SOURCES SOUGHT
J -- Commercial and Industrial FREEZER Repair and Maintenance - Enclosure #1 - Inventory
- Notice Date
- 6/22/2011
- Notice Type
- Sources Sought
- NAICS
- 811310
— Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, Office of Research Facilities/Office of Acquisitions, 13 South St., Room 2E43, MSC 5711, Bethesda, Maryland, 20892-5738
- ZIP Code
- 20892-5738
- Solicitation Number
- RFI-NC-KAT-2012-0001
- Archive Date
- 7/27/2011
- Point of Contact
- Kyle A Turner, Phone: 919-541-5763
- E-Mail Address
-
turnerky@mail.nih.gov
(turnerky@mail.nih.gov)
- Small Business Set-Aside
- N/A
- Description
- Inventory NAIC is 811310. Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance This Sources Sought/RFI is not a Request for Proposals (RFP) and is not to be construed as a commitment by the Government to issue a solicitation or ultimately to award a contract on the basis of this Sources Sought/RFI or otherwise pay for the information requested. Objective: The purpose of this RFI is to determine potential Small Business sources (i.e. SDVOSB, SDB, 8(a) certified, HUBZone, etc) to acquire Industrial/Commercial FREEZER Maintenance Repair Services. The contractor will have frequent contact with the project officer who is responsible for all work accomplished under this contract. Adequately fulfilling the requirements of this contract demands frequent on-site visits by the contractor for the purpose of repair and/or preventive maintenance. The potential contactor may already be servicing the North Carolina or be in close proximity or plan to establish service in the area. The performance location of the NIEHS site: 111 TW Alexander Drive, Research Triangle Park, Durham, North Carolina, 27709. Background: The National Institute of Environmental Health Sciences (NIEHS) is one of 27 Institutes and Centers of the National Institutes of Health (NIH), which is a component of the Department of Health and Human Services (DHHS). The mission of the NIEHS is to reduce the burden of human illness and disability by understanding how the environment influences the development and progression of human disease. To have the greatest impact on preventing disease and improving human health, the NIEHS focuses on basic science, disease-oriented research, global environmental health, and multidisciplinary training for researchers. LOCATION: NIEHS is located on 375 rolling acres of rhododendron, oak and pine in Research Triangle Park (RTP). RTP, a science and technology hub was created by the state of North Carolina between Raleigh, Durham and Chapel Hill. NIEHS' main administrative offices and laboratories are on a large lake. Capability Statement: In order to fulfill this requirement we are requesting capability statements from firms capable of the type of services requested. NAIC is 811310. Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance Draft Statement of Work: National Institute of Environmental Health Sciences, Rall Building, Research Triangle Park, NC 27709 PERFORMANCE WORK STATEMENT GENERAL INFORMATION The Office of Research Facilities (ORF) located at the National Institutes of Environmental Health Sciences (NIEHS) is engaged in a quest to reduce operating costs, while reliably providing equal or better service to our customers. This is a performance-based contract that describes the required outputs and outcomes. Offerors are responsible for determining the level of effort required to accomplish the outputs/outcomes and are encouraged to propose business process improvements that will help ORF achieve the above stated objectives. PERFORMANCE PERIOD The period of performance shall begin On December 1, 2011, and continue for a one-year period with four one-year optional renewal periods. LOCATION OF WORK Work shall be performed at the National Institute of Environmental Health Sciences (NIEHS), at the following locations: NIEHS South Campus 111 Alexander Drive Research Triangle Park, NC 27709 NIEHS Warehouse 627 Distribution Dr. Durham NC 27709 GENERAL REQUIREMENTS 1. Complete mechanical and electrical preventive maintenance, emergency maintenance, including any necessary repair service, shall be provided by the contractor for designated Government-owned environmental chambers, freezers, ultra low freezers, refrigerators and ice makers. The contractor shall adhere to all Federal, State and local requirements. 2. The contractor shall provide emergency maintenance and repair service 24 hours per day 7 days a week as required, and preventive maintenance for all designated Government-owned environmental chambers, freezers, ultra low freezers, refrigerators and ice makers. DEFINITIONS 1. Preventive Maintenance - The systematic and periodic testing and inspection of systems and equipment that will allow detecting and correction of discrepancies that would lead to major repair and/or breakdown. This also includes the cleaning and spot painting of chipped or damaged surfaces and maintaining equipment in a condition as near to the original design configuration, operation, and appearance as normal wear and age will allow. 2. Emergency Maintenance - Response, after notification of a malfunction by designated NIH personnel, the Contractor shall be on site and initiate repairs to the equipment listed herein within 2 hours after the call has been placed by the Project Officer/COTR or designee. The Contractor shall restore equipment to service as soon as possible. SPECIFIC REQUIREMENTS Preventive Maintenance 1. Preventive Maintenance (PM) is a significant and essential portion of Section C of this Solicitation. Contracted equipment is tracked through a computerized maintenance management system. 2. Each piece of equipment that is to be maintained has been tagged with an identification number listed in Enclosure # 1. If this equipment is removed or replaced by the contractor, it shall be the responsibility of the contractor to remove the identification tag and process it to the ORF Contracts Management Section noting when the equipment was removed and if it was replaced with a like item. All information on the new equipment, such as generic name of item, manufacturer, type/model, serial number, etc., must be identified by the contractor such that the ORF Contracts Management Section may update the file. 3. Preventive maintenance shall be performed on all equipment listed on Enclosure #1 to this document and any additional equipment identified by the project officer. Preventive maintenance check sheets have been prepared for all applicable equipment listed. 4. There are several refrigeration items not in the current inventory, there will be a fifteen (15) percent variable plus or minus of refrigeration equipment listed in Enclosure #1. The contractor shall do a complete inventory within the first 90 days of performance and any refrigeration equipment that is found without the equipment tags, shall be tagged and the equipment information and the tag number shall be given to the Project Officer/COTR so it can be put in the computerized maintenance management system. The Government will provide all tags that will be placed on refrigeration equipment. 5. Contractor personnel shall check-in with the ORF Building Operator before beginning any work at other than normal work hours. The ORF Building Engineer is located in the Rall Building, Module B Basement Mechanical Room. 6. The contractor shall remove all trash, discarded parts, dunnage, and other material from areas immediately after completion of Preventive Maintenance or repair. Government-owned dumpsters may be used for disposal of this waste material. The general area shall be left in a clean and orderly condition free of any foreign material caused by the maintenance activities. RELOCATED REFRIGERATION EQUIPMENT The contractor shall inventory and compile information and tag new refrigeration items and equipment that have been relocated throughout the facilities. The contractor shall establish a method of identifying these relocated and newly installed items. This may require performing walk-through inspections of buildings to determine new refrigeration equipment that has been installed or equipment that has been removed or relocated due to renovations or program changes. INSTALL AND MAINTAIN LABLES AND TAGS The contractor shall install or attach labels, on each piece of new refrigeration equipment, and maintain (replace, repair and upgrade) tags on existing equipment. With each new labeling requirement, the contractor will install a bar coded label along with the new property label. All tags and labels shall be attached or installed such that they do not create noise and create optical distractions. They shall be placed such that they are readily accessible for bar code scanning. REMOVAL AND REPLACEMENT OF LABLES AND TAGS 1. The contractor shall remove labels and tags from refrigeration equipment being deleted from the system or as directed by the Project Officer. The contractor shall replace labels and tags that have been damaged, lost or abused to the effect that they are no longer serviceable for the intent. These labels may have been painted over, scarred, or otherwise made unreadable by some means. 2. The government's preventive maintenance program shall include, as a minimum, all the check points established in the checklists for the designated items of equipment. Copies of these checklists will be printed out by the PO/COTR at the beginning of each month. The contractor must complete the PM's three (3) working days before the end of the month. The contractor must inform the COTR/designee upon completion of the PM's on or before the due date. Preventive maintenance instructions (procedures) have been written to accompany the PM check sheet. The contractor shall use these instructions/procedures in performing this task. EMERGENCY MAINTENANCE/REPAIR SERVICES 1. The contractor shall, when notified by designated ORF personnel, provide emergency service within 2 hours, 24 hours a day, including week-ends and holidays. 2. Emergency maintenance and any repairs shall be provided as determined necessary. The equipment to be covered by emergency maintenance are the environmental chambers, freezers, ultra low freezers, refrigerators, ice makers, as listed in Enclosure #1 to this document. 3. In the event the contractor does not respond to an emergency maintenance request by the Government in the time provided in the preceding paragraph, the Government reserves the right to perform the service in-house or solicit and procure the required service from another vendor. The total cost (labor and materials) for the Government or another vendor to perform the required emergency service shall be deducted from the monthly payment due to the contractor. No warning that the response period has expired will be provided. 4. Before beginning any repair work, contractor personnel shall notify the Building Engineer, located in Rall Building, Module B Basement Mechanical Room, either by telephone or in person (telephone number: 541-4894). When work is completed and prior to leaving job site, contractor personnel shall again notify the Building Engineer. 5. The contractor shall be responsible for the repair and/or replacement of all electrical circuits from the downstream side of the final disconnect means and from the final shut-off valve to the equipment for any water supply when needed. 6. The contractor shall repair and/or replace all drain lines leading to floor drains when needed. REPAIR PARTS, COMPONENTS AND CONSUMABLES The contractor will procure all necessary repair parts, components and consumables necessary to support this effort and will submit these costs for reimbursement plus a material handling fee. The preferred problem/correction method is repair in lieu of replacement. Therefore, the contractor shall provide justification for replacement of parts. All requests for reimbursement will be supported by proof of purchase in the form of a detailed invoice or monthly statement. Supporting documentation for the previous month's purchases will be submitted with the monthly service invoice. The contractor will ensure that all repair parts, components, and consumables are purchased in accordance with the government's guidance. All items purchased above the Micro-Purchase threshold ($3,000) are supported with appropriate best value determination documentation, consisting of proof of three quotes and written approval of the PO/COTR or appropriate designee in accordance with government guidance. The contractor will evaluate and make a recommendation on replacement of any piece of equipment when the cost of repair parts, components, and consumables exceed $3,000 for that piece of equipment. Upon approval by the Project Officer/COTR, the contractor shall provide original invoices for all parts with the monthly pay request showing actual costs for the parts used on equipment covered by this contract. The invoices shall be summarized on a spreadsheet submitted with the payment request. Failure to provide the required payment information will result in return of the payment request without action. MANAGEMENT 1. The Contractor shall provide a service report to the Project Officer/COTR upon completion of all repair work. The report shall identify the equipment to be repaired, the location of the equipment, the printed name of the technician making the repair, and the signature of the equipment user verifying that the equipment is repaired and operational. 2. A copy of the signed service report by the initiator of the work order shall be left with the NIEHS official responsible for the equipment under repair. If the contractor is unable to make contact with the initiator return the service work order to the COTR and he will be responsible to get it signed by the initiator. The Contractor shall forward or return a copy of each service report to the Project Officer/COTR immediately upon completion of the service. 3. The contractor shall perform a complete inventory annually of all refrigeration equipment. An excel spreadsheet shall be sent to the Project Officer/COTR so it can be put in the computerized maintenance management system. INSPECTION The contractor shall establish a quality control system covering the equipment stated in this performance work statement (PWS). This system must include a method for identifying deficiencies in the quality of service performed, before the level of service becomes unacceptable, as well as specify the areas to be inspected on a scheduled and unscheduled basis. The contractor shall maintain a history file on all repairs/inspections conducted and must indicate any corrective action taken. The history file shall be the property of the Government and shall be maintained by the contractor and turned over to the Project Officer upon completion of the contract. The history file shall be checked by the Project Officer when payment requests are submitted to ensure timely completion. QUALITY ASSURANCE Five methods of quality assurance evaluation will be used. One or any combination of methods may be used to evaluate the Contractor's performance for any given service requirement. The Government retains all rights provided by the FAR (Federal Acquisition Regulations) clause entitled "Inspection of Services-Fixed Price" and any other inspection clause which may be specified in the contract. The five methods are: 1. Random Sampling: Surveillance based on random sampling is designed to evaluate some part, but not all, of the contract requirement being monitored. This method, based on statistical theory, estimates the Contractor's overall level of performance for a given contract requirement. Using random sampling, any occurrence of a contract requirement is as likely to be evaluated as any other occurrence. Random sampling is based on Officer of Procurement Policy (OFPP) Pamphlet No. 4 (October, 1980). 2. Planned Sampling: Evaluation by planned sampling, like evaluation by random sampling, is designed to inspect some part but not all of the contract requirements being monitored. Specific occurrences of contract requirements that are to be monitored are selected for evaluation prior to their scheduled accomplishment. 3. 100% Inspection: One hundred percent inspection is that evaluation method that requires total, or 100%, inspection of a contract requirement. 4. Validated Complaints: This method is based on customer awareness. Customers monitor the service provided by the Contractor. When there is a case of poor or non-performance, the CO or the COTR is notified. Upon notification, the COTR or designee will investigate the report and, if it is found to be valid, documents it. 5. Unscheduled Inspection: Unscheduled inspection is, as the name implies, impromptu and unannounced on-site evaluation of contract performance by authorized Government personnel as designated by the PO/COTR. SAFETY PRECAUTIONS All systems, either mechanical or electrical, that must be deactivated before servicing, shall be rendered inoperable by whatever disconnect or shut-off means is provided. Each deactivated system shall be properly "tagged-out" to prevent accidental reactivation. The Contractor shall furnish "tag-out" procedures at the start of the performance period. The Government shall be responsible for removing the contents of any equipment and ensuring it is biologically safe. TRAINING AND EXPERIENCE OF KEY CONTRACTOR PERSONNEL The contractor shall provide only trained and qualified journeyman mechanics with appropriate training and experience in inspecting, maintaining and repairing the types of equipment covered by this contract. Journeyman mechanics shall have a minimum of five years field experience on ultra-low freezers, freezers, refrigerators and ice makers. They shall also have knowledge of electronic and electrical controls, and field experience in refrigerant repair work of industrial type systems. Each mechanic shall have a universal certification as required by 40 CFR part 82, Subpart F, and the North Carolina Building Code. SERVICING HOURS 1. Normal servicing shall be provided during NIEHS regular working hours of 8:30 a.m. to 5:00 p.m., Monday through Friday, excluding the Federal holidays (listed below). Martin Luther King's Birthday Labor Day New Year's Day Columbus Day Washington's Birthday Veteran's Day Memorial Day Thanksgiving Day Independence Day Christmas Day 2. In emergency situations, the contractor shall be required, at the discretion of the Project Officer or designated personnel, to perform emergency services without additional cost to the Government. The objective of this RFI is to obtain capabilities statements, based upon the requirements outlined above, from all small businesses interested in this opportunity. Respondents should identify any information they consider to be sensitive or proprietary. Responses will assist the Government in determining whether to set-aside, restrict competition in some way or solicit offers from all responsible sources. All interested businesses are hereby invited to submit a capabilities statement of no more than 10 pages (not including past performance information) to demonstrate their ability to provide the services outlined above. The capabilities statement should be tailored to this request and identify the source(s) capabilities to complete the requirements listed above, including information on key staff experience, a description of experience with similar projects, and present and past performance information. For each reference listed include the name of a contact person, telephone number, e-mail address, type of contract awarded and date. In addition to addressing the requirements listed above respondents must provide information concerning gross revenue, number of employees in company, number of years in existence and primary focus of business. In order for the NIH to assess acquisition strategy and set-aside possibilities, interested parties shall also include a cover letter that includes company name, points of contact, telephone numbers, fax numbers, e-mail addresses, prime or sub-contractor interest, and identifies the company as one or more of the following: 1) small business; 2) 8(a) business; 3) HUBZone small business; 4) small disadvantaged business; 5) woman-owned small business; (6) veteran-owned small business; (7) service-disabled veteran-owned small business. Please note: This Sources Sought/RFI is not a Request for Proposals (RFP) and is not to be construed as a commitment by the Government to issue a solicitation or ultimately to award a contract on the basis of this Sources Sought/RFI or otherwise pay for the information requested. Response to the request will not serve as proposals, bids, or offers, which could be accepted by the Government to form a binding contract. Address responses to: All responses to this Sources Sought/RFI must be received by 4:00 P.M. EST on July 12, 2011 Point of Contact: Kyle A. Turner, Contracting Officer, turnerky@mail.nih.gov.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/NIH/ORS/RFI-NC-KAT-2012-0001/listing.html)
- Place of Performance
- Address: National Institute of Environmental Health Sciences, 111 T.W. ALEXANDER DRIVE, DURHAM, NC, Research Triangle Park, North Carolina, 27709, United States
- Zip Code: 27709
- Zip Code: 27709
- Record
- SN02479907-W 20110624/110622235421-ad6938cbe28d627a6a50b6db53dd4e56 (fbodaily.com)
- Source
-
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