Vibration Analysis & Ultrasound Testing

Solicitation / RFP / RFQ

This document is a solicitation (Request for Proposal - RFP) for Vibration and Ultrasound Analysis services. The Federal Bureau of Investigation (FBI) is seeking these services.

• The primary service is "Vibration and Ultrasound Analysis" (PSC: Z1JZ).

• The solicitation also includes "Emergency Repair Services; Hourly Rate for Emergency Repair Services" (PSC: Z1JZ) as a potential requirement.

• The contract type is Firm Fixed Price.

• The period of performance includes a base period and several unexercised option periods:

  • Base Period: 05/01/2026 - 04/30/2027
  • Option 1: 05/01/2027 - 04/30/2028
  • Option 2: 05/01/2028 - 04/30/2029
  • Option 3: 05/01/2029 - 04/30/2030
  • Option 4: 05/01/2030 - 04/30/2031

• The North American Industry Classification Standard (NAICS) code is 541330, with a size standard of $25,500,000.00.

• The offer due date is April 21, 2026, at 05:00 ET.

• Proposals will be evaluated using the Lowest Price Technically Acceptable (LPTA) process.

• Evaluation factors include Technical (Approach, Past Performance, Schedule) and Price.

• Technical proposals must be clear, concise, and demonstrate understanding of requirements.

• Past performance should include experience executing Vibration Analysis on similar systems.

• The submission format requires a Cover Letter (max 2 pages) and a Technical Proposal (max 15 pages).

• Volume II, Price, should be submitted using Section 1 – Commodity or Services Schedule.

• The solicitation is set aside 100.00% for Small Business.

• The solicitation incorporates FAR clauses by reference, including FAR 52.212-1, 52.212-3, and 52.212-4.

• Specific FBI clauses related to security, financial disclosure, electronic invoicing, and public release of information are included.

• Offerors must be registered in the System for Award Management (SAM).

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

To provide Vibration and Ultrasound Analysis for the Heating, Ventilation, and Air Conditioning (HVAC) Systems for the Federal Bureau of Investigation (FBI) CJIS Division in Clarksburg, WV.

• The contract is for a Five (5) Year period (1 Base Year with Four (4) – 1 Year Options).

• Services include semi-annual Vibration Analysis and Ultrasound Analysis of HVAC systems and pneumatic (compressed air) systems.

• Vibration Analysis will be performed on pumps and exhaust fans in Buildings 0001, 0002, 0003, 0005, & 0009.

• Ultrasound Analysis will be performed on pneumatic systems in Buildings 0001A, 0002, 0003, & 0005.

• The analysis aims to detect anomalies and equipment failures early to prevent major failures and reduce system downtime and energy consumption.

• A database will be built and maintained by the contractor to track trends.

• Reports will detail anomalies, recommended corrective actions prioritized by severity, and include data and readings.

• Spreadsheets need to show a continuous data stream for trending purposes.

• Period of Performance: 5/1/2026 - 4/30/2031 (including base year and four option years).

• Place of Performance: FBI CJIS Division, 1000 Custer Hollow Road, Clarksburg, WV 26306.

• Personnel: Requires a Certified Vibration Analysis Technician.

• Personnel Availability: Normal workday is 7:00 a.m. to 3:30 p.m., Monday through Friday. Work is not to interrupt operations. No work on Saturdays, Sundays, or Holidays unless requested.

• Safety and Environmental: Contractor must follow all federal, state, and local regulations (OSHA, EPA, WV DEP), and FBI policies. This includes providing protection for CJIS employees, following Lock-Out Tag-Out procedures, and using appropriate Personal Protective Equipment (PPE).

• Clearance Requirement: Personnel require access approval and/or security clearance granted by the FBI Security Programs Manager (SPM). This involves background investigations, potential interviews, and possibly polygraph examinations. Non-U.S. citizens are not permitted for positions involving access to DOJ IT systems. Specific residency and work history requirements apply.

• IT Security: Strict requirements for virus scanning of hardware/software, use of FBI-approved software, no personal equipment for processing FBI information, and proper handling/sanitization of electronic storage media. All FBI information is considered sensitive.

• Government Furnished Equipment (GFE): Contractor must maintain an automated inventory of GFE, label all GFE as FBI property, and provide original delivery documents. GFE must be returned to the FBI within 30 days of no longer being serviceable. Notification is required for GFE movement between sites and prior to delivery/return to the FBI.

• Travel and Other Direct Costs (ODCs): Travel requires CO authorization. ODCs are not authorized without prior CO approval.

Solicitation / RFP / RFQ

This document provides instructions for offerors responding to a solicitation from the Federal Bureau of Investigation (FBI), U.S. Department of Justice. It outlines the requirements for proposal submission and the evaluation criteria.

Proposals must be clear, concise, and demonstrate the offeror's understanding of the requirements and their approach to meeting them. The Technical Proposal must include:

• Technical Approach

• Past Performance (specifically on Vibration Analysis for similar systems)

• Schedule (demonstrating ability to perform Vibration Analysis and Evaluation semi-annually)

• The contract type is not explicitly stated, but the evaluation method (Lowest Price Technically Acceptable) suggests a firm-fixed-price contract.

• Submission Format: Proposals must include a Cover Letter and a Technical Volume. Hyperlinks are prohibited. Specific page limits apply to each volume.

• Cover Letter: Must be no more than two pages and include RFP number, company name/address, CAGE code/UEI, POC information, summary of volumes, and acknowledgement of amendments.

• Evaluation Criteria: The acquisition will use a Lowest Price Technically Acceptable (LPTA) process. Proposals will be evaluated on:

  • Factor 1: Technical: Rated "Acceptable" or "Unacceptable" based on meeting minimum requirements. All elements must be acceptable.
  • Factor 2: Price: Evaluated for fairness and reasonableness. No trade-offs between cost/price and non-cost/price elements.

• Key Deadlines: Not explicitly stated in this document, but offerors should refer to the main solicitation for due dates.

Not specified in this document.

• The FBI will base its evaluation on the information presented in the proposal.
• Past performance information may be reviewed from various sources, including PPIRS, FAPPIIS, and SAM.
• Volume II, Price, may be submitted using Section 1 – Commodity or Services Schedule.

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

To establish a contract for Vibration and Ultrasound Analysis of the Heating, Ventilation, and Air Conditioning (HVAC) Systems for the FBI CJIS Division.

• Provide semi-annual Vibration Analysis and Evaluation for mechanical systems in Buildings 0001, 0002, 0003, 0005, & 0009.

• Provide semi-annual Ultrasound Analysis inspection for pneumatic (compressed air) systems in Buildings 0001A, 0002, 0003, & 0005.

• The analysis aims to detect anomalies, predict failures, and reduce energy consumption.

• Reports/logs are to be provided bi-annually.

• Reports must include a cover sheet, summary, action items, legend, log of tested items, and pictures of issues.

• Findings should include corrective actions and cost estimates for repairs.

• A database tracking trends and changes in equipment performance is to be maintained.

• Contract Period: Five (5) years (1 Base Year with Four (4) – 1 Year Options).

• Base Period: 6/1/2026 - 5/31/2027

• Option Periods: 6/1/2027 - 5/31/2031

• Place of Performance: FBI CJIS Division, 1000 Custer Hollow Road, Clarksburg, WV 26306.

• Requires a Certified Vibration Analysis Technician.

• Contractor must adhere to all federal, state, and local safety, environmental, and FBI regulations.

• Personnel require appropriate security clearance and access approval from the FBI Security Programs Manager.

• Specific forms and procedures are required for personnel access, including background investigations and potential polygraph examinations.

• Strict IT security requirements must be followed, including virus scanning, software compliance, and handling of FBI data and equipment.

• Contractor must maintain an inventory of Government Furnished Equipment (GFE) and follow procedures for its use, return, and notification of movement.

• Other Direct Costs (ODCs) are not authorized without prior CO approval.