Cover_Letter_-_RFQP03061700012_Subsistence_-_3rd_QTR_FY-2017_-_kosher.pdf

U.S. Department of Justice

Federal Bureau of Prisons

Metropolitan Detention Center

Guaynabo

P. O. Box 2008

Cataño, Puerto Rico 00963-2008

February 8, 2017

All Interested Parties:

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

RFQP03061700012 for the procurement of its 3 rd

Quarterly KOSHER Food Items (Subsistence) for the FY-2017. 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 8, 2017 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 10, 2017. The anticipated date of award is on or about March 17, 2017. 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 not permitted. E-mailed quotes shall be sent to the attention of all

Contracting Officers

Primary email address: smartinez@bop.gov

Secondary email address: cirizarry@bop.gov

GUA/Procurement&Prop~@bop.gov, and r1rivera@bop.gov https://www.sam.gov/ http://www.fedbizopps.gov/ mailto:smartinez@bop.gov mailto:cirizarry@bop.gov mailto:GUA/Procurement&Prop~@bop.gov mailto:r1rivera@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-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.

*** TO PARTICIPATE ON THE BID, 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 or delivered will be submitted to the following address:

Mailing Address:

Metropolitan Detention Center Guaynabo

Attn: Shedaly Martinez-Mass, Supervisory Contract Specialist

Carmen Irizarry-Camacho, Contract Specialist

Raul Rivera Ferrer, Procurement & Property Specialist

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

Hand Carried:

Shedaly Martinez-Mass, Supervisory Contract Specialist

Carmen Irizarry-Camacho, Contract Specialist

Raul Rivera Ferrer, Procurement & Property 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 electronically submitted to both at smartinez@bop.gov and cirizarry@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 mailto:cirizarry@bop.gov

U.S. DEPARTMENT OF JUSTICE

Federal Bureau of Prisons

P.O. Box 2008

Cataño, P.R. 00963-2008

DATE: February 8, 2017

Attention Vendors:

The following Delivery Schedules must be abide by every Vendor:

Schedule #1

All in one shipment to be delivered between: April 3 - 14, 2017. Deliveries are on a first come first served basis.

You may contact the Food Service Warehouse at 787-775-3022/7975/7918.

Schedule #2

Split total quantities into two equal shipments. The first delivery must be delivered between: April 3 - 14, 2017 and the second delivery must be delivered between: May 1 - 12, 2017. Deliveries are on a first come first served basis. You may contact the Food Service Warehouse at 787-775-3022/7975/7918.

Schedule #3

Split total quantity into twelve equal shipments to be delivered each Tuesday, beginning April 3, 2017 and ending with the last delivery on, Friday, June 30, 2017. 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

29, 2017 are federal holidays and our warehouse will not be open.

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.

Kosher - All items offered on this bid must be certified by an accepted Orthodox Kosher certification agency from the United States or Canada, such as: OU - Union of Orthodox Jewish Congregations; OK - Organized

Kashrus Laboratories; Star K, KOF-K; KAJ - K'hal Adas Jeshurun; OKS - Organization of Orthodox Kashrus

Supervision; OV - Vaad Hoeir of Saint Louis; CRC - Central Rabbinical Congress of the USA and Canada;

CRC - Chicago Rabbinical Counsel; or Kosher Overseers of America. Quoters will include a letter of certification from the religious certification agency dated no more than 11 months from the date of the quote provided.

Kosher items will not contain alcohol, emulsifiers, mind altering substances, enzymes and/or chemicals.

General Meal Specifications - Items 1 through 15

1) The tray for all meals will be:

a) Made with non-metallic packaging that allows microwave and conventional oven heating and be heat sealed directly to the tray with clear plastic and wrapped with a separate sealed clear plastic wrapper which encloses the entire tray.

b) A three compartment tray with a large compartment of 21 fluid ounces and two compartments of 6 fluid ounces each.

2) All Meals will contain the food products per the individual product specification including the stated volume and/or weight of item as listed.

3) No substitutions may be made to the meats, vegetables, starches, sauces or preparation methods.

4) Meals (items 1 through 16) may be quoted as frozen and/or shelf stable products. Pricing must be identifiable as either frozen or self-stable.

5) Each individual meal must be marked with the certification symbol from the religious certification agency.

6) Heating directions must be provided for various wattage microwaves or oven heating including recommended method.

7) Mixed Vegetables will contain carrots, corn, peas, green beans, and lima beans with:

a) Not more than 40 percent by weight carrots.

b) Not more than 40 percent by weight corn (sweet, golden or yellow, whole kernel com).

c) Not more than 40 percent by weight green peas.

8) Peas and Carrots will contain:

a) Not more than 40 percent by weight carrots.

b) Not more than 40 percent by weight green peas.

9) Mashed Potatoes will be made with commercially prepared potato flakes without peel, adding only water according to the manufacturers’ preparation instructions; or fresh potatoes prepared using only water and spices with only the amount of binder which will ensure the product does separate in processing. No extenders of any type are allowed.

Tomato Sauce will be commercially prepared or crushed and/or pureed tomatoes, tomato paste and spices using only the amount of binder required to ensure the product does not separate during processing.

Performance

During this 3rd Quarter FY-2017 (April 1, 2017 – June 30, 2017), 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.

All shipping costs will be the responsibility of the Shipper until delivery arrives at MDC Guaynabo. 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