Preventative Maintenance and Repairs-Material Handling Equipment

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulations, Sub-part 12.6 and the procedures in FAR Part 13, as supplemented with additional information included in this notice. This purpose of this Request for Quote is to establish a base and (4) option year contract to provide Preventative Maintenance and Unscheduled Remedial Repairs to Material Handling Equipment used by the Social Security Administration Warehouse Operations located at 300 Spring Garden Street, Philadelphia PA 19123. Solicitation Number SSA-RFQ-R03-12-1005 and is issued as a Request for Quote (RFQ). The solicitation document and the incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-56. All small responsible business sources capable of providing this service may submit an offer, which shall be considered by the Agency. This acquisition is 100% small business. Quotes submitted by Large Businesses shall not be considered. The NACIS Code is 811310. The Service Contract Act is applicable to this acquisition. (see attachment) DOL Wage Determination No: 2005-2449 Revision No: 11 Date of Revision: 06/13/2011 23530- Machinery Maintenance Mechanic- $24.32 Health and Benefits- $ 3.59 Requirement Description: The successful vendor shall provide on-site semi-annual preventative maintenance. In addition to the semi-annual preventative maintenance, the successful vendor shall provide unscheduled remedial repairs on an as needed basis. The successful vendor shall comply with all Federal, State and Local Environmental regulations including but not limited to the recycling of discarded parts and lubricants. The following is a list of equipment to receive Preventative Maintenance and Unscheduled Remedial Service. The Statement of Work contains this list of equipment as well as the Government's preventative maintenance requirements. The vendor shall use his expertise to propose newer technology or methods for the preventative maintenance program. Material Handling Equipment. 1 ea-Hyster stand up counterbalance-E50FR- S/N-z943wo2174u 1 ea-Crown electric pallet truck- 40GPW- S/N-7a127733 1 ea-Crown electric pallet truck- PW3520-60 - S/N- 6a201638 1 ea-Crown stand up counterbalance-RC 5515-30- S/N-1a354739 1 ea-Crown stock picker- SP3505-30- S/N-1a353371 1 ea-Crown electric pallet truck- WP2335-45- S/N-5a388680 1 ea-Crown electric pallet truck- WP2335-45- S/N-5a388679 The equipment age is between 1 year to 10 years. This procurement action includes a site visit to review the equipment and a vendor pre-proposal conference. The site visit and vendor pre-proposal conference shall be held on: April 5, 2012 at 09:00 AM -10:00 AM - hour shall be allocated to the review of the equipment - hour shall be allocated to a pre-proposal conference Attendance shall be limited to 2 representatives per vendor. Location: Social Security Administration 300 Spring Garden Street Philadelphia PA 19123 To gain access to this site: Please email contact@example.gov with the name of your company and attendees. Photo identification will be required prior to the entrance to this site. This is for a base and four(4) option years contract beginning on or about 6/1/2012. Please use the Standard Form(SF)1449 to provide a proposal for the line items. Unscheduled Remedial Service Calls-Response Time frame Vendor shall response within 2 hours of the request for service. The Contracting Officer Technical Representative(COTR) shall determine whether is in the Government's best interest to schedule an appointment after 2:30 PM. Authorized Dealer Vendor shall identify the authorized dealer lines for which he can provide service. Availability of Replacement Parts Vendor shall have a supply of Original Manufacturer Equipment(OEM)commonly used parts available on his truck or van to affect immediate repairs. Original Equipment Manufacturer(OEM) Parts Vendor shall only use OEM parts for all equipment listed in the Statement of Work Disposal of Environmentally Hazardous Waste Material and Parts. Vendor shall comply with all federal, state and local environmental regulations with respect to the proper disposal of all hazardous waste material and parts. CLAUSES AND PROVISIONS The following Agency Clauses are applicable to this solicitation. 1. 52.252-2 Clauses Incorporated By Reference (FEB2012) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the contracting officer will make their full text available. Also, the full text of a clause may be accessed electronically at this /these address(es): http://www.acquisition.gov/far/index/html. The clauses at FAR Part 52.212-4, Contract Terms and Conditions-Commercial Items (FEB2012) applies to this acquisition. (Incorporated by Reference) FAR 52.212-5 Contract Terms And Conditions Required To Implement Statutes Or Executive Orders-Commercial Items (FEB2012) is applicable to this contract specifically,(b)9,20,21, 22, 23 and (c) (1),(8). 52.217-8 Option to Extend Services. (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 60 days. 52.217-9 Option to Extend the Term of the Contract. (MAR 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 60 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 66 months. AGENCY CLAUSES AND PROVISIONS All vendor employees assigned to work on this award shall be required to undergo a Suitability Determination prior to performance. 0401 Security And Suitability Requirements (JUN2011) a. Acronyms and Definitions . Access to a facility, site, system or information means physical access to any Social Security Administration (SSA) facility or site, logical access to any of SSA's information systems, or access to programmatic or sensitive information. . CO - Contracting Officer . CPSPM - Center for Personnel Security and Project Management . COTR - Contracting Officer's Technical Representative . PIV - Personal Identity Verification b. Purpose This clause provides information regarding the Social Security Administration's (SSA) policies and procedures regarding the conduct of background investigations. The purpose of these investigations is to determine the suitability of contractor employees needing access to an SSA facility, site, system, or information. The clause also describes the process to obtain a PIV credential to gain access. The successful contractor will be required to follow the procedures set forth in this clause commencing at the time of award. SSA requires all contractor employees to visit an SSA facility to obtain a credential after SSA has conducted and favorably adjudicated a background investigation. The COTR will inform the contractor of the location and time to obtain a credential. This clause must be included in all subcontracts awarded by the contractor wherein subcontractor employees will have access to a facility, site, system, or information. c. Authorities . Homeland Security Presidential Directive 12 (HSPD-12) . Office of Management and Budget Memorandum M-05-24 . The Crime Control Act of 1990, Public Law 101-647, subtitle E, as amended by Public Law 102-190 (for childcare center security requirements) . Executive Orders 10450 and 12968 and Title 5, Code of Federal Regulations (CFR), Parts 731, 732 and 736 (for positions assigned a "National Security" designation) d. Background Investigation and Adjudication Process The background investigation and adjudication processes are compliant with 5 CFR 731. e. Required Forms All contractor employees who will have access to a facility, site, system, or information must complete and submit to SSA the following forms. Some of the forms are available electronically (see website addresses below): . 2 Forms FD-258, Applicant Fingerprint Chart (The CO will provide the FD-258 forms at the time of the contract award.) NOTE: The contractor will be responsible for obtaining and providing acceptable fingerprints for use by SSA. Regardless of the method used to fingerprint employees (electronic capture or ink) the only acceptable fingerprint card is the FD-258. . Optional Form 306, Declaration for Federal Employment http://www.opm.gov/forms/html/of.asp . Fair Credit Reporting Act (FCRA) Authorization Form http://www.opm.gov/extra/investigate/fin-1998/fin9802.asp . If the employee is not a U.S. Citizen, the employee must provide SSA with a legible photocopy of his or her work authorization permit and social security card. In addition to the forms above, every employee who will have access to a facility, site, system, or information must complete and submit ONE of the following forms: . Standard Form (SF) 85 for risk level 1 (Public Trust, Low Risk/Non-Sensitive), http://www.opm.gov/forms/html/sf.asp . Standard Form (SF) 85P for sensitivity levels 5 or 6 (Public Trust, Moderate or High Risk), http://www.opm.gov/forms/html/sf.asp . Standard Form (SF) 86 for sensitivity levels 2, 3 or 4 (National Security, Non-Critical, Critical -Sensitive or Special Sensitive), http://www.opm.gov/forms/html/sf.asp The risk designation associated with the work that the particular individual will be performing will determine which form the individual must complete. For this contract, the following risk designation(s) apply: Labor Category: Machinery Maintenance Mechanic Risk Designation LOW f. Forms Completion The contractor must ensure that all forms are fully completed and signed prior to submission to SSA. The contractor must ensure that the fingerprint charts and all forms are printed legibly or typed in black ink and all signatures are in black ink. The contractor must also ensure there are no "breaks" in residences or employment. SSA requires complete addresses, including zip codes and phone numbers. g. Forms Submission The contractor shall submit a cover sheet, including the contract number, name, and social security number of all contract employees for whom they are requesting a suitability determination, along with completed forms and one FD-258 fingerprint chart to: SSA CPSPM Security and Suitability Team 6401 Security Boulevard Room 1260 Dunleavy Building Baltimore, MD 21235 Simultaneously, the contractor must submit a copy of the cover sheet to the COTR. The contractor must submit these forms at least 15 days prior to the date work is to begin. For new contract employees who will need access to an SSA facility, site, information, or system, the contractor must submit these forms at least 15 days prior to beginning work under the contract. h. Preliminary Suitability Determination A Federal Bureau of Investigation fingerprint check will be used as part of the basis for making a preliminary suitability determination. If SSA makes a favorable preliminary suitability determination, the individual may perform under the contract pending SSA's final suitability determination. CPSPM will notify contractors, with carbon copy (cc) notifications sent to both the COTR and CO, of the results of these determinations. SSA requires each contractor employee who will have access to a facility, site, system, or information to present two forms of identification after the contractor employee receives notification of a preliminary suitability determination but prior to beginning work under the contract. In order for SSA to continue the background investigation process and enroll the contractor employee in the PIV credentialing process, at least one of the forms of identification must be a Government-issued photo ID (please see Employment Eligibility Verification, I-9, for acceptable forms of ID). i. Final Suitability Determination Final suitability determinations are made in approximately 45-90 business days after submittal of the completed forms to CPSPM. If CPSPM determines that any employee is unsuitable, the COTR, CO, and contractor will be notified and SSA will revoke the employee's physical and logical access. The contractor must confirm receipt of the revocation within one business day. A contractor is not entitled to an equitable adjustment of the contract as a result of SSA making an unfavorable suitability determination on contractor employees. Additionally, if SSA determines that the number or percentage of unfavorable determinations make successful contract performance unlikely, SSA may terminate the contract for cause or default. j. Exceptions The COTR may request an exception to the normal background investigation process for emergency situations when access to a facility or site is needed, but where access to information systems or programmatic information is not required. This request must be directed to CPSPM. COTRs may request an exception by sending an email to contact@example.gov. If CPSPM grants temporary access, that temporary access will apply only for the period specified by CPSPM and only for the specific contract employee(s) identified by the COTR. CPSPM expects that it will rarely grant exceptions. k. Contractor Notification to Government The contractor shall notify the COTR (who will notify CPSPM and the CO) within one business day if an employee is arrested or charged with a crime during the term of this contract, or if there is any other change in the employee's status (e.g., the employee leaves the company; the employee no longer works under the contract; the employee's alien status changes) that could impact the suitability determination for that individual. The contractor must provide in that notification as much detail as possible, including, but not limited to: employee name(s), contract number, the type of charge(s), if applicable, the court date, and, if available, the disposition of the charge(s). l. Government Control The Government has full control over and may grant, deny, or withhold access to a facility, site, system, or information and may require the COTR and contractor to remove personnel from performing under the contract for reasons related to conduct even after the individual has been found suitable to work on the contract (see paragraph n., below). m. Appeals Process for Unsuitable Determinations The contractor must notify the employee of any unsuitable determinations as soon as possible after receipt of such a determination. If the employee would like clarification or wish to appeal an unsuitable determination, his/her request must be in writing and submitted within 30 days of the date of the unsuitable determination. The request can be emailed to SSA at dchr.ope.hspd 12 contact@example.gov, or mailed to: Social Security Administration Attn: CPSPM Suitability Program Officer 6401 Security Boulevard Room 1260 Dunleavy Building Baltimore, MD 21235 n Removal From Duty SSA may request that the contractor immediately remove any contractor employee(s) from working under the contract based on conduct that occurs after a pre-screening approval or favorable suitability determination. The contractor must comply with these requests. The Government's determination may be made based on, but not limited to, incidents involving the misconduct or delinquency as set forth below: i. Violation of the Rules and Regulations Governing Public Buildings and Grounds, 41 Code of Federal Regulations 101-20.3. This includes any local badging requirements. ii. Neglect of duty, including sleeping while on duty, unreasonable delays or failure to carry out assigned tasks; conducting personal affairs while on duty; and refusing to cooperate in upholding the integrity of SSA's security program. iii. Falsification or unlawful concealment, removal, mutilation, or destruction of any official documents or records, or concealment of material facts by willful omissions from official documents or records. iv. Disorderly conduct, use of abusive or offensive language, quarreling, intimidation by words or actions, or fighting. Also, participating in disruptive activities, which interfere with the normal and efficient operations of the Government. v. Theft, vandalism, or any other criminal actions. vi. Selling, consuming, possession of, or being under the influence of intoxicants, drugs, or substances which produce similar effects. vii. Improper use of official authority or credentials. viii. Unauthorized use of communications equipment or Government property. ix. Misuse of weapon(s) or tools used in the performance of this contract. x. Unauthorized access to areas not required for the performance of the contract. xi. Unauthorized access to employees' personal property. xii. Violation of security procedures or regulations. xiii. Prior determination by SSA or other Federal agency that a contractor's employee was unsuitable. xiv. Unauthorized access to, or disclosure of, agency programmatic or sensitive information, or IRS Tax Return information. xv. Unauthorized access to an agency Automated Information System. xvi. Unauthorized access of information for personal gain (including, but not limited to, monetary gain), or with malicious intent. xvii. Not providing for the confidentiality of and protection from disclosure of information entrusted to them. Contractor personnel are considered the same as Federal employees for the purposes of applying certain provisions of: The Privacy Act of 1974; The Tax Reform Act of 1976 and the Taxpayer Browsing Protection Act of 1997; SSA regulation 1; The Computer Fraud and Abuse Act of 1986; and Section 1106 of the Social Security Act. INSTRUCTIONS TO VENDORS- The following provisions at FAR 52. 212-1, Instructions to Offerors (FEB2012) shall apply to this acquisition 1.Proposals may be submitted either electronically to contact@example.gov or to the address supplied below. Electronic format is perferred provided that all of the required information is submitted. Failure to submit the required documents or information shall result in the elimination of your proposal. It is the responsibility of the vendor to ensure that his proposal is received by this office on or before the published due date and time. The response due date and time for the action is April 19, 2012 by 1 PM. 2. The response shall include the following: a. A minimum of three(3) references for similar work performed within the last three (3) years. Contacts may include those entered into with the Federal Government, state agencies, local government and commercial customers. Please be sure that the name and telephone number of the provided reference is up to date because the Government is only required to make two (2) attempts to contact the reference. b. Licensing and credential information showing that the vendor has the ability to render this service. c. Licensing and credentials for all mechanics working under this award. d. Required Insurance (1)Workers compensation (2) Employer's Liability (3) General Liability e.Certifications and Representations. The perferred method is the Online Certifications and Representations. You may access this site at https://orca.bpn.gov f. DUNS Number and Tax Identification Number. g. Central Contractor Registration Database h. Pricing for all line items. Where applicable, extend price. Submit Hard Copy Proposal Package to: Social Security Administration 300 Spring Garden Street/7th Fl/OAG/RMT/ Philadelphia PA 19123 Attention: Linda Seidle Electronic Submissions may be sent to: contact@example.gov PAYMENT: Payment shall be made by Government Purchase Card EVALUATION: To provisions at FAR Part 52.212-2, Evaluation, Commercial Items are applicable to this acquisition. The evaluation factors for this acquisition are as follows: 1. Experience 2. Past Performance 3. Price Experience: The vendor shall provide specific information with respect to experience, qualifications and background that will establish his company is capable of performing this requirement. Past Performance: Consideration shall be given to areas such as quality, timeliness, the average response time for disabled vehicles, business relations and customer satisfaction of similar services performed. The Government will obtain information by contacting references and/or using other information available from other sources. The vendor's past performance will be determined to be acceptable or unacceptable. In the event that there is no past performance information, vendor shall be rated as neutral. (Note-this assessment of past performance is separate from the responsibility determination required under FAR Subpart 9.1) Price: Vendor shall provide pricing generally reserved for their best customers. Price evaluation shall include the base and all options periods of performance. Unbalanced pricing for base and option periods of performance pricing shall result in the elimination of your proposal. Basis of Award: Experience and past performance are equal to price. An award shall be made to the vendor whose experience, past performance and price are most advantegous to the Government. 52.212-3 REPRESENTATIONS AND CERTIFICATIONS(FEB2012) Quoters shall complete the annual representations and certifications electronically via the ORCA website at https://orca.bpn.gov. If the vendor has already filed his representations and certifications under ORCA, then he must certify that submission of these on-line certifications and representations are accurate and complete and in accordance with FAR Part 52.212-3 have been entered, and uploaded within the last 12 months Direct all procurement inquiries to contact@example.gov This posting represents the only solicitiation available. No telephone calls will be accepted and requests for a hard copy of this solicitation will not be honored.