RFQ JBMDL and West Point O_M - Amendment 1.pdf

FEDERAL BUREAU OF INVESTIGATION

FINANCE AND FACILITIES DIVISION | PROCUREMENT SECTION

REQUEST FOR QUOTE

Request for Quote RFQ Version 1.2 Page 1

DEPARTMENT OF JUSTICE

RFQ - 15F06725Q0000273

FBI Lakehurst and West Point Operations and Maintenance Services

June 17, 2025

Amendment 1 – 6/18/2025

FINANCE AND FACILITIES DIVISION | PROCUREMENT SECTION

Request for Quote RFQ Version 1.2 Page 2

Date: June 17, 2025

To: Prospective Offerors From: Federal Bureau of Investigation/ Finance Division Subject: Request for Quotation (RFQ) for FBI Lakehurst and West Point Operations and

Maintenance Services Solicitation Number: 15F06725Q0000273

The Federal Bureau of Investigation (FBI) Procurement Section is issuing this Request for Quotation (RFQ) to solicit all Prospective Offerors for the purpose of entering a Contract to provide operations and maintenance services for the FBI at Lakehurst and West Point locations.

The period of performance for this Contract will be 08/17/2025-08/16/2026 with four (4) Option years.

Contractors interested in competing for this effort may participate by submitting quotes in accordance with the procedures set forth in this RFQ.

Questions To the Contracting Officer Are Due: 07/17/2025 11:00 AM CST

Quotes Must Be Submitted No Later Than: 07/24/2025 11:00 AM CST

Request for Quote RFQ Version 1.2 Page 3

1.0 GENERAL DESCRIPTION

COMBINED SYNOPSIS / SOLICITATION FOR COMMERCIAL SERVICES

Document Type: Combined Synopsis/Solicitation Contract Type: FFP Solicitation Number: 15F06725Q0000273 Posted Date: June 17th, 2025 Product or Service Code: Z1PZ Set Aside: Total Small Business Set Aside NAICS Code: 561210

Contracting Office Address:

U.S. Department of Justice Federal Bureau of Investigation Finance and Facilities Division 4910 Fowler Road Huntsville, AL 35898

2.0 DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

2.1 PURPOSE

The purpose of this Contract is to provide operation and maintenance services to the Federal Bureau of Investigation (FBI) Finance and Facilities Division (FFD) located at Joint Base McGuire Dix Lakehurst and the United States Military Academy at West Point Firearms Range Complex #9.

2.2 BACKGROUND

The Real Property Management Section manages the FBI owned facilities at Joint Base McGuire Dix Lakehurst and the United States Military Academy at West Point to include: Hanger 8 at Lakehurst, Firearms Ranges 17 and 13 on Fort Dix, West Point Admin Bldg. and Firearms Range that are used by the New York, New Jersey, and Philadelphia Divisions to conduct training and mission related functions.

The facilities located on Joint Base McGuire Dix Lakehurst and West Point require preventative maintenance in order to maintain operational readiness for the three FBI divisions.

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2.3 SCOPE OF WORK

See Attachment 1

This is a contract to provide Operation and Maintenance Services to the Federal Bureau of Investigation (FBI) Real Property Management Section (RPMS) Finance and Facilities Division (FFD). This is a non-personal services contract. The Government shall not exercise any supervision or control over contractor employees performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

2.4 DELIVERABLES

See Attachment 1

2.5 TERM OF CONTRACT

The period of performance (PoP) for this contract is anticipated to be one base period with four

(4) Option Year Periods.

Contract Year Period of Performance (Example)

Base 08/17/2025 - 08/16/2026

Option Period 1 08/17/2026 - 08/16/2027

Option Period 2 08/17/2027 - 08/16/2028

Option Period 3 08/17/2028 - 08/16/2029

Option Period 4 08/17/2029 - 08/16/2030

2.6 CLIN Structure

See SF-1449 Attachment

2.7 TERMS AND CONDITIONS

See SF-1449 Attachment

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2.8 REQUIREMENTS FOR QUOTE PREPARATION

2.8.1 INSTRUCTIONS FOR SUBMISSION OF QUOTES

a) Communications - All communications prior to award shall only be directed in writing to the CO, Maureen Murdock at mmurdock@fbi.gov and Contract Specialists Javia Warner at jswarner@fbi.gov and Aaron Awai aoawai@fbi.gov. No telephone calls will be entertained.

b) Questions – All questions must be submitted in writing, using the interchange form Attachment 3, via e-mail to Contract Specialist Javia Warner at jswarner@fbi.gov and Aaron Awai aoawai@fbi.gov by July 17, 2025 AT 11:00 AM Central Standard Time (CST).

c) Site Visit Requirement: The FBI will schedule a two-part site visit for all interested Quoters on July 14th/15th 2025. One day each to cover JBMDL and West Point locations. Quoters are encouraged to attend the site visit (at no-cost to the government). Site visit will allow the Quoter to understand local and general conditions that may affect the performance of the Contract and provide an opportunity for the quoter to see the layout of the firing ranges. Failure to inspect the sites shall not be used as a basis for claim after award of the Contract. Quoters shall be responsible for site conditions to provide a detailed quote to the Government. Quoter(s) are limited to two (2) participants for the Site Visit.

a. Quoters shall note the following procedures established for participation in the Site- Visit:

(i) Quoters must identify their interest in participating in the Site-Visit by E-mailing their request to Contract Specialists Javia Warner at jswarner@fbi.gov and Aaron Awai at aoawai@fbi.gov. Quoters must submit their requests by no later than 4:00 P.M., CST on June 30, 2025. Quoters’ requests must include the full names (Last, First, Middle), social security numbers, date of birth and place of birth for all participating members.

(ii.) Each participant must present picture identification and provide a telephone contact number where they may be reached on the day of the Site-Visit.

(iii.) For Site Visit – all interested participants will be notified via e-mail regarding the location and instructions regarding arrival to the respective site visit.

d) Quote Submission

Quote Submission – Quotes are due via email by July 24, 2025, AT 11:00 AM CENTRAL STANDARD TIME (CST) to Contract Specialists Javia Warner at jswarner@fbi.gov and Aaron Awai at aoawai@fbi.gov. Early submissions are encouraged.

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2.8.2 Quote Organization

Quotes shall be divided into three separate volumes as indicated in Table 1 below, each comprised of the required factors and each volume shall be in a separate binder. Quoters shall ensure that each volume stands alone for evaluation purposes by the FBI.

Table 1, Quote Organization

Volume # - Title

Volume I: Technical Capability

Factor I: Operations Plan Factor II: Management Plan

Volume II: Past Performance Factor II: Past Performance

Volume III: Price Factor III: Price

The Contractor shall provide an electronic response for all volumes as specified in Table 2 below.

An electronic copy shall be provided to Contract Specialist Javia Warner at jswarner@fbi.gov and Aaron Awai aoawai@fbi.gov.

Table 2 below specifies the page limits the Government has set for each volume that Contractor is required to submit. The page limits are maximums, not recommended lengths. If page limitations are exceeded, the excess pages may not be read or considered in the evaluation of the quote. Contractor(s) are strongly encouraged to keep their responses focused and brief.

Information outside what is required is not encouraged. The cover page is not included in the page count; however, the cover page may not exceed one page. If this exceeds one page, the additional pages will be counted against the page count.

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Quotes shall be submitted in Volumes referenced below:

Table 2. Quote Submission and Formatting

QUOTE SUBJECTS ELECTRONIC COPY PAGE LIMIT

Volume I: Technical Capability

Factor I: Operations Plan

1 15

Volume I: Technical Capability

Factor II: Management Plan

1 15

Volume II: Past Performance

Factor III: Past Performance

1 N/A

Volume III: Price

Factor IIII: Price

1 N/A

The Contractor must use their discretion on the allotment of pages in the Technical Volume for the subfactors when preparing their quotes. The page limit indicates the total pages allowed for that volume and section.

a) Font Sizes and Styles –

1. Word documents: Primary text throughout the Contractor’s quote shall be a regular font style, e.g., Times New Roman, font size of 12. Only graphs, captions, and other inserts may use font sizes that differ from 12.

2. Spreadsheets: The pre-populated fonts and sizes for any government-provided spreadsheets are to be used.

3. Indexing/Page Numbers: Each volume shall contain a detailed table of contents to delineate the subparagraphs within that volume. Tab indexing shall be used to identify

Request for Quote RFQ Version 1.2 Page 8 sections. The Table of Contents does not count towards page counts. Each volume page shall have its own unique number. It is the Offeror’s responsibility to ensure data considered sensitive is marked as such. Only these markings may appear in the margins.

4. Foldouts: Legible tables, charts, graphs, and figures shall be used whenever practical to depict organizations, systems and layout, implementation schedules, plans, etc. These displays shall be uncomplicated, legible, and shall not exceed 11 by 17 inches in size.

Foldout pages shall fold entirely within the volume. Foldout pages may only be used for large tables, charts, graphs, diagrams, and schematics; not for pages of text. Foldouts will only be counted as one page. For tables, charts, graphs, and figures, the font shall be no smaller than 10 point.

b) Volume Format – All volumes submitted by the Contractor will require the following format requirements:

1. Quotes shall be submitted in current, but no earlier than 2010 Microsoft Office format, unless the file is a Microsoft Excel Spreadsheet that was provided by the FBI or an attachment that was provided in PDF. If a file requires a signature, then a PDF file is acceptable.

2. Files shall be searchable.

3. No file shall be password protected unless directed in this RFQ.

4. Quoters are allowed to submit PDFs for Volumes 1-3, however, Volume 3 must also be submitted in excel form.

c) Line spacing – Spacing between lines in all volumes shall be no less than 1-1/2 spaces.

2.8.3 Quote Requirements

a) The quote shall include a cover sheet, clearly marked with title, RFQ number, and Contractor’s name.

b) The term “Contractor” as used herein refers to the single legal entity submitting their quote to the FBI. The work performed by the Offeror shall be conducted by a corporate entity that will be totally responsible for all activities as detailed in the Statement of Work.

c) No classified information shall be included in the Contractor’s written quote.

d) The Government reserves the right to award without seeking clarifications or having interchanges. Therefore, the Contractor’s quote must contain the Contractor’s best terms.

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However, the Government reserves the right to solicit clarifications or conduct interchanges of the Contractor’s quote if the Contracting Officer determines them to be necessary.

e) The Contractor shall include the point of contact (name, telephone number, e-mail address, and fax number) that can assist the Contracting Officer with technical questions/problems associated with the Contractor’s quote submission.

f) The Title Page, table of contents, indexes, page separators, resumes, Letters of Commitment, glossaries, and Past Performance Information Forms will not count against page limitations.

Qualifying pages partially used will be counted as one qualifying page.

g) The Contractor shall fill out all attachments and attach as a part of their quote including the SF-1449. Failure to have a complete quote with all requirements completed under this solicitation could result in a determination of non-responsive and may no longer be considered for award.

2.9 EVALUATION AND AWARD PROCESS

Basis for Award The selection of the Quoter with whom the FBI will establish a Single-Award Firm Fixed Price Contract will be based on best value to the Government. Award will be based on the determination of Best Value Tradeoff to the government based on the evaluation factors listed below.

Evaluation of Quotes Quotes shall be evaluated to ensure that all mandatory requirements set forth in the RFQ can be met. Exception to the terms and conditions will be determined technically unacceptable. Quotes will be evaluated based on the following evaluation factors listed in order of priority on a best value basis.

RFQ Requirements, Terms and Conditions Quoters are required to meet all solicitation requirements, such as terms and conditions, technical requirements, in addition to those identified as factors and subfactors to be eligible for award. Failure to comply with the terms and conditions of the solicitation may result in the Quoter being removed from consideration for award.

Evaluation Methodology

Order of Importance The table below shows the factors and their relative order of importance in descending order.

The Source Selection Authority will select the Contractor whose proposal is considered the best value to the FBI consistent with the factors listed below.

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Volume Factor Description Relative Importance Volume I Technical Capability

Factor I Operations Plan 1st (Most important Factor, equal to Volume I Factor II)

Factor II Management Plan 1st (Most important Factor equal to Volume I Factor I)

Volume II

Past Performance

Factor I Past Performance 2nd (Less important than Volume I Factor I

& II)

Volume III

Price

Factor I Price Least important factor

Volume I Factors I and II are equal in value and are the most important factors. Volume II Factor I is 2nd, less important than Volume I Factor I & II. All Technical and Past Performance Factors are more important than Volume III Factor I, Price, however, as non-price ratings become similar, the price factor will be elevated in importance.

Volume I – Factor I Operations Plan The Government will evaluate the Quoter’s plan to organize, staff, and manage the contract to execute day to day requirements. This includes how the Quoter plans to perform the tasks outlined in the Statement of Work (SOW), allocate resources, and ensure timely and effective service delivery. The Government will assess whether the quoted operational approach is feasible, efficient, and capable of ensuring successful contract performance. If applicable, the Quoter’s method for integrating and coordinating subcontractor efforts will also be reviewed.

Quoter shall provide convincing rationale that their operational approach addresses and demonstrates an understanding of all SOW requirements and, if applicable, subcontractor management.

Volume I – Factor II Management Plan The Government will evaluate the Quoter’s Management Plan to assess how the contract will be directed, monitored, and controlled at the organizational level. This includes leadership structure, lines of authority, staffing strategy, internal communication processes, risk mitigation, and quality assurance mechanisms. The evaluation will focus on the Quoter’s ability to provide effective oversight, ensure contract compliance, manage performance, and resolve issues throughout the period of performance. If subcontractors are proposed, the plan should clearly describe how they will be managed and held accountable.

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Quoters shall provide convincing rationale that their Management Plan is clear, comprehensive, and demonstrates a structured approach to contract execution that meets the requirements of the SOW.

Quoters shall also provide rationale that their Management plan:

Demonstrates a clear and practical approach to managing the contract;

Identifies roles and responsibilities of key personnel;

Describes processes for ensuring timely performance, quality assurance, and issue resolution;

Provides a feasible structure for managing any proposed subcontractors.

Aligns with the requirements outlined in the Statement of Work (SOW);

Volume II - Factor I Past Performance:

Quoter shall submit up to 3 past performance questionnaires. The PPQ shall be completed by the Quoter’s client / owner and provided back to the FBI with the Quoter’s proposal submittal.

Quoter is permitted to include a continuation page for PPQ. The past performance sample shall be relevant and recent in size, scope, complexity, and provide a history of supporting similar projects. Recent is defined as either current or completed within the last seven years of the release of this RFQ. A complete project is one that has been successfully and satisfactorily completed, in which a final report and invoice has been provided and accepted by the FBI. For non-Federal, commercial, projects, a completed project are ones in which there is no work remaining to be performed by the Quoter. Relevant is defined as work similar in complexity and magnitude of the work described in this RFQ.

* In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the offeror may not be evaluated favorably or unfavorably on past performance (see FAR 15.305 (a)(2)(iv)). Therefore, the offeror shall be determined to have unknown (or “neutral”) past performance. In the context of acceptability/unacceptability, a neutral rating shall be considered “acceptable.”

In conducting this evaluation, the Government reserves the right to use past performance information provided by the offeror and data obtained from other sources available to the Government, to include, but not be limited to, the Contractor Performance Assessment

Request for Quote RFQ Version 1.2 Page 12

Reporting System (CPARS) or other databases; interviews with Program Managers and Contracting Officers (COs).

Volume III - Factor I Price:

Price will be evaluated as the total quoted amount of all priced items and services (Itemized Breakdown) for all PoP years, to include Labor Cost. The Government will evaluate the quoted price for completeness, fairness and reasonableness (see Attachment 2). The Offeror shall detail and provide the source material (examples, supplier quotes, purchase history, etc.) used to develop any proposed incidental services, ODCs or administrative fees.

Rating Methodology for Technical Quotes will be evaluated by use of the color-coded and/or adjectival rating system below for the Technical Factors and/or sub-factors. This system will allow the Technical Evaluation Team to assign an overall rating based upon identification of strengths, weaknesses, deficiencies, and risks associated with each Factor and Sub-factor identified in each Quote. The intent of the rating system is to add objectivity to the evaluation process such that meaningful and consequential differences between the proposals are recognized, and insignificant differences are not considered.

The combined technical/risk rating includes consideration of risk in conjunction with the strengths, weaknesses, and deficiencies in determining technical ratings. The following rating definitions will be used in the assessment of Technical Factors and/or sub-factors:

Color Rating Description

Green Acceptable Proposal meets requirements and indicates an adequate approach and understanding of the requirements.

Weaknesses are minor or will have little or no impact on contract performance. No deficiencies exist. Risk of unsuccessful performance is no worse than moderate.

Yellow Marginal Proposal does not clearly meet requirements and does not demonstrate an adequate understanding of the requirements. Errors and omissions may exist. One or more weaknesses or significant weaknesses are noted. Risk of unsuccessful performance is high.

Red Unacceptable Proposal does not meet requirements and contains one or more deficiencies. Risk of unsuccessful performance is guaranteed.

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Evaluation Definitions

“Significant Strength” means an outstanding or exceptional aspect of the approach that greatly exceeds the acceptable level of quality and provides a beneficial capability.

“Strength” means a significant aspect of the approach that exceeds the acceptable level of quality and provides a beneficial capability.

“Weakness” is a flaw in the approach that increases the risk of unsuccessful performance.

“Significant Weakness” is a flaw in the approach that greatly increases the risk of unsuccessful performance.

“Deficiency” is a material failure of a proposal to meet the minimum acceptable level of performance or a combination of significant weaknesses in a proposal that increases the risk of unsuccessful performance to an unacceptable level.

2.8.1.1 Past Performance Rating Methodology There are four levels of relevancy as shown below.

Past Performance Relevancy Ratings

Rating Definition

Relevant Past performance effort involved similar scope and magnitude of effort and complexities this solicitation requires.

Somewhat Relevant Past performance effort involved some of the scope and magnitude of effort and complexities this solicitation requires.

Not Relevant Past performance effort involved little or none of the scope and magnitude of effort and complexities this solicitation requires.

The assessment for Past Performance will be based on the following confidence ratings:

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PERFORMANCE CONFIDENCE ASSESSMENT RATING

Satisfactory Confidence Based on the Quoter’s performance record, some doubt exists that the Quoter will successfully perform the required effort.

Normal contractor emphasis should preclude any problems

Unknown Confidence (Neutral) No recent/relevant performance record is available, or the Quoter’s performance record is so sparse that no meaningful confidence assessment rating can be reasonably assigned

Limited Confidence Based on the Quoter’s performance record, substantial doubt exists that the Quoter will successfully perform the required effort

Cost/Price Evaluation Completeness - The Price Proposal will be evaluated for completeness by assessing the responsiveness of the Contractor in providing price data and by assessing the traceability of price to the proposed solution. Failure to comply with this requirement will result in an incomplete price proposal and may result in an un-awardable proposal.

Fair and Reasonableness – The Price Proposal will be evaluated for fairness and reasonableness.

For the prices to be fair and reasonable, they should not exceed that which would be incurred by a prudent person in the conduct of competitive business. Reasonableness assessments will depend upon a variety of considerations and circumstances and will be considered for all labor categories needed to fulfill the requirements.

2.10 PROCESS SCHEDULE

Below is the estimated schedule for the procurement:

Solicitation Release: June 17, 2025

Visitors Access Request due: June 30, 2025, 4:00 PM CST

Site Visit: July 14 & 15, 2025

Questions Due from Quoter: July 17, 2025, 11:00 AM CST

Government Answers provided back to Quoter: July 21, 2025

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Quotes due: July 24, 2025, 11:00 AM CST

Government Source Selection: Week of July 28, 2025

Award: Week of August 8, 2025

NTP/ Contract Start: August 17, 2025

2.11 POINTS OF CONTACT

For questions regarding this RFQ and any other questions, reach out to:

Aaron Awai Contract Specialist aoawai@fbi.gov

Javia Warner Contract Specialist jswarner@fbi.gov

2.12 ATTACHMENTS

Attachment / Exhibit Title Attachment 1 Lakehurst and West Point Operations and

Maintenance Services SOW Attachment 2 Pricing Spreadsheet Attachment 3 Interchange Form Attachment 4 SF 1449 Attachment 5 Past Performance Questionnaire