Staff Dining Hall System with Enhanced Payment Controls Industry Day

Staff Dining Hall System with Enhanced Payment Controls 

THIS IS AN INDUSTRY DAY ANNOUNCEMENT FOR MARKET RESEARCH, INFORMATION, AND PLANNING PURPOSES ONLY. THIS IS NOT A SOLICITATION OR REQUEST FOR QUOTATIONS OR PROPOSALS (RFQ/RFP).

1. INTRODUCTION: 

The Federal Bureau of Prisons (FBOP) is announcing an Industry Day focused on commercially available payment systems that ensures proper revenue collection and provides the transparency and auditability required under federal financial regulations for staff dining halls at Bureau of Prison Institutions nationwide.

2. PURPOSE:

This Industry Day aims to provide the agency with an understanding of available technologies, such as card-based payment systems, secure badge-integrated solutions, or digital point-of-sale platforms to determine which system best meets operational, financial accountability, and compliance needs.  With the goal of reopening the staff dining halls with a payment system that ensures proper revenue collection and provides the transparency and auditability required under federal financial regulations. The event will facilitate open communication between FBOP key stakeholders and industry partners to demonstrate their solutions functionality and use cases in support of the agencies’ goal to provide accountability and transparency for staff dining hall operations.

3. EVENT DETAILS:

• Registration Due Date: October 30, 2026 at 1000 HRS EST 

• Location: Federal Bureau of Prisons, 400 First Street, NW, Washington, DC 20534

• Industry Demonstration Dates: November 9 – November 10, 2026

• One-on-One Demonstration Sessions: Individual vendor demonstration sessions will be scheduled upon registration closure and Government acceptance of a company’s submitted registration form. A limit of one 45-minute session (estimated 30-minutes of presentation and 15-minutes of Q&A) per company is permitted. Companies interested in participating must submit their registration packet by the stated registration due date above. Invitations will be sent out to registered companies once a timeslot has been scheduled. These sessions will take place between the hours of 0800 – 1400 HRS. These one-on-one demonstration sessions will allow a company to showcase its current and future capabilities relevant to the Government’s need. The Government is interested in company technologies, manufacturing processes, workforce expertise, and overall support capacity.

• Demonstration Session Content and Requirements: The individual session is an open forum format. Vendors are welcome to utilize an electronic slide show or system demonstration. The desired solution must:
  • Ensure full accountability for meal charges, preventing unauthorized or unpaid transactions. 
  • Provide clear transaction tracking tied to individual staff members or verified payment methods. 
  • Offer reporting capabilities that meet federal requirements, including accurate reporting of all collected funds to the U.S. Treasury.
  • Support dependable, user‑friendly operation in a high‑traffic environment with minimal maintenance and downtime. 
  • Integrate with existing BOP systems if required, or function as a standalone compliant platform. 
• The conference room does provide connections to the projector screen; however, internet connection is not available so vendors must provide their own hotspot if required. It is required for vendors to send a copy of their electronic slide show materials to the POC: Michael Steiner, Contracting Officer msteiner@bop.gov as a backup incase technology issues arise during the presentation.

• Rules of Engagement:
  • This is merely an information exchange and NOT a solicitation.
  • NO gifts or giveaways are allowed.
  • The use of recording devices (cameras, tape records, etc.) is strictly prohibited.

5. REGISTRATION & ADDITIONAL INFORMATION:

Interested participants must register for event by completing the Registration Form at  https://forms.osi.office365.us/r/AMR3weRRC. Vendor attendance will be limited to a maximum of three individuals only.  All representatives attending MUST provide a government form of photo identification to gain entry to the FBOP building. Once time slots have been designated, a list of individuals attending shall be provided. No substitutions to attendees will be accepted after submission.

6. IMPORTANT NOTES:

• This is NOT a bidder's conference. This announcement is NOT a contract, request for proposal, a promise to contract, or a commitment of any kind.

• Attendees should NOT view this as an opportunity to exhibit qualifications or technical merit for competitive purposes.

• The Government will NOT be liable for any costs incurred by attendees for travel, presentations, marketing efforts, or data offered for examination.
• The cost of preparing information in response to this notice is NOT considered an allowable direct charge to the Government.

• The Government reserves the right to modify, cancel, or reschedule this event at its discretion.