Instructions to Offerors with Questionaires.pdf

SOLICITATION NO. 15B41125B00000001

REPLACE FPC FOOD SERVICE COOLERS AND FREEZERS

AT FCI PEKIN

UNITED STATES DEPARTMENT OF JUSTICE

FEDERAL BUREAU OF PRISONS

FCI PEKIN, IL 61554

ISSUE DATE: OCTOBER 7, 2025

OFFER DUE DATE: NOVEMBER 17, 2025, by 2:00 P.M. CENTRAL

OFFERS SHALL BE ADDRESSED TO:

FCI PEKIN

2600 SOUTH. 2ND STREET

PEKIN, IL 61554

ATTN: GARY KURTZ

INSTRUCTIONS TO OFFERORS

OFFER SUBMISSION PROCEDURES

SOLICITATION/REQUEST FOR QUOTATIONS

15B41125B00000001

TITLE: FCI PEKIN

REPLACE FPC FOOD SERVICE COOLERS AND FREEZERS

DEADLINE FOR November 17, 2025

RECEIPT OF OFFERS: 2:00 P.M. CENTRAL STANDARD TIME

MAIL OFFERS TO:

FCI PEKIN

2600 SOUTH 2ND STREET

PEKIN, IL 61554

ATTN: GARY KURTZ

(309)346-8588 X1059

***********************************IMPORTANT**********************************

CONTRACTORS MUST BE REGISTERED IN THE SYSTEM FOR AWARD MANAGEMENT (SAM) AT

WWW.SAM.GOV. THIS IS A 100% SMALL BUSINESS SET-ASIDE. YOUR BUSINESS SIZE METRICS

INFORMATION IN SAM 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

Each offeror SHALL complete and submit the following forms, clauses, and statements with his/her offer.

Failure to furnish all required information or any rejection of or addition to the terms and conditions of the solicitation may cause your offer to be considered as non-responsive and ineligible for award.

*SUBMIT PAGES 1, 2, 4, 40-42, 43-44 and 45 OF THE SOLICITATION DOCUMENT*

A. SECTION 1:

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

Complete blocks 14 thru 20c (remember to include the signer’s title in block 20a). Ensure the address typed in block 14 matches the address in your SAM registration.

Blocks 21 thru 31c are to be completed ONLY by the Government.

Include UEI#, 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 Standard Form-1442.

C. SECTION 6:

FAR Clause 52.215-21 Alternate-IV, pg. 19-20

Submit a cost breakdown of your quotation pursuant to the instructions in this clause. This listing should be of individual costs (e.g., labor hours and cost per hour, material units and cost per unit, etc.), not merely lump sums. This format will be required for any modifications.

D. SECTION 7:

1. FAR Provision 52.204-8, Representations and Certifications, pgs. 40-43

NOTE: Pursuant to section (b)(1) of this provision, provision 52.204-7 is included in this solicitation. Therefore, offeros should not mark either of the two options under section

(b)(2) since paragraph (d) AUTOMATICALLY applies. Leave these options unmarked.

2. FAR Provision 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment, pgs. 43-44

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

3. FAR Provision 52.229-11, Tax on Certain Foreign Procurements--Notice and

Representation pgs. 45-46

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

4. FAO-0022, pg. 45

See page 3 of these instructions

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

*SUBMIT PAGES 1, 2, 4, 40-42, 43-44 and 45 OF THE SOLICITATION DOCUMENT*

II. PRE-QUOTATION CONFERENCE/SITE VISIT:

********************************* IMPORTANT **********************************

A pre-quotation conference and site visit is scheduled for October 22, 2025 at 9:00AM CST at FCI Pekin 2600

S. 2nd St. Pekin, IL 61554. The site visit will be held at the Staff Training Center.

This is the only pre-quotation conference/site visit scheduled. The pre-quotation conference/site visit is not mandatory; however, all offerors are urged to attend.

NCIC background checks will be required for participants attending this conference. The authorization for release of information (Form BP-A0660 NCIC Check, attached) shall be completed for each attendee and submitted to FCI Pekin no later than October 15, 2025 by 2:00 PM CST, email to: Gary Kurtz, Supervisory

Contract Specialist at Gkurtz@bop.gov. For questions on filling out the NCIC form, contact: Vanessa

Watson, Human Resources Manager, vwatson@bop.gov.

The forms must include a cover sheet indicating they are for Project 25Z4AA8 Replace FPC Food Service

Coolers and Freezers in addition to the following information:

• Company name and list/number 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.

NOTE: The FBOP is prohibited from divulging any information regarding any reasons for NCIC denials.

Only the fact that a person has been denied will be communicated to the company point of contact.

The point of contact for the pre-quotation conference/site visit is Gary Kurtz, Contract Specialist, (309) 346-

8588 x1059, Gkurtz@bop.gov.

Any questions relating to the solicitation after the closing of the pre-quotation conference/site visit shall be sent to Gary Kurtz, Contracting Officer, via email at Gkurtz@bop.gov no later than October 24, 2025 by 2:00

PM CST. In order to provide sufficient response time prior to the offer due date, the Government is establishing the above cut-off date for questions about the solicitation. All offerors shall offer in accordance with the current solicitation to include all amendments (if any) as issued by the Contracting Officer only.

III. PAST PERFORMANCE INFORMATION REQUIRED:

Refer to Provision FAO-0022, List of References and Banking Information at the bottom of Page 44 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 3 companies/Government agencies who you have current work or have completed work within the last 24 months.

The references submitted should be in the same range as your bid 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 bidding for this project, please indicate so by including a separate letter with your bid stating so. Not having references similar will not determine your bid 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 for ensuring the questionnaires are delivered to your references, and that they respond via forwarding the completed reference to Gkurtz@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, your email will not be responded

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

IV.. Each offeror is requested to submit the following information in accordance with the instructions:

A. Offer Label (see template below)

1. This label shall be completed and used on the envelope containing the offer. This envelope shall be placed inside of shipping boxes or envelopes supplied by couriers such mailto:Gkurtz@bop.gov mailto:vwatson@bop.gov as FedEx. Complete the information on the label and cut and paste or transfer it to the

LOWER left corner of the envelope containing your offer (not on the courier envelope/packaging). Print or type your name and address in the UPPER left corner of the envelope containing your offer.

*Double check all amendments (if issued) for any offer due date extension and enter accordingly on label*

BID/OFFER

SOLICITATION NO.

DATE FOR RECEIPT OF BIDS/OFFERS

TIME FOR RECEIPT OF BIDS/OFFERS

OFFICE DESIGNATED TO RECEIVE BIDS/OFFERS

Federal Bureau of Prisons

[INSERT INSTITUTION NAME AND ADDRESS]

CONTRACTING OFFICER NAME

[INSERT]

PAST PERFORMANCE QUESTIONNAIRE

The contractor you are receiving this document from intends to offer a bid to the Federal Bureau of Prisons for an upcoming project. As a potential bidder 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 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 Tuesday, November 17, 2025, at 2:00 p.m. CST, as this is the day of the bid opening. Please scan and email back, and do not forget to print your name and sign the signature block.

This document, once completed, must be emailed to Gkurtz@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, Gary Kurtz, Supervisory Contract Specialist, at Gkurtz@bop.gov. Your assistance is greatly appreciated!

15B41125B00000001 FCI Pekin-Project 25Z4AA8 Replace FPC Food Service Coolers and Freezers

RESPONSIBILITY QUESTIONNAIRE

Contractor Name: RATING

1 5/6 10 Poor Average Best

1 2 3 4 5 6 7 8 9 1

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 options for remedies available 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 bid to the Federal Bureau of Prisons for an upcoming project. As a potential bidder 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 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. 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 Tuesday, November 17, 2025, at 2:00 p.m. CST , as this is the day of the bid opening. Please scan and email back, and do not forget to sign the signature block.

THIS DOCUMENT, ONCE COMPLETED, MUST BE EMAILED TO

Gkurtz@bop.gov. DO NOT RETURN THIS DOCUMENT TO THE

CONTRACTOR WHO FORWARDED YOU THIS DOCUMENT.

If you have any questions, please do not hesitate to contact me, Gary Kurtz, Supervisory Contract Specialist at, Gkurtz@bop.gov. 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 ME AT jkercheval1@bop.gov.

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

15B41125B00000001 FCI Pekin Project 25Z4AA8 Replace FPC Food Service Coolers and Freezers