Instructions to Bidders.pdf

SOLICITATION NO. 15BFA025B00000007

REPLACE CHILLERS

USP LEWISBURG

UNITED STATES DEPARTMENT OF JUSTICE

FEDERAL BUREAU OF PRISONS

FEILD ACQUISITIONS OFFICE

GRAND PRAIRIE, TEXAS

ISSUE DATE: April 15, 2025

BID DUE DATE: Monday, May 16, 2025, at 12:00 p.m. PST

BIDS SHALL BE SUBMITTED ELECTRONICALLY TO:

(SEE SECTION V. ELECTRONIC BID SUBMISSION & BID

OPENING PAGE 4)

https://jefs.app.box.com/f/0c4c75b484824695b7d8682607e34d18 https://jefs.app.box.com/f/0c4c75b484824695b7d8682607e34d18

INSTRUCTIONS TO BIDDERS

BID SUBMISSION PROCEDURES

SOLICITATION/INVITATION FOR BIDS

15BFA025B00000007

TITLE:

DEADLINE FOR

RECEIPT OF BIDS:

REPLACE CHILLERS AT USP LEWISBURG

Monday, May 16, 2025, at 12:00 p.m. PST

UPLOAD BID ELECTRONICALLY TO JEFS APP BOX:

https://jefs.app.box.com/f/0c4c75b484824695b7d8682607e34d18

***********************************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: BID SUBMISSION COVER PAGE, PAGES 1, 2, 4, & 51 THRU 60 OF THE

SOLICITATION DOCUMENT AND BID BOND*

Each bidder SHALL complete and submit the following forms, clauses, and statements with his/her bid. Failure to furnish all required information or any rejection of or addition to the terms and conditions of the solicitation may cause your bid 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 thru 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 thru 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 5: Attachments, page 45.

SF-24 BID BOND

Reference Provision 52.228-1 and FAO-0001.

Electronic bid submissions must include a scanned copy of the original bid guarantee. The original bid guarantee with “wet” signature and raised seal (if applicable) must be mailed to the below and received by the bid opening time and date: Federal Bureau of Prisons

U.S. Armed Forces Reserve Complex ATTN: Joshua Cortez 346 Marine Forces Drive Grand Prairie, TX 75051

Penal Sum of the bond must be at least 20% of the bid price, not to exceed $3 million, whichever is less. Ensure that the surety information matches the information for the surety as posted in Treasury Circular 570, at the Department of the Treasury website: https://www.fiscal.treasury.gov/surety-bonds/list-certified-companies.html https://jefs.app.box.com/f/0c4c75b484824695b7d8682607e34d18 https://www.fiscal.treasury.gov/surety-bonds/list-certified-companies.html bop43191 Highlight

Ensure the liability limit for the surety (located at the bottom of the SF-24) is expressed as a dollar amount (not a percentage). Ensure the liability limit is either equal to the amount reflected for the surety in Treasury Circular 570 or is the amount at least equal to the penal sum of the bond

In the bid identification section, ensure the bid date reflects the current date that bids are due per the solicitation (review all amendments, if applicable, to check for any bid due date extensions).

Ensure the information for the Principal matches the information as posted in your WWW.SAM.GOV registration (e.g. company name, address, etc).

D. SECTION 7:

1. FAR Provision 52.204-8 (DEV) - Pages 51-54 NOTE: Pursuant to section (b)(1) of this provision, provision 52.204-7 is included in this solicitation.

Therefore, bidders should not mark either of the two options under section (b)(2). Leave these options unmarked.

2. FAR Provision 52.204-24 – Pages 54-55 Complete item (d)(1)&(2) as applicable.

3. FAR Provision 52.209-7 – Pages 56-57 Complete item (b) as applicable.

4. FAR Provision 52.209-13 – Page 57-58 NOTE: Pursuant to section (b) of this provision, Certification. Bidder shall check either (1) or (2).

5. FAR Provision 52.229-11 – Pages 59-60 Complete item (d)(1)&(2) as applicable.

6. Past Performance Information – Page 60

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

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

II. PRE-BID CONFERENCE SITE VISIT:

A pre-bid conference and site visit are scheduled for Tuesday, April 29, 2025, at 9:00 A.M. local time, at USP LEWISBURG, 2400 Robert F Miller Drive, Lewisburg, PA 17837. Attendance is not mandatory (see provision 52.236-27 Alternate-I of the solicitation).

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 rbastian@bop.gov CC: kneuhard@bop.gov by 12:00 noon local time on April 25, 2025. The forms must include a cover letter indicating they are for the REPLACE CHILLERS:

•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. Randy Bastian 570-522-7751 to ensure receipt of Criminal History Check forms and directions to USP LEWISBURG.

All contractors approved to enter the institution for the pre-bid 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 in the institution, 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-BID QUESTIONS:

Any questions relating to the solicitation after the closing of the pre-bid conference/site visit shall be sent in WORD FORMAT to Joshua Cortez Contracting Officer, via email at j2xcortez@bop.gov no later than Thursday, May 1, 2025, at 10:00 a.m. PST. To provide sufficient response time prior to the bid due date, the Government is establishing the above cut-off date for questions about the solicitation. All bidders shall bid/offer in accordance with the current solicitation to include all amendments (if any) as issued by the Contracting Officer only.

mailto:rbastian@bop.gov mailto:kneuhard@bop.gov

IV. PAST PERFORMANCE INFORMATION REQUIRED:

Refer to Provision FAO-0022, List of References and Banking Information at the bottom of Page 60 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 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 to ensure the questionnaires are delivered to your references, and that they respond via forwarding the completed reference to j2xcortez@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. ELECTRONIC BID SUBMISSION & BID OPENING

SPECIAL INSTRUCTIONS PERTAINING TO ELECTRONIC BID SUBMISSION (FAR 14.302 AND 14.304) Electronic copies of bids and the Standard Form 24, Bid Bond, shall be submitted through the JEFS APP BOX at click link below:

https://jefs.app.box.com/f/0c4c75b484824695b7d8682607e34d18

Bids submitted by mail or hand carried will not be evaluated. It is the responsibility of the Bidder to confirm receipt of bids by contacting Joshua Cortez by email j2xcortez@bop.gov. All Bids 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).

It is the Bidder’s responsibility to obtain written confirmation of receipt of all electronic bid files submitted to the Field Acquisitions Office. In the event that the JEFS APP BOX is down, the alternate method for bid submission is via email to: j2xcortez@bop.gov ONLY. The Bidder must obtain prior approval from the Contracting Officer (j2xcortez@bop.gov) to use the alternate submission method. Bidders are responsible for ensuring electronic files are virus-free and shall run an anti-virus scan before submission.

Electronic copies of each Bid 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 Bidder shall not embed sound or video (e.g., MPEG) files into the proposal files. Electronic files shall be clearly identified for each volume, section, and item.

SENDING FILES. In an effort to reduce paperwork and reduce cost, all bids shall be submitted electronically.

All submissions should be in Adobe PDF format.

Title the file(s) in the following format:

BID_ 15BFA025B00000007 _COMPANY NAME_ DESCRIPTION

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

1. Electronically submitted offers must include the completed SF 1442 to include pages 1,2,4,51-60 (in accordance with FAR 52.214-18), Acknowledgement of all amendments completed Section 2 - Commodity or Services Schedule and original Bid Bond.

2. Offers received will be virtually opened:

https://jefs.app.box.com/f/0c4c75b484824695b7d8682607e34d18 mailto:mguidry@bop.gov

DATE: Monday, May 16, 2025, at 12:00 p.m. PST

3. Teleconference Dial-In (INFORMATION ONLY) for the public virtual bid opening:

Contact Joshua Cortez for Dial-In Information: j2xcortez@bop.gov or 623-465-5130 The Microsoft Teams virtual bid opening will begin at Monday, May 16, 2025, at 12:00 p.m. PST Microsoft Teams participants should be logged into the Microsoft Teams room and audio portion at least 5 minutes prior to avoid missing any of the virtual bid opening.

Join on your computer, mobile app or room device Join the meeting now Or copy link below into web browser:

https://gov.teams.microsoft.us/l/meetup-join/19%3agcch%3ameeting_0fd4af08b36d41ad9c42e0e4ae74c373%40thread.v2/0?context=%7b%22Tid %22%3a%2215ef12a1-af58-44c4-b029-712fc0605570%22%2c%22Oid%22%3a%22dcac099d-0e97-4f2d-b153-4b4dfd18ddd8%22%7d Or call in (audio only)

1 202-235-7900 United States, Non Geographic Phone Conference ID: 566 535 059#

Contact Joshua Cortez: j2xcortez@bop.gov or 623-465-5130, 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 offer will be given in the form of a written amendment to the solicitation.

5. Bidders shall ensure wet-signed original copies of the Bid Bond have been received at the physical location to the following point of contact prior to the bid deadline. Bid bonds should include bid bond number if available.

Federal Bureau of Prisons U.S. Armed Forces Reserve Complex ATTN: Joshua Cortez 346 Marine Forces Drive Grand Prairie, TX 75051

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

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

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

9. EMAIL. Follow the procedures in paragraph V. titled “Electronic Bid Submission & Bid Opening Special Instructions Pertaining to Electronic Bid Submission (FAR 14.302 and FAR 14.304)

10. RESPONSIBILITY. Award will be made in accordance with FAR 52.214-19 Contract Award-Sealed Bidding-Construction To be determined responsible, the apparent low bidder 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 companies past performance will be assessed and if your company has any past performance evaluations below satisfactory your company may be determined nonresponsible.

(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 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.

https://gov.teams.microsoft.us/l/meetup-join/19%3agcch%3ameeting_0fd4af08b36d41ad9c42e0e4ae74c373%40thread.v2/0?context=%7b%22Tid%22%3a%2215ef12a1-af58-44c4-b029-712fc0605570%22%2c%22Oid%22%3a%22dcac099d-0e97-4f2d-b153-4b4dfd18ddd8%22%7d https://gov.teams.microsoft.us/l/meetup-join/19%3agcch%3ameeting_0fd4af08b36d41ad9c42e0e4ae74c373%40thread.v2/0?context=%7b%22Tid%22%3a%2215ef12a1-af58-44c4-b029-712fc0605570%22%2c%22Oid%22%3a%22dcac099d-0e97-4f2d-b153-4b4dfd18ddd8%22%7d https://gov.teams.microsoft.us/l/meetup-join/19%3agcch%3ameeting_0fd4af08b36d41ad9c42e0e4ae74c373%40thread.v2/0?context=%7b%22Tid%22%3a%2215ef12a1-af58-44c4-b029-712fc0605570%22%2c%22Oid%22%3a%22dcac099d-0e97-4f2d-b153-4b4dfd18ddd8%22%7d https://gov.teams.microsoft.us/l/meetup-join/19%3agcch%3ameeting_0fd4af08b36d41ad9c42e0e4ae74c373%40thread.v2/0?context=%7b%22Tid%22%3a%2215ef12a1-af58-44c4-b029-712fc0605570%22%2c%22Oid%22%3a%22dcac099d-0e97-4f2d-b153-4b4dfd18ddd8%22%7d https://gov.teams.microsoft.us/l/meetup-join/19%3agcch%3ameeting_0fd4af08b36d41ad9c42e0e4ae74c373%40thread.v2/0?context=%7b%22Tid%22%3a%2215ef12a1-af58-44c4-b029-712fc0605570%22%2c%22Oid%22%3a%22dcac099d-0e97-4f2d-b153-4b4dfd18ddd8%22%7d

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 tax payer 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 Monday, May 16, 2025, at 12:00 p.m. PST, as this is the day of the bid opening. Please scan and email back, and don’t forget to print your name and sign the signature block.

This document, once completed, must be emailed to j2xcortez@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, Joshua Cortez, Contracting Officer, at 623-465-5130. Your assistance is greatly appreciated!

15BFA025B00000007

USP LEWISBURG – PROJECT

24Z2A2F REPLACE CHILLERS

mailto:jbrouillard@bop.gov

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 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 GOVERNMENTS 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 Monday, May 16, 2025, at 12:00 p.m. PST , as this is the day of the bid opening. Please scan and email back, and don’t forget to sign the signature block.

THIS DOCUMENT, ONCE COMPLETED, MUST BE EMAILED TO

j2xcortez@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, Joshua Cortez Contracting Officer, at 623-465-5130. 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 623-465-5130.

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

15BFA025B00000007

USP LEWISBURG – PROJECT

24Z2A2F REPLACE CHILLERS

BID SUBMISSION COVER PAGE - 15BFA025B00000007

NAME OF COMPANY:

UEI#:

BID BOND SF24 MAIL

(FEDEX/UPS/USPS)

TRACKING #:

All bid pages should be included in a single Adobe PDF. Bids shall include:

Bid Submissions Cover Page, Solicitation SF1442 pages 1,2,4,51-60, and Bid Bond – Ensure the raised seals are legible in the electronic copy

Note: Electronic bids shall be uploaded to JEFS link included in Instruction to Bidders.

Note: This solicitation requires submission of a bid guarantee in accordance with FAR 52.228-1.

Electronic bid submissions must include a scanned copy of the original bid guarantee. The original bid guarantee with “wet” signature and raised seal (if applicable) must be mailed or delivered to the below and received by the bid opening time and date:

Federal Bureau of Prisons U.S. Armed Forces Reserve Complex ATTN: Joshua Cortez 346 Marine Forces Drive Grand Prairie, TX 75051