FCI GILMER - ASPHALT REPAIR SERVICES

Form / Attachment / Pricing Sheet

This document provides information regarding an on-site visit for potential offerors. The visit is scheduled for Tuesday, May 19th at 9:00 AM and will take place at the Powerhouse within the Facilities Department at 201 FCI Lane, Glenville, WV 26351.

• Date and Time: Tuesday, May 19th at 9:00 AM
• Location: Powerhouse, Facilities Department, 201 FCI Lane, Glenville, WV 26351
• Purpose of Site Visit: To explain the work needed, including unique circumstances and requirements of a correctional setting.
• Questions Contact: Amanda Young, General Foreman (304-626-2500 x 2598, A9Young@bop.gov)
• Important Note: The site visit is for informational purposes only and will not be considered a change to the solicitation unless a formal amendment is issued by the Contracting Officer. No offers will be accepted during the site visit.

This document is crucial for bidders to understand the logistics and purpose of an upcoming site visit. It provides the date, time, and location for attendance, contact information for questions, and clarifies that the visit is informational and not a venue for submitting offers or receiving solicitation changes.

Form / Attachment / Pricing Sheet

This document is a drawing titled "Updated Repaving Area Drawing.pdf". It appears to be a site plan or architectural drawing related to a Federal Bureau of Prisons facility, specifically the "Bell Justice Facilities".

The drawing displays various site features including buildings labeled "ADMINISTRATION", "HOUSING", "GARAGE", "FOOD SERVICE", "FEDERAL SERVICE", and "VISITOR". It also shows roads, parking areas, landscaping, and contour lines indicating terrain. Specific areas are highlighted or delineated, likely indicating zones for repaving or other site work.

This drawing is crucial for bidders to understand the physical layout and specific areas of work related to the opportunity. It provides visual context for any repaving or construction tasks, detailing the locations, dimensions, and surrounding infrastructure that may impact the scope of work, planning, and execution.

Statement of Work (SOW) / Performance Work Statement (PWS)

To repair an asphalt parking lot at the Federal Correction Institution (FCI) Gilmer, located at 201 FCI Lane Glenville WV 26351.

• Remove and repair damaged sections of the asphalt parking lot in front of the Utilities Building and Warehouse areas.

• Grind and re-surface the project area with a minimum 1-1/2” topcoat of asphalt.

• Re-stripe parking areas in front of the Powerhouse building.

• The parking lot was damaged in 2024 by a watermain break and also has damage in front of the Warehouse.

• Contractor is responsible for obtaining any necessary permits.

• Work must be completed within six (6) months after award of the contract.

• Services and materials must be consistent with current industry standards and American Association of State Highway and Transportation Officials (AASHTO).

• Contractor must ensure the premises are kept clean and free from waste materials and rubbish daily.

• All debris, scrap, and rubbish must be removed from the job site upon conclusion and acceptance of the project, in accordance with Federal, State, and local laws.

• Location: FCI Gilmer, Glenville WV 26351.

• Duration: Six (6) months after contract award.

• Work Hours: 7:30 am to 3:30 pm, Monday - Friday, excluding weekends and federal holidays. Off-hours work requires written approval.

• Contractor Security: Contractors must be aware of and comply with institutional working hours and conditions. Plan for potential delays due to security screening, inmate movements, or institutional emergencies. In case of emergency, work must be secured, and personnel escorted out.

• Utilities: FBOP will provide minimal electricity (120V), restroom services, and water. Contractor provides all other supplies and materials.

• Deliveries: Construction materials/equipment deliveries accepted between 7:30 a.m. and 2:00 p.m., Monday through Friday. Contractor or representative must be present to accept deliveries. BOP staff will not sign for deliveries. Contractor responsible for loading/unloading.

• Storage: Materials/tools stored in a designated area agreed upon by COR and contractor. Contractor may need to provide a securable storage container (e.g., Job Box) with a dual-lock system (contractor and institution locks).

• Safety: All contractors and employees must wear required Personal Protective Equipment (PPE) at all times.

• Submittals: Written submittals for recommended equipment, Material Safety Data Sheets (MSDS) for all materials, and an Installation Certification are required.

• Documentation: BOP staff will use a digital camera to document project work; contractor may request copies.

Solicitation / RFP / RFQ

This solicitation is for a single award to a responsible entity for the repair of an asphalt parking lot. The scope includes providing all necessary equipment, labor, materials, engineering, and incidentals. The contractor is responsible for obtaining any required permits.

• Repair of an asphalt parking lot.

• Provision of all necessary equipment, labor, materials, engineering, and incidentals.

• Contractor must obtain necessary permits.

• Contract Type: Firm Fixed Price.

• Period of Performance: Not explicitly stated, but implied to be for the duration of the repair work.

• Estimated Value: The magnitude of the project is estimated to be between $100,000.00 and $250,000.00.

• Offer Due Date: 05/26/2026 at 12:00 ET.

• Evaluation Criteria: Decision will be based on Best Value to the Government.

• Submission Instructions: Offers must be submitted by the due date and time specified. Key information required includes solicitation number, offeror's name/address/phone, Unique Entity Identifier (UEI), and a statement of agreement with terms and conditions.

• The acquisition is set aside for Small Business (100.00%).

• NAICS Code: 238990 (Other Building Equipment Contractors).

• Offerors are urged to inspect the site where services are to be performed. Failure to inspect the site will not be grounds for a claim after contract award.

• Site visit details are available via a cover letter (not provided in this document).

• The solicitation includes numerous FAR and DFARS clauses, including those related to contract terms, conditions, and deviations.

Solicitation / RFP / RFQ

This solicitation is a Request for Quotation (RFQ) for Asphalt Repair Services. The government is procuring these services and requires bidders to provide exact measurements and components, including estimated shipping and delivery lead times.

• Bidders must ensure their registration in the System for Award Management (SAM.gov) is active and up-to-date.

• Standard Form (SF) 1449 (Solicitation/Contract/Order for Commercial Items) must be completed, including specific blocks (17a, 20, 30a, 30b, 30c).

• Quote sheets must include the offeror's name and UEI number in the header section.

• Email address and UEI number must be included in block 20 of SF1449.

• Original signatures are required on submitted quotes.

• The contract type is not explicitly stated, but it is an RFQ for commercial items.

• Submission Deadline: May 26, 2026, no later than 12:00 p.m.

• Submission Method: Quotations must be submitted via email to J2Hutchison@bop.gov. Faxed or hand-carried quotes will not be accepted.

• Evaluation Criteria: Award will be made to responsive/responsible vendor(s) whose offer conforms to the solicitation and provides the best value to the Government. Past performance will be considered approximately equal in value to price. All requirements must be satisfied in terms of quantity, delivery dates, specifications, packaging, labeling, and invoicing procedures.

• No specific set-aside or eligibility requirements are mentioned beyond SAM.gov registration.

• Quotes received after the deadline will be processed per Federal Acquisition Regulation 52.212-1(f).

• Past performance issues (poor performance, late delivery, unmet specifications) will be noted and may be shared across Bureau of Prison facilities.