Preventive maintenance and repair; Washers/Equipments: Manufactured by Girton Mfg Co, Inc

Notes 1. This is a revision of original posting cancelled on 4/8/2010. 2. See Site Visit info below. This is a combined synopsis/solicitation prepared in accordance with 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. Offerors are responsible for monitoring this site for the release of any amendments or other pertinent information. This solicitation will be issued as a Request for Quotation (RFQ) under the Solicitation Number: NIHOF2010252. This solicitation document and incorporated provisions and clauses are those in effect through FAC 05-38, and the Department of Health and Human Services Acquisition Regulation (HHSAR). This acquisition is a small business set aside under NAICS code 561210 and small business size standard of $32.5 Million. This RFQ contains four (5) line items. The items are on a firm fixed price basis and contain a base year and 4 option years. The line items are as follows: See contract line item on the SF 1449 CLIN 0001: Perform preventive maintenance and repair duties IAW Statement of Work; Washers/Equipments: Manufactured by Girton Mfg Co, Inc (Base Year) Qty 12; Unit of Issue-Months; Unit Price: $ _________ Total Price: $___________ CLIN 0002: Perform preventive maintenance and repair duties IAW Statement of Work; Washers/Equipments: Manufactured by Girton Mfg Co, Inc (Option Year 1); Qty 12; Unit of Issue-Months; Unit Price $__________ Total Price: $_____________ CLIN 0003: Perform preventive maintenance and repair duties IAW Statement of Work; Washers/Equipments: Manufactured by Girton Mfg Co, Inc (Option Year 2); Qty 12; Unit of Issue-Months; Unit Price $_________ Total Price: $___________ CLIN 0004: Perform preventive maintenance and repair duties IAW Statement of Work; Washers/Equipments: Manufactured by Girton Mfg Co, Inc (Option Year 3); Qty 12; Unit of Issue-Months; Unit Price $_______ Total Price: $_________ CLIN 0005: Perform preventive maintenance and repair duties IAW Statement of Work; Washers/Equipments: Manufactured by Girton Mfg Co, Inc (Option Year 4); Qty 12; Unit of Issue-Months; Unit Price $_______ Total Price: $_________ The performance period will be June 1, 2010 to May 31, 2011, with the unilateral option of the government to extend the period of performance annually IAW FAR Clauses in section 52.217, not to exceed a total of 5 years. All referenced Federal Acquisition Regulation (FAR) clauses and provisions in this solicitation may be accessed via the internet at https://www.acquisition.gov/FAR/ The FAR provision 52.212-1, Instructions to Offerors - Commercial Items (SEP 2006), applies to this acquisition. Addenda to the following paragraphs of 52.212-1 are: All quotes are due on or before 1500 hrs, EST, Monday, May 4, 2010. Submission may be made via email to turnerky@mail.nih.gov Quotes must reference the solicitation number. (k) Central Contractor Registration. Offeror must be registered in the CCR database to receive a contract award. If the offeror does not become registered in the CCR database within three (3) days after receiving notification from the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered offeror. In accordance with FAR clause 52.212-2 (a), Evaluation - Commercial Items (June 2008), (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: Technical capability to meet the Government requirement Past performance Price The relative importance of all other evaluation factors: The evaluation factors are in descending order of importance] Technical and past performance, when combined, are significantly more important, when compared to price.) - Technical capability to meet the Government requirement - Past performance Please provide three References per the format attached. (see Past Performance Reference Information Sheet attached) - Price - 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). (b) 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. (End of provision) Offerors' must comply with the provision 52.212-3, Offeror Representations and Certifications - Commercial Items (AUG 2009) and ALT I (APR 2002). The FAR clause 52.212-4, Contract Terms and Conditions - Commercial Items (Mar 2009), applies to this acquisition. FAR clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (Dec 2009), is applicable to this procurement along with the following addenda: 52.219-6, Notice of Total Small Business Aside (Jun 2003) 52.219-28, Post Award Small Business Program Representation (Jun 2007) 52.222-3, Convict Labor (Jun 2003) 52.222-19, Child Labor - Cooperation with Authorities and Remedies (Jan 2006) 52.222-21, Prohibition of Segregated Facilities (Feb 1999) 52.222-26, Equal Opportunity (Mar 2007) 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998) 52.222-50, Combating Trafficking in Persons (Aug 2007) 52.225-13, Restrictions on Certain Foreign Purchases (Feb 2006) 52.232-33, Payment by Electronic Funds Transfer - Central Contractor Registration (Oct 2003) (End of provision) Point of Contact: Kyle A. Turner at: turnerky@mail.nih.gov Site Visit: Only one site visit is being offered and is scheduled for April 15, 2010 at 9:00 a.m. MANDATORY: All parties shall send their name, company, title, and contract information to Mr. Ron McMillan via email mcmilla1@mail.nih.gov within 24 hours of site visit. All attendees shall have a valid Picture ID Card, check-in with security at the gate located at 111 T. W. Alexander Dr, Research Triangle Park, NC 27709, and proceed to the security reception desk in the lobby of NIEHS-Campus, Bldg 101 for assembly and further directions. Attendance is optional but recommended. *********************************** Note: Prior clearance is required, attendees without clearance may be denied entry. ********************************** Proposals shall be submitted by email only to Kyle A. Turner at: turnerky@mail.nih.gov Proposals are due by 3:00 p.m. EST on May 4, 2010. All questions shall be addressed Kyle A. Turner by email only, NLT 3:00 P.M. EST on April 19, 2010. No phone calls will be accepted. C.1 Introduction and Background The North Carolina branch of the National Institutes of Health's (NIH) Office of Research Facilities (ORF) is located at the National Institute of Environmental Health Sciences (NIEHS), Research Triangle Park, NC. ORF provides maintenance support for NIEHS and utility generation for both NIEHS and the EPA's largest laboratory complex on a 374.5-acre campus. The major missions of the NIEHS are to identify and characterize hazards to human health, their mechanisms of action, and their interactions. The Environmental Protection Agency's laboratories in Research Triangle Park, North Carolina is home to one of the world's largest groups of scientists, engineers, policy makers and administrators dedicated to understanding and solving environmental problems. The washers/equipments are manufactured by Girton Mfg Co, Inc. C.2 Objective The objective of this effort is to keep the Washers/Bedding Equipment well serviced/maintained with the least downtime possible. C.3 Scope The Contractor shall provide complete preventive maintenance, emergency repair service, and required replacement parts (shall be provided by the Contractor) per Tasks 1-3 for the designated Government owned Washers/Bedding Equipment as identified within Attachment A - WASHERS/BEDDING EQUIPMENT'S PROPERTY LIST . The Contractor shall provide all personnel, labor, supervision, materials, parts, tools, equipment, expertise, and other necessary services to perform preventive maintenance and repair to the equipment listed in the equipment List of the Contract. The contractor shall be responsible for all controlling devises attached to or part of the equipment from the disconnecting mean and the facility utility systems. (Example: hydraulic, pneumatic, electrical, etc.) The contractor shall abide by NIEHS policy regarding Clean Room Procedures for performance within the clean room locations identified. Note: Those Washers/Bedding Equipments that include the word "Clean" in the description require service technicians to dawn protective gear. The Contractor shall restore the work site to its original condition. This clean up shall include disposal of the empty containers, packing materials and debris. All components and hardware shall be removed or otherwise disposed of. All spills shall be removed and the surface cleaned. The Contractor shall not create or allow existing any safety or fire hazard. Government provided dumpsters may be used for disposal of this waste material except metals parts and components. All non-burnable material must be removed from the Institute by the Contractor. The COTR may direct disposal of the metal parts and components or other items as required. The Contractor shall comply with all hazardous waste disposal requirements. C.4 Definitions Preventive Maintenance- Scheduled checks and services including, but not limited to, adjustments, cleaning, calibration, inspection, and equipment servicing of installed equipment and utility systems at intervals recommended by the manufacturer or standards within the industry to insure proper and efficient operation with minimum breakdowns, deterioration, or other deficiencies. Preventive maintenance shall also include repairs or other actions taken to correct deficiencies discovered during preventive maintenance inspections. PM Work Order - Listing of Washers/Bedding Equipment identified by Government property number with location by general room location or column location specifying the Equipment Check Sheets covering the Washers/Bedding Equipment including frequency of preventive maintenance. Preventive Maintenance Work Order - Record for each Washers/Bedding Equipment listing property number, manufacturer, item name, location, and check list to be completed according to corresponding paragraph in the Standard Practice Instructions. Preventive Maintenance Procedures - Equipment Check Sheets (ECS) - Instructions required to be performed by Contractor including safety fundamentals, record maintenance, equipment checks, and corrections. (The Contractor's preventive maintenance program shall include, as a minimum, all the ECS instructions for the designated items of equipment. Emergency Repair Service - Service required for repairs to restore failed or failing capital property to its intended capability or use. Repairs may be accomplished by replacement or restoration of component parts or materials that have deteriorated, worn out, broken, or are unable to perform to current prescribed standards. Emergency repair service is required in the prescribed time period to protect facilities, equipment, and personnel from losses that could occur from non-operating equipment. Government Property Number - An eight digit identification number currently on NIEHS computer file with all information pertaining to that particular piece of equipment. COTR - The individual designated by the contracting officer as being responsible for Government monitoring and technical guidance of this contract. C.5 Location of Work Work shall be performed at the National Institute of Environmental Health Sciences (NIEHS), at the following locations: Research Triangle Park, NC 27709 C.6 General Requirements The Contractor shall provide (the COTR) a service report after each preventive maintenance inspection and/or emergency repair call. This report shall indicate findings, corrections made, and repair parts used and shall identify the equipment to be repaired, the location of the equipment, the printed name of the technician making the repair, the start date and time of the repair, the completion date and time of repair, the signature of the Contractor's service technician who made the repair, and the signature of the equipment user verifying that the equipment is repaired and operational. A copy of the signed service report shall be left with the NIEHS official responsible for the equipment under repair. The Contractor shall forward a copy of each service report to the COTR immediately upon completion of the service. Task 1: PREVENTIVE MAINTENANCE The contractor shall provide and perform preventive maintenance (PM).The manufacturer's recommended maintenance schedule shall be used. The PM Equipment Check Sheets may be used as a supplement to the manufacturer's recommended PM schedule with approval of the COTR. Equipment to be covered by this contract will be listed in Attachment "A." All work associated with this contract shall be performed by qualified service personnel. Schedule and Advance Notice of Preventive Maintenance: The Contractor shall provide the COTR with a schedule of the intended dates for accomplishing equipment preventive maintenance. The Contractor shall notify the equipment users not less than 48 hours in advance of performing the scheduled preventive maintenance. All work shall be scheduled to be performed at a time convenient to the user, unless coordinated otherwise by the COTR. Task 2: EMERGENCY REPAIR SERVICE The Contractor shall provide emergency repair service on the equipment listed in Attachment A - WASHERS/BEDDING EQUIPMENT'S PROPERTY LIST as requested by the COTR or designated personnel to continuously keep the equipment in good mechanical operation and perform repairs determined necessary by the Government. Service personnel shall be required to start work no later than the close of business the following business day. Emergency service will be performed during normal working hours which may be extended by approval of COTR. The Contractor shall provide (the COTR) with the names and telephone numbers of all responsible personnel to be called in the event of emergency services. Task 3: REPLACEMENT PARTS Any parts or supplies required by the service contractor to comply with the requirements of Tasks 1 and 2 shall be the responsibility of the Contractor and shall be provided at no additional cost to the Government. All such items must comply with manufacturer's specifications. The Contractor shall be required to maintain a stock of replacement parts recommended by the manufacturer for emergency repair requirements and insure that replacement parts will be available for installation within 24 hours. The Contractor shall notify the COTR of all parts or supplies required. Any parts requiring replacement or rebuilding (excluding required emergency repair parts described above), not available in stock, shall be ordered (COTR shall be informed of expected receiving date) and installed upon receiving by the Contractor (may be installed during the next emergency repair service unless the COTR deems the replacement of the part or parts an emergency.) Replacement Parts and Services The Contractor shall furnish all necessary repair parts and materials for maintenance and repair of equipment listed herein at no additional cost to the Government. The Contractor shall provide and install manufacturer's approved parts for repairs. Repair parts used by the Contractor shall be warranted for one year. Equipment shall be maintained by the contractor to the manufacturer's specifications and technical updates shall maintain equipment, unless authorized otherwise in writing by the COTR. All parts furnished and workmanship performed by the Contractor shall be of a high quality and acceptable to the Government. The Contractor shall immediately rectify unacceptable work at no cost to the Government. C.7 Security The minimum Government investigation for a non-sensitive position is a National Agency Check and Inquiries (with fingerprinting), which consists of searches of records covering specific areas of a person's background during the past five years. Those inquiries are sent to current and past employers, schools attended, references, and local law enforcement authorities. More stringent requirements, above non-sensitive, require more extensive documentation and investigation. Contractors should ensure that the employees whose names they submit have a reasonable chance for approval. While delays in performance caused by successful investigations will be the Government's responsibility, delays associated with rejections will the contractor's responsibility Typically, the Government conducts investigations and checks at no cost to the contractor. Multiple investigations for the same position, whether because of rejections or because employees move to other positions or companies, may, at the Contracting Officer's discretion, justify reduction(s) in the contract price of no more than the cost of the extra investigation(s). Language similar to this Security section must be included in any subcontracts which require subcontractor personnel to have regular access to an HHS-controlled facility, access to an information system, or access to sensitive data. Inquiries, including requests for forms and assistance, should be directed to the COTR listed. Contractor personnel shall check-in with NIEHS receptionist/guard and with the COTR before beginning any work. Upon completion of the work specified herein, the contractor shall return all identification badges to the COTR. C.8 Working Hours Normal servicing shall be provided during NIEHS regular working hours of 7:00 a.m. to 5:00 p.m, Monday through Friday, Federal holidays. However, in emergency situations, the contractor shall be required, at the discretion of the COTR or designated personnel, to perform emergency services at other times without additional cost to the Government. Any variation of performance schedule shall be requested to and approved by the Contracting Officer's Technical Representative (COTR), in advance. Before commencement of work, the Contractor shall coordinate with the COTR to arrange a work schedule satisfactory to the Government. C.9 Housekeeping The Contractor shall remove all trash, discarded parts, dunnage and other material from work areas immediately after completion of any repair or preventive maintenance. Government owned dumpsters may be used for disposal of waste material. The general area shall be left in a clean and orderly condition, free from any foreign material caused by the repair or preventive maintenance activities. C.10 Contractor Furnished Equipment The contractor shall provide all vehicles, tools and test equipment necessary to accomplish preventative maintenance, normal maintenance/repairs and emergency maintenance/repairs. C.11 Government Furnished Equipment The government shall provide electricity, rest room facilities, and Clean-Room coveralls (disposable coveralls suits, hats, booties, mask, etc.) C.12 Quality Assurance/Quality Control Plan The plan developed by the Contractor, specifically for this Contract, to assure compliance with the Statement of Work. All measures taken by the Contractor, to ensure that the quality of an end item service shall meet the Contract requirements regarding timeliness, accuracy, appearance, completeness, consistency, and conformity to appropriate standards and/or specifications. C.13 Personnel Qualifications/Certifications All work associated with this contract shall be performed by qualified service personnel. The Contractor shall provide only trained and qualified journeyman mechanics with experience in inspecting, maintaining and repairing the types of equipment covered by this contract. Mechanics shall have field experience on types of equipment listed in Attachment A. The Contractor shall be responsible for furnishing verification of personnel qualifications to the COTR. The Contractor shall provide only trained personnel with experience in repair, maintenance, and installation of the equipment types listed herein. Supervisors should have a minimum of four years experience on equipment of the type listed. Technicians should have a minimum of two-year experience on equipment of the type listed. C.14 Performance Period The period of performance is June 1, 2010 thru May 31, 2011 with four (4) option year per FAR Clauses in Section 52-217, for a total of 5 years. C.15 Warranty The Contractor agrees that at the day of acceptance and for one (1) year thereafter, the articles supplied to the Government under this contract will be free from any and all defects in material or workmanship and will conform to the requirements of this contract notwithstanding the fact that the Government initially inspected and/or accepted the articles or services. The Government shall be entitled at no additional cost, to any warranties generally offered as a standard policy to customers of the Contractor for this type of service and supply. End of Statement of Work Attachment A - WASHERS/BEDDING EQUIPMENT'S PROPERTY LIST