Offeror Letter.pdf

U.S. Department of Justice

Federal Bureau of Prisons

Federal Correctional Institution

2113 North Highway 175

Seagoville, Texas 75159

March 11, 2011

Dear Offeror:

Enclosed is a solicitation package prepared by the Federal Bureau of Prisons, Federal Correctional

Institution, Seagoville, Contracting Office, for the acquisition of various food service products for our facility. This contain package contains all necessary information for submitting a Request for

Quote (RFQ) for evaluation.

All potential quoters are advised that this solicitation includes the far clause FAR 52.212-4 (June 2010) for Commercial Items, Central Contractor Registration (CCR). This clause requires all contractors doing business with the Federal Government to be registered in the CCR database. Offers should include their Data Universal Number System (DUNS) number in their offer. The Contracting

Officer will verify registration in the CCR database prior to award by entering the potential awardees’

DUNS number into the CCR database. As of January 1, 2005, all potential offers are required to complete the annual representation and certifications electronically via the On-line Representations and

Certification Application (ORCA), which should be completed at http://orca.bpn.gov. The information included in this solicitation is in the provision FAR 52.212-1 (January 2005), Instructions to Offers-Commercials Items. Once you have completed the ORCA requirement, you are no longer required to submit 52.212-3 Offeror Representation and Certifications with your quote. Failure to complete the registration procedures outlined in this solicitation may result in elimination from consideration for award. Quoters are asked to comply with the specifications on the solicitation. Substitutions will not be accepted. Quoters must be able to accept

Government purchase card for payment. The form of payment is solely at the discretion of the

Contracting Officer.

Quotes should he received on or before the deadline of March 25, 2010, 2:00 p.m.

central standard time via mail.

http://orca.bpn.gov/

PLEASE DO NOT SUBMIT QUOTES TO ANY LOCATION OTHER THAN THE ONE

LISTED ABOVE. NO FAX QUOTES WILL BE ACCEPTED!! Quotes received after the deadline will not be considered.

Please place any question you may have in writing and fax them to 972-287-6743 to my attention or email at ggarrison@bop.gov. I will consider all questions received and provide responses, where appropriate (No telephone calls please). Please make sure you read the cover letter, solicitation, specifications, and delivery schedule. If the answer is addressed in these documents you will not receive a response. There will be no exceptions to the specifications listed in the solicitation. You will be responsible for providing the correct prices to match our units of measurements. I will not do the conversion on the math. If you fail to meet the attached delivery schedule or attempt to provide an item that does not meet the specification it will be noted as a performance issue and your bid for the next quarter will not be considered. The award abstract for the 3rd Quarter FY-2011 will be posted at www.fbo.gov as soon as possible after the award of products in an attached pdf file. It will be found under the award notice under the assigned

RFQ number. Please no calls and do not send self addressed stamped envelopes requesting award information.

DELIVERY SCHEDULE — WAREHOUSE HOURS FOR FCI SEAGOVILLE

All items to be delivered between the following dates: Friday April 1, 2011, to Monday May 2, 2011, unless another delivery schedule has been arranged with the Food Service Administrator.

Deliveries will be made Monday thru Friday, between the hours of 7:30am - 10:45am and

11:45am - 1:30pm. No deliveries will be taken on Federal Holidays. Vendors who fail to meet delivery schedules or requirements are subject to be removed from future solicitations for bid.

You can contact the Food Service Warehouse at (972) 287-4084 or the Food Administrator at

(972) 287-4083/4081 for driving directions.

Delivery requirements:

All deliveries must be palletized (unless prior arrangements have been made with food service staff). A dock for unloading will be provided.

All non-frozen, perishable foods must be delivered between 34 degrees F to 40 degrees F.

All frozen foods must be delivered at 0 degrees F or below. Any product that indicates prior thawing will be refused. Random temperature checks shall be conducted by food service warehouse staff to ensure that products are at the proper temperature.

All Certified Religious Diet Items must be marked accordingly or will be refused. Only recognized national symbols, according the Bureau standards will be accepted.

Items must meet specifications as indicated in the BOP National Specifications. It is the vendor's responsibility to know these specifications. Please ask for a copy before bidding.

mailto:ggarrison@bop.gov

All items will be closely inspected by food service staff. There will be times when some items may require thawing and cooking to determine specification compliance. Receipt of delivery may be conditional for a period of three days (3 business days) 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 vendor's expense within two weeks (10 business days) of notification of noncompliance. If product is not picked up in two weeks (10 business days) it will be properly disposed.

If you have any other questions, please feel free to call me 972-287-6754

Sincerely, Garland Garrison, Inventory Management Specialist

Enclosure

Quotes shall be submitted to the following address:

Garland Garrison, Inventory Management Specialist

Federal Bureau of Prisons/Financial Management

2113 North Highway

Seagoville, Texas, 75159