Cover_Letter_-_RFQP03061600005_Dairy_(Milk)_-__3rd_QTR_FY-2016.pdf

U.S. Department of Justice

Federal Bureau of Prisons

Metropolitan Detention Center

Guaynabo

P. O. Box 2008

Cataño, Puerto Rico 00963-2008

February 20, 2016

All Interested Parties:

The Metropolitan Detention Center Guaynabo, Puerto Rico, intends to issue solicitation

RFQP03061600005 for the procurement of its 3 rd

Quarterly Food Items (Milk) for the FY-2016.

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 20, 2016 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 18, 2016. The anticipated date of award is on or about March 25, 2016. 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.

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

The following must be completed and submitted with your offer:

• Information on the third page of this letter.

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

• Standard Form 1449, Solicitation/Contract/Order for Commercial Items – Please complete blocks 17a, 20, 30a, 30b, and 30c of the SF-149. 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, Supervisory Supervisory Contract Specialist P.O. Box 2008 Cataño, Puerto Rico 00963-2008

Hand Carried:

Shedaly Martinez-Mass, Supervisory Contract Specialist

Federal Bureau of Prisons

Metropolitan Detention Center Guaynabo

652 Road 28

Guaynabo, Puerto Rico

Physical Address:

Highway 28 Intersection of Road 165

Guaynabo, Puerto Rico 00965-2700

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

Supervisory Contract Specialist mailto:smartinez@bop.gov

U.S. DEPARTMENT OF JUSTICE

Federal Bureau of Prisons

P.O. Box 2008

Cataño, P.R. 00963-2008

DATE: February 20, 2016

Attention Vendors:

The following Delivery Schedules must be abide by every Vendor:

Schedule #1

Split total quantity into twenty six equal shipments to be delivered each Tuesday & Thursday, beginning April 5, 2016 and ending with the last delivery on, Thursday, June 30, 2016. Deliveries are on a first come first served basis. You may contact the Food Service Warehouse at 787-775-3022/7975/7918.

We reserve the right to increase or decrease quantities based on institutional needs. Quantity changes will be made no less than one week prior to delivery. Hours of delivery are 8:00 a.m. - 2:30 p.m. Monday - Friday (Closed

10:30 a.m. - 12:00 p.m. for lunch). No deliveries on Saturday, Sunday or Federal Holidays. Please note that May

30, 2016, is a federal holiday and our warehouse will not be open.

Performance

During this 3 rd

Quarter FY-2016 (April 1, 2016 – June 30, 2016), if delivery schedules are not adhered to it will be noted as a performance issue and your delivery may be rejected if it is too early or may be re-awarded if it is late. This quarter all items must meet specifications or they will be rejected and it will be noted as a performance issue and be re-awarded to the next low bidder. If you have performance issues they will be considered when future awards are made. 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.

Lastly, we cannot accept faxed invoices. All invoices must be mailed per departmental policy. Please do not call accounting and ask for pay dates nor if the invoice has being received. Only call accounting if your payment terms are not being met. Please do not contact our accounting department without a valid payment complaint.

Should you have any questions or concerns regarding these matters, please e-mail me at smartinez@bop.gov.

Sincerely, SMM

Shedaly Martinez-Mass

Supervisory Contract Specialist

MDC Guaynabo