Freezer Preventative Maintenance Service Agreement for the NIA

COMBINED SYNOPSIS / SOLICITATION Title: Freezer Preventative Maintenance Service Agreement for the NIA This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in 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 75N95019R00056 and the solicitation is issued as an request for quotation (RFQ). This acquisition is for a commercial item or service and is conducted under the authority of the Federal Acquisition Regulation (FAR) Part 13-Simplified Acquisition Procedures; FAR Subpart 13.5-Simplified Procedures for Certain Commercial Items; and FAR Part 12-Acquisition of Commercial Items and is not expected to exceed the simplified acquisition threshold. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2019-01, dated January 22, 2019. The associated NAICS code 811310 and the small business size standard $7.5 million. This requirement is 100% set-aside for small businesses. Background: The National Institute on Aging freezers located at the Biomedical Research Center (BRC), Triad Building, and Harbor Hospital (HH). The maintenance and upkeep of all refrigerators and freezers will allow us to make sure that our samples are being stored at the proper temperatures before, during and after sample processing. The process will also insure sample integrity for future testing and/or downstream analysis. The freezers require preventative maintenance to ensure continued full function and continuity of NIA research samples. Description of Requirement: The Contractor will provide priority scheduling for service calls and access to spare parts inventory, labor, and travel to provide preventative maintenance for government owned refrigerators and freezers per NIA Freezer Listing for locations (BRC), (Triad), and (HH). All maintenance service shall be performed in accordance with the manufacture standard commercial maintenance practice. Service will be performed during regular business hours. Please see the attached list of refrigerators and freezers that will be applicable to this requirement. The Contractor shall provide written service reports to the Government via email after each service visit which details all maintenance performed for each freezer during the reporting period. Dates of Performance: Two preventative maintenance service visits for the required period of performance May 25, 2019-May 24, 2020 Option Year 1- May 25, 2020-May 24, 2021 Option Year 2- May 25, 2021-May 24, 2022 Option Year 3- May 25, 2022-May 24, 2023 Option Year 4- May 25, 2023-May 24, 2024 Places of Performance: The places of performance are: NIA Biomedical Research Center, 251 Bayview Blvd, Baltimore, MD 21224 NIA Biorepository - Freezer Farm, Triad Building, Room 4000/4100/4130/4140, 333 Cassell Dr., Baltimore, MD 21224 NIA Harbor Hospital, 3001 S. Hanover St., 5th floor, Baltimore, MD 21225 Contract Type: The Government intends to issue a firm fixed price order for this requirement. Invoicing shall be on a NET30 basis and payment shall be made via Electronic Funds Transfer (EFT). Travel: Contractor travel to/from NIH locations must be included as part of the service contract. Travel shall not be reimbursed on a case by case basis. APPLICABLE CLAUSES AND PROVISIONS All Offerors MUST be actively registered in the System for Award Management (SAM) www.sam.gov. The provision at FAR clause 52.212-1, Instructions to Offerors - Commercial Items, applies to this acquisition. The provision at FAR clause 52.212-2, Evaluation - Commercial Items, applies to this acquisition. (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: (a) Technical Capability; (b) Past Performance; (c) Price. Technical and Past Performance, when combined, are considered more important than price. Factor 1: Technical Capability The Contractor shall detail in its technical response how it shall meet each of the project requirements. This shall include the maintenance provision approach, including discussion of who shall perform the maintenance support, verification of original equipment manufacturer (OEM) service technician certifications/training, expected response times and reporting requirements. The contractor shall address in their proposal their background in performing freezer maintenance. Factor 2: Past Performance The Contractor shall provide a list three (3) contracts or purchase orders completed during the past five (5) years similar in size and scope to the requirements outlined in this Statement of Work. Experience must be specific to freezer maintenance and repair services and shall include information such as the name of the Contracting Organization, description of the services provided, the period of performance, and the contract's point of contact. Technical Proposals will be evaluated using a summary adjectival rating in accordance with the following scale: Excellent: The proposal has exceptional merit and reflects an excellent approach which will clearly result in the superior attainment of all requirements and objectives. This clearly achievable approach includes several advantageous characteristics of substance, and very few disadvantages, which can be expected to result in outstanding performance. The risk of unsuccessful performance is very low as the proposal provides solutions which are unquestionably feasible and practical. These solutions are further considered very low risk in that they are exceptionally clear and precise, fully supported and demonstrate a clear understanding of the requirements. Risk Level: Very Low. Good: The proposal demonstrates a sound approach which is expected to meet all requirements and objectives. This approach includes substantial advantages, and a few relatively minor disadvantages, which collectively can be expected to result in better than satisfactory performance. The solutions proposed are considered to reflect low risk in that they are clear and precise, supported, and demonstrate a clear understanding of the requirements. Risk Level: Low Acceptable: The proposal demonstrates an approach which is capable of meeting all requirements and objectives. The approach has both advantages and disadvantages, although the disadvantages do not outweigh the advantages. The approach can be expected to result in satisfactory performance. The solutions proposed are considered to reflect moderate risk in that they are for the most part clear, precise, and supported, and demonstrate a general understanding of all the requirements. Risk Level: Moderate Marginal: The proposal demonstrates an approach which, while being capable of meeting all requirements and major objectives, may not meet some lesser objectives. Any advantages that exist in the approach are slightly outweighed by existing disadvantages. Collectively, the advantages and disadvantages pose an evident risk that the offeror might fail to perform satisfactorily without significant government oversight or participation. The proposal either fails to address all risks or the proposed risk mitigation approach is not deemed to be sufficient to manage the risk. Risk Level: High Unacceptable: The proposal demonstrates an approach which will very likely not be capable of meeting all requirements and objectives. This approach has one or more substantial disadvantages. Collectively, the advantages and disadvantages are not likely to result in satisfactory performance. The solutions proposed are considered to reflect very high risk in that they lack any clarity or precision, are unsupported, or indicate a lack of understanding of the requirement. Risk Level: Very High. (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. A completed copy of the provision at FAR Clause 52.212-3, Offeror Representations and Certifications - Commercial Items (July 2016), is required with any offer submitted. This requirement may be met by completion of the provision in the System of Award Management. FAR clause at 52.212-4, Contract Terms and Conditions - Commercial Items, applies to this acquisition. FAR clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition. There are no additional contract requirement(s) or terms and conditions applicable to this acquisition. The Defense Priorities and Allocations System (DPAS) are not applicable to this requirement. The technical response should be prepared in reference to the evaluation criteria identified in this solicitation and may be up to ten (10) pages. The price quotation must include an hourly rate as well as extended pricing for the full level of effort. In addition the Dun & Bradstreet Number (DUNS), the Taxpayer Identification Number (TIN), and the certification of business size must be included in the response. All offerors must have an active registration in the System for Award Management (SAM) www.sam.gov." All responses must be received by 5:00 PM Eastern on May 22, 2019 and reference number 75N95019R00056. Responses may be submitted electronically to Jon Gottschalk at contact@example.gov. Fax responses will not be accepted. The name and telephone number of the individual to contact for information regarding the solicitation: Jon Gottschalk, +1 (555) 000-0000.