RFQ27.CoverLetter.pdf

U.S. Department of Justice

Federal Bureau of Prisons

FCI Elkton, Ohio

Federal Correctional Institution 8730 Scroggs Road

Elkton, Ohio 44415

August 22, 2016

TO ALL INTERESTED PARTIES:

Federal Correctional Institution, FCI Elkton, Ohio, is soliciting quotations under

RFQP02161600027 to provide Subsistence Food Products to our institution:

This cover letter provides general information regarding quotation submission.

Each Food Service contractor must complete their respective representations and certifications via the

On-line Representations and Certifications Applications (ORCA) at https://www.sam.gov, as provided in

FAR 52.212-3. Make sure to include your (DUNS) number with your quotation.

- Complete 17a, 30a, 30b & 30c on the SF-1449 (Page 1). The delivery address for the institution is located in block 15. Please ensure that you only bid on items that you can and will provide. If you cannot provide items that you were awarded, you will be removed from the bidder list.

- QUOTE ONLY on Items that Meet the REQUIRED SPECIFICATIONS as provided.

- Electronically submitted quotations ONLY will be accepted.

- Quotations must be received no later than Friday, September 9, 2016, 4:00 P.M. EST.

- Please do NOT mail your responses.

- We will anticipate the delivery of awarded items beginning the week of Monday, October 10, 2016. Delivery requirements are attached.

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

You may contact me via telephone at 330-420-6476, or via e-mail at emorrison@bop.gov. My fax number is 330-420-6445.

Sincerely, //s//

Everlenia Morrison

Contracting Officer

FCI Elkton, Ohio

Fiscal Year: 2017 Quarter: 1 st

Institution: _FCI_Elkton_____

DELIVERY SCHEDULE

A complete delivery of all awarded items is expected during OCTOBER (first month of the quarter), unless otherwise indicated.

Deliveries will be made Monday thru Friday from 7:30 am to 2:00 pm.

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

Warehouse Phone: 330-420-6200 ex 1316

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 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 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 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 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 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.