1 - Instructions for Two-Step Sealed Bidding.pdf

Solicitation NO. 15BBNF26B00000009 Upgrade Fire Detection System

FDC Honolulu

United States Department of Justice Federal Bureau of Prisons Field Acquisitions Office

Grand Prairie, Texas

Issue Date: July 1, 2026

Two-Step Sealed Bidding Method

Step-One – Submit Technical Proposal (no pricing bids accepted)

Step-Two – An amendment will be issued requesting sealed priced bids with the bid opening date and time listed in the SF 30 (amendment form), Block 14. Only Bidders who submitted acceptable technical proposals will be invited to submit a bid in Step-Two.

Step-One Due Date: August 19, 2026, at 1:00 p.m. CST

INSTRUCTIONS FOR TWO-STEP SEALED BIDDING

***********************************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 238210 (reference FAR provision 52.219-1 in the Representations & Certifications section of your SAM registration).

INTRODUCTION

The Federal Bureau of Prisons (BOP) intends to award a single firm-fixed contract for the project titled Upgrade Fire Detection System at Federal Detention Center (FDC) Honolulu, Hawaii. This Invitation of Bids (IFB) is a 100% small business set-aside using the Two-Step Sealed Bidding procurement method in accordance with Federal Acquisition Regulation (FAR) Deviation 14.211. The Contracting Officer will award to the responsive and responsible bidder whom the Government determines to have an acceptable Step-One technical proposal, conforms to the solicitation requirements, provides a fair and reasonable price, and bids the lowest overall price in Step-Two.

Bidders shall be registered in the System for Award Management (SAM) when sending the bid to comply with the annual representations and certifications requirements. The bidder certifies with its bid that the representations and certifications included in SAM are current, accurate, and complete.

The Two-Step Sealed Bidding procedure is a combination of competitive procedures designed to obtain the benefits of sealed bidding while ensuring only technically acceptable firms participate in the priced sealed bid. The process allows for the Step-One technical proposal submission and evaluation to be performed concurrent with any updates to the 100% completed specifications and construction drawings.

Step-One ensures that only technically acceptable firms participate in the Step-Two, the sealed bid process.

Only firms who submitted an “Acceptable” technical proposal in Step-One will be allowed to submit bids in Step-Two.

The Step-One request for technical proposal is due no later than the date and time listed on the Standard Form (SF) 1442, Block 13a, or Block 14 of the most recent SF 30 (amendment form) addressing the bid date, if applicable.

1. OVERVIEW

a. Step-One is a request for technical proposals only. The specifications and construction drawings in this solicitation are 100% complete with sufficient descriptive. The information contained in Step-One may be updated in the IFB issued under Step-Two. The 100% completed specifications and construction drawings are to be used for this project. Only those firms determined to be technically “Acceptable” during Step- One will be allowed to submit bids in Step-Two.

b. The technical proposals in Step-One should not include prices or pricing information. Bid bonds are not required with the technical proposal in Step-One. Bid bonds will be required to be submitted with the Step-Two bid submission.

c. Only one technical proposal may be submitted by each bidder.

d. Step-One technical proposal submissions will consist of five factors that will be individually evaluated.

All five (5) factors must be rated “Acceptable” to receive an overall “Acceptable” rating and be eligible to participate in the Step-Two bid submission.

e. Bidders should submit technical proposals that are complete and acceptable without the need for additional explanation or information. The Government may make a final determination regarding a proposal's acceptability solely on the basis as submitted. The Government may proceed with the second step without requesting further information from any bidder; however, the Government may request additional information from bidders of bids that it considers reasonably susceptible of being made acceptable and may discuss bids with their bidders. Discussions will only be held if necessary, and if determined to be in the best interest of the Government.

f. A notice of "Acceptable" or "Unacceptable" will be forwarded to each Step-One bidder upon completion of the technical proposal evaluation and final determination. The names of the bidders that submitted acceptable technical proposals will be listed on the Government's SAM.gov solicitation posting for the benefit of prospective subcontractors.

g. Step-Two will begin with an IFB amendment issued only to those bidders whose technical proposals are determined "Acceptable" in Step-One. The normal sealed bid process in FAR Part 14 will be followed.

Each bid submitted in Step-Two must be based on the bidder's own technical proposal that was submitted, evaluated, and determined "Acceptable" in Step-One. Bidders must comply with the 100% completed specifications and construction drawings and the bidder's "Acceptable" technical proposal.

h. Any Bidder submitting a bid in the name of a joint venture shall include a fully executed copy of the joint venture agreement with the bid. Joint venture agreements which require SBA approval may be submitted absent the requisite SBA Servicing Agency approving authorities' signature; however, the Bidder shall submit evidence from the Bidder's SBA Servicing Agency that the Bidder has notified and discussed the proposed joint venture for this project with the appropriate SBA personnel.

2. STEP-ONE TECHNICAL PROPOSAL SUBMISSION INSTRUCTIONS

All bidders are required to submit a technical proposal with the minimum content as specified below in Section 5, Step-One Technical Proposals Factors. Technical proposals without the minimum content may be rated other than "Acceptable".

Bidders shall submit Step-One’s technical proposal electronically to the JEFS APP Box linked below no later than the date and time established in Block 13a of the SF 1442, or Block 14 of the most recent SF 30 (amendment form) addressing the bid date, as applicable.

https://jefs.app.box.com/f/ee2977c53f7647ea96e6e02e200bb7a1

Submit only one technical proposal in PDF format and be word searchable. Bidder must ensure their submission is virus-free.

Bidders should upload technical proposal as one PDF file and title it:

BID_15BBNF26B60300001_COMPANY NAME_TECHNICAL PROPOSAL

Bidders should request Government receipt upon uploading their file to the JEFS APP Box by emailing the Contracting Officer, Julie Bergami at jbergami@bop.gov. Bidders should not assume uploaded submissions are instantaneous. Bidders are recommended to upload their technical proposal at least one hour before due date and time to ensure delivery.

The government will follow FAR Deviation 14.302 if a technical proposal or bid is unreadable.

Late technical proposals are governed by FAR Part 15.

Step-One technical proposal will be organized with a table of contents as follows:

COVER LETTER – Include the following:

• Solicitation number

• Bidder name, address, email, and telephone number

• Bidder UEI number, Cage Code, and Tax Identification Number

• Name, title, email, and telephone number of person(s) authorized to have discussions on the

Bidder's behalf with the Government in connection with the technical proposal.

• A statement specifying agreement with all terms, conditions and provisions included in the IFB.

Note: Do not include exceptions to the terms and conditions of the solicitation in the technical proposal submissions. The inclusion of any exceptions to the terms and conditions of the solicitation in the technical proposal, or the inclusion of any other terms and conditions that conflict with the terms and conditions of the solicitation may result in a determination that the technical proposal is unacceptable and thus ineligible for award. Resolve questions about the terms and conditions or technical requirements of the solicitation prior to submission of the technical proposal via the instructions in Section 4, Step-One Technical Proposal Inquiries and Questions, below.

TAB A - SF 1442, complete Block 14, 15, 16 and 20a-c.

Acknowledgement of all amendments to the IFB in accordance with the instructions on the Standard Form 30 (amendment form).

Joint Venture Arrangements: SF 1442 submitted in the name of a Joint Venture must be signed in accordance with the terms and conditions specified in the joint venture agreement.

TAB B - All submission requirements for Factor 1 Technical Approach.

TAB C – All submission requirements for Factor 2 Experience in Relevant Projects.

TAB D – All submission requirements for Factor 3 Material.

TAB E – All submission requirements for Factor 4 Schedule.

TAB F – All submission requirements for Factor 5 Bonding and Insurance Capability.

3. SITE VISIT BEFORE TECHNICAL PROPOSAL SUBMISSION

A conference and site visit is scheduled for Tuesday, July 21, 2026, at 9:00 A.M. local time, at FDC Honolulu, 351 Elliott Street, Honolulu, HI 96819. Attendance is not mandatory but strongly encouraged.

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 both Stephen Burnett at sburnett@bop.gov and Christian Edwards at cedwards@bop.gov by 12:00 noon local mailto:cedwards@bop.gov time on July 14, 2026. The forms must include a cover letter indicating they are for the Upgrade Fire Detection System:

• 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 Mr. Burnett and Mr. Edward via email to ensure receipt of Criminal History Check forms and directions to FDC Honolulu.

All contractors approved to enter the institution for the site visit 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. Contractors will be permitted to wear jeans in the institution; however, shorts and 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.

4. STEP-ONE TECHNICAL PROPOSAL INQUIRIES AND QUESTIONS

Any questions relating to the solicitation and site visit shall be sent in WORD format to Julie Bergami, Contracting Officer, via email at jbergami@bop.gov no later than Friday, July 24, 2026, at 12 noon CST.

In order to provide sufficient responses to the bidders’ questions prior to the technical proposal due date, the Government is establishing the above cut-off date for inquiries and questions. Late inquiries and questions submitted after the cut-off date may not receive a response.

5. STEP-ONE TECHNICAL PROPOSAL FACTORS:

See attachment titled “Step-One Technical Proposal Factors”.

6. STEP-ONE TECHNICAL PROPOSAL EVALUATION

See attachment titled “Step-One Technical Proposal Evaluation”.

7. STEP-TWO - INVITATION FOR BID, EVALUATION, AND AWARD

a. Step-Two process involves the submission of sealed priced bids by those who submitted acceptable technical proposals in Step-One.

b. Each bid in Step-Two must be based on the bidder's own technical proposal that was submitted, evaluated, and determined to be “Acceptable”, either initially or as a result of discussions in Step-One.

c. Step-Two of the IFB will be issued to Step-One acceptable bidders as an IFB Amendment to include any final updates to the technical specifications and construction drawings, final bid schedule, and other final bidding information. The priced bids are due no later than the date and time listed in the most recent SF 30 (amendment form), Block 14.

d. The bids submitted in Step-Two will be evaluated and awarded in accordance with FAR Deviation Subparts 14.3.

e. Bidders shall comply with the final technical specifications and construction drawings and the bidder's acceptable technical proposal.

8. ELIGIBILITY FOR CONTRACT AWARD

In accordance with the requirements of Part 9 of the FAR, no contract shall be entered into unless the Contracting Officer ensures that all requirements of law, executive orders, regulations, and all other applicable procedures, including clearances and approvals, have been met. This includes the FAR requirement that no award will be made unless the Contracting Officer makes an affirmative determination of responsibility. To be determined responsible, a prospective prime contractor must meet the general standards in FAR Part 9 and any special standards set forth in the solicitation.