Freezer Preventative Maintenance Services for the NINDS

Freezer Preventative Maintenance Services for the NINDS Competitive Combined Synopsis/Solicitation HHS-NIH-NIDA-SSSA-CSS-17-222 INTRODUCTION 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. This acquisition is being conducted in accordance with the procedures of FAR Part 13--Simplified Acquisition Procedures and FAR Part 12--Acquisition of Commercial Items. The solicitation number is HHS-NIH-NIDA-SSSA-CSS-17-222 and the solicitation is issued as a request for quotation (RFQ). NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM (NAICS) CODE The intended procurement is classified under NAICS code 541611 with a Size Standard of $15 Million. SET-ASIDE STATUS This acquisition is 100% set aside for small businesses. ACQUISITION AUTHORITY 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 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 2005-95, dated January 19, 2017. The resultant contract will include all applicable provisions and clauses in effect through this date. DESCRIPTION OF REQUIREMENT Background The research program of the Neurological Disorders and Stroke of the DIR, NINDS focuses on precision medicine care of patients with neuro-immunological diseases, especially multiple sclerosis (MS). In order to accommodate this expanding clinical research program, NINDS has added a second freezer farm to accommodate the growing number of researchers at the Porter facility. The Porter facility has initiated a preventive maintenance program that greatly reduces the number of freezer failures by performing preventive maintenance checks on all of its freezer equipment, thus identifying problems early enough to resolve it before it becomes a greater concern. Purpose The purpose of this acquisition is to procure a preventive maintenance agreement for all freezers for the National Institute of Neurological Disorders and Stroke (NINDS). Project Requirements Preventative maintenance is required for a minimum of 307 and maximum of 350 freezers. The freezer types are -20, -30, -80) and the specific brands are Panasonic, Sanyo, Thermo Fisher, Revco and Symphony freezers. The Contractor shall provide NINDS the following: Contract shall provide two (2) preventive maintenance inspections, inclusive of calibration, annually for each freezer. The inspection must include: - Calibration of temperature display utilizing NIST certified instruments. - Inspections of gaskets, door seals, latch operation, alignment and proper closure. - Remove any frost/ice build-up around gasket and doors. - Verification of supply voltage to be within 10% of nameplate's voltage rating. - Inspect alarm system, and alarm battery where applicable. - Record alarm set points and verify. - Inspection of line cord and cord cap for frayed wires, degraded insulation and proper cord cap configuration. - Inspection of door heater. - Inspection of drain pan for leaks or restrictions, if applicable. - Inspection of compressor for amperage draw, to insure it is within manufacturer's specifications - Unit Inspection for abnormal sounds such as rattles or excessive noise. - Clean condenser filter and coils. - Inspect condenser fan motors, condenser cabinet and piping insulation integrity. - Inspect refrigeration's heat exchange. - Record inner stage temperature, if applicable. - Inspect evaporator fan for proper operation and excessive ice buildup. - Inspect defrost timer for proper operation. - Inspect drain heater for proper operation. - Inspect sub-doors or sub-lids for breaks, cracks and alignment. - Inspection of oil level. - Record ambient temperature of equipment room. - Contractor shall affix at time of inspection an inspection/calibration sticker to each freeze unit - Contractor shall provide electronic copies (PDF) of all inspection reports shall be provided to the Government within 3 business days of service being provided. The report, at a minimum will include list of problems and the correction actions taken, inspection data and calibration data. All documentation must be completed according to Good Documentation Practices (GDP). - Contractor shall provide emergency repair and associated parts. Cost for services and parts are excluded from this requirement and shall be submitted to the Government for approval and acceptance prior to each repair. - Contractor shall provide 24/7 technical assistance and emergency contact information in the event of a freezer failure. - Contractor shall provide the Government a loaner freezer in the event of off campus freezer repair. - Contractor shall provide a minimum of one (1) year warranty on all repairs completed following maintenance inspection recommendation. - Contractor shall guarantee all repairs and parts for ninety (90) days from the date equipment is serviced or returned to the Government. All repair work to be completed during normal working hours (from 8:00 AM to 5:00 PM local prevailing time, Monday through Friday). Level of Effort: Not applicable Key Personnel: A licensed original equipment manufacturer technician shall be provided to service each freezer. Contractor shall submit technical licenses to Government. Delivery or Deliverables - The contactor shall provide a biannual inspection, which includes calibration, for each freezer. The first inspection shall be due within 30 days of award, 2nd completed within 6 months of the first inspection. - Electronic copies (PDF) of all inspection reports shall be provided to the Government within 3 business days of service being provided. The report, at a minimum will include list of problems and the correction actions taken, inspection data and calibration data. All documentation must be completed according to Good Documentation Practices (GDP). Reporting Requirements See aforementioned Delivery or Deliverables section. Government Furnished Information/Property Government shall provide the contractor with a list of all freezers that should be covered annually. Non-Personal Service Statement: The contract employee performing services will be controlled, directed and supervised at all times by management personnel of the contractor. Actions of contractor employees may not be interpreted or implemented in any manner that results in any contractor employee creating or modifying Federal policy, obligating the appropriated funds of the U.S. Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulations (FAR). Period of Performance The period of performance for this requirement shall be as follows: Base Year: April 1, 2017 - March 31, 2018 Option 1 (if exercised): April 1, 2018 - March 31, 2019 Option 2 (if exercised): April 1, 2019 - March 31, 2020 Option 3 (if exercised): April 1, 2020 - March 31, 2021 Option 4 (if exercised): April 1, 2021 - March 31, 2022 Place of Performance The place of performance shall be both at the Contractor's worksite and the Government's NIH location. Performance from the contractor site shall be via remote access to the NIH network to perform periodic on-line CGE audits. Training presentations and meetings shall be provided by the Contractor to the Government on the Government's site at NIH Bethesda Main Campus, NINDS/DIR, in conference space reserved by NINDS for the training. 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 case by case basis. RESPONSE FORMAT Responses to this solicitation must include clear and convincing evidence of the offeror's capability of fulfilling the requirement as it relates to the technical evaluation criteria. The offeror must submit 1) a technical response and 2) a separate price quotation (which should include a quote for the maintenance of 307 freezers as well as a price per unit for increased quantity for additional freezers to be added to this agreement for the based and all option years.) The table shown below can be used as a guide. Contract Period Maintenance Cost of 307 freezers Maintenance Cost of additional freezers per unit Total Period Cost Base Period 4/1/2017 - 3/31/2018 Option Period 1 4/1/2018 - 3/31/2019 Option Period 2 4/1/2019 - 3/31/2020 Option Period 3 4/1/2020 - 3/31/2021 Option Period 4 4/1/2021 - 3/31/2022 Total Cost The technical response should be prepared in reference to the evaluation criteria identified in this solicitation and may be up to ten (10) single-sided pages. The price quotation must include an hourly rate as well as extended pricing for the full level of effort. Contractors must provide their Company Name, Dun & Bradstreet Number (DUNS), Taxpayer Identification Number (TIN), Business Size, Physical Address, and Point of Contact Information in their responses. All offerors must have an active registration in the System for Award Management (SAM) www.sam.gov." EVALUATION CRITERIA The Government will award a contract resulting from this requirement on the basis of best value, technical factors and price considered. Technical factors together shall be considered more important than price and all technical evaluation factors are detailed below: Factor 1: Technical Approach - 75 points The contractor shall detail in its technical proposal 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 (Panasonic, Sanyo, Thermo Fisher, Revco and Symphony), expected response times and reporting requirements (GDP). The contractor shall address in their proposal their background in performing freeze maintenance and emergency repairs in accordance with the statement of work as well as submit OEM technician certifications Factor 2: Past Performance - 25 points The Contractor shall provide a list of 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 provision of freezer maintenance and repair services and shall include the following information for each contract or purchase order listed: a. Name of Contracting Organization b. Total Contract Value c. Description of Requirement and Specific Responsibilities of the Offeror as they relate to this SOW d. Contract Period of Performance e. Contract Point of Contact f. Contract Point of Contact telephone number/e-mail Past Performance shall be evaluated for relevance to the current requirement. 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 sound approach includes advantageous characteristics of substance, and few relatively minor disadvantages, which collectively can be expected to result in satisfactory performance. The risk of unsuccessful performance is low as the proposal contains solutions which are considered feasible and practical. These solutions are further considered to reflect low risk in that they are clear and precise, supported, and demonstrate an understanding of the requirements. Risk Level: Low Acceptable The proposal demonstrates an approach which is capable of meeting all requirements and objectives. The approach includes both advantageous and disadvantageous characteristics of substance, where the advantages are not outweighed by the disadvantages. Collectively, the advantages and disadvantages are likely to result in acceptable performance. The risk of unsuccessful performance is moderate, as the proposal solutions are generally feasible and practical. These solutions may also be considered to reflect moderate risk in that they may be somewhat clear and precise, partially supported, and/or demonstrate a general understanding of the requirements. Risk Level: Neutral Marginal The proposal demonstrates an approach which may not be capable of meeting all requirements and objectives. The approach has disadvantages of substance and advantages, which if they exist, are outweighed by the disadvantages. Collectively, the advantages and disadvantages present a low or questionable likelihood of resulting in satisfactory performance. The risk of unsuccessful performance is high as the proposal contains solutions which may not be feasible and practical. These solutions may also be considered to reflect high risk in that they lack clarity and precision, are generally unsupported, and/or do not demonstrate a complete understanding of the requirements. Risk Level: High Unacceptable The proposal demonstrates an approach which, based on a very high risk, will very likely not be capable of meeting all requirements and objectives. This approach has several disadvantages of substance, and advantages which, if they exist, are outweighed by disadvantages. Collectively, the advantages and disadvantages are unlikely to result in satisfactory performance. The risk of unsuccessful performance is very high as the proposal contains solutions which are not feasible and practical. The solutions may also be considered to reflect very high risk in that they lack any clarity or precision. Risk Level: Very High APPLICABLE CLAUSES AND PROVISIONS The following FAR clauses and provisions shall apply to this solicitation: 1. All Offerors MUST be actively registered in the System for Award Management (SAM) www.sam.gov. 2. The provision at FAR clause 52.212-1, Instructions to Offerors - Commercial Items (October 2015), applies to this acquisition. 3. FAR clause 52.212-2, Evaluation - Commercial Items (October 2014) applies to this acquisition. 4. 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 for Award Management. 5. FAR clauses 52.212-4, Contract Terms and Conditions - Commercial Items (May 2015) and 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (September 2016) apply to this acquisition. 6. FAR Clause 52.237-2 -- Protection of Government Buildings, Equipment, and Vegetation (April 1984) applies to this acquisition. 7. The Defense Priorities and Allocations System (DPAS) are not applicable to this requirement. 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." CONTRACTING OFFICER'S REPRESENTATIVE A Contracting Officer's Representative (COR) shall be assigned to the awarded contract. The COR is responsible for: (1) monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; (2) interpreting the statement of work and any other technical performance requirements; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting in the resolution of technical problems encountered during performance. The Contracting Officer is the only person with authority to act as agent of the Government under this contract. Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the statement of work; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the Contractor for any costs incurred during the performance of this contract; (5) otherwise change any terms and conditions of this contract; or (6) sign written licensing agreements. Any signed agreement shall be incorporated by reference in Section K of the contract The Government may unilaterally change the COR designation for this contract. CLOSING INFORMATION Responses to this solicitation must include sufficient information to establish the interested parties' bona-fide capabilities of providing the product or service. The price quote shall include: unit price, list price, shipping and handling costs, delivery days after contract award, delivery terms, prompt payment discount terms, F.O.B. Point (Destination or Origin), product or catalog number(s); product description; and any other information or factors that may be considered in the award decision. All responses must be received by the closing date of this announcement and must reference solicitation number HHS-NIH-NIDA-SSSA-CSS-17-222 Responses shall be submitted electronically via email to Jermaine Duncan, Contract Specialist, at contact@example.gov