Attachment 1 Cover letter for Web Based Medical Review Database.docx

U.S. Department of Justice Federal Bureau of Prisons National Acquisitions Section

320 First Street NW Washington, DC 20534

8/4/2025 RE: Request for Quotation (RFQ) – Web Based Medical Review Database Subscription Service – Federal Bureau of Prisons Dear Offeror, Accompanying this cover letter is a solicitation package prepared by the Federal Bureau of Prisons, National Acquisitions Section. The Government intends to award a contract resulting from this solicitation to the lowest-priced, technically acceptable offer, with one (1) Base Year and Four (4) Option years to acquire- Web Based Medical Review Database for various institutions. The solicitation package consists of the following:

Cover Letter Solicitation Statement of Work (SOW) Attachment 4 Evaluation Criteria

This announcement constitutes the only solicitation, and additional information will not be provided. This acquisition is a 100% set aside for small business concerns under North American Industry Classification System (NAICS) code 519290 with a Small Business size standard of 1000 Employees. The Bureau intends to award a Firm Fixed Price contract resulting from this combined synopsis/solicitation for the performance of Web Based Medical Review Database for various institutions. Solicitation 15BNAS25Q00000039 is being issued as a request for quotation (RFQ).

All communication regarding this RFQ, including any of a technical nature, must be made in writing to the Contracting Officer (CO). Questions will not be answered by telephone or in person. Please read the important instructions that are incorporated by reference in the provision at FAR 52.212-1, Instructions to Offerors – Commercial Products and Commercial Services, and any addendum.

In submitting quotes, offerors should consider all information provided herein. Please carefully follow all instructions located in the solicitation package concerning the content, format, and submission of the quotations. This RFQ is being conducted as a total set-aside for small business concerns. Only quotes submitted by small business concerns will be accepted by the Government. Any quote that is submitted by a contractor that is not a small business concern will not be considered for the award.

System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include: • 52.222-25, Affirmative Action Compliance, and • 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services, paragraph (d). Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.

Funds are not presently available for this solicitation. No award will be made under this solicitation until funds are made available and confirmed in writing by the contracting officer. The Government reserves the right to cancel this solicitation at any time, either before or after the closing date. In the event of cancellation, the Government shall have no obligation to reimburse any responding party for any costs incurred in connection with the preparation or submission of its proposal.

All communication regarding this RFQ, including any of a technical nature, must be made in writing to the Contracting Officer (CO). Questions will not be answered by telephone or in person. Please read the important instructions that are incorporated by reference in the provision at FAR 52.212-1, Instructions to Offerors – Commercial Products and Commercial Services, and any addendum.

You may e-mail any questions to hbuck@bop.gov and BOP-ADM-NationalAcquisitionsSection-S@bop.gov. We will consider all questions received and provide responses where appropriate.

The CO assigned to this procurement is the undersigned. Your attention is directed at the fact that the CO is the only individual who can legally commit or obligate the Government to an expenditure of public funds should a contract result from this RFQ.

Prospective Offerors are also cautioned against discussing the preparation of their offer (or any technical questions) with Government technical personnel. The circumstances of such contact, when verified, may result in non-consideration of the offer. Accordingly, all communication prior to the award shall be directed to the CO, in writing, at the email address listed below.

Evaluation Criteria Award(s) will be made on a Lowest Price Technically Acceptable (LPTA) basis. Technical acceptability will be determined based on the following minimum requirements:

1. Compliance with Product Specifications (see attached SOW)

2. Technical Acceptable/Unacceptable

3. Cost Lowest Overall Price

4. Past Performance (relevant references, if requested) will be evaluated as it relates to Responsibility.

Only vendors who meet all technical requirements will be considered for award. Award will be made based on the lowest evaluated price of proposals meeting or exceeding the acceptability standards for non-cost factors

Quote Submission Requirements Interested vendors shall submit the following:

· Completed pricing table (unit prices, extended prices)

· Confirmation of past performance references

· Statement of compliance with SOW technical requirements

· Completed, signed SF1449 attached in the solicitation

Offers shall be received on or before the deadline as listed on the SF-1449 Block 8, by email only to hbuck@bop.gov. Quotations/offers sent via other means (i.e. via telephone call, facsimile transmission, etc.) will not be considered. Offerors are hereby notified that quotations received after the date, time, and location specified above will not be considered. Offers must be valid for 90 calendar days after submission.

We appreciate your interest in doing business with the Federal Bureau of Prisons and look forward to receiving your quotation.

Sincerely, Heather Buck Contracting Officer Federal Bureau of Prisons Email: hbuck@bop.gov Phone: 979-823-1879 ext 3449 image1.png