Offeror_Letter.pdf

U.S. Department of Justice

Federal Bureau of Prisons

Federal Correctional Institution

2113 North Highway 175

Seagoville, Texas 75159

June 7, 2013

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. Items delivered will be accepted in accordance with FAR 52.211-16, Variation in Quantity at 10 percent and 52.211-17, Delivery of Excess Quantities up to $250 in value without compensating. Excess items over the exact quantity ordered will be returned at the contractors’ expense or retained without compensation to the contractor. Any contractor interested in obtaining a contract award with the Federal Bureau of Prisons must be registered at https://www.sam.gov/portal/public/SAM/.

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 June 21, 2013 at 1:00 p.m. central standard time via mail only. “No exception”

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.

https://www.sam.gov/portal/public/SAM/

Please place any question(s) you may have in writing and fax them to 972-287-6743 to my attention or email at ggarrison@bop.gov or dbenson@bop.gov . Questions once received will be considered and responses will be made, 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 measurement. **I will not do the conversions or the math for the conversion. If the conversions and math are not provided the item may not be considered.** 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 may not be considered. 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: Monday July 1, 2013 to Wednesday July 31, 2013, 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. (Thursday, July 4, 2013 and Friday, July 5, 2013)

Vendors who fail to meet delivery schedules or requirements are subject to be removed from consideration of future solicitations for bid. Also, Vendors who delivered products deemed not to meet the minimum specs listed on the solicitation will be evaluated based on those prior deliveries and may not be considered during the award phase.

You can contact the Food Service Warehouse at (972) 287-4084 or the Food Administrator at (972)287-4083/4081/4082/4080 for delivery 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.

mailto:ggarrison@bop.gov mailto:dbenson@bop.gov

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.

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.

All items will be 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.

All items are conditionally received and if 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.

All Certified Religious Diet Items must be marked accordingly or will be refused.

Only recognized national symbols, according the Bureau standards will be accepted.

If you have any other questions, please feel free to call 972-287-6754 or 972-287-6756.

Sincerely, //s// Garland Garrison, Contracting Officer

Enclosure(s)

Quotes shall be submitted to the following address:

Contracting Department Federal Bureau of Prisons/Financial Management 2113 North Highway 175 Seagoville, Texas, 75159