NMHSA 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 483-12MR-6668 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. Competition for this requirement is unrestricted and only qualified Offerors will be considered. Base Period (12 months) Line Item/Description/Quantity/Unit 0001 Provide monthly inspection and maintenance for hydraulic elevators as outlined in Statement of Work/12/MO 0002 Emergency service callout rate for labor hours exceeding two (2) emergency callouts per quarter as outlined in Statement of Work NTE/4/HR 0003 Parts and materials in excess of $100 as required to perform repairs as needed and pre-approved by a MSHA Contracting Officer. $3,000.00 NTE/1/LO Option Period I (12 months) Line Item/ Description/ Quantity/ Unit 1001 Provide monthly inspection and maintenance for hydraulic elevators as outlined in Statement of Work/12/MO 1002 Emergency service callout rate for labor hours exceeding two (2) emergency callouts per quarter as outlined in Statement of Work NTE/4/HR 1003 Parts and materials in excess of $100 as required to perform repairs as needed and pre-approved by a MSHA Contracting Officer. $3,000.00 NTE/1/LO Option Period II (12 months) Line Item/Description/Quantity/Unit 2001 Provide monthly inspection and maintenance for hydraulic elevators as outlined in Statement of Work/12/MO 2002 Emergency service callout rate for labor hours exceeding two (2) emergency callouts per quarter as outlined in Statement of Work NTE/4/HR 2003 Parts and materials in excess of $100 as required to perform repairs as needed and pre-approved by a MSHA Contracting Officer. $3,000.00 NTE/1/LO Option Period III (12 months) Line Item/Description/Quantity/Unit 3001 Provide monthly inspection and maintenance for hydraulic elevators as outlined in Statement of Work/12/MO 3002 Emergency service callout rate for labor hours exceeding two (2) emergency callouts per quarter as outlined in Statement of Work NTE/4/HR 3003 Parts and materials in excess of $100 as required to perform repairs as needed and pre-approved by a MSHA Contracting Officer. $3,000.00 NTE/1/LO Option Period IV (12 months) Line Item/Description/Quantity/Unit 4001 Provide monthly inspection and maintenance for hydraulic elevators as outlined in Statement of Work/12/MO 4002 Emergency service callout rate for labor hours exceeding two (2) emergency callouts per quarter as outlined in Statement of Work NTE/4/HR 4003 Parts and materials in excess of $100 as required to perform repairs as needed and pre-approved by a MSHA Contracting Officer. $3,000.00 NTE/1/LO All CLINS are to be priced in accordance with the attached Statement of Work. Statement of Work 1.0 The National Mine Health and Safety Academy, located at 1301 Airport Road, Beaver, WV, is seeking quotes for monthly inspections and maintenance service for two (2) Cotton elevators. 1.1 OBJECTIVES The objective of this procurement is to maintain Cotton elevators in operational order. 1.2 SCOPE The Contractor shall provide monthly inspections and maintenance service for two (2) Cotton elevators. 1.3 SPECIAL QUALIFICATIONS The contractor warrants that he will have obtained all licenses and permits required by law to engage in the activities that are required in connection with the statement of work. The contractor shall conform to all required safety regulations for the Academy, County, State, and the Federal Government. 1.4 PERIOD OF PERFORMANCE The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option periods. The Period of Performance reads as follows: Base Year: March 1, 2012 thru February 28, 2013 Option Year I: March 1, 2013 thru February 28, 2014 Option Year II: March 1, 2014 thru February 28, 2015 Option Year III: March 1, 2015 thru February 28, 2016 Option Year IV: March 1, 2016 thru February 28, 2017 1.5 POINTS OF CONTACT/COORDINATORS Acquisition Management Division U.S. Department of Labor Mine Safety & Health Administration 1301 Airport Road Beaver, West Virginia 25813 1.6 CONTRACTING OFFICER TECHNICAL REPRESENTATIVE: The (COTR) will be identified by separate letter. The COTR monitors all technical aspects of the contract and assists in contract administration The COTR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COTR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COTR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COTR is not authorized to change any of the terms and conditions of the resulting contract. 1.7 RECOGNIZED HOLIDAYS The Contractor is not required to perform services on the following holidays: New Year's Day Labor Day Martin Luther King Jr.'s Birthday Columbus Day President's Day Veteran's Day Memorial Day Thanksgiving Day Independence Day Christmas Day 1.8 HOURS OF OPERATION The Contractor is responsible for providing support between the hours of 8:00 a.m. and 4:00 p.m. Monday thru Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. The Contractor will in the performance of this requirement immediately notify the COTR or the MSHA Point of Contact if the time and/or service obligations of this contract cannot be met due to inclement weather, civil disturbances, equipment failure, illness, etc. MSHA recognizes the obligation of the Contractor to provide for the safety and well being of personnel engaged in providing services under this contract. The Contractor shall notify the MSHA COTR or other Point of Contact no later than 9:00 a.m. on the day the services were scheduled to be provided if any circumstances prevent timely performance. 1.8.1 EMERGENCY SERVICE 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). 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. Repairs required during regular working hours are to be included in the quarterly inspection cost and will be done without additional cost. 1.9 PLACE OF PERFORMANCE: The work to be performed under this contract will be delivered to 1301 Airport Road, Beaver, WV. 1.10 SECURITY REQUIREMENTS Contractor staffs are required to conform to MSHA's security and privacy requirements as described below: The contractor will be responsible for ensuring compliance by its employees with the security regulations of MSHA and other Government installations or Contractor facilities where work is performed under this Contract. This includes the safekeeping and display of a Government-provided ID badge for employees of the Contractor and any subcontractors while these employees are in federally owned or leased property. The Contractor will ensure the security of all MSHA property, building ID badges, key cards and standard keys issued to Contractor staff. For employees leaving the project permanently or for an extended period of time, the Contractor will return all badges, property, key cards, parking placards, and keys the same day the employees leave the project. Contractor employees shall present a professional appearance at all times and their conduct shall not reflect discredit upon the United States and or the Department of Labor. The Government may, at its sole discretion, direct the Contractor to remove any contractor employee from U.S. Department of Labor facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under any Contract awarded. The Contracting Officer will provide the contractor with a written explanation to support any request to remove an employee. The contractor shall not employ any person who is an employee of the United States Government if that employment would appear to cause a conflict of interest. Per the PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL clause of the Federal Acquisition Regulation (FAR 52.204-9): The contractor shall comply with agency personal identify verification procedures identified in the contract that implement Homeland Security Presidential Directive -12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24, and Federal Information Processing Standard Publication (FIPS PUB) number 201. The Contractor shall insert this clause in all subcontracts when the subcontractor is required to have physical access to a federally-controlled facility or access to a Federal information system. 2.0 PART 2 -DEFINITIONS & ACRONYMS CO - Contracting Officer COTR - Contracting Officer's Technical Representative: A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the contractor Defective Service - A service output that does not meet the standard of performance associated with it in the Statement of Work. DOL - Department of Labor FAR - Federal Acquisition Regulation HR - Hour LO - Lot MO - Month MSHA - Mine Safety and Health Administration NTE - Not to exceed POP - Period of Performance Quality Control - Those actions taken by a contractor to control the performance of services so that they meet the requirements of the SOW. Quality Assurance - Those actions taken by the government to assure services meet the requirements of the Statement of Work. SF - Standard Form SOW - Statement of Work 3.0 PART 3- GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES Knowledgeable MSHA personnel will be made available to direct the contractor to the Cotton elevator locations at NMH&S Academy. 4.0 PART 4 - CONTRACTOR FURNISHED ITEMS AND SERVICES Contractor will furnish monthly inspections and maintenance service for two (2) Cotton elevators. Service to be provided on a monthly basis and callout during regular hours of operation. Service Contract Act of 1965 (as amended) and Wage Rate Determination 2005-2573 (Rev 14 dated 06/13/2011) apply. Parts/materials as required to be itemized as separate line items on each invoice. (For emergency call out, please see Emergency Service in 1.7.1). 5.0 PART 5 - SPECIFIC TASKS The following is the set of tasks required under this Contract. All tools developed under this contract should be validated for accuracy. The method(s) used for this determination shall be specified in the contract proposal. The following tasks are required under this Contract: 1. The contractor shall utilize trained persons who are employed and supervised directly by the Contractor. The service representatives shall be qualified to keep the elevator equipment properly adjusted and use all reasonable care to maintain the equipment in a safe and proper operating condition. 2. The contractor shall examine and lubricate (as required) regularly and systematically and if conditions warrant, repair and/or replace as follows: a. Pumps, pump/valve motors, motor windings, operating/leveling valves, plunger, packing, v-belts, strainers, springs, gaskets, and exposed piping. b. Leveling devices, cams, controller, controller relays, magnet frames, resistors, transformers, condensers, controller wiring, travel cable, coils, contacts, timing devices, rectifiers/resistance for operating, and motor circuits. c. Automatic power door operators, auxiliary door-closing devices, car door contacts/protective devices, hoist way door interlocks, car frame, platform, guide rails/stiles, gibs, rollers, and hoist way switches. d. Relay components, metal/carbon contacts, springs, connectors, arc deflectors/barriers, insulators, distance pieces, holders, motor brushes, operating switches, car/hall signal lamps, fuses, and hydraulic fluids. 3. The contractor shall also clean the elevator components located in the machine room and hoist way. In addition, the contractor will periodically brush down and vacuum the hoist way and pit for normal dirt accumulation. 4. This contract shall include annual and five-year safety tests. 5. The contractor shall be responsible for two (2) emergency call-back calls during each quarter (total of eight calls each year) at no additional cost to the US Government. These calls shall be made during regular working hours. 6. The contractor shall furnish all parts and/or materials required for repairs that do not exceed $100.00 for each job/service call. The US Government will pay for all parts and/or materials that do exceed $100.00 for each job/service call only if expressed permission is granted by an MSHA Contracting Officer prior to repair. 7. A two-hour response time shall be required during regular working hours. Regular working hours are Monday - Friday, 8:00 a.m. - 4:00 p.m. 6.0 AUTHORITY Only the contracting officer has the authority to modify the contract, authorize changes in funding, or add additional funds for expenditure under a contract. Should the contractor question charges or instructions under this task order, the contractor will bring these issues to the contracting officer for resolution. All issues brought to the attention of the contracting officer must be presented in writing via a memorandum or e-mail. 7.0 REGULATIONS The contractor shall perform the services as set forth in the statement of work and in accordance with all applicable laws and regulations. The contractor warrants that he will have obtained all licenses and permits required by law to engage in the activities that are required in connection with the statement of work. 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 National Mine Health and Safety Academy 1301 Airport Road Beaver, WV 25813 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 Part 5 of the SOW. . The government must receive enough information in a proposal to make a determination that the Offeror can complete the defined work or the proposal may 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 II, 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 13, 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 8, 2012 at 9:00 AM (EST). Phone calls will not be accepted.