Cover_Letter_-_RFQP03061500008_Subsistence.pdf

U.S. Department of Justice Federal Bureau of Prisons Metropolitan Detention Center Guaynabo

P. O. Box 2008 Cataño, Puerto Rico 00963-2008

February 12, 2015.

All Interested Parties:

The Metropolitan Detention Center Guaynabo, Puerto Rico, intends to issue solicitation RFQP03061500008 for the procurement of its 3rd

Quarterly Food Items (Subsistence) for the FY-2015. The contract

Type is a Firm-Fixed Price contract. This acquisition is 100% Small

Business set aside restricted as to business size. Faith-Based and

Community-Based Organizations have the right to submit quotes equally with other organizations for contracts for which they are eligible. The Federal Acquisition Regulation (FAR) 4.1102 requires all contractors seeking or currently doing business with the government to be registered with the System for Award Management

(SAM); information can be obtained at https://www.sam.gov/.

Missing, changed, or incomplete data will result in the elimination of your quote from further consideration. MDC Guaynabo will award to the responsible vendor(s) whose offer is the most advantageous to the Government. The Government reserves the right to award item by item, or in groups of items, or in aggregate, whichever is most advantageous to the Government by responsive, responsible offerors.

Payments will be made using the Electronic Fund Transfer (EFT). The

Government reserves the right to utilize the Government purchase card for all transactions with a total order not exceeding

$30,000.00. All responsible sources are encouraged to submit a written offer which will be considered for award. The solicitation will be made available on or about February 12, 2015 and will be posted to the General Services Administration's Federal Business

Opportunities website, http://www.fedbizopps.gov. The quote, signed by an individual authorized to bind the offer or, must be submitted to the address contained within the solicitation posting by 02:00 pm eastern standard time with a due date of March 6, 2015. The anticipated date of award is on or about March 16, 2015. This package contains all the necessary information for submitting a request for quote for evaluation. Hard copies of the solicitation will not be available. All future information about this acquisition, including solicitation amendments, will also be distributed solely through this site. Interested parties are responsible for monitoring this site to ensure that they have the most up-to-date information about this acquisition. All quotes must be F.O.B. Destination.

https://www.sam.gov/ http://www.fedbizopps.gov/

Facsimile quotes are permitted as long as the document is legible.

Fax Number: 787-775-7913. E-mailed quotes are preferred over facsimile as you may request confirmation of receipt.

Primary email address: smartinez@bop.gov

Secondary email address: hpagan@bop.gov

The following must be completed and submitted with your offer:

• Information on the third page of this letter.

• Standard Form 1449, Solicitation/Contract/Order for Commercial

Items – Please complete blocks 17a, 20, 30a, 30b, and 30c of the

SF-1449. Please include your telephone number in Block 17a. Quote only items that meet our required specifications as provided.

• Representations and Certifications (FAR 52.212-3(b)) =

Prospective offerors are required to submit Annual Representations and Certifications via the On-line Representations and

Certifications Application (System for Award Management) at http://sam.gov. By submission of a quotation under this solicitation, the quoter acknowledges completion of the annual representations and certifications via ORCA website; the offeror verifies by the submission of the quotation that the representations and certifications currently posted electronically were entered or updated within the last 12 months and are current, accurate, complete and applicable to this solicitation. Submission of your quotation constitutes compliance.

• Vendors should include their Data Universal Number System

(DUNS) in their quote. Failure to complete the Representations and

Certifications can result in non-consideration of your quote.

Prospective quoters are cautioned against discussing the preparation of their quote (or any technical questions) with

Government technical personnel. The circumstances of such contact, when verified, shall result in non-consideration of the quote.

Accordingly, all communication prior to award shall be directed to the Contracting Officer in writing.

*** PLEASE PROVIDE THE FOLLOWING INFORMATION ALONG WITH YOUR

QUOTE****

Small Business Certification: Yes/No Your Fax #: _____________

Company TIN #:____________________ DUNS #: _

Electronic Fund Transfer (EFT) Information:

Routing #:________________________________

Account#:_________________________________

E-mail:___________________________________ www.sam.gov Registration renewal date: ____________

Quotes being mailed will be submitted to the following address:

Mailing Address:

Metropolitan Detention Center Guaynabo

Attn: Shedaly Martinez-Mass, Contract Specialist P.O. Box 2008 Cataño, Puerto Rico 00963-2008

Hand Carried:

Shedaly Martinez-Mass, Contract Specialist

Federal Bureau of Prisons

Metropolitan Detention Center Guaynabo

652 Road 28

Guaynabo, Puerto Rico

Physical Address:

Metropolitan Detention Center Guaynabo

Highway 28 Intersection of Road 165

Guaynabo, Puerto Rico 00965-5700

Please do not submit quotes to any other location other than the one listed above. Quotes must be for the specific unit or item,

lb. to lb. or case to case, etc. quotes not made to the specific measure unit will not be considered. All quotes received after the deadline will not be considered. Quoted items and or quantities cannot be changed after the deadline for receipt of quotes. All modifications and or cancellations must be approved only by the approving contracting staff.

Quotes received after the deadline of 02:00 pm will be processed pursuant to Federal Acquisition Regulation 52.212-1(f).

Failure to deliver within the specified date range may cause the order to be awarded to the next lowest vendor.

All communications regarding this solicitation, including any of a technical nature, must be made in writing to the Contracting

Officer. Questions or comments may be faxed to my attention at

(787) 775-7913 or submitted electronically to me at smartinez@bop.gov. All inquiries received will be considered and responses will be provided when appropriate.

SMM

Shedaly Martinez-Mass

Contract Specialist mailto:smartinez@bop.gov

AWARD DELIVERY INFORMATION – RFQP03061500008

DELIVERY SCHEDULE

Deliveries will be made from Monday thru Friday from 7:30 am to

3:00 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.

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.