Motor and Pump Repair Services

I. OVERVIEW: 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; quotes are being requested and a written solicitation will not be issued. The document # is RFQ-10-0023 and this is a Request for Quote (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-36 including amendments effective September 10, 2009. This requirement is being set-aside for Small Businesses using NAICS code 811310. Only qualified Offerors may submit a response. The Government anticipates making an award prior to October 1, 2009 with the period of performance beginning October 1, 2009. HOWEVER THIS REQUIREMENT/ SOLICITATION IS SUBJECT TO AVAILABITY OF FUNDS, FAR CLAUSE 52.232-18 AVAILABILITY OF FUNDS. I. REQUIREMENT: The Contractor shall provide all labor, tools, transportation, materials, equipment, parts, management and supervisor and other items necessary to provide scheduled and emergency repairs to various pumps (e.g. Bell & Gossett and Skidmore) and motors (e.g. Siemens, Baldor and Marathon Electric) ranging in size from 3 to 300 horsepower. After market, used or refurbish parts shall not be used. Contractor personnel shall respond in person, within two (2) to twelve (12) hours, depending on the BEP's mission criticality of the equipment requiring service and/or repair of receipt of a call. The BEP will provide a list to the Contractor of individuals who are authorized to call and request services. It is the responsibility of the Contractor to provide a toll free telephone number(s) that is available 24x7x365 during the period of performance. If this number changes the Contractor shall notify the BEP at least three (3) business days prior to the number being changed. The Contractor must submit to the COTR an estimated total cost to repair, including parts and number of hours prior to performing the repair. The Contractor should also include in the estimate the replacement cost for a new pump and/or motor for comparison purposes as well. Upon written approval of the estimate by the Government the Contractor shall proceed with the repair. A firm-fixed price shall be determined based upon the estimate provided by the Contractor. The BEP reserves the right to provide any of the parts required to perform the repair, to defer the work to a later time, have another supplier perform the work, or to defer to the Contractor's quote. The BEP reserves the right to determine the disposition of any pump and motor that is found to be not suitable for repair. Deliverables: The Contractor shall provide to the COTR the following deliverables: (a) An estimated total cost to repair for each pump and/or motor requested to be repaired, (b) A repair report for each repair that includes but not limited to; the date and time of service, technician's name, a description of the work performed, number of hours, parts and warranty info., if any, (c) Toll free telephone number for service calls within five (5) business days after award, (d) Copies of maintenance records within three (3) business days of request, (e) Warranty information and/or documentation on parts and. (f) A point of contact along with a back-up point of contract for the duration of this effort. Point of contacts shall be responsible for all matters in regards to this effort. II. RESPONSE INFORMATION: Offerors shall provide the following in response to this solicitation. 1. A cover letter signed by an authorized individual of the company providing a general overview of the company's history, corporate experience and any other pertinent information, and point of contact information, a. Corporate Experience shall demonstrate a history and achieved expertise within this field of work and the qualification to perform the work described herein. If the Offeror's approach involves a joint venture, teaming arrangement, or subcontracting arrangement then that company's corporate experience shall also be discussed. 2. Proposed pricing for the Base and each Option Period (refer to Section XI 1. for period of performance information). a. Offerors shall propose fully burdened time and material hourly rates to perform the work described for each defined period of performance. Hourly rates shall clearly delineate between normal hours, afterhours, holiday, etc. In addition, Offerors shall indicate the labor category associated with the proposed hourly rates as well. 3. Proposed payment discount terms, 4. Past Performance Information: Offerors are to limit past performance information to the past three (3) years and which show that the Offeror is or has performed work similar in size, scope and/or complexity to the requirement stated herein. Past performance information provided by the Offeror may include those contracts entered into with the Federal Government, agencies of state and local governments as well as commercial customers. 5. If applicable, a discussion of any assumptions the Offeror took in the development of their response and 6. If applicable, a discussion of any exceptions to the solicitation terms and conditions and/or any proposed additional terms and conditions. III. DUE DATE: Responses to this solicitation shall be submitted to the Contract Specialist listed herein no later than 1:00 P.M. EST September 28, 2009. IV. POINT OF CONTACT: Offerors shall send their response to the solicitation to the attention of Thomas O'Linn, Contract Specialist either via e-mail contact@example.gov, fax at (202)-874-2200 or via post at Bureau of Engraving and Printing, Office of Acquisition, 14th and C Streets SW, Room 705-A, Washington, DC 20228-0001. V. PROVISIONS AND CLAUSES: A. The following provisions and clauses are incorporated by reference and apply to this solicitation: 52.212-1 Instruction to Offers Commercial Items; 52.212-2 Evaluation Commercial Items; 52.212-3 Offeror Representatives and Certifications and Certifications - Commercial Items; 52.212-4 Contract Terms and Conditions - Commercial Items; 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders - Commercial Items; 52.217-8 Option to Extend Services **six (6) months** and **thirty (30) days**; 52.217-9 Option to Extend the terms of the contract **anytime**, **forty-five (45) days** and **sixty (60) months**; 52.225-2 Buy American Act Certificate; 52.228-5 Insurance - Work on a Government Installation; 52.232-18 Availability of Funds; 52.237-2 Protection of Government Buildings, Equipment, and Vegetation; 52.247-35 F.O.B. Destination within Premises Consignee's. The following clauses cited in 52.212-5 above are applicable to this acquisition: 52.203-6 Restrictions on Subcontractor Sales to the Government, with Alternate I; 52.219-6 Notice of Total Small Business Set-Aside; 52.219-28 Post-Award Small Business Program Rerepresentation; 52.222-21 Prohibition of Segregated Facilities; 52.222-26 Equal Opportunity (E.O. 11246); 52.222.36 Affirmative Action for workers with Disabilities; 52.222-41 Service Contract Act of 1965 (refer to Wage Determination No. 2005-2103 Rev 8 dated 05/26/09); 52.225-13 Restrictions on Certain Foreign Purchases; 52.225-1 Buy American Act-Supplies; 52.232.33 Payment by Electronic Funds Transfer-Central Contractor Registration. The full text of these provisions and clauses may be accessed electronically at: http://acquisition.gov/far. VI. TERMS AND CONDITIONS: 1. Period of Performance: The Period of Performance shall be for a twelve (12) month Base Period, with four (4) twelve month Option Periods that may be exercised. 2. Date, Time and Hours: The Contractor is responsible for appropriately planning, coordinating and scheduling services with the COTR or authorized designee to meet the needs of the BEP's Power Plant. As a result, services may need to occur after BEP's standard hours of operation, on weekends, on Federal Holidays or during the BEP's Year-End Shutdown (Y.E.S) period dependent on the circumstances (e.g. emergency call) and needs of the BEP Power Plant. The BEP's standard hours of operation is Monday through Friday 7:00AM to 5:00 P.M. Eastern Standard Time. However, the Power Plant itself remains operational 24x7x365, including all Federal Holidays and BEP's Y.E.S period. A current listing of Federal Holidays can be located via the following website; https://www.opm.gov/fedhol/. For the Y.E.S period the BEP typically shuts down during the week between December 25th and January 1st. The COTR will notify the Contractor concerning the specific dates of the Y.E.S period. 3. Personnel Qualifications: Contractor personnel shall be competent, dependable, knowledgeable, trained, inclusive of any necessary or applicable certification and/or license and experienced and thereby qualified to perform their specific duties in supporting this effort. The Government reserves the right to request copies of the individual's qualifications (e.g. resume, license(s), etc) at any time during performance). The Contractor shall provide the requested information within five (5) business days of the request. 4. Security: While on-site Contractor personnel will be given a visitor security badge by BEP Security personnel. These badges shall be worn above the waist, clearly visible, with picture or front side front forward at all times and are to be returned upon leaving the site. In addition, Contractor personnel will be escorted by Government authorized personnel while on-site. 5. Regulations/Publications/Codes: The Contractor shall comply with and perform all services associated with this effort in accordance with any and all applicable Regulations/Publications/Codes. Regulations/Publications/Codes means any and all applicable Federal, State, City, Local and Organizational laws, regulations, codes, ordinances, standards and conditions (e.g. Department of Transportation (DOT), Environmental Protection Agency (EPA), public and occupational health, safety, and environmental, etc), original equipment manufacture specifications, requirements and standards as well as any and all BEP policies, procedures, guidelines and requirements that govern the performance of the services as prescribed by the contract. The Contractor is solely responsible for ensuring it is complying with and performing in accordance with any such amendments, supplements to such Regulations/Publications/Codes as well as any and all superseding documents issued or enacted during the period of performance of the work. The Government reserves the right to request copies of the company license(s) and other certification documentation that demonstrates their company has the ability to perform the services at any time during performance. The Contractor shall provide the requested information within five (5) business days of the request. 6. Invoice and Payment Instructions: The Internet Payment Platform (IPP) is the BEP's preferred method for contractors submitting invoices for payment. Contractors shall contact the below for more information on the IPP program, including enrollment: IPP Customer Support Desk +1 (555) 000-0000 contact@example.gov A copy of the invoice is to be submitted to the COTR listed in the contract. If unable to comply with the IPP processing requirements, then the following process shall apply for submission of invoices for payment: The Contractor shall submit invoices to the designated payment office below along with one (1) copy to the COTR listed in Attachment A Section 6.1. The BEP designated payment office is; U.S. Department of the Treasury Bureau of Engraving and Printing Office of Financial Management Accounting Division, Room 302-34A 14th and C Streets, S.W. Washington, D.C. 20228-0001 7. Delivery Information (BEP's Washington, DC Location): Items needing to be delivered to the BEP's Washington, DC location shall be delivered to the following address: The Bureau of Engraving and Printing Annex Building - Loading Dock D Street, Between 13th and 14th Streets, S. W. Washington, D. C. 20228 Receiving hours for deliveries are 8:00 a.m. to 2:15 p.m., local time, Monday through Friday, excluding U.S. Government holidays and BEP year-end shutdown (which normally occurs between December 24 and January 1). The Contractor shall call the BEP appointment line at +1 (555) 000-0000 at least twenty-four (24) hours in advance to schedule approximate delivery times. The appointment line is staffed from 8:30 am to 2:30 pm. Monday through Friday. A voice mail message maybe left after normal working hours. The following information should be provided: - Name of supplier/manufacturer - Contact Person with phone number - Contract/Purchase Order Number - Total number of cartons or pallets - Total weight - Date and Time of Delivery *Note the following loading dock limitations for deliveries made to Washington D.C.: Over the road vehicles having an overall height exceeding 12'6" (3.8 meters) empty, or an overall length exceeding 42' (12.8 meters) cannot be accommodated at the receiving platform.