FCI Herlong 4th Qurter Subsistence

Solicitation / RFP / RFQ

This document is a solicitation for commercial products and services. The Federal Bureau of Prisons, FCI Herlong, is issuing this solicitation.

• The solicitation specifies a delivery date of July 17, 2026.

• The requirement is for "4TH QTR SUBSISTENCE REQUIRED FOR NATIONAL MENU".

• Deliveries are to be made Monday through Friday from 6:30 a.m. to 1:00 p.m. Federal Holiday deliveries will not be accepted.

• Deliveries must be palletized unless prior arrangements are made.

• Perishable foods must be delivered between 34 and 40 degrees F.

• Canned goods must be delivered above 34 degrees F.

• Frozen foods must be delivered at 0 degrees F or below.

• Products showing signs of prior thawing will be refused.

• Certified religious diet items must be marked with the Kosher Symbol.

• All items must comply with the BOP National Menu Specifications.

• Items will be closely inspected, and some may require thawing and cooking for specification compliance.

• Receipt of delivery may be conditional for up to three (3) days for examination and testing.

• Items failing to meet specifications will be refused.

• Conditionally received items found unacceptable must be picked up by the vendor within two (2) weeks of noncompliance.

• Bureau of Prisons staff cannot enter delivery trucks to unload; drivers must assist in unloading.

• Contract type is Firm Fixed Price.

• The solicitation number is 15B61926Q00000012.

• The NAICS code is 311999.

• Offer Due Date: June 3, 2026, 02:00 PT.

• Offers must include solicitation number, offeror name/address/phone, Unique Entity Identifier (UEI), and information for evaluation.

• Offers must state the extent of agreement with terms and conditions.

• Prices must be held firm for 60 calendar days from the offer receipt date.

• Late submissions will not be considered unless received before award and acceptance would not unduly delay the acquisition.

• Awards will be made based on price and price-related factors. Past performance will also be considered.

• Multiple awards may be made.

• Vendors must be registered in the System for Award Management (SAM).

• The acquisition is set aside for Women-Owned Small Business (WOSB) at 100.00%.

• Payments under $10,000.00 will be made via government purchase card. Orders over $10,000.00 will be made via EFT.

• Invoices should be submitted to the address in Block 18a.

• Facsimile invoices may be submitted, but unreadable invoices will be rejected.

• Small business vendors must self-certify their small business status for the assigned NAICS code.

• Quotes may be considered non-responsive for specific conditions, including changes in item specifications or conditional offers.

• Poor past performance may result in a bid not being considered.

Form / Attachment / Pricing Sheet

This document is a "National Menu Specifications Quote Sheet" for FCI Herlong, covering the 4th Quarter of Fiscal Year 2026. It outlines specific food items, their required specifications, and the quantities needed. Bidders must adhere strictly to these specifications, as failure to comply may result in their quote not being considered for award. No substitutions are accepted.

The document details a variety of food items categorized as:

• BEANS
• PASTA AND RICE
• CORN MEAL, CORN STARCH, FLOUR, NON-FAT DRY MILK, CEREAL
• PEANUT BUTTER
• TOMATO PRODUCTS
• SALAD DRESSING AND OILS
• PIZZA, TACO SHELLS, TORTILLAS, TORTILLA CHIPS, CHIPS, FRENCH TOAST, PANCAKES (PREMADE ITEMS)
• VEGETABLES (CANS/POUCHES)
• SOY PRODUCTS
• SPICES
• MEATS - BEEF, CHICKEN, FISH, OTHER (TURKEY)
• CHEESE
• MILK, BUTTER, MARGARINE
• LOCAL SPECIFICATIONS (Mustard, Soup Base, Juice, Pickle/Relish)

Each item includes a description, unit of issue, units to order, and fields for price per unit and total. Specific details such as grade, type, style, packaging, and origin (e.g., "100 percent grown, processed, and packed in the United States or Canada") are provided for each item.

This document is critical for potential bidders as it defines the exact product specifications required for procurement. Bidders must carefully review each item's requirements to determine if they can meet them. The document specifies quantities needed for each item and emphasizes that compliance with specifications is mandatory for award consideration. It also clarifies that items may be sourced from foreign countries unless otherwise specified, and that fried items may be baked at the institution's discretion.

Form / Attachment / Pricing Sheet

This document outlines specific local contract requirements, delivery, receiving, and payment instructions for the opportunity.

• FOB Point: Destination.
• Order Type: Fill-or-Kill; undelivered items will be canceled if not delivered within the specified period. No items accepted after the final delivery date without prior Contracting Office approval.
• Delivery Requirements:
  • Deliveries must be palletized unless otherwise arranged.
  • Specific temperature requirements for non-frozen perishable foods (34-40°F), canned goods (above 34°F, not frozen), and frozen foods (0°F or below).
  • Refusal of any product indicating prior thawing.
  • Certified religious diet items must be marked with the Kosher Symbol.
  • Strict compliance with BOP National Menu Specifications is required. Contractors must obtain these specifications prior to quoting.
  • Items will be inspected, and some may require thawing/cooking for compliance testing.
  • Receipt of delivery may be conditional for up to three (3) days for examination.
  • Unacceptable items must be picked up by the vendor within two (2) weeks of notification, or they will be disposed of by the warehouse.
• Receiving Instructions:
  • Deliveries must be palletized.
  • Bureau of Prisons staff cannot assist in unloading; drivers must push pallets to the edge for forklift unloading.
  • Contractors are responsible for informing shipping companies of receiving hours and requirements.
  • Receiving Hours: Monday-Friday (excluding Federal holidays), 6:00 a.m. – 1:00 p.m., no appointments.
• Payments:
  • Under $15,000.00 paid via government purchase card.
  • Over $15,000.00 paid via EFT.
  • Payments in accordance with the Prompt Payment Act. Special provisions of the Packers and Stockyard Act, Perishable Agricultural Commodities Act, or Fish and Seafood Promotion Act may apply.
  • Partial payments are NOT authorized.
• Invoicing:
  • Submit a single invoice for all delivered and accepted items to the address in SF-1449, Block 18a. Facsimile invoices accepted at 530-827-8036.
  • Small business vendors must self-certify their small business status for the assigned NAICS code on all invoices.
  • All vendors must be registered in the System for Award Management (SAM). Failure to maintain active registration may result in elimination from consideration.

This document is critical for understanding the logistical, quality control, and payment procedures. Bidders must ensure they can meet all delivery, temperature, labeling, and inspection requirements. Understanding the receiving hours and the driver's role in unloading is essential for planning logistics. Compliance with invoicing procedures and SAM registration is mandatory for payment and consideration.

Solicitation / RFP / RFQ

This document is a cover letter accompanying a solicitation package for the acquisition of Subsistence Products for the Federal Correctional Institution, Herlong, California. It provides essential information for submitting a quote.

• Bidders must be registered in the System for Award Management (SAM) database.

• Quoters must include their Data Universal Numbering System (DUNS) number in Block 17a of the Standard Form 1449.

• If registered in SAM, only section (I) of FAR Provision 52.212-3 needs to be completed.

• Not explicitly stated, but the opportunity is for "FY 26 4th Quarter Subsistence".

• Offers are due no later than June 3, 2026, at 2:00 p.m. Pacific Standard Time.

• Email offers are authorized and preferred, to be sent to tpolan@bop.gov. Bidders should request a confirmation of receipt.

• The postal mailing address for offers is: Federal Correctional Institution, Attn: Trevor Polan, Contract Specialist, P.O. Box 900, Herlong, CA 96113-0900.

• Hand delivery or express mail can be sent to: 741-925 Herlong Access Road A-25, Herlong, CA 96113.

• Quotes received after the deadline will be handled per FAR 52.212-1(f).

• Bidders are requested to send only necessary pages to complete their offer.

• Registration in SAM is mandatory for all potential quoters.

• Prospective offerors are cautioned against discussing quote preparation or technical questions with Government technical personnel.

• All communications prior to award should be directed to the Contracting Officer via email to tpolan@bop.gov or in writing to the postal address.

• Questions received will be considered and responses provided where possible.