Southeast Regional Office, BOP, Bldg. 2000, 3800 Camp Creek Parkway, SW, Atlanta, GA 30331-5099

J -- ELEVATOR MAINTENANCE SERVICES SOL RFQ 413-0007-0 DUE 112299 POC Rebecca Canfield, Contract Specialist, (678) 686-1413, FAX (678) 686-1448 E-MAIL: bcanfield@bop.gov, bcanfield@bop.gov. 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. The solicitation document and incorporated provisions and clauses are those in effect through FAC 97-14. This announcement constitutes the only solicitation. Quotations are being requested and a written solicitation will not be issued. Solicitation number 413-0007-0 is issued as a Request for Quote. This procurement is being advertised as full and open competition, under the standard classification code 7629 with a small business size standard of $5.0 million . The Quoter whose proposal represents the best value to the Government will be selected. Quoter's proposal will be evaluated on the following criteria: (1)Past Performance (2)Price. The two criteria are ranked of equal importance (1) SCHEDULE: This elevator maintenance agreement shall be for the ten elevators located at the Federal Detention Center in Miami, Florida (Place of Performance). These elevators were manufactured and installed by Montgomery Kone, Inc. in 1994. Four of the elevators, numbers 1- 4 are electric traction type, and the remaining 6 elevators, numbers 5-10 are hydraulic type units. The contract for the elevator maintenance services will be for a Base Year and four (4) one year option periods. Base Year : 9 months; Option Year 1: 12 months; Option Year 2: 12 months; Option Year 3: 12 months; and Option Year 4: 12 months. The period of performance is as follows: The Base Year of the contract shall be from date of award through 9/30/00; Option Year 1: 10/01/00-9/30/01; Option Year 2: 10/01/01-9/30/02; Option Year 3: 10/01/02-9/30/03; Option Year 4: 10/01/03-9/30/04. Delivery schedule will be mutually agreed upon by the Contractor and the Government. Pursuant to FAR 17.203(d), offerors may offer varying prices for option periods. (2) STATEMENT OF WORK FOR ELEVATOR MAINTENANCE AGREEMENT: ELECTRIC TRACTION AND HYDRAULIC ELEVATORS MAINTENANCE SERVICE(A) Scope of Work: This elevator maintenance agreement shall be for the ten elevators located at the Federal Detention Center in Miami, Florida. These elevators were manufactured and installed by Montgomery Kone, Inc. in 1994. Four of the elevators, numbers 1- 4 are electric traction type, and the remaining 6 elevators, numbers 5-10 are hydraulic type units. (B)Initial Maintenance Service: Provide full maintenance service by skilled, competent employees for a period of 12 months following date of this contract. Include monthly preventive maintenance, performed during normal working hours. Include repair or replacement of worn or defective parts or components and lubrication, cleaning, and adjusting as required for proper elevator operation. Include 24 hours per day, 7-days-per-week emergency callback service. Exclude only repair or replacement due to misuse, abuse, accidents, or neglect caused by persons other than Installer's personnel. (C.) Qualifications of Maintenance Personnel: The maintenance work shall be performed by skilled elevator personnel, specifically trained on Montgomery Kone elevator equipment. This personnel staff shall be employed and supervised by the same firm engaged in the agreement. D. General: The maintenance service shall include all parts of the elevator equipment to assure proper operation of the units. (D.1). Any inspection work required to determine or perform the required maintenance service shall be performed in accordance with the American Standard Practice for the Inspection of Elevators, Inspector's Manual A17.1. (D.2). The contractor is responsible to provide the repair equipment to test any of the ten elevators, and the software shall be compatible with the existing equipment located at the work site. (E). Scheduling Work: Except for group supervisory control system testing on elevators, and emergency call-back service, all work shall be performed during regular working hours on regular working days, except on holidays observed by the Federal Government. Only when so authorized by the Facilities Manager, any portion of the work other than emergency call-back service, can be performed outside of regular working hours as stated above. (E.1). To facilitate contract administration and inspection by representatives of the Contracting Officer, the Contractor shall submit an annual schedule of all periodic maintenance by dates, elevators and buildings. This schedule shall be satisfactory to the Contracting Officer or his designated representative. (F). Reporting: The Contractor shall instruct his personnel that any time they perform work under this contract they shall comply with the following procedures: (F.1). Contact the Facility Manager or his representative when first arriving at the building. (F.2). If the work is of a continuing nature, a check-in visit will be repeated each day. (F.3). At the completion of the work, the Contractor's employee shall turn in to the Facility Manager or his authorized representative a copy of a work order, repair order or a form which will furnish the following information: (F.3.a). Name and address of the Contractor. (F.3.b). Name of the Contractor's employee in charge or the work. (F.3.c). Dates work performed and hours expended. (F.3.d). Brief description of work performed including equipment identification. (F.3.e). Signature of Contractor's employee and signature block for Facility Manager or his authorized representative. (F.4). The Contractor shall provide and keep current a suitable check chart for each elevator. This check sheet shall be posted in the machine room of the corresponding elevator, on which entries shall be made to indicate the status of scheduled items of maintenance work performed, and the time in man-hours. The Contractor must properly initial the chart to indicate that the work as been accomplished. (F.5). The Contractor shall immediately notify the Contracting Officer (in writing) of the existence or the development of any defects in, or repairs required to the elevators which the Contractor considers he is not responsible for under the terms of the contract, and shall furnish him a written estimate of the cost to make necessary repairs. The Contracting Officer reserves the right to make final determination as to responsibility. (G). Supplies, Materials, and Replacement Parts: General (G.1.a). The Contractor shall furnish all supplies, parts, and labor necessary to perform cleaning, maintenance, inspection and service of elevators, equipment, appurtenances, and accessories; including hoist machinery, controllers, work gears, thrusts, bearings, brake magnet coils, brake shoes, brushes, windings, commutators, rotating elements, contracts, coils, resistor for operation and motor circuits, magnet frames, telephones, cams car door and hoisting door hangers, tracks and guides, door operating devices, interlocks and contacts, hatch lighting (minimum 60 watt illumination), pit lights, bulb replacement in signal system, and all other elevator signal system, and accessory equipment. The Contractor is responsible for replacement of all machine room light bulbs or tubes, hatchway and pit receptacles and light sockets. Particular attention is to be given to maintaining all emergency light units in an operable condition. All lubrications, oils, greases, rope preservatives and cleaning materials are to be furnished by the Contractor. Lubricants are to be of the proper grade for the purpose used. (G.1.b). Replacement Parts to be Supplied by Contractor: (G.1.b). The Contractor shall own and maintain a stock of replacement parts at the building where the elevator maintenance services are to be performed. It is vitally necessary that replacement parts be immediately available so the elevator service will not be subject to interruptions and stoppages. The Contractor shall furnish the labor for replacement of all parts listed below necessary to maintain proper service. As a minimum and where applicable, one of each size and type used of the following parts shall be stocked at all times: (a) Door operator motors. (b) Controller and selector switch contacts and coils. (c) All brushes, and perforated tape or aircord drive. (d) Door interlocks assembly complete. (e) Car door safety edge complete. (f) Car door photo electric safety device and other door protection equipment. (g) Hanger rollers for both car and hall doors. (h) Limit switches and terminal stopping switches. (i) Complete roller guide assemblies or replaceable inserts for slide guides, for car and counterweight. (j) Capacitors, resistors and miscellaneous relay springs. (k) Replacement parts for contacts, switches, and buttons in car operating panel and all signal fixtures. An up-to-date inventory of spare parts shall be maintained at the building specified. This inventory shall contain the description and part number of all items listed above. When requested, the parts shall be made available for inspection by the Government Representative. (G.2) The Contractor shall be able to provide the following parts for each type and size of elevator within 48 hours of establishment of the need for such part/s).The period of time for furnishing the part/s) may be extended by the Contracting Officer, if fully justified in the opinion of the Contracting Officer, and if requested by the Contractor within the original 48 hours. (G.2.a) Transformers and rectifiers. (G.2.b) Brake magnets, cores, coils and related items for the repair of the brake. (G.2.c) Electric timer circuit boards. (G.2.d) Supply special tools that are required to make repairs without undue delay. (G.2.e) Power packs and dispatching control cards for solid-state controls. (G.3) All parts replaced under the provisions of this contract shall be new and identical to original equipment or the equipment manufacturer's recommended replacement parts. (H). Storage Space in Building Assigned to Contractor (H.1). Space in the building will be assigned to the contractor for the storage of his bulk supplies, replacement parts and the equipment which he will use in the performance of work under the contract. The contractor shall maintain this space in a neat and orderly condition. (H.2). The Government will not be responsible in any way for damage to the Contractor's stored supplies, materials, replacement parts, or equipment. (I). Call-Back Service (I.1) The Contractor shall provide regular and emergency call-back service when requested by authorized representatives of the Contracting Officers. As a part of the continuing maintenance service proposal for work beyond the initial 12 month maintenance service. (I.2). Regular call-back service consists of responding (within two hours) to requests from the Government by telephone or other means during the hours of 7:00 a.m. through 3:30 p.m., Monday thru Friday, Government holidays excused. (I.3). Emergency call-back service consists of promptly responding (within one hour) to request from the Government by telephone or other means for emergency service, at any hour other than this time defined as regular call-back service above.(J).Miscellaneous Information -- This contract is a nonpersonal services contract. (J.1) This is a contractual arrangement and not a personnel appointment; Payment is based on the provision of an end product or the accomplishment of a specific result; The service does not constitute an employer/ employee relationship; and The Contractor will not be subject to Government supervision except for security related matters. However, contractor performance will be closely monitored. (J.2) Security Requirements -- Prospective contractors are notified that the following investigative procedures are required for anyone entering the confines of FCC Coleman facility: (a) National crime Information Center (NCIC) check; (b) DOJ-99 (Name check); (c) FD-258 (fingerprint check); (d) Law Enforcement Agency Checks; (e) Vouchering of Employers (f) Resume/Personal Qualifications; (g) OPM-329A (Authority for Release of Information) and (g) National Agency Check and Inquiries (NACI) check (if applicable). In addition to the above security checks, a urinalysis test is required (for detection of marijuana or other drugusage). If contract is awarded to a company and the individual(s) assigned to perform the work tests positive, the individual(s) shall be excluded from performing the contract and the Contractor shall provide acceptable replacement personnel subject to the same requirements. The Contractor and any subcontractor will attend an institution orientation and department orientation at the start of the contract. (J.3). Payment -- will be made IAW FAR 32.905, Invoice Payments (the due date for making payment will be the 30th day after the designated billing office has received a proper invoice and the governments accepts the services performed by the contractor). Quoters are notified of the requirement to submit a Tax Identification Number (social security numbers for individuals) and of the Government's intent to use such number for the purposes of collecting and reporting on any delinquent amounts arising out of such person's relationship with the Government. The Contractor is required, as a condition of payment under a resulting contract to submit the information necessary for the Government to make payment via Electronic Funds Transfer prior to submission of their first invoice. (K) Required Insurance -- See FAR 52.228-5, Insurance -- Work on a Government Installation. a. The contractor shall, at his own expense, provide and maintain during the entire performance of this contract at least the kinds and minimum amounts of insurance required in the Schedule or elsewhere in the contract. TYPE 1) WORKERS COMPENSATION & EMPLOYER'S LIABILITY -- $100,000.00 The required Workmen's Compensation Insurance shall extend to cover employee's liability for accidental bodily injury or death and for occupational disease with a minimum liability of $100,000.00. (2) COMPREHENSIVE GENERAL LIABILITY with a minimum limit of: Per accident or occurrence for bodily injury $500,000.00. This insurance shall include contractor's protective and contractual liability. (3) COMPREHENSIVE AUTOMOBILE LIABILITY with the following minimum limits: Per person $200,000.00 Per Occurrence for Bodily Injury $500,000.00 Per Occurrence for Property Damage $ 20,000.00 b. Before commencing work under this contract, the contractor shall certify to the Contracting Officer in writing that the required insurance has been obtained. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the Government's interest shall not be effective (1) for such period as the laws of the State in which this contract is to be performed, or (2) until 30 days after insurer or the contractor gives written notice to the Contracting Officer, whichever period is longer. c. The contractor shall insert the substance of this clause, including this paragraph c, in subcontracts under this contract that require work on a Government Institution and shall require subcontractors to provide and maintain insurance required in the Schedule or elsewhere in the contract. The contractor shall maintain a copy of all subcontractor's proofs of required insurance, and shall make copies available to the Contracting Officer upon request. (3) FAR CLAUSES: FAR clause 52.212-4, "Contract Terms and Conditions -- Commercial Items" hereby applies to this solicitation. The following FAR clauses are hereby incorporated by reference as addenda to FAR clause 52.212-4: 52.228-5, "Insurance Work on a Government Installation" 52.232-18, "Availability of Funds";52.232-33, "Electronic Funds Transfer"; 52.233-3, "Protest After Award"; 52.237-2, "Protection of Government Buildings, Equipment, and Vegetation"; 52.237-3, "Continuity of Services"; and 52.242-15, "Stop-Work Order". The following FAR clauses are hereby incorporated into this solicitation/contract in full text as addenda to FAR 52.212-4: 52.204-1, "Approval of Contract": This contract is subject to the written approval of the Department of Justice, Bureau of Prisons, Southeast Regional Office and shall not be binding until so approved; 52.217-8, "Option to Extend Services": The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 15 days of the expiration of the contract year. 52.217-9, "Option to Extend the Term of the Contract": (a) The Government may extend the term of this contract by written notice to the Contractor within the first day of the ensuing option period; provided, that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shallbe considered to include this option provision. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years. JAR 2852.201-70, "Contracting Officer's Technical Representative (COTR)" (a) Mr. Gustavo Baldovino, Facilities Manager, at the FEDERAL DETENTION CENTER, MIAMI, FLORIDA, 33 NE 4TH STREET, MIAMI, FLORIDA, 33132 and the telephone number is (305) 982-1025 is hereby designated to act as Contracting Officer's Technical Representative (COTR) under this contract; JAR 2852.233-70, "Protest Filed Directly With the Department of Justice", and JAR 2852.223-70, "Unsafe Conditions Due To The Presence Of Hazardous Material" due to the length of the clause, entire text can be obtained through www.usdoj.gov. 52.212-5, "CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS -- COMMERCIAL ITEMS" (a) The Contractor agrees to comply with the following FAR clauses, which are incorporated in this contract by reference, to implement provisions of law or executive orders applicable to acquisitions of commercial items: (1) 52.222-3, Convict Labor (E.O. 11755); and (2) 52.233-3, Protest After Award (31 U.S.C 3553). (b) The Contractor agrees to comply with the FAR clauses in this paragraph (b) which the contracting officer has indicated as being incorporated in this contract by reference to implement provisions of law or executive orders applicable to acquisitions of commercial items or components: XX(1) 52.203-6, Restrictions on Subcontractor Sales to the Government, with Alternate I (41 U.S.C. 253g and 10 U.S.C. 2402). __(2) 52.219-3, Notice of HUBZone Small Business Set-Aside (Jan 1999). __(3) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Jan 1999) (if the offeror elects to waive the preference, it shall so indicate in its offer). __(4)(i) 52.219-5, Very Small Business Set-Aside (Pub. L. 103-403, section 304, Small Business Reauthorization and Amendments Act of 1994). __ (ii) Alternate I to 52.219-5 __ (iii) Alternate II to 52.219-5 XX (5) 52.219-8, Utilization of Small Business Concerns (15 U.S.C. 637 (d)(2) and (3)). __ (6) 52.219-9, Small Business Subcontracting Plan (15 U.S.C. 637 (d)(4)). __ (7) 52.219-14, Limitations on Subcontracting (15 U.S.C. 637(a)(14)). __ (8)(i) 52.219-23, Notice of Price Evaluation Adjustment for Small Disadvantaged Business Concerns (Pub. L. 103-355, section 7102, and 10 U.S.C. 2323) (if the offeror elects to waive the adjustment, it shall so indicate in its offer). __ Posted 10/28/99 (W-SN396033). (0301)

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