SOLICITATION NOTICE
N -- RELOCATION SERVICE, FROM EXISTING FACILTY TO THE NEW FACILITY AT PERAL HARBOR HI
- Notice Date
- 3/24/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 484210
— Used Household and Office Goods Moving
- Contracting Office
- Department of the Navy, Naval Supply Systems Command, FISC Jacksonvile, Pensacola Detachment, N68836 FISC JACKSONVILLE FL Naval Air Station Building 110, 3rd Floor 110 Yorktown Rd Jacksonville, FL
- ZIP Code
- 00000
- Solicitation Number
- N6883609T0102
- Response Due
- 4/9/2009
- Archive Date
- 4/24/2009
- Point of Contact
- VENITA HARMON 904-542-1229
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation ; quotations are being requested and a separate written solicitation will not be issued. Solicitation number N68836-09-T-0102and is issued as a Request for Quotation.This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-26 and Defense Acquisition Circular 91-19. The North American Industry Classification System (NAICS) code is 484210 and the business size standard is 23.5 Fleet Contracting Center, Naval Air Station Jacksonville Fl intends to purchase on a full and open competitive basis the following line items. This procurement is set a side for small business 01.RELOCATION SERVICES ATTACHED S.O.W. STATEMENT OF WORK RELOCATION AND TRANSITION SERVICES OF NAVY ENVIRONMENTAL AND PREVENTIVE MEDICINE UNIT 6 (EPMU-6) FOR EPMU-61215 North Road, Bldg. 1535 PEARL HARBOR, HI 96806 1.0BackgroundMILCON construction of EPMU-6 provides a new facility at Pearl Harbor, Hawaii, to provide state-of-the-art environmental and preventive medicine services for military personnel throughout the Navy Medicine West Area of Responsibility (AOR). EPMU-6 will require a moving contractor to help move from their existing facility (Bldg. 1535, Bldg. 1538, and Bldg. 268, but not limited to) to the new facility (Bldg. 618) at Pearl Harbor, HI. 2.0ObjectiveThis proposal is for the transition and relocation of EPMU-6 to Bldg. 618. Construction drawings will be available to the contractor for review as requested. The construction contract completion date is currently expected on 2 February 2009. The anticipated date for this relocation service is 1 April 2009. 3.0ScopeThis proposal consists of two phases. Phase I is for the movement of furnishings, equipment, and supplies of the various departments within EPMU-6 into their newly assigned spaces in Bldg. 618. This will be a turn-key function. Phase II is for the consolidation, coordination, and physical removal of remaining furniture and equipment to the Defense Reutilization and Marketing Office (DRMO) or other clinics that fall under the command of Naval Health Clinic-Hawaii. This service includes, but is not limited to, the management, labor, and handling of equipment as required for the relocation of EPMU-6. All phases will be awarded at the same time under the same contract. The basis for award is explained in the Qualification of Bidders/Acceptance or Rejection of Bids section. The following will be provided to bidders for review: 1. List of equipment and furniture that will be involved in this contract. 2. A list of departments to include old and new locations. 3. Interior Design blueprints. 4. Proposed Timeline.3.1 Qualification of Bidders/Acceptance or Rejection of Bids: A.To be considered for award of contract, the bidder must have demonstrated to the Government's complete satisfaction that they are fully aware of all facets involved in all phases of relocation and transition. The contractor must have the capability to accomplish the installation and move within the specified time-frames established. The bidder must have a minimum of five (5) years experience with similar health care facility relocation projects. The bidders' main competencies must currently be in the business of performing health facility relocation services and medical equipment installations. The bidders must have the ability to be flexible and able to adapt to schedule changes due to construction delays. The bidder shall have had experience in other clinic moves of comparable size or larger. Bidders will list on their bid form similar equipment installation/relocation jobs they have performed in the last five years. B.There shall be no provisions for additional charges unless such charges are incurred due to circumstances outside the control of the contractor and could not have been forecasted by prudent pre-bid analysis of the project. Any such additional charges must be completely documented by the contractor, then accepted, endorsed and approved by the Government prior to commencement of additional work. C.The Government reserves the right to: 1)make appropriate investigations necessary to assure itself that the bidder is properly qualified to satisfactorily perform the contract; and 2)reject any or all bids at its sole discretion. D.The Government shall be the sole judge as to the acceptability of any bid. 4.0Specific TasksThe contractor will be directly responsible for ensuring the accuracy, timeliness, and completion of all tasks assigned under this contract. Specifically, the contractor will provide: A.The contractor will provide all hardware (for wall hung items), manpower, equipment (dollies, hand-trucks, vans, tools, furniture blankets, boxes, etc.) and related services to accomplish the receiving (truck unloading), delivery, assembly and installation of furnishings and medical equipment as designated by the government. The contractor will collect any warranty cards, operating/maintenance manuals, and any keys that are included in delivery. They will be provided to the Biomedical Engineering Division point of contact from Navy Health Clinic-Hawaii. B.The contractor will be responsible for setting items in their designated rooms, unpacking and assembling all medical equipment and wall-hung diagnostic instruments and furnishings, disposing of all packing materials, and ensuring that the area is neat and clean at the end of each day. The contractor will furnish the dumpster and/or trash compactor if required.C.Prior to delivering or removing equipment, all floors and walls will be protected to avoid gauging and dings to finished surfaces. The contractor will be expected to designate a single individual as its project manager. This project manager will remain on-site at all times and will be responsible for coordinating the activities with EPMU-6 and Navy Medicine West. The contractor will provide all cell phones and communication equipment required for the PM to conduct business in the performance of this contract. The government shall provide by request a workspace for the PM to use to perform the functions of this contract if required.D.The contractor will be responsible for performing safety checks on all pieces of equipment after installation and provide appropriate documentation. The contractor's project manager will need to coordinate the activities very closely with those of the Facilities Management department for the purpose of gas, water, and/or electrical connections.E.The contractor will provide all the necessary labor and material handling equipment required to carry out their responsibilities within the time-frame set by the government. The installation of equipment will be completed per the government-approved schedule to ensure minimal delay of opening the new facility for EPMU-6. F.The U.S. Navy shall designate a project manager from EPMU-6 (primary) and Navy Medicine West (alternate) to coordinate with the contractor. Until obtaining final approval and acceptance of the fully-installed area, the contractor will be responsible for all equipment. The approval will be done on a department-by-department basis. The Contractor/Company selected will have a full-time Project Manager and alternate on site at all times during the installation and moves to prevent any conflicts. Qualifications are listed in the Qualifications of Bidders section. 4.1 Phase I is for the movement/relocation of furnishings, equipment, files, and supplies of EPMU-6 and its respective administrative departments. It is the intent of EPMU-6 to accomplish this move with support from a contractor to expedite the opening of the new facility. There will be no cost to EPMU-6 as a result of schedule changes. EPMU-6 will advise the contractor of the official move start-date 2 weeks in advance of the move. A detailed flexible work schedule will be established jointly by both parties. The contractor will supply boxes, tape, and labeling materials for packing. The contractor will identify where special packaging is needed during the walkthrough or as identified by EPMU-6 personnel. The contractor is responsible for packing and unpacking all common files, supplies, and existing equipment to be relocated. Navy personnel will pack up their personal items in boxes provided by contractor. The contractor will move all boxes, files, professional books, medical equipment and supplies, and all items identified during the walkthrough. The government will coordinate with other equipment vendors to move selected pieces of sensitive environmental and preventive medicine equipment. The contractor will provide assistance in planning the move through meetings with the transition coordinator from EPMU-6 and/or Navy Medicine West. Contractor will provide necessary training and orientation to EPMU-6 personnel involved in move-preparation and moving activities. The contractor will attend transition meetings as often as once a week, commencing immediately after contract award. This will assure coordination with EPMU-6. The contractor will develop a transition plan with a timetable by department subject to approval by the transition coordinator and committee. Relevant facts that bidders should consider when preparing proposals are as follows: A.The contractor will provide hardware (to hang relocated wall hung items) manpower, equipment, tools, packing supplies, tarps, communication equipment (i.e. radios or cellular phones) and all related services for a complete and efficient move of the clinic departments and their furnishings, equipment and supplies from their present location to their new location. Contractor supplied handling equipment will not damage or mark floors. Contractor shall provide protective covering for the floors and wall protection on corners during the transition process to eliminate the possibility of structural damage to both present and new locations. The contractor will be responsible for any damage to either building or equipment during the move. B.The contractor will perform all the services required to move all the property from EPMU-6's present locations to their new locations as directed. These services will include padding, packing, crating as appropriate for the safe transport of the property, unpacking and uncrating as required, placement of property in new location, removal of padding and crating materials from the premises and any other service required to meet the requirements of this contract. C.The contractor will use only weather tight vehicles for transporting all materials. Protective covering will be used to protect the property during loading and unloading operations in the event of inclement weather. D.When disassembly of property is necessary for the safe and efficient transportation, such disassembly and reassembly at new location will be performed by the contractor. The contractor will furnish the appropriate tools to perform the assembly/disassembly. The contractor will be required to ensure that any warranties are not voided during the disassembly/assembly process. E.All medical, electronic, photographic equipment, computers, and similar sensitive and fragile equipment will be moved in padded vans and extraordinary care will be taken in the padding and securing of each piece of such equipment. F.Before moving any item, the contractor will verify that each item is properly labeled. The contractor will only load one department at a time in each van and all vehicles will be unloaded prior to the end of the workday. G.Administrative files and any other records will be packed, transported and placed on the designated shelves by the contractor. The contractor will ensure that records are placed on the filing system in the correct order as directed by the departmental representative and/or the transition coordinator. All common files, supplies, and equipment will be packed and relocated by the contractor. Personal desk items will be packed by the Navy/Civil Service personnel and moved by the contractor.4.1 Phase II is for the consolidation, coordination, and disposition of remaining furniture and equipment from departments that have been vacated into a common area and transported to the Defense Reutilization and Marketing Office (DRMO) or local branch health clinics. The contractor will be responsible for the management, labor, and handling equipment as required for EPMU-6. The contractor will be required to complete all DRMO paperwork. It is the intent of EPMU-6 to accomplish this consolidation with support from a professional contractor with experience in moving/relocating medical equipment and furnishings and the procedures to disposition the items at DRMO. The consolidation of furniture and equipment is expected to take place immediately following Phase I. The Contractor will ensure that vacated spaces are clear of all equipment, furnishings and trash. EPMU-6 or a qualified government representative will conduct a walk-through inspection of the vacated spaces after consolidation to ensure all equipment has been appropriately dispositioned.5.0Deliverables/Delivery Schedule 5.1 Project Management Plan - The contractor will prepare a Project Management Plan (PMP) describing the technical approach, use of organizational resources, and management controls to be employed to meet the requirements of this SOW. The PMP will detail the products, methods for developing the products, allocation of staff and other resources necessary to meet the requirement of the SOW. The Government shall receive the revised PMP in both hard copy and electronic form. Based on the PMP, the HFPPO will provide approval to move forward on activities planned. The contractor will request prior approval on all activities not included in the plan or any modifications to the plan after approval has been given. (draft due with proposal / final due 10 days after award) 5.2 Daily Status / Financial Report - A daily status report will be provided to the government with the following information:.Project status monthly reporting requirements will be described during the initial kick-off meeting. It is expected that these requirements will include, but are not confined or constrained to:.Hours expended during the reporting period by individual.Cumulative hours expended throughout the reporting period by job category.Contract funds expended during the reporting period.The capacity to describe activities of the past month (Summary of work accomplished during the reporting period and percent complete. The description of milestones and deliverables. Any issues or problems impacting project progress along with their ultimate resolution..Schedule of activities planned and estimated hours for the next reporting period and number of remaining hours to complete activities. Additionally, the contractor will be responsible for submitting scheduled periodic reports regarding the status of work initiatives and documentation updates. 5.3 Final Report - The contractor will provide a final report to the HFPPO at the conclusion of the relocation. The report will summarize objectives achieved, significant issues, problems and recommendations to improve the process in the future.5.4 DELIVERABLES/DELIVERY SCHEDULE Unless otherwise specified, the Government shall have a maximum of ten (10) working days from the day the draft deliverable is received to review the document, provide comments back to the contractor, approve or disapprove the deliverable(s). The contractor will also have a maximum of ten (10) working days from the day comments are received to incorporate all changes and submit the final deliverable to the Government. The contractor may assume a deliverable is acceptable if it receives no feedback within this time. All days identified below are intended to be work days unless otherwise specified.6.0 INSPECTION AND ACCEPTANCE CRITERIA Final inspection and acceptance of all work performed, reports and other deliverables will be performed at the place of delivery by a qualified government representative. 6.1 General Acceptance CriteriaGeneral quality measures as set forth below will be applied to each work product received from the contractor under this statement of work..Accuracy Work Products will be accurate in presentation, technical content, and adherence to accepted elements of style..Clarity Work Products will be clear and concise. Any/All diagrams will be easy to understand and be relevant to the supporting narrative..Consistency to Requirements All work products must satisfy the requirements of this statement of work..File Editing All text and diagrammatic files will be editable by the Government..Format - Work Products will be submitted in hard copy (where applicable) and in media mutually agreed upon prior to submission. Hard copy formats will follow any specified Directives or Manuals..Timeliness Work Products will be submitted on or before the due date specified in this statement of work or submitted in accordance with a later scheduled date determined by the Government. 7.0 Government Furnished Equipment (GFE) / Government Furnished Information 7.1 Government Furnished Equipment (GFE): Government Furnished Equipment will not be provided under this contract. 7.2 Government Furnished Information: The contractor shall be furnished current task working papers, project descriptions, program briefing material and other pertinent information, and other documentation or material required to carry out the tasks described hereunder. 8.0 Place of PerformanceThe majority of the work will be performed at the existing EMPU-6 (Bldg. 1535, Bldg. 1538, and Bldg. 268) and the new facility (Bldg. 618). 9.0 Period of Performance: The period of performance for this task is from date of award until EPMU-6 is fully relocated/transitioned into their new facility, Bldg. 618. 10.0 Type of Contract: Firm Fixed Price 11.0 Security: A security clearance is not required in performance of this contract. 11.1 All contractor personnel must abide by EPMU-6 rules and regulations while on the EPMU-6 and Pearl Harbor Navy Base. These rules include no firearms, no smoking or tobacco use in any government building, no food or beverages except in authorized areas, and minimal noise levels. Predetermined breaks and locations will be set by the contractor and EPMU-6 representative. The contractor will provide all information and conform to all security rules and regulations regarding regarding security badges and background security checks. The contractor will also agree to all terms as described on the standard contract issued by the government. 12.0 DATA USE, DISCLOSURE OF INFORMATION AND HANDLING OF SENSITIVE INFORMATIONIn the event that the contractor must access patient/personnel data, the contractor must obtain and maintain DoD Automated Data Personnel Security Requirements Level (I, II or II) in accordance with (DoD 5200.2-R). If access to patient/personnel information is required the contractor will use patient information for their designated project only. This information will not be used to create databases or any other product not intended for use specifically for the project. All patient information related to the project will be destroyed at the conclusion of the tasking. The contractor will maintain, transmit, retain in strictest confidence, and prevent the unauthorized duplication, use, and disclosure of information. The contractor will provide information only to employees, contractors, and subcontractors having a need to know of such information in the performance of their duties for this project. Information made available to the contractor by the Government for the performance or administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer. If public information is provided to the contractor for use in performance or administration of this effort, the contractor, except with the written permission of the Contracting Officer, may not use such information for any other purpose. If the contractor is uncertain about the availability or proposed use of information provided for the performance or administration, the contractor will consult with the COTR regarding use of that information for other purposes. The contractor agrees to assume responsibility for protecting the confidentiality of Government records which are not public information In Accordance With (IAW) HIPAA directives. Each offer or employee of the contractor to whom information may be made available or disclosed will be notified in writing by the contractor that such information may be disclosed only for a purpose and to the extent authorized herein. Performance of this effort may require the contractor to access and use data and information proprietary to a Government agency or Government Contractor which is of such a nature that its dissemination or use, other than in performance of this effort, would be adverse to the interests of the Government and/or others. Contractor and/or contractor personnel will not divulge or release data or information developed or obtained in performance of this effort, until made public by the Government, except to authorize Government personnel or upon written approval of the CO. The contractor will not use, disclose, or reproduce proprietary data that bears a restrictive legend, other than as required in the performance of this effort. Nothing herein will preclude the use of any data independently acquired by the contractor without such limitations or prohibit an agreement at not cost to the Government between the contractor and the data owner that provides for greater rights to the contractor. All data received, processed, evaluated, loaded, and/or created as a result of this delivery order will remain the sole property of the Government unless specific exception is granted by the Contracting Officer. 13.0 INVOICING The Contractor will develop a payment schedule based on deliverables, and will be reviewed by both the COTR and contracting officer. If payment schedule is acceptable to the Government, the contractor will bill once a month. Invoices are to be sent directly to GovWorks for processing (address below). Invoices are forwarded by GovWorks to the Government COTR for acceptance and approval. Invoices will be paid upon approval and acceptance by the Government COTR. Invoices must include, as a minimum, the following information for each individual:NameTime Period CoveredProductive Direct Labor HoursLabor CategoryHourly Rate NOTE: Currently, the Contractor will submit invoices to the Contracting Officer at the address indicated below. The Government reserves the right to enforce electronic invoice submission upon implementation of the GovPay System. 14.0 Other Administrative Considerations:14.1 HOURS OF WORK - Hours of work are flexible but on-site core business hour staffing will cover 8:00 a.m. to 5:00 p.m., Monday through Friday (excluding Federal Holidays). The COTR and the contractor must mutually agree upon all deviations to this schedule not mentioned herein. Work conducted outside these hours will have to be conducted at the contractor's site or may be negotiated by the Project Task Leader with the Contracting Officer Technical Representative. 14.2 Productive Direct Labor HoursThe contractor can only charge the Government for "Productive Direct Labor Hours". "Productive Direct Labor Hours" are defined as those hours expended by contractor personnel in performing work under this Task Order. This does not include sick leave, vacation, Government or contractor holidays, jury duty, military leave, or any other kind of administrative leave. 14.3GOVERNMENT HOLIDAYSThe following Government holidays are normally observed by Government personnel: New Years Day, Martin Luther King's Birthday, Presidential Inauguration Day (metropolitan DC area only), President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, Christmas Day, and any other day designated by Federal Statute, Executive Order, and/or Presidential Proclamation. 14.4CONTRACT MANAGEMENTThe contractor will be responsible for managing and overseeing the activities of all Contractor personnel, as well as subcontractor efforts used in performance of this contract. The contractor's management responsibilities will include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in the statement of work. Resumes submitted for employees assigned to perform under this statement of work will contain documented experience directly applicable to the functions to be performed. Further, these prior work experiences will be specific and of sufficient variety and duration that the employee is able to effectively and efficiently perform the functions assigned. 14.4.1PROJECT MANAGER, CO, AND COTR MEETINGS The contractor's project manager will meet with the COTR as necessary to maintain satisfactory performance and to resolve other issues pertaining to Government/Contractor procedures. At these meetings, a mutual effort will be made to resolve any and all problems identified. Written minutes of these meetings will be prepared by the contractor, signed by the contractor's designated representative, and furnished to the Government within two (2) workdays of the subject meeting. The following provisions and clauses apply: Provision 52.252-1 Solicitation Provisions Incorporated by Reference. This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. (End of Provision) Provision 52.212-1, Instructions to Offers--Commercial; 52.212-2 Evaluation-Commercial items, 52.212-3 offeror representations and certifications- commercial items. Clause 52.212-4, Addendum to FAR 52.212-4: Paragraph (o) Warranty- Add: "additionally, the Government will accept the contractor's commercial warranty." Contract Terms and Conditions--Commercial Items; clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes Or Executive Orders--Commercial Items (to include: 52.222-21 Prohibition of segregated facilities, 52.222-26, Equal Opportunity; 52.222-35, Affirmative Action for Special Disabled and ! Vietnam Era Veterans; 52.222-36, Affirmative Action for Handicapped Workers; 52.222-37, Employment Reports on Special Disabled Veterans and Veterans of the Vietnam Era); Clause 52.232-33, Mandatory information for electronic funds transfer payment; clause 52.219-6 Total small Business setaside, and The following DFARs clauses apply to this acquisition: 252.204-7004 Central Contractor Registration, 252.211-7003 Item Identification and Valuations Jan 2004), (252.212-7001, Contract Terms and Conditions Required to Implement Statutes Applicable to Defense Acquisitions of Commercial Items (including 252.225-7001 Buy American Act and Balance of Payment Program). Registration in the Central Contractor Registration (CCR) Database is a requirement for award go to www.ccr.gov to register. The full text of the Federal Acquisition Regulation (FAR) can be accessed on the internet at www.arnet.gov/far. Parties responding to this solicitation may submit their offer in accordance wi! th their standard commercial practices (e.g. on company letterhead, formal quote form, etc.) but must include the following information: 1) company's complete mailing and remittance addresses, 2) discounts for prompt payment if applicable 3) cage code, 4) Dun & Bradstreet number, 5) Taxpayer ID number. Offerors shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Items with their offer. The Government intends to make a single award to the eligible, responsible offeror whose offer conforms to the solicitation, and is the most advantageous to the Government considering price and price-related factors. This solicitation will be evaluated on the following factors: Technical, and price. Quotations must be received no later than 9:00 a.m. JULY 16, 2008. Quotations must be in writing and may be faxed or mailed to the following. Attn Venita K Harmon, Fleet Contracting Center, FISC JAX BLDG, 191 Naval Station Jacksonville FL 32212. Fax 904-542-1111 Telephone 904-542-1229.
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