sam.gov RFQ.pdf

REQUEST FOR QUOTATION (RFQ)

NIH Division of Police Uniform Supply, Alteration, and Support Services RFQ Number: NIH-RFQ-26-PCA-ORS-05623 Date Issued/Open Date: September 17, 2026 Date/Time Quotes Due/Close Date: September 23, 2026, by 11:00 AM Eastern Time Set-Aside: Total Small Business Set-Aside Contract Type: Open-Market Acquisition NAICS Code: 315210 – Cut and Sew Apparel Contractors PSC: R499 – Support- Professional: Other

1. Issuing Office Department of Health and Human Services National Institutes of Health (NIH) Office of Research Services (ORS) Division of Police (DP)

2. Primary and Secondary Points of Contact Primary Contact:

Linda Smith Email: linda.smith2@nih.gov

Secondary Contact:

Danielle Tines Email: danielle.tines@nih.gov

All questions regarding this RFQ shall be submitted in writing via email to the Primary Contact, with a copy to the Secondary Contact. Telephone inquiries will not be accepted.

3. Description This is a Request for Quotation (RFQ) for an open-market acquisition being posted on SAM.gov. This requirement is being solicited as a Total Small Business Set-Aside.

The National Institutes of Health (NIH), Office of Research Services (ORS), Division of Police (DP), requires a contractor to provide Uniform Supply, Alteration, and Support Services for NIH Division of Police personnel.

The contractor shall provide all labor, materials, equipment, transportation, tailoring, fitting, inventory support, and administrative services necessary to furnish law enforcement uniforms and related items in accordance with the attached Statement of Work (SOW).

This acquisition is conducted in accordance with applicable Federal Acquisition Regulation (FAR) requirements for commercial products and commercial services, as applicable.

4. Type of Contract The Government intends to award a single Firm-Fixed-Price contract resulting from this RFQ.

The resulting contract will include all applicable terms and conditions set forth in this solicitation and any resulting award. In addition, FAR 52.217-8, Option to Extend Services, and FAR 52.217-9, Option to Extend the Term of the Contract, shall apply to the resulting contract.

5. Period of Performance The anticipated period of performance is:

• Base Year: September 30, 2026 through September 29, 2027

• Option Year 1: September 30, 2027 through September 29, 2028

• Option Year 2: September 30, 2028 through September 29, 2029

• Option Year 3: September 30, 2029 through September 29, 2030

• Option Year 4: September 30, 2030 through September 29, 2031

The resulting contract will include FAR 52.217-8, Option to Extend Services, and FAR 52.217-9, Option to Extend the Term of the Contract.

6. Place of Performance National Institutes of Health Office of Research Services Division of Police 31 Center Drive Bethesda, Maryland 20892

Contractor personnel may be required to perform on-site services, including measurements, fittings, deliveries, and related support, at NIH facilities as directed by the Government.

7. Set-Aside and Eligibility This RFQ is issued as a Total Small Business Set-Aside. Only offerors that qualify as a small business under NAICS Code 315210 are eligible to submit a quotation.

By submission of a quotation, the offeror represents that it is an eligible small business concern for this requirement and is registered in the System for Award Management (SAM) at the time required by applicable regulation.

8. Applicable Clauses, Provisions, and Terms This acquisition is being conducted as an open-market procurement under applicable provisions of the FAR, including FAR Part 12 and FAR Part 13, as applicable to the final solicitation and award approach, for commercial products and commercial services.

The resulting contract will include all applicable solicitation provisions, contract clauses, and agency-specific terms and conditions. The resulting contract will also include FAR 52.217-8, Option to Extend Services, and FAR 52.217-9, Option to Extend the Term of the Contract, in accordance with their terms.

Additional agency-specific terms and conditions may be included in the resulting contract, as applicable.

9. Requirement The contractor shall provide comprehensive uniform supply, alteration, fitting, delivery, and support services for NIH Division of Police personnel in accordance with the attached Statement of Work.

The requirement includes, but is not limited to:

• Uniform supply and inventory management

• Alterations and tailoring services

• On-site measurements and fittings

• Delivery and outfitting of personnel

• Replacement and reordering support

• Sewing/attachment of patches, insignia, and buttons

• Ready-to-wear uniform delivery

• Footwear and related uniform accessories

• Body armor and related law enforcement apparel/equipment support

Performance requirements include:

• Ready-to-wear uniforms within 24 hours when no alterations are required

• Altered uniforms within 72 hours

• New officer outfitting within 72 hours

• Body armor turnaround generally within 60 days or less, depending on manufacturer/brand

The full requirement is set forth in the attached Statement of Work.

10. Instructions to Offerors

10.1 General Instructions

Offerors shall submit a complete quotation in accordance with this RFQ. The Government intends to evaluate quotations and make award without exchanges; therefore, the initial quotation should contain the offeror’s best terms from both a technical and price standpoint.

Quotations shall be submitted electronically via SAM.gov instructions and/or email, if authorized in the final posting instructions, no later than the date and time specified in this

RFQ.

Late submissions may not be considered.

10.2 Questions

Questions regarding this RFQ shall be submitted in writing by September 21, 2026, at 11:00 AM Eastern Time to:

• Linda Smith, linda.smith2@nih.gov

• Danielle Tines, danielle.tines@nih.gov

The Government reserves the right to respond to questions through an amendment to the RFQ, if necessary.

10.3 Quotation Format

Quotations shall be organized into the following volumes:

• Volume I – Technical Quote

• Volume II – Past Performance

• Volume III – Price Quote

Offerors shall clearly identify the RFQ number on all submitted documents.

11. Quotation Submission Requirements

Volume I – Technical Quote

The Technical Quote shall demonstrate the offeror’s understanding of the requirement and capability to successfully perform the work. At a minimum, the technical quote shall address:

1. Uniform issuance and fitting procedures

2. Inventory management and accountability methods

3. Procedures for alterations, tailoring, repair, replacement, and delivery

4. Turnaround times for routine and urgent requests

5. Quality control measures

6. Customer service procedures

7. Approach for onboarding new personnel and replacing separated personnel items

8. Methods for ensuring continuity of service throughout the contract period

9. Capability to provide on-site measurements, fittings, and deliveries

10. Capability to support required uniform items and related accessories

The technical quote shall also identify any proposed subcontractors and describe their role, if applicable.

Volume II – Past Performance The offeror shall provide up to three examples of recent and relevant contracts performed within the last five years that are similar in scope, size, and complexity to this requirement.

For each reference, provide:

• Contract number

• Customer/agency name

• Description of work performed

• Period of performance

• Dollar value

• Customer point of contact, including email and phone number

The Government may use information obtained from the quotation, CPARS, and other available sources.

Volume III – Price Quote The Price Quote shall include all pricing necessary to perform the requirement, including labor, materials, transportation, fittings, alterations, insignia application, delivery, administrative costs, overhead, and profit.

The offeror shall provide pricing for:

• Base Year

• Option Year 1

• Option Year 2

• Option Year 3

• Option Year 4

The offeror shall also provide any assumptions used in developing its pricing.

Pricing shall be submitted in a format that clearly identifies all proposed fixed prices.

12. Basis for Award The Government intends to award a single Firm-Fixed-Price contract to the responsible offeror whose quotation represents the best value to the Government.

Award will be based on the following evaluation factors:

1. Technical Approach

2. Past Performance

3. Price

Technical Approach and Past Performance, when combined, are more important than Price.

As quotations become more equal in non-price factors, Price will become increasingly important in the award decision.

The Government may select a quotation other than the lowest-priced quotation if the additional value provided by a higher-rated quotation is determined to be worth the additional cost and represents the best overall value to the Government.

The Government reserves the right to make award without exchanges.

13. Evaluation Factors

Factor 1 – Technical Approach The Government will evaluate the offeror’s understanding of the requirement and its ability to provide comprehensive police uniform services. The evaluation will consider:

• Uniform issuance and fitting procedures

• Inventory management and accountability methods

• Procedures for alterations, tailoring, repair, replacement, and delivery

• Turnaround times for routine and emergency requests

• Quality control measures

• Customer service procedures

• Ability to support onboarding of new employees and replacement of separated personnel

• Methods for ensuring continuity of service throughout the contract period

Factor 2 – Past Performance The Government will evaluate the quality and relevance of the offeror’s recent past performance on contracts similar in scope, size, and complexity.

The Government may consider:

• Federal, state, local, or commercial uniform service contracts

• Timeliness of service delivery

• Quality of workmanship

• Responsiveness to customer requests

• Contract compliance

• Customer satisfaction

Factor 3 – Price The Government will evaluate pricing for completeness, reasonableness, and balance.

14. Security and Access Requirements Contractor personnel requiring access to NIH facilities shall comply with all applicable NIH security policies, access procedures, and facility requirements. Access to Government facilities shall be limited to that necessary for performance of the contract.

15. Contract Administration Only authorized Government personnel may place orders or approve requirements under the resulting contract. The contractor shall not accept or fulfill unauthorized requests without Government approval.

The contractor shall coordinate with the designated Contracting Officer’s Representative (COR) and other authorized personnel regarding deliveries, fittings, measurements, and related support.

The resulting contract shall be subject to the terms and conditions of this solicitation and the awarded contract.

16. Attachments The following documents are attached to this RFQ:

1. Statement of Work (SOW) – NIH Division of Police Uniform Supply, Alteration, and Support Services

17. Notice to Offerors By submitting a quotation, the offeror acknowledges that:

• It qualifies as a small business under the assigned NAICS code;

• It is responsible for ensuring that all quoted items and services are within the scope of this solicitation;

• It is registered in SAM as required by applicable regulation; and

• FAR 52.217-8, Option to Extend Services, and FAR 52.217-9, Option to Extend the Term of the Contract, shall apply to the resulting contract.

Attachment 1 – Statement of Work

STATEMENT OF WORK (SOW)

NIH - Office of Research Services - Division of Police

Uniform Supply, Alteration and Support Services

Background Information This position is located within the NIH Division of Police (DP), Office of Research Services (ORS), National Institutes of Health (NIH), Department of Health and Human Services (DHHS). NIH is the primary federal agency responsible for conducting and supporting medical and behavioral research. NIH operates more than 75 buildings across a 300-acre campus in Bethesda, Maryland, and employs over 18,000 personnel. The Office of Research Services (ORS) provides critical operational support services to NIH, including security and safety functions.

The NIH Division of Police is responsible for protecting NIH personnel, visitors, facilities, and research assets. To fulfill this mission, DP requires properly fitted, high-quality uniforms and related items that support operational readiness, professionalism, and compliance with applicable Union Agreements. As part of this requirement, DP shall obtain uniform supply, alteration, and support services under this contract.

Purpose/Objectives The purpose of this SOW is to establish a comprehensive, mission-critical uniform service that ensures the consistent availability, maintenance, and professional presentation of uniforms and related items worn by NIH DP personnel. This requirement is essential to sustaining a disciplined and professional law enforcement presence within a highly sensitive federal research environment, where uniform standards directly impact public trust, officer safety, and operational effectiveness. The objective is to ensure all uniforms are properly maintained, serviceable, and presented in accordance with established departmental standards, supporting both functionality and appearance.

Organization/Place of Performance NIH - Office of Research Services - Division of Police 9000 Rockville Pike Bethesda, MD 20892

Scope of Work The Contractor shall provide all labor, materials, equipment, and management necessary to furnish, alter, and deliver law enforcement uniforms and related items for NIH Division of Police personnel.

Services shall include, but are not limited to:

• Uniform supply and inventory management

• Alterations and tailoring services (off site)

• On/off-site measurement services (ballistic vest)

• Delivery and outfitting of personnel

• Replacement and reordering support

The Contractor shall maintain sufficient inventory to support immediate and ongoing operational needs.

Requirements

Uniform Availability & Outfitting

• The Contractor shall deliver ordered uniforms and equipment within 72 hours of initial request, except body armor, which must be constructed and provided within 60 days or less depending on brand/manufacturer.

• The Contractor shall maintain sufficient stock inventory to support immediate sizing and issue.

• Uniforms shall be available in a full range of sizes to accommodate all personnel.

Alterations

• All required alterations shall be completed within 72 hours of order placement.

• Contractor shall ensure all garments are properly fitted and professionally finished.

• Alterations include hemming, tapering, resizing, and adjustments as required.

Ordering Procedures

• The Contractor shall provide a web-based portal to enable users to create orders that are routed for supervisor and/or administrative approval. Once approved, orders will be automatically submitted. This solution shall reduce manual processing and minimize delays.

• The Contractor shall only accept orders from designated personnel identified by the Government.

• Unauthorized requests shall not be fulfilled without FAC-COR approval.

Uniform Preparation All new uniforms shall be delivered ready to wear.

The Contractor shall sew on all required:

• Shoulder patches

• Buttons

• Insignia at no additional cost when associated with new uniform purchases.

Required Items The Contractor shall provide uniforms and related items, including but not limited to:

Uniform Components

• BDU pants and shirts (Navy Blue/Khaki)

• Dress pants (Trousers)

• Long sleeve and short sleeve shirts

• Polo shirts (navy, tan, white, light blue, red)

• T-shirts (training/duty; navy blue, white, dry cool shirt, moisture-wicking material, tactical combat style for wear under body armor)

• Sweaters (Commando V Neck, fleece zipper front)

• Jackets (standard and Special Response Team (SRT))

• Ties (navy black – short, long, and extra long with permanent knots and buttonholes to keep the tie straight)

• Turtleneck (blue, long sleeve uniform with embroidery NIH PD badge)

• Body armor

• Dress Uniform (Class A) and shirt/tie

• Bicycle patrol shorts, pants, gloves, helmets, high-visibility long and short sleeve shirts, high-visibility jackets

Outerwear & Headgear

• Baseball caps

• Winter hats

• Jackets and outerwear (e.g., 5.11 Tactical 4-in-1 patrol jacket with removable fleece liner, 5.11 Tactical Double Duty Water Resistant jacket)

• Coats (Class A Dress Coat, Raincoats)

• Rain hat cover (black, reversible, waterproof)

• Traffic vests

• Name plates (Velcro/Gold plated)

• Insignia

• Police patches

• Caps Blue Classic style Thinsulate watch cap, soft acrylic

• Hat – Trooper Navy – faux fur trimmed ear flaps and quilted lining, front eyelet to add a hat badge

• Hats – Blue – round top, polyester construction, front eyelet to add a hat badge, Coolmax liner

Footwear & Accessories

• Boots

• Shoes (black, leather, hi-gloss, classic Oxford)

• Gloves (glove pouch)

• Belts (Duty, trouser, buckle-less inner trouser belt; Velcro)

Services

• Alterations

• Sizing and fitting

Other

• Handcuffs

• Handcuff key

• Handcuff case (molle option)

• Belt keepers

• Flashlights (flashlight holder molle option)

• Whistles

• Patrol bags

• Helmets

• SkinTac vest

• Expandable baton and holder (molle option)

• Administrative and duty holsters, including concealment and thigh holsters and associated mounting materials

• Key ring holder

• Tie clips

• Oleoresin Capsicum (OC) holders

• Double magazine holder (molle option)

• Radio holder (molle option)

• Rifle magazine holder (molle option)

• Pancake holsters - black leather - right- and left-handed, thigh holsters, holsters that fit current DP continue

Continuing the revised SOW:

• Pancake holsters - black leather - right- and left-handed, thigh holsters, holsters that fit current DP weapons or equal approved items

The Contractor shall make every effort to furnish any additional items required to support DP uniform requirements, as determined by and in accordance with the needs of the Division.

Deliverables The Contractor shall provide:

1. A complete list of materials and fabrics used in uniform production

2. A wide variety of footwear options to meet operational needs

3. Ready-to-wear uniforms within 24 hours (when no alterations are required)

4. Direct embroidery of badge patch on at least polo shirts and baseball hats

5. Altered uniforms within 72 hours

6. On-site services, including:

o Measurements o Fittings o Deliveries

Performance Requirements

Quality Control The Contractor shall:

• Ensure all materials and workmanship meet professional law enforcement standards

• Provide trained personnel and appropriate facilities

• Ensure all garments are free of defects and properly constructed

Satisfaction Guarantee

• The Contractor shall correct any deficiencies at no additional cost

• Damaged garments shall be:

o Repaired, or o Replaced with equivalent value items

Turnaround Standards

Service Required Timeframe New uniform (no alterations) 24 hours Altered uniform 72 hours New officer outfitting 72 hours Body armor 60 days or less, depending on manufacturer/brand Failure to meet these timelines may be subject to performance review and corrective action.

Period of Performance

• Base Period: September 30, 2026 through September 29, 2027

• Option Period 1: September 30, 2027 through September 29, 2028

• Option Period 2: September 30, 2028 through September 29, 2029

• Option Period 3: September 30, 2029 through September 29, 2030

• Option Period 4: September 30, 2030 through September 29, 2031

Holidays and Inclement Weather Services are not required on federal holidays or during Government closures.

In such cases:

• Services shall resume on the next business day

• The Contractor shall coordinate adjusted delivery schedules accordingly

Federal holidays are defined under 5 U.S.C. § 6103(a).

Government-Furnished Information The Government will provide:

• Authorized ordering personnel

• Delivery locations

• Operational requirements

Contract Administration

• The Contracting Officer (CO) has sole authority to modify the contract

• The Contracting Officer’s Representative (COR) is responsible for oversight