Elevator Maintenance

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number is 464-12MR-2859 and is issued as a Request for Proposal (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 05-55. The associated North American Industrial Classification System (NAICS) code for this procurement is 811310, Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance, with a small business size standard of annual receipts of $7,000,000.00 or less. This requirement is unrestricted and only qualified Offerors will be considered. CLIN DESCRIPTION QUANTITY Base Period (12 months) 0001 Provide quarterly inspection for hydraulic elevators-4 QT (Quarters) 0002 Emergency service callout rate for labor hours-4 HR (Hours) 0003 GSA current, approved mileage rate for travel to and from MSHA A&CC-1 LO (Lot) Not to exceed $500.00 0004 Parts and materials required to perform repairs as needed, pre-approved-1 LO Not to exceed $3,000.00 Option Period I (12 months) 1001 Provide quarterly inspection for hydraulic elevators-4 QT 1002 Emergency service callout rate for labor hours-4 HR 1003 GSA current, approved mileage rate for travel to and from MSHA A&CC-1 LO Not to exceed $500.00 1004 Parts and materials required to perform repairs as needed, pre-approved-1 LO Not to exceed $3,000.00 Option Period II (12 months) 2001 Provide quarterly inspection for hydraulic elevators-4 QT 2002 Emergency service callout rate for labor hours-4 HR 2003 GSA current, approved mileage rate for travel to and from MSHA A&CC-1 LO Not to exceed $500.00 2004 Parts and materials required to perform repairs as needed, pre-approved-1 LO Not to exceed $3,000.00 Option Period III (12 months) 3001 Provide quarterly inspection for hydraulic elevators-4 QT 3002 Emergency service callout rate for labor hours-4 HR 3003 GSA current, approved mileage rate for travel to and from MSHA A&CC-1 LO Not to exceed $500.00 3004 Parts and materials required to perform repairs as needed, pre-approved-1 LO Not to exceed $3,000.00 Option Period IV (12 months) 4001 Provide quarterly inspection for hydraulic elevators-4 QT 4002 Emergency service callout rate for labor hours-4 HR 4003 GSA current, approved mileage rate for travel to and from MSHA A&CC-1 LO Not to exceed $500.00 4004 Parts and materials required to perform repairs as needed, pre-approved-1 LO Not to exceed $3,000.00 All CLINS are to be priced in accordance with the attached Statement of Work. Approval and Certification Center Specifications for Elevator Service Building I & Building II 7.1 Scope Provide all supervision, labor, materials and supplies to maintain two hydraulic passenger elevators at the Mine Safety and Health Administration's Approval and Certification Center in safe operating condition. one, three-floor Canton hydraulic passenger elevator in Building I. Installed: 1983; Serial No.: 1760; Capacity: 10,000 lbs.; and one two-floor Schindler Expression Series 300A, 2000lb. Capacity elevator in Building II, Serial No. 43909. Installed: 1996; both are registered with the West Virginia Division of Labor in accordance with - 21-3C, Elevator Safety Act. 7.2 Specifications a) Perform quarterly inspections and repairs to maintain elevator equipment listed in C. below. i) Routine inspection includes examination, adjustment, safety operation testing, and lubrication. ii) During the course of quarterly inspection, equipment or parts found to be worn, broken, impaired or otherwise not meeting applicable standards must be repaired or replaced. iii) Repairs during regular working hours. b) Inspections are to be performed by skilled, registered elevator servicing personnel. c) Equipment and parts subject to quarterly inspection, lubrication, adjustment and repair/replace are as follows: Controller components: resistors, timers, fuses, overloads, minor/major contacts, wiring, coils, packing, drive belts, strainers, functional components of car and corridor operating stations, hangers and tracks, door operating devices, door gibs, car fan, guide shoes, rollers, traveling cables, signal lamps, interlocks, door closers, buffers, switches, door protection devices and alarm bells, hydraulic pump unit, elevator motor, leveling unit, all automatic and manual valves, bearings, rotating elements, lifting piston, UPS/Battery Backup Power Systems, exposed piping in the machine room & hoistway, PC boards, pump unit, solid state devices, contactors and valve. d) Materials replacement or parts servicing, required to meet applicable standards of ANSI A-17.1, include but are not limited to: i) Maintain proper quantity and quality of hydraulic oil ii) Repair or renew conductor cables when necessary iii) Renew guide shoe gibs or rollers as necessary to insure smooth and quiet operation iv) Lubricate all guide rails properly except when roller guides are used v) Furnish lubricants vi) Maintain all accessory equipment except such items that are excluded as shown in E. below. e) Exclusions i) Repairs necessitated because of negligence or misuse of the machinery or equipment or due to any other cause beyond the contractor's control other than ordinary wear and tear. ii) Installation of new attachments or devices as directed or recommended by insurance companies or governmental authorities. iii) Refinishing, replacing, or repairing of elevator car enclosures, car door panels, hoistway enclosures, hydraulic cylinder and all underground piping, hoistway door panels, frame and sills. 7.3 Pre-inspection of equipment and parts is advisable to identify items that are found to be defective or in need of repair or replacement. Costs associated with such repair or replacement should be presented to the Contracting Officer's Representative (COR). Such costs should be prorated and included as an additional charge. No repairs with cost associated shall be performed without expressed permission by a MSHA Contracting Officer. 7.4 Governor and/or safety tests shall be performed in accordance with ASME A-17.1 by the contractor during the 12-month period of this contract. These tests are conducted to help insure safe and proper operation on the elevator. The purpose of the relief valve test is to determine that it will bypass the full output of the pump before the pressure exceeds 150% of the working pressure and that the system will withstand this pressure. In addition, this testing serves to assist in the detection of leaks and weaknesses within the system. The contractor will perform this test Pursuant to West Virginia Code, Chapter 21, Article 3C, so they can be displayed within the car of the elevators. The contractor will schedule and provide all labor, material and supervision required to perform the following scope of work during regular working hours defined in (V. "Hours of Work"): ? Conduct a relief valve test ? Conduct a cylinder inspection and static leak test. ? Inspect and test normal and final stopping devices. ? Inspect and repair any leaks or damage uncovered or caused by the test. (Including parts, labor and travel.) ? Submit the results of the test to required authorities. 7.5 Hours of Work a) All work is to be done between the hours of 8 a.m. and 4 p.m., Monday through Friday, except for national holidays: New Year's Day, Birthday of Martin Luther King, Jr., Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. b) Quarterly visits are to be scheduled in advance with the COR. 7.6 Emergency Service a) In the event of elevator operation failure, the contractor will respond within 1 day of the initial call by the COR or other designated employee (Federal or Contract) of the Approval and Certification Center. b) Rates for emergency services will be charged as reflected on the contractor's bid for time and travel expenses between the hours of 4:01 p.m. and 8:01 a.m., Monday through Friday, and 8 a.m. and 3 p.m. Saturday and Sunday excluding the above mentioned national holidays. c) Repairs required during regular working hours are to be included in the quarterly inspection cost and will be done without additional cost. Period of performance: Base Period: April 1, 2012 through March 31, 2013 Option Period I: April 1, 2013 through March 31, 2014 Option Period II: April 1, 2014 through March 31, 2015 Option Period III: April 1, 2015 through March 31, 2016 Option Period IV: April 1, 2016 through March 31, 2017 Place of performance: Mine Safety and Health Administration's Approval and Certification Center 765 Technology Drive Triadelphia, WV 26059 The following provisions and clauses apply to this acquisition: FAR 52.204-6, Data Universal Numbering System (DUNS) Number, 52.204-7, Central Contractor Registration, 52.204-9, Personal Identity Verification of Contractor Personnel, 52.212-1, Instructions to Offerors-Commercial, 52.212-2, Evaluation-Commercial Items (See Addenda below), 52.212-3, Offeror Representations and Certifications-Commercial Items, 52.212-4, Contract Terms and Conditions-Commercial Items, 52.217-8, Option to Extend Services, 52.217-9, Option to Extend the Term of the Contract, 52.222-36, Affirmative Action for Workers with Disabilities, 52.222-37, Employment Reports for Veterans, 52.222-41, Service Contract Act of 1965, 52.222-48, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment Certification, 52.225-13, Restrictions on Certain Foreign Purchases, 52.233-1, Disputes, Alternate I, 52.233-4, Applicable Law for Breach of Contract Claim, 52.237-2, Protection of Government Buildings, Equipment, and Vegetation, 52.237-3, Continuity of Services. FAR Clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes Or Executive Orders-Commercial Items also applies to this acquisition to include 52.219-28, Post Award Small Business Program Representation; 52.222-3, Convict Labor; 52.222-19, Child Labor--Cooperation with Authorities and Remedies; 52.222-21, Prohibition of Segregated Facilities; 52.222-26, Equal Opportunity; 52.222-35, Equal Opportunity for Veterans; 52.223-18, Contractor Policy to Ban Text Messaging While Driving; 52.225-13, Restrictions on Certain Foreign Purchases; 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration. Addenda to 52.212-2, Evaluation-Commercial Items (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: i) Technical Capabilities a. Experience b. Understanding of the Requirement ii) Price Technical Capabilities and its sub factors, are significantly more important than price. However, as Offeror's ratings for the non-price factors approach equality, price becomes significantly more important in the award decision. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful Offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. The Government will award a single Firm Fixed Price contract from this combined synopsis/solicitation. Offerors are cautioned that an award may not necessarily be made to the lowest price offered. The Government is more concerned with obtaining superior services than with making an award at the lowest overall price to the Government. However, the Government will not make an award at a significantly higher overall price to the Government to achieve slightly superior services. To receive consideration for award, a rating of no less than "Acceptable" must be achieved for Factor I, (Technical Capabilities). The Government intends to evaluate offers and award a contract without discussions with Offerors. Therefore, the Offeror's initial offer should contain the Offeror's best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received. TECHNICAL CAPABILITIES- The proposal will be evaluated to determine whether the Offeror's methods and approach have adequately and completely considered, defined, and satisfied the requirements specified in the solicitation and whether the Offeror's methods and approach to meeting the solicitation requirements provide the Government with a high level of confidence of successful completion within the required schedule. No pricing information is to be provided in the Technical Proposal. The Government will evaluate the Offeror's understanding of the work to be performed in accordance with the SOW. The Offeror shall submit a proposal that demonstrates its understanding of the work described in Parts 7.2 and 7.4 of the SOW. If an offer does not contain adequate information to make this determination, it will be considered non-responsive. PRICE- The Offeror shall provide a document outlining their pricing using the contract line items listed above. Pricing must be provided separately from your technical proposal. EVALUATION SUMMARY FACTOR I. TECHNICAL CAPABILITIES-The Offeror shall submit a proposal that acknowledges the tasks identified in the Statement of Work to allow the Government to make a sufficient determination that the Offeror is capable of performing the work. Sub factor a. EXPERIENCE-The Offeror shall provide a synopsis of their experience in performing the tasks listed in the Statement of Work. Sub factor b. UNDERSTANDING OF THE REQUIREMENT- The Government will evaluate the Offeror's understanding of the work to be performed in accordance with the SOW. The Offeror shall submit a proposal acknowledging that they are capable of completing the tasks identified in the Statement of Work, outlining their method and approach to completing the requirements. FACTOR II. - PRICE The Government will evaluate offers for award purposes by adding the total of all CLIN prices, including all options to ensure that pricing is not unbalanced. Price will be evaluated for completeness and reasonableness using the techniques in FAR 15.404-1(b) (2). Price will become significantly more important as technical ratings approach equality. No adjectival ratings will be used to evaluate Price. Adjectival Ratings. Proposals will be adjectivally rated against each of the evaluation factors set forth in this plan and in the solicitation. Adjectival ratings for Factor I, Technical Capabilities follows. No adjectival ratings will be used to evaluate Factor III, Price. Adjectival Ratings. The following adjectival ratings will be used: Factor I- Technical Capabilities, will be rated using the following Adjectival Scale Outstanding-A proposal that satisfies all of the Government's requirements with extensive detail to indicate feasibility of the approach and shows a thorough understanding of the problems and offers numerous significant strengths, which are not offset by weaknesses, with an overall low degree of risk in meeting the Government's requirements. Good-A proposal that satisfies all of the Government's requirements with adequate detail to indicate feasibility of the approach and shows an understanding of the problems and offers some significant strengths or numerous minor strengths, which are not offset by weaknesses, with an overall low to moderate degree of risk in meeting the Government's requirements. Acceptable-A proposal that satisfies all of the Government's requirements with minimal detail to indicate feasibility of the approach and shows a minimal understanding of the problems, with an overall moderate to high degree of risk in meeting the Government's requirements. Unacceptable-A proposal that contains a major error(s), omission(s) or deficiency(ies) that indicates a lack of understanding of the problems or an approach that cannot be expected to meet requirements or involves a very high risk; and none of these conditions can be corrected without a major rewrite or revision of the proposal. Non-Price Factors: The importance of the Non-Price Evaluation Factors is in the following descending order with the most important factor listed first: Factor I, Technical Capabilities and its sub factors combined are significantly more important than Factor II "Price". However, as Offeror's ratings for the non-price factors approach equality, Factor II "Price" becomes significantly more important in the award decision. Vendors who are exempt from the Service Contract Act must certify that the exemption applies using FAR 52.222-41, 52.222-48, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment Certification. Quotes must be received by Mindy Smith, Contract Specialist, no later than 3:00 PM (EST) on March 7, 2012. Quotes will be accepted by fax at +1 (555) 000-0000 or e-mail at contact@example.gov. Electronic quotes must be submitted in a format compatible with Microsoft Office 2003 or Adobe. Pricing must be sent as a separate file. All questions on this requirement must be submitted in writing by e-mail to the Contract Specialist by March 5, 2012 at 9:00 AM (EST). Phone calls will not be accepted.