FY25 4TH QTR COVER LETTER - DELIVERY INSTRUCTIONS.pdf

U.S. Department of Justice Federal Bureau of Prison

Administration Division Office of Financial Management Victorville, CA 92301

Food Service Contractor: May 20, 2025

Federal Correctional Complex (FCC), Victorville, California is soliciting quotations to provide FY25 4th QTR FOOD SUBSISTENCE BID & other food related items to our institution:

This cover letter provides general information regarding quotation submission.

All potential quotes are advised that this solicitation includes the clause at FAR 52.212-5 (JAN 2025) for Commercial Items. This clause requires all contractors doing business with the Federal Government to be registered in the System for Award Management Registration website (SAM) at www.sam.gov. Each Food Service contractor must complete their respective representations and certifications via the On-line Representations and Certifications Applications (ORCA) at https://www.orca.bpn.gov, and provide FAR 52.212-3. Make sure to include your (DUNS) number and (UEI) number with your quotation.

- PLEASE QUOTE ITEMS YOU CAN DELIVER and meet the REQUIRED SPECIFICATIONS as provided.

- Electronically submitted quotations only per FAR 14.202-8.

- Quotations must be received no later than THE POSTED DATE ON THE SOLICITATION

- Please do NOT mail your responses. SEND RESPONSES TO fdejesus@bop.gov

- We will anticipate the delivery of awarded items on or before July 15th, 2025.

- No Deliveries on Federal Holidays or Weekends.

Quoters must bid on the exact items listed in the solicitation. All quantities and packaging types of items up for bid MUST BE EXACTLY AS ANOTATED ON THE SOLICITATION. In accordance with FAR 14.404-2, quote’s attempting to make “pen changes” to the solicitation in order to offer substitutions will not be considered for award.

ANY deviation from these specifications may result in being excluded from Awards.

Please include a contact phone number and an email address where awards may be sent.

Failure to deliver within the specified date range may result in awarding to the next lowest vendor.

Evaluation of quotations or offers– FAR 13.106-2. Unless all offers are rejected, award will be made to the responsible Offeror whose offer, conforming to the solicitation, is determined to be the best overall value, price and other factors considered. In accordance with FAR 13.106-2(b), Evaluation procedures

(1) The contracting officer has broad discretion in fashioning suitable evaluation procedures.

The following factors will be used, in descending order or importance, to determine the Award recipient:

1.) Past Performance, 2.) Ability to deliver items as per specification and time/delivery requirements 3.)

Cost/ Price FAR 13.106-2(b)

Past Performance: A vendor’s previous delivery history, and any Performance Alerts available through FedBid.com and unisonglobal.com as well as performance surveys conducted with other government agencies or Bureau of Prisons locations will be used as a determining factor prior to award.

http://www.sam.gov/ http://www.orca.bpn.gov/

Ability to Deliver as per Specification: Any changes to specifications of items being ordered will be potential grounds for exclusion from award. All specifications on the solicitation must be met EXACTLY as written.

Cost/Price: In accordance with FAR 13.106-2(b), the evaluation factors other than cost/price, when combined, are significantly more important than cost or price; however, cost/price will contribute substantially to the selection decision.

DELIVERY SCHEDULE: Be sure all items are delivered on or before July 15th,2025, unless other delivery schedule noted. No deliveries on Weekends and/or federal holidays. You may contact Food Service Warehouse at 760-530-5700 ext. 1024/1028 for any delivery questions.

1) All deliveries must be palletized.

2) All non-frozen, perishable food must deliver between 34 degrees F to 40 degrees F.

3) All frozen foods must be delivered at 0 degrees F. or below. Any product that indicates prior thawing will be refused.

4) Vendors who failed to meet delivery schedule are subject to be removed from future solicitation for bid.

5) All Certified Religious Diet items must be marked accordingly or will be refused.

Items must meet specifications as indicated. All items will be closely inspected. Items may require thawing and cooking to determine specification compliance. Receipt of delivery may be conditional for a period of three 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 weeks of notification of non- compliance. If products are not picked up within two weeks, it will be property disposed of without notification to vendor.

Thank you in advance for adhering to the above guidelines.

PAYMENT: The Government reserves the right to make payments using Electronic Funds Transfer (EFT) and will be accomplished through issuance of a Purchase Order.

Please send all Invoices to VIX-Accounting-S@bop.gov

You may contact Contract Specialist Francisco DeJesus via e-mail at fdejesus@bop.gov

F. DeJesus Contracting Specialist FCC Victorville mailto:fdejesus@bop.gov

AWARD DELIVERY INFORMATION

FICAL YEAR: 2025 INSTITUTION: FCC VICTORVILLE

DELIVERY SCHEDULE

A complete delivery of all awarded items is expected on or before July 15th, 2025. Deliveries will be made Monday thru Friday from 6:00am to 2:00pm. Federal holiday 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 performance rating. 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 requirement.

NOTE: Delivery schedules must be pre-arranged with the receiving warehouse. Warehouse Phone:

760-530-5700 ext. 1024/1028

DELIVERY REQUIREMENTS:

• All items are delivered on or before July 15th, 2025.

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

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

• Any product that indicates prior thawing will be refused.

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

• 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.

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

• Receipt of delivery may be conditional for a period of here (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 vendor’s expense within two (2) weeks of noncompliance notification.

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