1. Cover Letter - INSTRUCTIONS TO QUOTERS QUOTE SUBMISSION PROCEDURES.pdf

SOLICITATION NO. 15BBNF26Q20500002

REPLACE BOILER BURNERS (3) FMC DEVENS, MA

FMC Devens, MA

UNITED STATES DEPARTMENT OF JUSTICE

FEDERAL BUREAU OF PRISONS

FIELD ACQUISITIONS OFFICE

GRAND PRAIRIE, TEXAS

ISSUE DATE: September 14, 2026

QUOTE DUE DATE: October 12, 2026

QUOTES SHALL BE SUBMITTED TO: kbillington@bop.gov via

EMAIL

mailto:kbillington@bop.gov

INSTRUCTIONS TO QUOTERS QUOTE SUBMISSION PROCEDURES

SOLICITATION/REQUEST FOR QUOTE

15BBNF26Q20500002

TITLE: REPLACE BOILER BURNERS (3) FMC DEVENS, MA

DEADLINE FOR

RECEIPT OF QUOTES: October 12, 2026

Your quotation must be emailed to: kbillington@bop.gov ***********************************IMPORTANT******************************************** CONTRACTORS MUST BE REGISTERED IN WWW.SAM.GOV. THIS IS A 100% SMALL BUSINESS SET-

ASIDE. YOUR BUSINESS SIZE METRICS INFORMATION IN WWW.SAM.GOV MUST MEET THE SMALL

BUSINESS SIZE STANDARD REQUIREMENT FOR NAICS CODE 238220 (reference FAR provision 52.219-1 in the Representations & Certifications section of your SAM registration).

I. DOCUMENT REQUIREMENTS

* *SUBMIT: QUOTE SUBMISSION COVER PAGE, PAGES 1, 2, 4, 38 & 39 OF THE SOLICITATION

DOCUMENT, &REPRESENTATIONS AND CERTIFICATIONS. *

Each quoter SHALL complete and submit the following forms, clauses, and statements with his/her quote. Failure to furnish all required information or any rejection of or addition to the terms and conditions of the solicitation may cause your quote to be considered as non-responsive and ineligible for award.

A. SECTION 1:

SF-1442 – Solicitation, Offer, and Award, pages 1 & 2

Complete blocks 10 and 14 through 20c (remember to include the signer’s title in block 20a). Ensure the address typed in block 14 matches the address in your WWW.SAM.GOV registration. Blocks 21 through 31c are to be completed only by the Government! Include Unique Entity Identifier#, TAX ID#, CAGE Code, and email address where indicated in block 10.

B. SECTION 2:

Commodity or Services Schedule, page 4 Complete the Unit Price (JB = job) and Amount blocks (these amounts will be the same).

NOTE: The amounts listed in this section should be the same as the amount listed in block 17 of the SF-1442.

C. SECTION 7:

1. FAR Provision 52.229-11 – Pages 39-40

Complete item (d)(1)&(2) as applicable

2. Past Performance Information – Page 47

See page 4 of these Instructions. You are responsible for the submission of Past Performance Information prior to the quote closing. CPARS entries are acceptable.

D. Amendments, if any, must be acknowledged and submitted with the quote by one of the methods described in item eleven of the Standard Form 30 (amendment of solicitation/modification of contract).

II. SITE VISIT:

An organized site visit has been scheduled for: Thursday - 9/24/2026 – 9:00am with Mr. River Ramstrom or Mr.

Mark Hamilton, at FMC Devens, MA, 42 Patton Road, Ayer, MA 01432. Attendance is not mandatory. If you choose to attend, please meet outside of the building at the flagpole at 8:45am.

PLEASE NOTE: This work will be conducted on the outside of the secure Federal Prison. Contractors

WILL NOT be entering or working inside of the Federal Prison; thus, your quote should reflect non-correctional environment pricing.

Criminal History Check will be required for all attendees. The authorization for release of information (Form BP- A0660 Criminal History Check, attached) shall be completed for each attendee and sent to rramstrom@bop.gov and m2hamilton@bop.gov by 12:00 noon local time on Monday September 21, 2026. The forms must include a cover letter indicating they are for the REPLACE BOILER BURNERS (3) FMC DEVENS, MA and include:

•Company name and list of individuals from the company who will be attending.

•Phone number/point of contact for the company for notification of any NCICs that are denied.

Please follow up with or Mr. River Ramstrom 978-796-1225 or Mr. Mark Hamilton at 978-796-1210 to ensure receipt of Criminal History Check forms and you require directions to FMC Devens, MA.

All contractors approved for entering FMC Devens for the pre-quote meeting must bring a photo ID and your license plate number. The following are not allowed: Weapons (including pocketknives), cell phones, blackberries, pagers, radios, cameras, drugs, and alcohol. Contractor will be permitted to wear jeans, however, shorts, green or khaki-color clothing will not be allowed. The clothes will be proper and suitable for the services that are being provided. Please arrive at least 15 minutes early to allow time for security procedures.

III. PRE-QUOTE QUESTIONS:

Any questions relating to the solicitation after the closing of the site visit shall be sent in WORD FORMAT to Kelly Billington, Contract Specialist, via email at kbillington@bop.gov no later than 10/1/2026. In order to provide sufficient response time prior to the quote due date, the Government is establishing the above cut-off date for questions about the solicitation. All quoters shall quote/offer in accordance with the current solicitation to include all amendments (if any) as issued by the Contracting Officer only.

IV. PAST PERFORMANCE INFORMATION REQUIRED:

Refer to Provision FAO-0022, List of References and Banking Information on Page 40 of the solicitation.

Attached to this document are two past performance questionnaires, one for your references, and one for your bank.

1. Past Performance Questionnaire: Forward this document to at least 5 companies/Government agencies who your firm has current work or has completed work within the last 24 months.

The references submitted should be in the same range as your quote price. Please submit reference forms for projects of a similar nature or as similar as possible. If you do not have references similar to what you are quoting for this project, please indicate so by including a separate letter with your quote stating so. Not having references similar to what you are quoting will not necessarily determine your quote non-responsive.

2. Bank Reference: Forward this document to your bank and inform them in writing they are authorized to respond to this document. Ensure they are aware that only this document will be accepted. You are responsible to ensure the questionnaires are delivered to your references, and that they respond via forwarding the completed reference to kbillington@bop.gov. The completed reference documents must come from your reference, and not from an email address in your firm.

NOTE: Please do not email me asking if your references have been received, as your email will not be responded

to. It is advised you follow up with your references to ensure they’ve replied.

V. QUOTE SUBMISSION

All quotes will be submitted electronically via email to kbillington@bop.gov. Quotes submitted by mail or hand carried will not be evaluated. It is the responsibility of the Offeror to confirm receipt of quotes by contacting Kelly Billington by email kbillington@bop.gov. All quotes received after the exact time specified for receipt shall be treated as late submissions and will not be considered except under facts and circumstances allowed by the Federal Acquisition Regulation (FAR).

Upon receipt of quotations, Ms. Billington will provide a response confirming receipt. Offerors are responsible for ensuring electronic files are virus-free and shall run an anti-virus scan before submission.

All emailed quotes shall be compatible with the following software products: Adobe Acrobat Reader 11 and Microsoft Office Suite 2016. Narrative portions of the proposal shall be in Adobe Acrobat portable document file (pdf) searchable text format. The Offeror shall not embed sound or video (e.g., MPEG) files into the proposal files.

mailto:rramstrom@bop.gov%20and%20m2hamilton@bop.gov mailto:rramstrom@bop.gov%20and%20m2hamilton@bop.gov mailto:kbillington@bop.gov

Emailed documents shall be clearly identified regarding each volume, section, and item.

SENDING FILES - All quotes shall be submitted electronically via email. All submissions must be in Adobe PDF format.

Title the email file in the following format:

QUOTE - 15BBNF26Q20500002 - YOUR COMPANY NAME – REPLACE BOILER BURNERS – FMC DEVENS

Upload Completion & Deadline. Interested parties shall submit responses no later than the date specified on solicitation document. The time & date of quote receipt will be the upload completion / delivery time & date recorded.

1. Electronically emailed submitted quotations must include the completed SF 1442 (in accordance with FAR

52.214-18), Acknowledgement of all amendments completed Section 2 - Commodity or Services Schedule, and Representations and Certifications.

2. Offers received will be opened:

DATE: October 12, 2026

Contact Kelly Billington kbillington@bop.gov or 469-928-2199, if you have issues or concerns.

4. Please note, oral explanations or instructions are not binding. Any information given to an Offeror which impacts the solicitation and/or quotation will be given in the form of a written amendment to the solicitation.

5. DELIVERY of hard copies and/or CD-ROMs of offers, modifications thereto, or cancellations of offers will not be accepted.

6. OFFERS BY TELEGRAPH. Offers received by telegraph, modifications thereto, or cancellations of offers will not be accepted.

7. FACSIMILE OFFERS. Facsimile offers, modifications thereto, or cancellation of offers will not be accepted.

8. RESPONSIBILITY. Award will be made in accordance with FAR 52.212-2, Evaluation- Commercial Products and Commercial Services. To be determined responsible, the apparent low offeror shall:

(1) Have adequate financial resources to perform the contract, or the ability to obtain them. The contractor will be required to provide the Name of the Financial Institution, POC, and phone number. (see page 9)

(2) Have a satisfactory performance record. Your company’s past performance will be assessed and if your company has any past performance evaluations below satisfactory your company may be determined non-responsible.

(3) Have a satisfactory record of integrity and business ethics. Awardee will be required to provide at least three (3) references for like work, to include Business Name, Point of Contact, and telephone number.

(4) Have the necessary organization, experience, accounting and operational controls, and technical skills, or the ability to obtain them (including, as appropriate, such elements as production control procedures, property control systems, quality assurance measures, and safety programs applicable to materials to be produced or services to be performed by the prospective contractor or subcontractor). Per FAR Deviation 9.104-3, acceptable evidence normally consists of a commitment or explicit arrangement that will be in existence at the time of the contract to acquire the needed equipment, facilities, other resources or personnel. (see page 6)

(5) Have the necessary production, construction and technical equipment and facilities, or the ability to obtain them; and

(6) Be otherwise qualified and eligible to receive an award under applicable laws and regulations.

PAST PERFORMANCE QUESTIONNAIRE

The contractor you are receiving this document from intends to offer a quote to the Federal Bureau of Prisons for an upcoming project. As a potential offeror who may receive the contract, it is required by law that Past Performance be examined. The intention of this request is to ensure contractor responsibility prior to expending your taxpayer dollars and awarding a federal contract. It is imperative that before we award tax dollars to firms, they are deemed capable and responsible.

A brief one (1) page survey is attached with a second page for comments. Please ensure you provide your professional opinion in the comments section so that I may combine your rating and comments into a fair rating. The deadline for response is no later than October 12, 2026, as this is the day of the solicitation closes. Please scan and email this document and don’t forget to print your name and sign the signature block.

This document, once completed, must be emailed to kbillington@bop.gov. Do not return this document to the Contractor who forwarded you this document.

Please provide the following information regarding YOUR Company/Government Agency in case I have questions:

a. Name of Company/Government Agency:

b. Telephone Number:

c. Name/Title of Contact Person:

d. Contact Person E-Mail Address:

e. Description of Work Performed:

f. Amount of Contract:

g. Contract Status: Active or Complete (circle one)

h. List Month/Year of Completion (if applicable):

i. Name of company you are submitting this questionnaire for: _______________________

If you have any questions, please do not hesitate to contact me, Kelly Billington, Contract Specialist, at 459-928-2199. Your assistance is greatly appreciated!

FMC Devens, MA – PROJECT 26Z2BF8

RESPONSIBILITY QUESTIONNAIRE

Contractor Name:

RATING

1 5/6 10 Poor Average Best

PERFORMANCE

& WORKLOAD

How would you rate their overall performance to date?

How would you rate the contractor’s adherence to contract delivery and/or performance schedule?

How would you rate the contractor’s quality control?

How would you rate the contractor’s efforts in fostering good business relations?

How would you rate the contractor’s meeting all the contract requirements?

Has the contractor required changes to the contract due to contractor problems?

Yes

No

Comments

BUSINESS

ETHICS

Based on your observations, do you believe the contractor to be ethical in their business relationship with your organization?

Are you aware of any ethics problems being experienced by the contractor?

ORGANIZATION

Does the contractor demonstrate good organizational structure?

Do you have recourse within the company if you are not satisfied with the on/off-site supervision? (Please explain under comments)

Are you aware of any organizational deficiencies with the contractor? (If yes, please explain under comments)

RESOURCES

Did the contractor demonstrate themselves to have sufficient financial resources?

Did the contractor demonstrate themselves to have sufficient qualified personnel resources?

LEGAL

Are you aware of any legal problems being experienced by the contractor?

GENERAL

If the work is complete, would you have the contractor come back for another contract if this contract were completed?

Do you have anything else you would like to add? Please attach any notes you may have in reference to this contractor, either positive or negative.

Print Name:_________________________________________________________________

Signature:___________________________________________________________________

Government Agency/Company Name:____________________________________________

PLEASE PROVIDE ANY COMMENTS EITHER POSITIVE OR NEGATIVE THAT

YOU BELIEVE COULD IMPACT THE GOVERNMENT’S ABILITY TO DO BUSINESS

WITH THIS FIRM:

BANKING QUESTIONNAIRE

The contractor you are receiving this document from intends to offer a quote to the Federal Bureau of Prisons for an upcoming project. As a potential offeror who may receive the contract, it is required by law that Past Performance be examined, and all contractors must be determined financially responsible. The intention of this request is to ensure contractor responsibility prior to expending your taxpayer dollars and awarding a federal contract. It is imperative that before we award tax dollars to firms, they are deemed capable and responsible.

A brief one (1) page survey is attached. Please ensure you provide the date the contractor’s bank account was opened and respond to each of the three questions posed. Receipt of this document is a requirement in order for your client to be considered for contract award. Failure to complete and submit this on behalf of your client will determine him non-compliant with the terms of the solicitation, thus their quotation will not be considered, and the will no longer be in competition for the contract our agency intends to award. The document does not require any detailed bank account information with the exception of the date the account was opened.

The deadline for response is no later than October 12, 2026, as this it the closure date for quotations. Please scan and email back the attached document and please don’t forget to sign the signature block.

Upon completion of this document, please email it directly to Kelly Billington at kbillington@bop.gov. You may include your client in the CC section of the email with the email address your financial institution has on file, however, please ensure Ms. Billington is the primary recipient.

If you have any questions, please do not hesitate to contact me, Kelly Billington, Contract Specialist at 469-928-2199.

Your assistance is greatly appreciated!

CONTRACTOR FINANCIAL INQUIRY:

THE INTENTION OF THIS REQUIREMENT IS TO ENSURE CONTRACTOR FINANCIAL

RESPONSIBILITY PRIOR TO AWARDING A FEDERAL CONTRACT. THE COMPANY LISTED

BELOW HAS GIVEN YOUR NAME AND INFORMATION SO THAT WE MAY CONTACT YOU TO

INQUIRE REGARDING THEIR STANDING WITH YOUR BANK. IF YOU HAVE ANY

QUESTIONS, PLEASE DO NOT HESITATE TO CONTACT MS. KELLY BILLINGTON AT 469-

928-2199.

Contractor:

Contractor Name: __________________________________

Contractor Point of Contact: __________________________________

Contractor Address: __________________________________

Name and Address of Financial Institution:

Name of Bank: __________________________________

Bank Point of Contact: __________________________________

Bank Address: __________________________________

PLEASE ANSWER THE FOLLOWING:

DATE ACCOUNT OPENED:________________________

1. Does the contractor maintain satisfactory account status (making timely debt payments, maintains positive cash flow and overdraft protection, etc.)?

[ ] always [ ] often [ ] not often

2. What credit standing does the contractor currently have?

[ ] excellent [ ] satisfactory [ ] fair [ ] poor

3. Generally, their average monthly balance in the last six months is:

[ ] less than $10,000 [ ] $10,000 - $100,000 [ ] greater than $100,000

Printed Name, Signature, and Title of Bank Representative Date

FMC Devens, MA – PROJECT 26Z2BF8