EPIC - Building Engineer Report RFQ.pdf

U.S. DEPARTMENT OF JUSTICE

DRUG ENFORCEMENT

ADMINISTRATION

EPIC - Building Engineer Report (BER)

REQUEST FOR QUOTATIONS

Request for Quotation - EPIC - Building Engineer Report (BER)

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in

Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes as the only solicitation; quotes are being requested, and a written solicitation will not be issued. This solicitation number D-25-FS-0206 is being used as a Request for Quotation (RFQ). This will be solicited under FAR 13 Simplified Acquisitions.

The is a Request for Quotation (RFQ) for EPIC - Building Engineer Report (BER). Please see the instructions to the offeror and the product description/specifications attached for more details regarding this requirement. This procurement is a 100% Small Business set-aside. All quotes shall be on an all or none basis, alternate quotes will not be accepted. All offerors shall submit a complete quotation which will be evaluated based on the criteria listed in the offeror’s instruction section. In accordance with FAR

Part 13.105, the Government intends to issue a single firm fixed price purchase order to the eligible, responsible Offeror who presents the best value to the government. Any questions must be submitted in writing via email to Janet Wu at Janet.T.Wu@dea.gov no later than September 5, 2025, at 10:00 am

EDT. No late submissions will be accepted or considered.

A site visit is scheduled, and attendance is required. The site visit is scheduled for 11:30 am MDT on

September 4, 2025, all vendors must complete and submit both access forms and be vetted in advance by

EPIC and Fort Bliss. EPIC Vetting: Offeror must fill out the attached SF85 and fax back to (571) 387-

4288, or email to EPIC.DSO@dea.gov. If emailed, completed forms should be password protected. Please submit NLT on September 2, 2025, at 1:00 pm MDT. Please email Janet Wu at Janet.T.Wu@dea.gov.

Final quotes must be submitted via email by September 15, 2025, at 10:00 am EDT. Quotes must include pricing and responses to evaluation factors. All submissions (questions and/or quotes) shall be submitted electronically to Janet.T.Wu@dea.gov with the RFQ number included in the subject line. No late submissions (questions and/or quotes) will be accepted.

RFQ SF18

Building Engineer Report - EPIC Pricing Sheet

Services Unit Unit Rate Total

Contract BER Services 1 $

Additional Consultant/Elevator

Services

Travel/Reimbursable Items 1 $

PERSONNEL RATE HOURS Total Cost

PROJECT MANAGER $ 104 $

PROJECT ARCHITECT $ 32 $

CIVIL ENGINEER (SENIOR) $ 66 $

STRUCTURAL ENGINEER

(SENIOR)

64 $

MECHANICAL ENGINEER

(SENIOR)

94 $

FIRE PROTECTION ENGINEER $ 62 $

ELECTRICAL ENGINEER

(SENIOR)

94 $

Subtotal $ 516 $

Total Project Cost $

INSTRUCTIONS TO OFFEROR

a) GENERAL: It is the Government's intention to award a delivery order to a Quoter whose Quote is considered most advantageous to the Government. The Government reserves the right to award one or none at all.

The Government reserves the right to make an award based on initial offers without discussion.

Therefore, the offeror is requested to submit its best proposal to the Government on the most favorable terms both from a technical and cost/price standpoint. The Government will not pay any cost incurred in the preparation and submission of any quotes.

b) OFFER ACCEPTANCE PERIOD: The Offeror must provide an acceptance period of not less than 45 calendar days.

c) COMMUNICATIONS: All communications concerning the solicitation, including any of a technical nature, must be made through Janet Wu, Contract Specialist, at Janet.T.Wu@dea.gov.

All questions, technical or otherwise, shall be in writing and received on or before 10:00 AM

EDT September 5, 2025. Questions shall identify the applicable section, page number and paragraph. The Government will provide all Quoters with a list of all questions received with the

Government responses in the form of an amendment to the solicitation. The Government will not consider questions received after this date.

d) TIME, DATE, AND PLACE FOR SUBMISSION OF QUOTE: Quote must be in a Microsoft

Office compatible format and delivered electronically by email to Janet Wu at

Janet.T.Wu@dea.gov on or before 10:00 AM EDT September 15, 2025. A site visit is scheduled, and attendance is required. The site visit is scheduled for 11:30 am EDT on

September 4, 2025.

e) QUOTE PREPARATION INSTRUCTIONS-GENERAL: Quote shall conform to the Request for Quote (RFQ) clauses and provisions and be prepared in accordance with this section. The quote shall be clearly marked with the RFQ number and title. The Quoter shall submit its Quote in Microsoft Office and Adobe compatible files.

The Government may reject all offers received in response to this solicitation, if doing so is in the best interest of the Government. Late submissions will not be accepted. No telephone or fax requests will be accepted.

To aid its evaluation, the proposal shall be clearly and concisely written as well as being neat, indexed, and logically assembled addressing each factor in the order specified by the solicitation.

All pages of each part shall be appropriately numbered and identified with the name of the contractor, and RFQ number. The proposal shall be specific and complete in every detail. The mailto:Janet.T.Wu@dea.gov proposal shall be practical, straightforward with a concise delineation of what it is the contractor will do to satisfy the requirements of the Product Description/Specifications.

The proposal shall not merely offer to perform the work in accordance with the scope of the work. It shall outline the actual work proposed as specifically as practical. Product

Description/Specifications reflect the objectives of the program, therefore merely stating or affirming that the contractor will execute the performance requirements without sufficient elaboration will not be acceptable.

The written portion of the Quote shall be submitted in electronic format, and must be clearly and concisely written, neat, indexed, and logically assembled. The Quote shall be prepared in two separate volumes:

Volume 1. Technical Quote, and

Volume 2. Business Quote.

The Quoter is cautioned that evaluation of each volume will be conducted independently.

Therefore, if the required content is not present in the volume being evaluated, it will not be considered.

Technical Quote (Volume 1) One (1) written Technical Quote (Factors 1, 2, 3 and 4) shall be submitted and address the requirements of the Product Description/Specifications (Attachment A) for the evaluation factors specified. The Quote shall be specific and complete in every detail. The

Quote shall be typed, double-spaced, with one-inch margins, using Times New Roman font, 12 pitch type (or Equivalent) and printed, unreduced in size, cm 8 1/2” by 11” page, not exceeding

20 pages, single sided. Any pages in excess of the page limitation will be disregarded and will not be included in the Quote evaluation.

FACTOR 1: Technical Capability

• The Offeror shall demonstrate technical understanding of the requirement, the approach, and techniques proposed by the offeror to satisfy the elements of the

Statement of Work.

FACTOR 2: Key Personnel

The Offeror shall provide resumes to reflect the qualifications listed below for each position.

• PROJECT MANAGER: 5+ years of experience managing a 200,000(+) square foot project, to include design, delivery, and installation, as well as coordination with other trades; and must have simultaneously managed multiple projects spanning the continental US

• PROJECT ARCHITECT: 5+ years of experience and I possess a professional architecture degree, a licensed architect. Proven track record of leading design and technical execution for projects of varying complexity

• CIVIL ENGINEER (SENIOR): 5+ years of experience managing 200,000(+) square foot project, Active Professional Engineer (PE) registration is preferred but extensive experience with design, planning, and project management will be considered.

• STRUCTURAL ENGINEER(SENIOR): 6+ years of experience managing

200,000(+) square foot project. Bachelor’s degree in civil or Structural Engineering, a Professional Engineer (PE) license preferred, and proficiency in structural analysis and applicable building codes

• MECHANICAL ENGINEER (SENIOR): 4+ years of experience managing

200,000(+) square foot project. Experience with mechanical systems design

(including HVAC and plumbing)

• FIRE PROTECTION ENGINEER: 4+ years of experience managing 200,000(+) square foot project. Experience with design and administration of fire safety systems, suppression, alarm and performing code reviews.

• ELECTRICAL ENGINEER(SENIOR): 5+ years of experience managing 200,000(+) square foot project. Experience with electrical design, troubleshooting and power systems:

FACTOR 3: Past Performance

• Offeror shall provide relevant past performance as it relates to the probability of successful accomplishment of the contract requirements.

Business Quote

(Volume 2) One (1) written Business Quote. The quote shall include required business information specified below, and the unit price for each truck

FACTOR 4: Price

The Offeror proposes pricing for each line items.

• The Offeror shall propose a single loaded price per Contract Line-Item Number

• The Offeror must verify the calculated total price per CLIN and the grand total.

Failure to provide a rate for each CLIN may result in elimination from further consideration.

• Price quotes shall be provided by completing the Schedule of Supplies/Services provided in this RFQ that will be considered on an all-or-none basis per instructions in the solicitation. Business Quote must also include the following:

o Company Name, Address, Point of Contact o DUNS Number, Cage Code o GSA Schedule Number, SIN Number o Business Size o Completion of DEA-2852.209-70 – Organizational Conflicts of Interest

(MAY 2012) – The Contractor shall refer to clause DEA-2852.209-70 located in attached clause matrix.

o Any changes or updates to the representations and certifications on file in the

System for Award Management as required by paragraph (b) of Federal

Acquisition Regulation provision 52.212-3 Contractor Representations and

Certifications – Commercial Items

EVALUATION CRITERIA

VOLUME I - TECHNICAL QUOTE

1) FACTOR 1: Technical Capability

The government will evaluate offerors technical understanding of the requirement, the approach, and techniques proposed by the offeror to satisfy the elements of the Statement of Work.

*A Mere repetition of the statement of work does not constitute a satisfactory response.

2) FACTOR 2: Key Personnel

The government will evaluate the resume and required qualifications for each Key personnel position.

3) FACTOR 3: Past Performance

The government will evaluate the offerors relevant past performance as it relates to the probability of successful accomplishment of the contract requirements.

VOLUME II- BUSINESS QUOTE

1) FACTOR 4: Price: Price will be evaluated for reasonableness

The Price Quote shall include a unit price for CLIN, on an all or none basis, multiplied by the estimated quantity and sum of all in accordance with the pricing sheet will be evaluated for reasonableness; price will not receive a confidence rating.

BASIS OF AWARD

a) All timely proposals received pursuant to the solicitation will be fully evaluated. The Government will make an award to the responsible offeror whose proposal is the best value to the Government.

The Government will evaluate technical quotes based upon technical factors described above. Prior to being evaluated in terms of the technical factors, the proposal must meet the requirements set forth in the solicitation. Factors are listed in. The Offeror’s proposed price will be considered independently of the technical factors and will not be accorded with any specific confidence rating.

b) All evaluation factors other than price, when combined, are significantly more important than price.

As technical differences narrow, prices will become more important. If there are no significant technical differences, price may be the determining factor for source selection. The Government may or may not award the lowest priced Offeror or highest technically rated Offeror.

c) Award will be made based on best value to the Government, cost and other factors Considered.

EVALUATION FACTORS

Evaluation Factors will receive an overall confidence rating of HIGH, SOME, or LOW as defined below:

RATING SYMBOL DEFINITION

High

H

The Government has high confidence that the Offeror understands the requirement, proposes a sound approach, and will be successful in performing the contract with little or no

Government intervention.

Some

S

The Government has some confidence that the Offeror understands the requirement, proposes a sound approach, and will be successful in performing the contract with some

Low

L

The Government has low confidence that the Offeror understands the requirement, proposes a sound approach, and will be successful in performing the contract even with

I. PROJECT IDENTIFICATION

A. Title: Building Condition Assessment (BCA) and Building Engineering Report (BER) for the DEA EPIC.

B. Location: at Fort Bliss, El Paso Intelligence Center, 11339 SSG Sims Street, El Paso, Texas (105,563 sq. ft.)

II. OBJECTIVES

A. To provide a complete and thorough inspection of the entire building (exterior and interior), grounds, components, and existing building operational support systems and equipment for the DEA-owned buildings. The inspection shall be based on input from

DEA meeting prior to a survey and visual inspection of the entire facility. The Scope of

Work (SOW) does not include any destructive inspection to determine hidden conditions.

B. To propose repair and alteration projects required to insure the short-term (up to 5 years) operational continuity of the building and to plan for long-term (over 5 years) major capital investments in the building for long-term utilization.

C. To provide a summarized Building Engineering Report (BER) based on a complete

Building Condition Assessment (BCA) with cost estimates and photographs, which will enable the Government to plan and budget work required to maintain the satisfactory operation and appearance of the building.

D. To provide a comprehensive maintenance plan (Scheduled O&M). The maintenance plan will outline in detail the work to be accomplished for each building system and equipment. It shall include a list of recommended software packages with estimated costs, but does not include generating the list of items to be covered by the O&M procedures.

E. To identify potential Energy Conservation items for each project location. The contractor’s inspection team will provide a list of potential energy saving improvements with cost data for implementation. The cost will be based on historical data for similar improvements.

III. SPECIAL CONSIDERATIONS

A. All surveys, inspections, and investigative work at the site must be coordinated and scheduled through the DEA Facilities Planning Specialist, FSFS- Special Projects Unit.

B. The procedures described in the SOW are for the accomplishments of building surveys, inspections, and investigations and the preparation of the BCAs and BERs in accordance with all supplemental policy documents referenced throughout the SOW. In conducting the necessary research and analyses required or this BER, the contractor ‘s engineering team shall be required to identify, collect and analyze data from DEA representatives relating to the building and local conditions in order to provide a comprehensive plan of repairs and alterations.

C. The contractor’s inspection team shall include a certified/licensed architect, mechanical engineer, electrical engineer, fire protection engineer, structural engineer, and elevator specialist (local firm). The contract will be modified if an area is identified that will require a specialized discipline (i.e., foundation engineer or environmental engineer, etc.)

to inspect the area after completion of the initial inspection. All contractors must be cleared two weeks before accessing any of the sites and conducting any work. The contractors must provide the following security information: full name, complete home address, place of birth, date of birth, social security number, any alias’, and a valid driver’s license number. Once it is determined that the participation of a specialized consultant is required, all security information on the consultant shall be obtained as soon as possible.

D. The following references must be considered during all inspections to include those specifically identified throughout the SOW:

1. Pertinent General Building Profile and the current Work Item Inventory

2. Uniform Federal Accessibility Standards (UFAS), Federal Standard 795, April 1, 1988, & P.L. 90-460.

3. Americans with Disabilities Act (ADA), 42 U.S.C. 4151, Title III Standards

4. Energy Policy and Conservation Act (P.L. 94-163), Energy Policy Act of 1992

(P.L. 102-486, 106 Stat.2776).

5. Force Protection and Antiterrorism, UFC 4-010-01 dated 8-Oct-2003, DOD

Minimum Antiterrorism Standards for Buildings (AEI will provide a summary of any Force Protection components that were included in the original building design).

E. The International Code Council (ICC) code set is applicable for this SOW.

F. Engineering design work for any of the buildings will not be included.

G. The information on areas, sizes and volumes in this report is to be prepared using English system.

H. All materials developed as a result of this effort shall become the property of the

Government.

IV. SCOPE OF ARCHITECT/ENGINEERING SERVICES

The Engineers shall perform all services described in this SOW in accordance with the Objectives and Special Considerations in Clauses II and III above.

A. Pre-Inspection Meeting – Task 1

1. A pre-inspection meeting shall be held at each project location and include the engineering team, the building or facility manager and appropriate DEA representatives. The following items shall be discussed.

a. Review of any agency proposed plans or projects.

b. Review the order in which the sites must be addressed and immediate needs of the site.

c. Review of previous BER completed in 2005.

B. Inspections – Task 2

1. Upon completion of the pre-inspection meeting, the engineering team shall begin the building inspections which shall include, but not be limited to, an evaluation of the following facility systems and equipment for operational efficiency and integrity:

a. Roofing

b. HVAC

c. Electrical

d. Plumbing (including domestic and potable water piping, plumbing fixtures, backflow prevention devices, rain leaders, drain waste and vent piping)

e. Life and Fire Safety (not intended to be an exhaustive code deficiency survey. The engineering team shall not evaluate the design of a system, only that a system is or is not present as required by codes and standards.

f. Elevators

g. Accessibility features (ADA compliant)

h. Exterior walls, doors and windows (integrity)

i. Interior finishes

j. Grounds and Approaches

k. Structural

l. Hazardous Conditions (to include materials encountered suspected of containing asbestos, which must be abated in order to perform work recommended in this report, but not including a survey of the building to identify the presence of all asbestos containing materials. (If this type of inspection is desired, the contractor can provide the services of a specialized consultant as an additional service.)

m. Ceiling

n. Evidence of leakage from any source

o. All permanently installed fixtures and equipment.

p. Special Use Areas (functional and physical conditions to include but not limited to, cafeterias/food service areas, training rooms, labs, computer facilities, hangars, shop areas, firing range, warehouse space, etc.)

q. Seismic systems

2. The engineering team shall provide photographs that are taken using digital cameras. The photographs shall capture interior and exterior views showing the front and all sides of each building and any prominent architectural feature and areas noted as deficiencies. The images will be made available for on-line viewing or printing and become part of the final report.

C. Building Condition Assessment (BCA)/Trip Report– Task 3

1. Prepare a BCA consisting of any building deficiencies found in the areas of appearance and condition and operational efficiency of equipment and systems.

The BCA will be included as an appendix to the BER.

2. The BCA shall report all actions identified and investigated during the inspection.

The report shall document the condition of each system and equipment. This report shall document all discussions and actions from the pre-inspection meeting. The BCA will address system-based analyses, not component based analyses. For example:

a. Observation of the roof indicates that it is at the end of its expected life span. The recommendation shall include pictures of existing conditions supporting this recommendation, but will not include an opinion about the condition of the insulation under the roofing.

b. Observation of excessive vibration of an air handling unit will state the observed condition. The contractor will not provide an analysis of what specific component is creating the vibration.

c. Observation of evidence of a water leak through the exterior façade will be noted with potential sources based on a visual inspection. The report will not include or address the presence of mold or mildew in building elements.

3. Provide a summarized list of work items by designation as follows:

Site

• Vehicular Pavement (visible deterioration of surfaces only).

• Sidewalks (visible deterioration of surfaces only)

• Landscaping

• Utilities

• Storm drainage

Structure

• Structural elements

Exterior

• Exterior Walls

• Roof

• Windows and Exterior Doors

Interior

• Wall Surfaces

• Ceilings

• Flooring

• Furnishings & Equipment

• Stairs

• Elevators

• Interior Doors

• Fire Separation Assemblies

HVAC

• Boilers/Furnaces

• Refrigeration Equipment

• Air Handling Units

• Pumps

• Cooling Towers

• Chemical Treatment Systems

• Ductwork

• HVAC Piping

• Insulation

• Terminal Devices

• Ventilation Systems

• Automatic Temperature Control Systems

• Sound, Noise and Vibration

Plumbing

• Domestic Water

• Sanitary Waste

• Plumbing Fixtures

• Backflow Prevention Devices

• Fire Suppression Systems

• POL Systems

• Compressed Air Systems

Electrical

• Electrical Service

• Electrical Distribution

• Lighting

• Fire Alarm

• Emergency Lighting and Exit Signs

• Telecommunications

• Emergency Generators

• Lightning Protection

Life Safety

Physical Safety

Energy Conservation Items

Force Protection and Antiterrorism

Seismic (include only presence of seismic components, not an evaluation as to proper design and installation)

Other systems (i.e. cranes, hoists, lifts, water softeners, etc.) – The Contractor excludes evaluation of the proper operation of these types of equipment and systems. If DEA is experiencing specific problems with this type of equipment, the engineering team can document the problem and recommend the services of a vendor or specialized consultant to assist in resolving problems.

D. Building Engineering Report – Task 4

1. The engineering team shall prepare summarized inspection reports containing a description of the buildings, its systems and their conditions. All of this information will be included in the final BER.

2. Work items proposed shall be completely described as to the nature and extent of work involved and shall include a cost estimate and justification for each recommendation, including the anticipated life expectancy of a system, if applicable, and the location of each deficiency by floor and room number or other means for proper identification purposes.

3. Proposed work items shall be grouped by system and rated with a priority level ranging from one to five according to five categories as follows:

a. Priority 1 – Immediately/Within First Year

Items in this category require immediate action and include corrective measures to:

• Correct life safety and/or code-based hazards.

• Restore normal service or operation.

• Stop accelerated deterioration.

• Replace items that have reached or exceeded their useful service life.

b. Priority 2 – Within the next 2 years

• Items in this category, if not corrected expeditiously, will become critical within a year. Situations in this category include:

• Repair systems or components subject to intermittent interruptions.

• Repair systems or components subject to rapid deterioration.

• Correct potential safety hazards.

c. Priority 3 – Necessary but not yet critical. Within the next 3-5 years

Items in this category include conditions requiring appropriate attention to preclude predictable deterioration or potential downtime and associated damage or higher costs if deferred.

d. Priority 4 – Recommended. Within 6-10 years

Items in this category represent sensible improvements to the existing conditions of the facility. These items are not required for the most basic function of a facility; however, they will improve overall usability and/or reduce long-term maintenance.

e. Priority 5: Code and program enhancements

Items in this category include items that do not meet current codes, but are grandfathered under existing conditions. Code compliance will apply as new alterations or renovations occur. Generates a Blast, seismic and progressive collapse requirements should be included in this category.

4. The summarized BCA shall be accompanied by a final BER to include photographs and cost estimates. Individual line item cost estimate pricing can be prepared by using any standard pricing method, to include Means or other proprietary estimating system currently used by a consultant.

E. Post-Inspection Meeting/Comment Review Meeting –Task 5

A post-inspection/review meeting shall be conducted between the engineering team, the building or facility manager, COE representative, and a DEA representative following the submission of the BER to discuss and prioritize the work identified in the report.

V. SCHEDULE OF SUBMITTALS

A. The engineering team shall complete the services required under Clause IV for the three project locations. Six color copies of the draft reports shall be submitted for review for each project location. The engineering team shall provide written responses to each BCA review comment. The Government team shall have 4 weeks to review and prepare comments of the documents. Comments will be annotated and incorporated to each document.

B. The final submittal of the BER shall be 100% complete. Provide six (6) copies of the report with color photographs in hard cover binders within 14 calendar days after receipt of the review comments.

VI. FORMAT

A. The BCA shall contain the following information.

1. A Cover Sheet with the DEA Logo, title of report, building name, building address, building photo, date of report, A/E name, A/E address, and A/E phone number.

2. A list of each Engineer’s name, business address and phone number, if applicable.

3. Table of Contents

4. Cost Summaries with one-line deficiency listings by system with individual deficiency costs and total cost by system. Additional summary reports including priority, category and system will be provided in various combinations of each.

The reports will be in graphical and tabular form.

5. Deficiency photographs are to be included with Deficiencies and

Recommendations.

6. The building description section shall contain a qualitative description of the building systems by categories. Include statements to indicate the condition of the building systems for which no deficiencies were found.

7. The deficiencies and recommendations section shall include evaluation forms and cost estimate sheets for each deficiency identified, grouped by building system.

B. The preliminary, draft copies of the BERs shall be submitted in a format consistent with the following order and guidelines. These reports may be prefaced by an optional introduction.

1. Cover Sheet with DEA logo, title of report, building name, building address, building photo, date of report, A/E name, A/E address, and A/E phone number.

2. A list of each Engineer’s name, address and phone number, if applicable.

3. Table of Contents

4. An Executive Summary composed of paragraphs or bulletized statements by category and system, which outlines the deficiencies found, with a total cost at the end of each category and a grand total cost at the end of the summary.

Descriptive building information should be included under Building Description.

5. Cost Summary with one-line deficiency listings by category and system with individual deficiency costs, and total cost by category and system.

6. Deficiency photographs are to be included with deficiencies and

Recommendations.

7. Building Description section containing a quantitative description of the building components and systems by system. Include statements indicating the condition of components and systems for which no deficiencies were found.

8. Deficiencies and Recommendations section comprised of evaluation forms, estimate sheets, and deficiency photographs for each deficiency identified, grouped by system and category.

9. Appendices, as appropriate, including reports produced by consultants to the

Architect-Engineer as part of this inspection/evaluation and summarized in the report, i.e. work inventory items, elevator condition reports, roofing surveys, water penetration surveys, operations and maintenance related data, free hand one-line primary electrical system diagram, fire safety work sheets, etc.

VII. Deliverables Date

Task 1 30 days after NTP issued and dates confirmed with customers

Task 2 After pre-inspection meeting

Task 3 – Trip Report 2 weeks after inspection

Task 4 – Draft BER 30 days after inspection

Task 5 3 weeks after receipt of Draft Report

Final BER 2 weeks after review meeting