FY26 4th qtr OTV DELIVERY INFORMATION SHEET.docx

AWARD DELIVERY INFORMATION – RFQ

Fiscal Year: 2026 Institution: FCI Otisville, NY

DELIVERY SCHEDULE

A complete delivery of all awarded items is expected by the end of July 31, 2026 unless otherwise specified on product specification section. Due to the limited storage of dry goods and freezer/cooler goods, all vendors MUST coordinate with the Food Service Warehouse for delivery of product amounts and dates.

Bread items—Awarded bread items will be delivered on as needed basis for the months of the quarter. Proper invoices should be on the truck or sent to Kptravers@bop.gov same day of delivery.

Dairy Items- Awarded dairy items will be delivered on an as needed basis for the months of the quarter. Dairy items are requested to be delivered before 10am to ensure proper time for unloading and storage. Proper invoices should be on the truck or sent to Kptravers@bop.gov same day of delivery.

Deliveries will be made;

· Monday thru Friday, from 7:00 am to 2:00 pm for Dry Goods.

· For frozen products deliveries must be at the Institution no later than 1:30 pm to ensure proper time for unloading, unless otherwise noted in the product specification section.

· Dairy is requested to be delivered by 10am

Deliveries are made BY APPOINTMENT ONLY, a delivery without an appointment COULD be refused. FCI Otisville Federal Bureau of Prisons, warehouse areas are closed on all Federal holidays. Deliveries will not be accepted on these closures.

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.

NOTE: Vendors (not 3rd party Shipping Companies) must coordinate delivery appointments with the receiving Food Service Warehouse Staff. See below for contact information.

Delivery Contact: Keith Travers email kptravers@bop.gov (email preferred) or office 845-386-6880.

If you can not reach Keith please call 845-386-6819, Caleb Nolan, FSA 845-386-6819

DELIVERY REQUIREMENTS

· Delivery appointments MUST be made timely to ensure we have adequate spacing for the delivery. If you do not have a confirmed delivery appointment with Keith Travers, your delivery COULD be refused.

· Pallets must be accessible with a pallet jack. At no time is BOP Staff permitted to enter the trailer to remove food product.

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

· FCI Otisville is not equipped to unload side loaded pallets. DO NOT send side loaded freight.

· 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.

· 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 indicates 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 comply 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.