RFQ 15F06725Q0000397 BAS.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 - 15F06725Q0000397

Reliable Controls Building Automation System – FBI Quantico

July 14, 2025

FINANCE AND FACILITIES DIVISION | PROCUREMENT SECTION

Request for Quote RFQ Version 1.2 Page 2

Date: July 14, 2025

To: Prospective Offerors From: Federal Bureau of Investigation/ Finance Division Subject: Request for Quotation (RFQ) for Reliable Building Automation Services Solicitation Number: 15F06725Q0000397

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 preventative maintenance support, repair services, emergency services and other related services on the FBI Quantico Reliable Building Automation System.

The period of performance for this Contract will be 09/30/2025-09/29/2026.

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: 07/21/2025 11:00 AM ET

Quotes Must Be Submitted No Later Than: 08/04/2025 11:00 AM ET

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: 15F06725Q0000397 Posted Date: 07/14/ 2025 Product or Service Code: 6110 Set Aside: Total Small Business Set Aside NAICS Code: 238210

Contracting Office Address:

U.S. Department of Justice Federal Bureau of Investigation Finance and Facilities Division 1000 Custer Hollow Road Clarksburg, WV 26306

2.0 DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

2.1 PURPOSE

The purpose of this Contract is to provide system support services such as preventive maintenance support, repair services, emergency services, and other related services to ensure the continuous operation and performance of the Reliable Controls Building Automation System (BAS) at four (4) different building at the FBI Academy Complex in Quantico, VA.

2.2 BACKGROUND

The Building Automation System (BAS) for Reliable Controls provides heating, ventilation, and air conditioning (HVAC) temperature control, boiler, and Direct Expansion (DX) RTU operation for offices, classrooms, training, and dormitory spaces. Some of these areas are occupied 24 hours a day, 365 days a year. Comprehensive maintenance, service, testing, and support programs are required for the Building Automation System (BAS).

2.3 SCOPE OF WORK

See Attachment 1

Request for Quote RFQ Version 1.2 Page 4

This is a contract to provide maintenance and support services to the FBI Building Automation System in Quantico, VA. 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-year base.

Contract Year Period of Performance (Example)

Base 09/30/2025 - 09/29/2026

2.6 CLIN Structure

CLIN Description Base Period Quantity Unit Total Price 0001 Supplies or Services 1

2.7 TERMS AND CONDITIONS

See Attachment SF-1449

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 Contract Specialist Jamie Melzer at jlmelzer@fbi.gov and CC Contracting Officer Candice Kesselman at ckesselman@fbi.gov. No telephone calls will be entertained.

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b) Questions – All questions must be submitted in writing via e-mail to Candice Kesselman at ckesselman@fbi.gov and Contract Specialist Jamie Melzer at jlmelzer@fbi.gov by Monday, July 21, 2025 at 11:00 AM Eastern Time (ET).

c) Quote Submission – Quotes are due via email by Monday, August 4, AT 11:00 AM Eastern Time to Contract Specialist Jamie Melzer at jlmelzer@fbi.gov and CC Contracting Officer Candice Kesselman at ckesselman@fbi.gov. Early submissions are encouraged.

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: Technical Approach Factor II: Personnel Factor III: Project Management Plan

Volume II: Past Performance Factor II: Past Performance

Volume III: Price Factor III: Price

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.

Quotes shall be submitted in Volumes referenced below:

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Table 2. Quote Submission and Formatting

QUOTE SUBJECTS ELECTRONIC COPY PAGE LIMIT

Volume I: Technical Capability

Factor I: Technical Approach

1 10

Volume II: Past Performance

Factor II: Past Performance

1 10

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 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

Request for Quote RFQ Version 1.2 Page 7 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.

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.

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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 Government will evaluate the submitted quotes against the criteria set forth below and award an order to the responsible offeror whose quote which is conforming to the solicitation will be the Lowest Price Technically Acceptable (LPTA). Award will be made in accordance with the basic contract ordering procedures, the procedures specified in the request for quote and on the basis of the lowest priced quote meeting the acceptability standards for non-price factors.

The Government will organize the quotes based on the lowest price and will evaluate the technical approach and Past Performance of the lowest priced Offeror first. If the lowest priced Offeror is technically acceptable and receives an acceptable rating for Past Performance, that offer represents the best value for the Government and the evaluation process ceases at this point. Award shall be made to that Offeror without further consideration to any other offers.

The Government intends to make award based on the initial quote submissions without conducting interchanges. Therefore, each offer should contain the Offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to hold interchanges if, during the evaluation, it is determined to be in the best interest of the Government.

Interchanges are fluid interaction(s) between the Contracting Officer (CO) and the contractors that may address any aspect of the quote and may or may not be documented in real time.

However, the Government reserves the right to conduct interchanges using Interchange Notices (IN). Offeror responses to INs will be considered in making the order selection decision.

The quote shall address the Offeror’s experience, capabilities and the means quoted to satisfy the requirements stated in the RFQ and attached Statement of Work. The offeror shall provide information to facilitate the Government’s consideration of the evaluation factors defined below.

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Volume I Factor 1 - TECHNICAL APPROACH The offeror shall describe its quoted plan to organize, staff, and manage the contract. The quote will be evaluated on whether the plan addresses and demonstrates an understanding of the requirements listed in the Statement of Work (SOW), including the management of subcontractors, if applicable.

Rating Description

Acceptable Technical approach addresses and demonstrates an understanding of all SOW requirements and, if applicable, subcontractor management.

Unacceptable Technical approach does not address or demonstrate an understanding of all SOW requirements and/or, if applicable, subcontractor management.

Volume II- Factor 2 Past Performance:

The past performance evaluation is an assessment of the offeror’s probability of meeting the minimum past performance solicitation requirements. This assessment is based on the offeror’s record of relevant, recent, and quality past performance information that pertain to the requirement outlined in the solicitation requirements. Recency is considered to be within the last 5 years from the date of the solicitation. Relevant is where the past performance is similar to the requirement, complexity, dollar value, and contract type. Quality is how well the offeror has performed on the past contracts. An overall rating shown below will be applied to each past performance.

Rating Description

Acceptable Personnel meet or exceed the experience, training, and certification requirements outlined in the SOW.

Unacceptable Personnel lack the required experience, training, or certifications.

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

Volume III- Factor 3 Price:

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The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be the Lowest Price Technically Acceptable ("LPTA") to the Government, price and other factors considered.

2.10 PROCESS SCHEDULE

Below is the estimated schedule for the procurement:

Solicitation Release: July 14, 2025

Questions Due from Quoter: July 21, 11:00 AM ET

Government Answers provided back to Quoter: July 24, 2025

Quotes due: August 4, 2025, 11:00 AM ET

Government Source Selection: Week of August 4, 2025

Award: By September 30, 2025

NTP/ Contract Start: Day of Award

2.11 POINTS OF CONTACT

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

Candice Kesselman Contracting Officer ckesselman@fbi.gov

Jamie Melzer Contract Specialist jlmelzer@fbi.gov

2.12 ATTACHMENTS

Attachment / Exhibit Title Attachment 1 Statement of Work (SOW) Attachment 2 SF 1449