Hoist Maintenance

THIS REQUIREMENT IS PROVIDED FOR IN THE INSTALLATION'S FY09 EXECUTION PLAN, PENDING CONGRESSIONAL APPROVAL OF THE FY09 APPROPRIATION'S BILL. ALL PRICING FROM OFFERS RECEIVED SHALL REMAIN VALID THRU OCT 31, 2008. 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. Solicitation number FA4625-08-Q-0023 is issued as a request for quotation to service and maintain the Hoists at Whiteman AFB, MO. The acquisition performance period is for one (1) 12-month base period and three (3) 12-month option periods. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-25, DFARS DCN 20080513, AFFARS AFAC 2008-0128. The NAICS code is 811310 with the corresponding small business size standard of $6.5 million. This acquisition is set aside 100% for small business concerns. General Wage Decision # 86-0497 Revision 28 dated 1/17/2008 applies to this acquisition and can be found at http://www.wdol.gov/. All offers are to remain valid until 31 Oct. 2008. The following factors shall be used to evaluate offers: Price. Paper copies of the Request for Quotation shall not be made available. Statement of Work FY 09 MAINTAIN HOIST WHITEMAN AIR FORCE BASE, MISSOURI 1. SCOPE: Contractor shall furnish all labor, parts, tools, materials, equipment, and transportation necessary to perform periodic maintenance and inspection for 65 hoists at Whiteman Air Force Base, Missouri. Contractor shall furnish two (2) copies of inspections and weight test certificates. 2. GENERAL: All hoists are government owned. The hoists are located in the following facilities: Building Numbers 01, 02, 07, T-09, 14, 91, 139, 140, 152, 153, 159, 176, 200, 709, 1117, 1118, 1119, 1125, 1141, 4047, 4050, 4055, 4077, 5010, 5034 - 5046, 5048 and 5400. Technical Exhibit 1, attached, provides specific information for each facility, including hoist location, and security requirements. The contractor must be certified and must provide proof in writing that they are experienced in providing maintenance to hoist with nuclear capability. Proof may be acceptable in the form of reference of past experience in the nuclear hoist arena. Contractor shall provide copies of training's, licenses, or diplomas that prove their ability to perform this contract. All inspection and testing procedures shall be in accordance with Air Force Instruction (AFI) 91-46 dated 1 August 02 & MFR. Recommendations. 2.1 All hoists in buildings 2, 14, 1141, 4047 and 4055 shall be inspected on a Bi-Annual basis. Weight tests shall be performed in the month of January. Inspections shall occur in the moths of January and July. All remaining hoists shall be inspected on an Annual basis and be performed in January. 3. RESPONSIBILITIES OF THE GOVERNMENT: a. Government shall provide electric current and outlets for contractor's use in performance of hoist maintenance. b. Government personnel shall not perform maintenance on or attempt repairs to equipment while such equipment is under the scope of this contract, unless agree to, in writing, by the contractor. Exclusion in this area is limited to bldg 4055. If emergency response dictates action that the contractor can not respond to in the required time, an AF member or government employee will be permitted to safe the hoist and the condition causing the emergency. The contractor will perform all follow up work. c. The government shall provide escort of the contractor for maintenance of hoists in secure areas. The contractor is required to submit on company letterhead the names, social security numbers, date of birth and driver's license number (including state of issue) of each employees that will require escort. The vehicle make, model, year, color and license plate number (including state of registration) will accompany the same requirement. Technical Exhibit 1 lists escorted areas. This requirement must be sent or faxed to 509 CES/CEOE two weeks prior to required access date. Entrance to controlled or restricted areas is not possible without compliance to this directive. 4. RESPONSIBILITES OF THE CONTRACTOR: a. Periodic Maintenance: Periodic maintenance/inspection of each hoist shall be performed at the frequency shown on Technical Exhibit 1 in accordance with AFI 91-46 dated 1 August 02. The maintenance shall be in accordance with manufacturer's recommendations and all applicable publications referenced in this Statement of Work. The Contractor shall provide lubrication checks and lubrication in accordance with the manufacturer's standards. The Contractor shall pay attention to hoist rope lubrication and lubricate ropes on at least an annual basis. Also, the Contractor shall grease with the appropriate compound all switches on monorail systems annually starting in January. All non-conductive hoist switch actuator ropes shall be inspected and replaced if worn. As part of the contract, work shall include all recurring maintenance required for proper operation of the hoist. Operations and Maintenance (O&M) manuals are available for some hoists as detailed in Technical Exhibit 1. The contractor may reference the manuals by contacting the appropriate facility manager or by contacting the manufacturer. Maintenance, including weight tests if applicable, shall be completed in one facility prior to beginning maintenance in the next facility. b. Weight Test: Hoists in building 2, 14, and 1141 shall be weight tested at 100% of maximum load. These hoists are deemed critical load carrying capacity. Hoists in building 4055 and 4047 shall be static weight tested at 125% of rated capacity. Dynamic Nuclear Certified Load weight tests shall be performed at a maximum weight of 3,500 lbs. Required weight tests shall be performed in conjunction with periodic maintenance and inspection. Special Requirements on Weight Tests. Hoist weight tests conducted at building 4055 and 4047 must be completed within seven (7) days following the provided maintenance in the month of January. This is in strict compliance with nuclear regulations. Hoist in building 4055 shall be weight tested at the same time frame. The contractor shall not split the requirement between annual and semi-annual. Example is three being weight tested during annual and four being tested during semi-annual. All weight tests shall be certified and guaranteed by the contractor in writing. Certified weights and carrying equipment (i.e. spreader bar, chain etc.), certified in writing by a state or federal calibration authority, will be used to complete tests and documentation provided. Upon completion of weight test in building 4055, the hook will be removed from the hoist and turned into the 509 Maintenance personnel for a Non Destructive Inspection (NDI) and reinstalled by the Contractor immediately after NDI. If 509 Maintenance personnel are readily available to perform the NDI with the hook remaining in place there will be no requirement for removal. A calibrated measurement on the throat spread and punch point to punch point measurement will be taken before and after weight test and annotated on the maintenance form. A calibrated measurement shall be taken of the wire rope in six areas along the cable and an average annotated on the same form. All tools used for a means of measurement or torque, both electrical, digital, and manual used in the performance of the inspection work of building are required to be calibrated yearly, and proof of calibration presented to the QAE and the contracting office. Each hoist and cables shall be measured and recorded in the same manner mentioned above. Separate Certificates of inspection for each hoist in building 4047 and 4055 shall include building number, hoist number, date of inspection, and signature of the inspector, total weight used for the static and dynamic inspection /tests, and specific individual weight numbers used in the inspection. Also, the company performing the inspection and company supplying the weights for the inspection and any carrying devices used below the hook. These certificates will be provided to the Government upon completion of the inspection. c. Maintenance Schedule: A comprehensive schedule of periodic maintenance, including required weight checks, shall be submitted to 509 CES/CEOE no later than 5 days previous to start date at first scheduled facility. The schedule shall include all facilities and hoist and the dates on which maintenance shall be provided for each. The schedule shall cover all periodic maintenance for the period of the contract. d. Request for Government Escort: Facilities requiring government-provided escorts for access to the hoist(s) are designated in Technical Exhibit 1. Five days prior to scheduled maintenance in a secure area in which escort is required, the contractor shall contact 509 CES/CEOE, +1 (555) 000-0000 for coordination/scheduling of government-provided escort and entry into those areas. Requirements set forth in 3C must be accomplished prior to escort into controlled and restricted areas. e. Maintenance Hours of Operation: Maintenance shall be performed between the hours of 0730 and 1600, Monday through Friday, excluding federal holidays unless prior arrangements are made. f. Government Equipment Leaving Base: The contractor shall be responsible for any government equipment, which leaves the base for maintenance/repair until it is reinstalled at the original location. Prior to leaving the base with government equipment or parts, the contractor must receive a properly executed AF Form 1297, Temporary Issue Receipt, signed by appropriate facility manager. g. Hoist Maintenance Reports: The contractor shall prepare and complete a report for each hoist receiving maintenance and weight tests and will be provided to the government in duplicate, (TWO COPIES). The report shall include facility name, building number, manufacturer serial number, rope and hook measurement (hook measurement prior to and after weight test), designation of hoist maintained, if in facility more than one hoist, and date of maintenance. All reports shall indicate hook measurements and wire rope measurements taken in six separate areas of the wire rope and an average figured for the same. All hoist ropes shall be lubricated with CRC on an annual basis. Those units being inspected on a bi-annual basis shall be lubricated on a bi-annual basis. Also included in the report shall be a description of procedures performed, results of tests/measurements, and, repair estimate, if applicable. Individual test reports will provide an accurate accounting of work performed. Each area will reference the applicable standard, regulation, etc. (ANSI, OSHA, AFOSH AFI 91-46 dated 1 August 02) paragraph and section that the maintenance operation relates to. All hoists shall be inspected in accordance with the previous regulations and in accordance with AFI 91-46 dated 1 August 02. If a hoist is red-tagged or inoperative, the contractor shall include that information in the report and immediately notify the 509 CES QAE. Also, contractor will include guarantee/certification for hoist requiring weight test in conjunction with periodic maintenance. Reports shall be submitted to 509 CES/CEOE within 5 workdays of completing the maintenance. h. Repair Estimates: If, during maintenance, operating condition of a hoist is found unsatisfactory, and repairs are required, a written statement of corrective actions and cost estimate shall be submitted to 509 CES/CEOE and 509 CONS/LGCA. The statement shall include an estimate of all labor, parts, materials, and equipment needed. The contractor shall initiate neither repair action nor parts ordering without separate approval from the Contracting Officer. If contractor performs any repairs prior to written approval by the Contracting Officer, the contractor assumes all cost and responsibilities at no extra charge to the government. i. Damage to Government Property From Causes Other than Contractor's Negligence: Nothing in the above paragraphs shall be considered to preclude the Government from receiving the benefits of any insurance the contractor may carry which provided for indemnification for any loss of, destruction of or damage to property in the custody and care of the contractor, where such loss, destruction of or damage is to the Government property. The contractor shall do nothing to prejudice the governments right to recover against third parties for any loss of, destruction of or damage to the governments property, and upon the request of the Contracting Officer, shall at the government expense, furnish to the government all reasonable assistance and cooperation (including assistance in the prosecution of suit and the execution of instruments of assignment in favor of the government in obtaining recovery.) j. Invoice: The invoice for all completed work for the inspection portion of the contract shall be submitted through Wide Area Work Flow (WAWF). Work completed outside of this contract such as repair work will be paid by credit card through the Government Purchase Card (GPC VISA). All billing shall be sent to: 509 CES/CEOE, 660 10th St. Suite 139, Whiteman AFB, MO 65305, Attn: QAE Office. k. Special Repair Estimating Request: In the event of hoist inoperability, the contractor shall respond to the government's request for special repair estimating service within 24 hours of notification. Emergency service, within four hours of notification, must be able to be rendered to hoists in building 4055 Integrated Maintenance Facility (IMF). This may be required due to handling of nuclear weapons systems. A detailed repair estimate shall be submitted to 509 CES/CEOE 509 CONS/LGCA within 24 hours. 5. PARTS AND MATERIALS: a. The contractor shall acquire the parts and materials required for the performance of the contract. The contractor shall purchase parts and materials at the lowest obtainable price, secure reasonable competition for such purchases when available, and take all discounts and obtain all rebates possible. b. Only new parts or reconditioned parts of equal quality to new parts shall be used. In accordance with OSHA, ANSI, AFOSH, and, IMIM standards, parts should be purchased from the manufacturer of the hoist. Only if the manufacturer has gone out of business can the parts be purchased elsewhere. Use of used/reconditioned parts in performing maintenance must be approved by 509 CES/CEOE prior to installation. Parts which have been replaced shall become property of the contractor. The parts and materials shall be standard products made by manufacturers regularly engaged in the production of such parts and materials. PROVISIONS AND CLAUSES INCORPORATED BY REFERENCE 52.204-6, DUNS 52.204-9, Personal Identity Verification of Contractor Personnel 52.212-1, Instructions to Offerors 52.212-2, Evaluation-Commercial Items 52.212-3, Reps and Certs 52.212-4, Contract Terms and Conditions Commercial Items 52.212-5, Contract Terms and Conditions Commercial Items (including the following) 52.203-6, Restrictions on Subcontractor Sales to the Government, with Alternate I 52.219-8, Utilization of Small Business Concerns 52.222-21, Prohibition of Segregated Facilities 52.222-26, Equal Opportunity 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans 52.222-36, Affirmative Action for Workers with Disabilities 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration 52.222-41, Service Contract Act of 1965 52.222-43, Fair Labor Standards Act and Service Contract Act -- Price Adjustment 52.222-42, Statement of Equivalent Rates for Federal Hires fill-in (Hoist/Crane inspector-technician, $27.86) 52.216-1, Type of Contract 52.217-8, Option to Extend Services fill-in (30 days) 52.217-9, Option to Extend the Term of the Contract fill-in (a) 30 days, 60 days (c) 4 years 6 months 52.233-2, Service of Protest fill-in (509th Contracting Squadron/LGCA, Whiteman AFB, MO 65305-5344) 52.252-1, Solicitation Provisions incorporated by reference fill-in (http://farsite.hill.af.mil) 52.252-2, Clauses incorporated by reference fill-in (http://farsite.hill.af.mil) 52.252-5, Authorized Deviations in Provisions fill-in (a )(48 CFR Chapter 1), (b) (48 CFR Chapter 2) 52.252-6, Authorized Deviations in Clauses fill-in (a )(48 CFR Chapter 1), (b) (48 CFR Chapter 2) 252.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items. 52.203-3, Gratuities 252.232-7003, Electronic Submission of Payment Requests 5352.201-9101, Ombudsman Mr. Raymond Carpenter/129 Andrews Street, Ste 102/Langley AFB VA 23665-2769/ Phone: +1 (555) 000-0000 Fax: +1 (555) 000-0000 5352.223-9001, Health and Safety on Government Installations 5352.242-9000, Contractor Access to Air Force Installations ADDENDA to 52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS Para (a) First sentence is changed to read: The NAICS code and small business size standard for this acquisition appear on the front page of the combined synopsis solicitation. Para (b)(8) is changed to read: A completed copy of the representations and certifications at FAR 52.203-2 and DFARS 252.212-7000; and returned in their entirety. FAR 52.212-3 shall be accomplished on-line through the On-line Representations and Certifications Application (ORCA) implemented in FAR Clause 52.212-3. ORCA enables vendors to submit and update their representations and certifications on-line. ORCA is part of the Business Partner Network (BPN) and is located at http://orca.bpn.gov. Para (b)(10): This paragraph is deleted. Para (c): This paragraph is changed to read-Period for acceptance of offers. The Offeror agrees to hold the price in its offer firm until 31 October 2008. Para (e): This paragraph is deleted. Para (g): This paragraph is deleted. Para (h): This paragraph is deleted FAR 52.212-4(c) is hereby tailored as follows: Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties with the exception of administrative changes (such as changes in paying office, appropriation data, etc) which may be changed unilaterally by the Government. Quotes are to be e-mailed to the following e-mail address: contact@example.gov; contact@example.gov; or sent by FAX to +1 (555) 000-0000 to the attention of A1C Daniel Blackmore. NOTE: Quotations shall be received by 04 Aug 2008, 1:00 PM CST; late quotations will not be considered for award. Prospective offeror must be registered in the Central Contractor Registration (CCR) (www.ccr.gov) in order to be eligible for award. All responsible sources may submit a quotation which, if timely received, shall be considered by this agency.