be palletized on standard size pallets (48” X 40”) and tightly wrapped with pallet wrap.

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

• In the event of an assorted/mixed, a packing list for the assorted/mixed pallet is required.

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

• All delivered food items must have a minimum remaining shelf life of at least 90 days from the date of delivery, as indicated by the manufacturer’s best‑by or use‑by date. All items received out these specifications 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.

• 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.

mailto:m3russell@bop.gov

AWARD DELIVERY INFORMATION

• All items must 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 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.