August 4, 2025
(i) This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation will not be issued.
(ii) The solicitation number is 15B10126Q00000002. This solicitation is issued as a Request for Quote (RFQ). Please review it in its entirety.
(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2024-06.
(iv) This solicitation is issued as a total small business set-aside. The NAICS code for this requirement is 311991, with a size standard of 700 employees.
(v) The following items are required. Please refer to item descriptions specific to this solicitation. For example: Salad Dressing = Ranch. If any other items are posted, they will automatically be skipped to the next lowest bidder.
Various subsistence items for the Federal Prison Camp, Alderson, West Virginia, as detailed in Attachment A – National Menu Specifications Quote Sheet.
(vi) This solicitation is expected to result in the award of a firm-fixed price contract(s) for various subsistence items. The award may be a single or multiple awards. Awards valued under the Micro Purchase Threshold of $10,000 will be made via a Firm-Fixed Price (FFP) Government Purchase Card transaction through the local food services department.
(vii) Terms of Delivery: F.O.B. Destination, beginning After Completion of Award, and ending September 26, 2025, during the following delivery windows:
- 7:00 AM - 10:00 AM
- 12:00 PM - 2:00 PM Eastern Standard Time (EST)
There will be no delivery on holidays or weekends. Items must be delivered on or before September 26, 2025, or they will be considered canceled. Failure to deliver within the established time frame will be considered non-compliance, and the contract may be terminated for cause.
- Delivery Requirements:
- All deliveries must be palletized in a way that allows the products to be easily accessible. Pallets should be placed so that a pallet jack can easily remove them from the truck.
- We will not download other products to access our own. If our product is not easily accessible, the delivery will be subject to refusal.
- All boxes, cases, and products must be properly marked to indicate contents. Products not properly marked will be refused.
- Non-frozen perishable foods must be delivered between 34°F to 40°F.
- Frozen foods must be delivered at 0°F or below. Products that indicate prior thawing will be refused.
- Shelf-stable products must not be frozen or refrigerated, and the temperature must remain above 40°F.
Vendors failing to meet delivery schedules or providing products in poor condition will be subject to removal from future solicitations. Past performance issues regarding non-fulfillment of terms and conditions may influence future award decisions.
- Items must meet National Menu Specifications and/or the Schedule of Supplies. All items will be closely inspected. Items not meeting the specifications will be refused at the vendor's expense. If non-compliance is identified after the transportation provider leaves the FPC Alderson premises, the vendor must arrange for the pickup of the non-compliant product at their expense within two weeks of the notification.
Federal Prison Camp, Alderson
Glen Ray Road
Alderson, WV 24910
(viii) FAR 52.212-1 (Instructions to Offerors - Commercial Products and Commercial Services, SEP 2023) applies to this acquisition. References to offer and offeror are hereby changed to quote and quoter, respectively.
(ix) Award Evaluation: Award will be made using a trade-off method to the responsible quoter whose quote conforms to the requirements and is determined to provide the best value to the Government, based on the following evaluation factors:
- Price – The Government will evaluate the quoter’s proposed price to ensure it is fair and reasonable.
- Past Performance – Past performance information, including prior experience and similar performances undertaken by the contractor, will be evaluated.
(x) FAR 52.212-3 (Offeror Representations and Certifications – Commercial Products and Commercial Services, May 2024) must be submitted with the quote.
(xi) FAR 52.212-4 (Contract Terms and Conditions – Commercial Products and Commercial Services, NOV 2023) is applicable to this acquisition.
(xii) FAR 52.212-4(a) (Inspection/Acceptance)
The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights:
- Within a reasonable time after the defect was discovered or should have been discovered; and
- Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.
(xiii) FAR 52.212-5 (Contract Terms and Conditions Required to Implement Statutes or Executive Orders – Commercial Products and Commercial Services, MAY 2024), including the following clauses, are applicable to this acquisition:
- 52.203-17 – Contractor Employee Whistleblower Rights (NOV 2023)
- 52.204-10 – Reporting Executive Compensation and First-Tier Subcontract Awards (Jun 2020)
- 52.222-3 – Convict Labor (June 2003)
- 52.222-21 – Prohibition of Segregated Facilities (Apr 2015)
- 52.222-26 – Equal Opportunity (Sept 2016)
- 52.232-33 – Payment by Electronic Funds Transfer-System for Award Management (Oct 2018)
(xiv) The selected quoter must comply with the additional contract terms and conditions, which are incorporated herein by reference:
- FAR 52.203-18 – Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation (JAN 2017)
- FAR 52.204-7 – System for Award Management (Oct 2018)
- FAR 52.204-16 – Commercial and Government Entity Code Reporting (AUG 2020)
- 52.232-18 Availability of Funds for the Next Fiscal Year. (APR 1984)
(xv) The completed solicitation package must be returned no later than 8:00 AM Eastern Daylight Time on August 18, 2025.
(xvi) Vendors shall submit quotes in .pdf format to Ashley Tabor, Procurement and Property Specialist, by email to atabor@bop.gov ONLY. No fax, hand-delivered, or mail-in quotes will be accepted. Quotes must be valid for 30 calendar days after close.
Please ensure all requested information is included. Information will be posted to SAM.gov | Contract Opportunities. All future information about this acquisition, including amendments and cancellations, will also be distributed through this site. Interested parties are responsible for monitoring this site to ensure they have the most up-to-date information about this solicitation.
Question Submission:
Interested quoters must submit any questions concerning the solicitation as early as possible to allow the Buyer (FPC Alderson) to respond. Questions must be submitted by email to atabor@bop.gov. No phone calls please.
