Special Instructions.docx

Attachment 2 15B61924Q00000001

HER‐0001 Local Contract Requirements

FOB POINT: Destination

Delivery Schedule (DELIVERIES WILL NOT BE ACCEPTED BEFORE January 1, 2024)

Contractors must make their best effort to ship complete. All orders are Fill‐or‐Kill; if not delivered with the specified delivery period, cancel any and all undelivered items. No items will be accepted after the final delivery date without prior approval of the Contracting Office. To request approval, Contractors must submit written notice to the Contracting Office in accordance with FAR clause 52.212‐4, specifically paragraph (f) Excusable Delays, prior to the final delivery date.

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.

Receiving Instructions

Deliveries must be palletized. For security reasons, Bureau of Prisons staff cannot enter the delivery trucks to remove or assist in the unloading process. Drivers are required to assist in the unloading of deliveries. The driver must, at a minimum, push their pallet(s) to the edge so that our material handlers can unload them with the forklift. Contractors are responsible for ensuring shipping companies and/or truck drivers are informed of the receiving hours and delivery requirements.

Receiving Hours: Monday through Friday (excluding Federal holidays), 6:00 a.m. – 1:00 p.m., no appointments

Payments

Payments of under $10,000.00 will be paid via government purchase card. Orders over $10,000.00 will be paid via EFT. Payment will be made in accordance with the Prompt Payment Act. If applicable, the special payment provisions of the Packers and Stockyard Act of 1921 (7 United States Code (USC)182(3)) or the Perishable Agricultural Commodities Act of 1930 (7 USC 499a(4)) or the Fish and Seafood Promotion Act of 1986 (16 USC 4003(3)) will apply. If contractor offered payment terms which are economically beneficial to the Government and subsequently incorporated into the contract/order, those offered payment terms will apply. Payment will be made by Electronic Funds Transfer (EFT). Partial payments are NOT authorized.

Invoicing

Addendum to FAR 52.212‐4, Contract Terms and Conditions ‐ Commercial Items:

Paragraph (g) Invoice. Vendors should submit a single invoice for all items delivered and accepted under the contract to the address specified in Block 18a of the Form SF‐1449 Solicitation/Contract/Order for Commercial Items. Facsimile invoices may be submitted to 530-827‐8036; however, unreadable invoices will be rejected.

Small business vendors are required to self‐certify on all invoices their small business status for the NAICS code assigned for this acquisition.

All vendors/contractors doing business with the Federal Government must be registered in the System for Award Management (SAM) database. CCR, FedReg, ORCA, and EPLS have migrated into SAM. If you have an active record in CCR, you have an active record in SAM. Failure to maintain current/active registration status may result in elimination from consideration. You may visit http://www.sam.gov/ to register or renew your registration.