Preventative Maintenance Automatic Doors

THIS IS A Sources Sought Notice ONLY. The U.S. Government desires to procure Automatic Door Maintenance Services on a small business set-aside basis, provided two (2) or more qualified small businesses respond to this sources sought synopsis with information sufficient to support a set-aside. Be advised that the U.S. Government will not be able to set aside this requirement if two (2) or more small businesses do not respond with information to support the set-aside. We encourage all small businesses, in all socioeconomic categories (including, 8(a) Business Development Program, Small Disadvantage Business, Historically Underutilized Business Zone, Service-Disabled Veteran-Owned, Women-Owned Small Business concerns), to identify their capabilities in meeting the requirement at a fair market price. This notice is issued solely for information and planning purposes - it does not constitute a Request for Quote (RFQ)/Invitation for Bid (IFB)/Request for Proposal (RFP) or a promise to issue an RFQ, IFB or RFP in the future. This notice does not commit the U.S. Government to contract for any supply or service. Further, the U.S. Government is not seeking quotes, bids or proposals at this time and will not accept unsolicited proposals in response to this sources sought notice. The U.S. Government will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ or IFB or RFP, if any is issued. If a solicitation is released, it will be synopsized on the Government wide Point of Entry. It is the responsibility of potential offerors to monitor the Government wide Point of Entry for additional information pertaining to this requirement. The anticipated NAICS is 238290 Other Building Equipment Contractors, $15M and includes providing preventative maintenance services for automatic doors. The following is a list of required tasks that shall be performed in regards to this requirement: Background: Fort Campbell has a variety of Automatic Doors in several buildings across the installation. An assessment, using preventative maintenance inspections are used to identify any maintenance needed to support the continued full and continuous operation of Automatic Door, and shall comply with ANSI/BHMA A156.10 applies to full power automatic door systems, a related standard, ANSI/BHMA A156.19, American National Standard for Power Assist and Low Energy Power Operated Doors. Scope: The work covered by these specifications consists in furnishing all plant, labor, equipment, appliances, and materials in performing all operations in connection with the Inspection, Preventative Maintenance (PM), Assessment, and Repairs of Automated Doors at Fort Campbell, Kentucky, complete in strict accordance with, these specifications and as specified herein. Drawings associated with this requirement that are presently on file at DPW Engineering Design Branch and will be made available to the successful offer upon request. Note that not all building drawings are available. Therefore, the contractor is responsible for verifying the existing conditions. Contractor shall supply all material, labor and equipment as required to perform any ancillary work indicated and/or specified. Additional doors may be added to the inventory during performance of this contract. Additional doors shall be added at the existing price of the current contract period and for any remaining option periods. Removal due to demolition of facilities or removal of doors may also occur and will be removed from the contract in the same manner. Preventative Maintenance: Perform the required Inspection/Testing AND PM. The work shall be performed to meet all American Association of Automatic Doors Manufacturers (AAADM), the door manufactures requirements and recommendations, and American with disabilities requirements and recommendations and shall conform to National Standards for door inspections and adjustments Preventative Maintenance shall be performed Biannual. The contractor shall perform all required biannual repairs recommended by the door manufacture to keep doors in good working order. All maintenance and repairs shall be performed IAW manufacturer's specifications, handbooks, and instructions. Maintenance also shall conform to AAADM requirements. Typical Preventive Maintenance services shall include but not limited to the items found in the Preventive Maintenance Checklist. Contractor shall submit a written "Deficiency Report", that provides an itemized and written report of all deficiencies found during the system inspection and testing. Exceptions are the items that have been repaired during the course of inspections. The contractor shall identify estimated cost of repairs itemized using labor and materials to detail quote and a time schedule for completion. These reports shall be submitted to the Contracting Officer by the seventh (7th) of the month after completing the work as described for each building. These reports may be used to develop the delivery orders for repairs. In addition to the repairs issued from deficiency reports delivery orders may also consist of "service order" type repairs from DPW Operation and Maintenance Division NOTE: The Government reserves the right to have repairs performed by other methods if it is determined to be more advantageous to do so. Repairs shall be performed by the Contractor at the rate annotated in the Bid Schedule. Note that a Government Purchase Card (GPC) may be used for all payments less than $25,000. DATABASES: The contractor shall be required to create/maintain/update a database (electronic) file of inspections and testing. This data base shall be in Microsoft Excel. The contractor shall also update the existing building exhibit and provide corrections where necessary. A similar electronic database shall be created and maintained of all repairs by building, date work done, delivery order number, etc. Database program shall be Microsoft Excel or Microsoft Access compatible with Government computer software. EQUIPMENT/REPAIRS: The Contractor shall provide materials and equipment that are products of manufacturers regularly engaged in the production of such products which are of equal material, design and workmanship. Products shall have been in satisfactory commercial or industrial use for 1 years prior to bid opening. The 1-year period shall include applications of equipment and materials under similar circumstances and of similar size. All materials or equipment used for repair shall be approved for use on the specific door or assembly If available, all replacement parts shall be new. If new replacement parts are not available due to age of the equipment being maintained, reconditioned or re-manufactured parts may be used if the Contractor warrants them to be - As Good As' or better than the original manufacturers part they are to replace. Items shall be of standard type, and design with characteristics for intended use. All material shall be clean, free from rust, corrosions, defects and damages All work shall be accomplished in accordance with applicable standards, codes, guides and manufacturer's recommendations. No repair work shall be executed without approval of the Contract Officer. If the Contracting Officer approves the repair, the Contracting Officer will issue a Delivery Order authorizing the required repairs. Within ten (10) working days after the quarterly preventive maintenance, the Contractor shall submit to the Contracting Officer a Preventive Maintenance/Repair report for each automatic door separately detailing: a. Checklist items (industry standard form) and any discrepancy found. b. Deficiency list (Excel format) An electronic copy of the report in common electronic format (e.g. Excel Spreadsheet), along with the required bound copy(s) shall be submitted to the Contracting Officer. The Contractor shall submit Deficiency list along with Time and Materials estimate prior to commencement of work. Contractor Manpower Reporting (CMR): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The Contractor shall supply all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, Contracting Officer, or also known as the Contracting Officer's Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor's system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website. NOTE: The contractor shall include any cost associated in his overhead and will not be paid separately for this task. In response to this sources sought, please provide: 1. Name of the firm, point of contact, phone number, email address, DUNS number, CAGE code, a statement regarding small business status (including small business type(s)/certifications(s) such as SDB, 8(a), HUBZone, SDVOSB, WOSB, etc.) and the corresponding NAICS code. 2. Identify whether your firm is interested in competing for this requirement as a prime contractor or not. Identify subcontracting, joint ventures or teaming arrangement that will be pursued, if any. 3. Information in sufficient detail regarding previous experience (indicate whether as a prime contractor or subcontractor) on similar requirements (include size, scope, complexity, timeframe, government or commercial), pertinent certifications, etc., that will facilitate making a capability determination. 4. Information to help determine if the requirement (service) is commercially available, including pricing information, basis for the pricing information (e.g., market pricing, catalog pricing), delivery schedules, customary terms and conditions, warranties, etc. 5. Identify how the Army can best structure these contract requirements to facilitate competition by and among small business concerns. 6. Identify any condition or action that may be having the effect of unnecessarily restricting competition with respect to this acquisition. Please contact the MICC Advocate for Competition, Dean Carsello, at dean.m.carsello.civ@mail.mil or 210-466-2419, if you believe that this action is unreasonably restricting competition. Include the subject of the acquisition, this announcement, and the MICC POC information from the FedBizOpps notice. Provide the specific aspects that unreasonably restrict competition and the rationale for such conclusion. 7. Responses to this notice may contain company proprietary information and must be marked accordingly. The government shall not be liable for or suffer any consequential damages for any technical information identified (e.g., limited and/or restricted rights). This is a market research tool being used to determine procurement strategy. If interested submit information no later than 10:30 A.M. Central Standard Time, 14 March 2016 via email to Barry McCurdy, Contract Specialist, reuben.b.mccurdy.mil@mail.mil with a subject of Fort Campbell Automatic Door Maintenance. If a solicitation is issued, it will be announced at a later date.