NOTICE TO PROSPECTIVE OFFERORS.docx

Electronic Law Library (ELL)

REQUEST FOR QUOTE (RFQ)

15BPCC26Q00000020

Issued for:

Electronic Law Library (ELL)

Conducted under Federal Acquisition Regulation (FAR) 12

Issued by:

Federal Bureau of Prisons Information Technology & Data Division Central Office 320 First Street, NW Washington, DC 20534

April 1, 2026

NOTICE TO PROSPECTIVE OFFERORS

Agency Contact: Christine Lindon, Contracting Officer, clindon@bop.gov and Mason Lacy, Contracting Officer, mlacy@bop.gov

RFQ Issue Date: April 1, 2026

Questions Due Date: April 6, 2026

Questions Due Date: All questions or requests for clarification, citing the specific solicitation section, shall be emailed April 6, 2026, to the agency contacts above.

The contracting officer shall be the sole point of contact (POC) for answering questions regarding the RFQ. Answers to all written questions will be provided to all prospective contractors, giving due regard to the proper protection of proprietary information and without reference to the source of the question. In posing questions, vendors must cite the relevant section, paragraph, and page number. Statements expressing opinions, sentiments, or conjectures are not considered valid inquiries and will not receive a response. Further, vendors are reminded that hypothetical questions aimed at receiving a potential “evaluation decision” will not be addressed.

Quote Due Date: April 10, 2026 @ 12:00 p.m.

The offeror will submit a signed cover letter by an authorized company negotiator to constitute agreement with all terms and conditions of this RFQ. All correspondence to include questions and quotes must be submitted to both Christine Lindon, Contracting Officer, clindon@bop.gov and Mason Lacy, Contracting Officer, mlacy@bop.gov.

1. SOLICIATION INFORMATION

1.1. SET ASIDE INFORMATION

This acquisition will be unrestricted.

1.2. NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE AND SIZE STANDARD

The principal nature of the requirements described in this solicitation is consistent with services performed by industries in the NAICS code 519290 – Web Search Portals and All Other Information Services - and size standard of 1000 Employees.

1.3. PRODUCT SERVICE CODE (PSC)

The services in this solicitation are best represented by PSC code R605 – Library Services

1.4. TYPE OF CONTRACT

The type of contract is Firm Fixed Price contract.

1.5. EXTENT OF COMPETITION

This solicitation is issued in accordance with FAR Part 12 – Acquisition of Commercial Products and Services

1.6. PERFORMANCE LOCATION(S)

The performance under this contract will be to support 122 institutional facilities throughout the United States, including Hawaii and Puerto Rico. All work performed outside of the identified government facility will be performed at the Unclassified “Controlled Unclassified Information” (CUI) level and ensuring access is limited to personnel who are authorized access.

PERIOD OF PERFORMANCE

The Period of Performance for this contract consists of a 12-Month base period with one 12-Month individual exercisable option period, with an Option to Extend Services FAR 52.217-8.

2. SERVICES AND PRICES/COSTS

The offeror is required to price the base and each option period.

The work shall be performed in accordance with all sections of this RFQ and the Statement of Work. Release of this RFQ does not guarantee issuance of an award.

2.1. CONTRACT LINE-ITEM NUMBER (CLIN) STRUCTURE

Refer to the Statement of Work (SOW) for a complete description of the requirements. A breakdown of the CLIN items is listed in the RFQ. The Government reserves the right to make an award for any or all the contract line items listed.

3. INSTRUCTIONS TO OFFERORS

3.1. GENERAL INSTRUCTIONS

· Offerors shall furnish the information required by this RFQ.

· Offerors are expected to examine this entire RFQ document, including all attachments. Failure to do so will be at the offeror's own risk.

· Quotations shall set forth full, accurate, and complete information as required by this solicitation package (including Attachments).

· Offerors who include in their quotations data they do not want to be disclosed to the public for any purpose or used by the Government except for evaluation purposes, shall:

Mark the title page with the following legend:

"This quotation includes data that shall not be disclosed outside the Government and shall not be duplicated, used or disclosed--in whole or in part--for any purpose other than to evaluate this proposal or quotation. If, however, a contract is awarded to this offeror as a result of--or in connection with--the submission of this data, and the Government incorporates the quotation as part of the award, the Government shall have the right to duplicate, use, or disclose the data. Also, this restriction does not limit the Government's right to use information contained in this data if it is obtained from another source without restriction. The data subject to the restriction is contained in sheets (insert numbers or other identification of sheets)"; and

Mark each sheet of data it wishes to restrict with the following legend:

"Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal or quotation."

· The Government assumes no liability for disclosure or use of unmarked data and may use or disclose the data for any purpose. Unless restricted, the information submitted in response to this request may become subject to disclosure to the public pursuant to the provisions of the Freedom of Information Act (5 USC. 551).

· If the Offeror objects to any of the terms and conditions contained in this RFQ, the Offeror shall state clearly, on the Cover Page of its quote, "The terms and conditions in the RFQ are acceptable to be included in the award document with the exception, deletion, or addition of the following: "[Offeror shall list exception(s) and rationale for the exception(s)].” It is the sole responsibility of the Offeror to identify in their quote any exceptions to the terms and conditions of the RFQ. If the Offeror does not include such a statement, the submission of a quote in response to this RFQ will be regarded as the Offeror’s acceptance of the Government's terms and conditions, as contained in the latest amendment, for inclusion into the resultant Task Order award.

· Quotes submitted must be valid for a period of not less than 30 calendar days.

3.2. GOVERNMENT PROPERTY

Upon receipt, all quotes become Government property and shall not be returned.

3.3. ELECTRONIC SUBMISSION OF QUOTES

(1) The quote shall contain the name, address, email, and phone number of the POC authorized to represent the contractor for this acquisition.

(2) Quotes shall be submitted in electronic format only; hard copies will not be accepted. If files are compressed, the necessary decompression program must be included. Please use unique and clear document file names. You may submit in multiple emails if file size restrictions are a concern. Please inform the receiver of the total number of emails to expect.

(3) Quotes shall be submitted in a format readable by Microsoft (MS) Word or Adobe Acrobat (PDF).

(4) The typewritten or printed letters shall be no smaller than 11-point Times New Roman/Arial, 1” margins around the printed page. (The submission can contain any information that is legible for graphics, tables, text boxes, and other figures. A submission of narrative or any graphics, summary table, and/or text boxes that are smaller than Times New Roman/Arial 9-point font will be unacceptable to the U.S. Government.

(5) Document/attachment size restrictions for email are 5MB. Offerors may send multiple emails of sending more than 5MB total. Please indicate the number of emails being transmitted if you do so.

(6) This RFQ does not obligate the Government to pay any costs incurred in the submission of any offer or in making necessary studies for the preparation thereof, nor does it obligate the Government to procure or contract for said services.

(7) Signatures: For ALL Documents requiring signatures, signatures must be either scanned documents with wet-ink signatures, or signed using digital identity verification, such as Adobe PDF certificate or DocuSign. Use of a typed name in script font is not an acceptable electronic signature substitute.

3.3.1. PRICE QUOTE

GENERAL INSTRUCTIONS PRICING:

All pricing proposed in response to this RFQ shall be FFP, and in accordance with the instructions in this section.

STATEMENT REGARDING ASSUMPTIONS AND EXCEPTIONS

The offeror shall state any assumptions and exceptions to the requirements and terms and conditions contained in this RFQ. Please note that any exceptions to the Government’s requirements may adversely affect the evaluation of the offeror’s quote.

3.3.2. PRICE QUOTE INSTRUCTIONS

Pricing shall consist of all tasks and deliverables.

· The offeror’s price proposal will be evaluated to ensure that it complies with all requirements provided in this RFQ. The Contracting Officer will determine the reasonableness of the individual rates offered and evaluate total price. All proposed prices, for the base year and option year(s), shall be given.

Evaluation of the option periods will not obligate the Government to exercise the option periods.

Prices that are excessively high or low may be considered nrealistic/unreasonable and may receive no further consideration.

4. EVALUATION AND BASIS FOR AWARD

The Government will award a contract to the responsible offeror whose proposal, conforming to the solicitation will be most advantageous to the Government, based on an integrated assessment of Technical Capability, Past Performance, and Price. Technical and past performance factors, when combined, are significantly more important than price. The Government reserves the right to reject any quote that includes any assumption(s) or conditions that impact or affect satisfying the Government’s requirements.

Evaluation Criteria Overview The Government will review the offeror’s written submission against three (3) factors. Those three factors include:

1. Technical

2. Past Performance

3. Price

Technical Evaluation The purpose of the technical evaluation is to allow the government to assess the offeror’s ability to meet the requirements per the Statement of Work based on the offeror’s technical offer. The following is a detailed description of the technical evaluation factors.

Technical Evaluation Criteria

1. Provide legal software updates on a portable hard drive.

• Updates are to be provided monthly.

• Updates are to be compliant with previously published (SOW) legal briefings and court updates.

2. Provide software capable of running on centralized servers. Installation must support MSI based setup.

3. Provide monthly software updates that do not allow the use of hot-key functions nor can it connect to the internet. Software must allow for generic login.

Past Performance Evaluation The purpose of the Past Performance evaluation is to allow the government to assess the offeror’s historic probability of meeting solicitation requirements. Past performance will be reviewed from information reported to the Contractor Performance Assessment Reporting System, as well as other sources of information. Offerors without a past performance record will not be evaluated favorably or unfavorably.

Factor – Price:

Price Evaluation The Offeror’s pricing will be a factor in the award decision. A contract will be awarded to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, representing the best value, technical capability, and past performance considered.

The price evaluation will determine whether the proposed prices are fair and reasonable in relation to the RFQ requirements. Option pricing will be included in the evaluation. The “total evaluated price” for purposes of award will be determined by the total calculation of all Contract Line-Item Numbers (CLINs), including all option periods. Evaluation of the option periods does not obligate the Government to exercise the option(s). The “total evaluated price” will be evaluated for price reasonableness through adequate price competition.

If needed, the Government reserves the right to exercise the option or options under FAR 52.217-8 without further competition or need for justification for other than full or open competition (or limited source justification or sole source justification. The Government may choose to exercise the Option to Extend Services at the end of any performance period (base or option periods). Prices for the base and option periods, including the 6-month option available under FAR 52.217-8, will be evaluated to ensure that they are fair and reasonable for performance of the requirements established in the solicitation and as proposed in the technical submission.

5. LIST OF ATTACHMENTS

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