Scale Calibration and Maintenance

AMENDMENT 0002, 4/28/2014--- The date for the site visit has been move back 1 day to Thursday, May 1, 2014 at 9am. All other information remains unchanged. -------- end of Amendment 0002 --------- AMENDMENT 0001, 4/27/2014--- This combined synopsis/solicitation is being amended for three purposes at this time: 1) To announce the opportunity for interested vendors who wish to attend a site visit to better understand the scope of the requirement. This site visit is not mandatory. The details are listed here: Date/Time: Thursday, May 1, 2014, 9am local time Norfolk, VA 23511. Location: Building W143, 1968 Gilbert St Bldg. Norfolk, VA 23511; (tour will be lead by a Mr. Clifford Taylor) Security: Vendors attending, who do not already possess installation CAC/Privileges, must submit the following, in writing, by NLT 8am local time on Monday 28 April 2014, to Linda Dean, the POC listed below: (a) Name; (b) SSN; (c) Birthdate; (d) Company name; (e) Company POC and phone number; (f) Date of visit. POC: Linda Dean, linda.dean@dla.mil, fax: 757-443-3442, Comm. 757-443-3417. (Please contact Ms. Dean with any logistical questions); 2) Attachment 7-Locations Map is being added to the list of solicitation attachments, to give contractors a clear visual as to the six general locations of the scale equipment; 3) The original response deadline for quote submission of 2pm EDT on Thursday, 24 April 2014, is extended to 2pm EDT on Thursday 8 May 2014. *** Any questions concerning the requirement that arise from the site visit must be submitted in writing to the Contract Specialist listed in this RFQ. *** Vendors quote responses must acknowledge, in writing, up to this amendment 0001; - - - - - - - - - - - - - - END OF AMENDMENT 0001 - - - - - - - - - - - - - - - This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6 Streamlined Procedures for Evaluation and Solicitation for Commercial Items, in conjunction with FAR part 13, Simplified Acquisition Procedures, 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 solicitation number is SP3300-13-Q-0062 and is being issued as a Request for Quote (RFQ). This notice incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2005-72 effective 30 January 2014 and Defense Federal Acquisition Regulation Supplement (DFARS) 20140311 effective 11 March 2014, and Defense Logistics Acquisition Directive (DLAD) Current to Revision 5, PROCLTR 2014-60. The complete text of any of the clauses and provisions may be accessed in full text at http://farsite.hill.af.mil. I. Background The Defense Logistics Agency (DLA) is a United States (US) Department of Defense (DoD) agency that provides worldwide logistics support for the missions of the Military Departments and the Unified Combatant Commands under conditions of peace and war. The mission of DLA Distribution Norfolk Virginia is to provide a full range of distribution services using a seamless, tailored, worldwide Department of Defense distribution network that delivers effective, efficient, and innovative support to combatant commands, military services, and other agencies during peace and war. II. Requirements The Contractor shall provide all labor, equipment, tools, materials, replacement parts, and supervision necessary to perform Preventive Maintenance and calibration (PM) (scheduled) and Remedial Maintenance (RM) (unscheduled) on 107 pieces of Government owned scale equipment located at DLA Distribution Norfolk, VA; DLA Distribution Little Creek MPC, Norfolk, VA; DLA Distribution Cheatham Annex Williamsburg, VA; NNSY Portsmouth, VA; DLA Distribution Norfolk Intermodal Hub (Pier 8), Norfolk, VA; DLA Distribution Norfolk Intermodal Hub (CEP 201) Norfolk, VA in accordance with Attachment 1- Statement of work (SOW). PM includes the care, servicing, and maintaining equipment in satisfactory operation condition. RM includes all actions to diagnose equipment malfunctions and restore the equipment to normal operating condition. The Contractor shall certify the scales once a year, in order to optimize equipment service life. III. Schedule The Contractor shall perform monthly scheduled PM and calibration IAW the Original Equipment Manufacturers (OEM) guidebook and specifications. The PM on the equipment can be accomplished at the same time as the Contractor calibrates the equipment. The Contractor shall certify the scales once a year, in order to optimize equipment service life. PM services shall include, but are not limited to, inspection, lubrication, cleaning, component alignment, calibration, and system adjustments. All PM and calibration shall be performed to the standards IAW the OEM specifications, National Institute of Standards and Technology (NIST) Handbook 44, and International Organization for Standards (ISO) 1002:2003. The Contractor shall coordinate scheduling of the scales due for PM at least one week in advance of the scheduled PM date, and shall perform PM on the equipment so that mission, security, and safety are not impacted. The Contractor shall maintain records on completed calibration to include results, and will make the records available to the Government upon request. If any repairs are identified during PM, the Contractor shall request authorization from the Contracting Officer's Representative (COR) to repair the scale. All replacement parts, materials, environmental compliance, and Contractor personnel transportation used for PM and calibration services shall be included in the contract unit price for PM and calibration service. This maintenance service includes all actions to diagnose equipment malfunctions and restore the equipment to normal operating condition. All RM maintenance shall be performed to the standards IAW the OEM specifications National Institute of Standards and Technology (NIST) Handbook 44, and ISO 1002:2003. The COR or GPOC will advise the Contractor POC of the suspected problem and request an evaluation. The Contractor will inspect the equipment within one (1) hour of arrival at the site, notify the COR or GPOC of the problem and determine if it is economical to repair the scale, and provide a cost estimate as soon as feasible possible. The Contractor will begin repairs only after approval by the COR. If repairs are more extensive or cost more than originally estimated, or are determined to exceed seventy (70) percent of the value of a new and identical item of the scale equipment, the Contractor will obtain the approval from the COR before continuing work. Scale equipment repairs, replacement of parts and replacement of the scale components will be authorized by the COR. Installation and disposal fees shall be billed under parts for remedial maintenance. The OEM shall approve any modifications to the scale equipment. If major repairs need to be performed off-site, the Contractor shall be reimbursed for actual transportation costs. The Contractor shall not remove any scales equipment or components of the scale from the site, without the approval of the COR. The Contractor shall comply with all applicable laws, regulations, and requirements regarding over-the-road permits. The Contractor shall be responsible for obtaining all necessary permits required to transport Government owned scale equipment to and/or from the repair facility. In the event of damage/wreckage to Government owned equipment during transportation, the Contractor shall be liable for the total cost of repairs and/or replacement. The Contractor shall provide Technical Inspection services within 48 hours of COR request. The DLA Distribution Norfolk, VA Price Quote Sheet is provided for interested and responsible vendors to provide pricing quotes for the maintenance services outlined in this solicitation, completing all information required in blue shaded cells (Attachment 4). This acquisition is a 100% set-aside for small business concerns, the NAICS code applicable to this acquisition is 811310, and the small business size standard is $7,000,000.00. Any award resulting from this solicitation will be issued on a Standard Form (SF) 1449. The Government seeks to award a hybrid firm-fixed price/time & material, option contract, resulting from this solicitation, with a base year, and two (2) option years, for the list of CLINs detailed in attachment 4 - Price Quote Sheet. Periods of Performance: Base Period - 5/1/2014* through 4/30/2015. Option 1 Period - 5/1/2015 through 4/30/2016. Option 2 Period - 5/1/2016 through 4/30/2017. * (Actual start date dependent on time needed to make award) Quote information is sought and should be forwarded from interested offerors per instructions listed below in FAR 52.212-1 Instructions to Offerors. NOTE: To receive an award resulting from this solicitation, offerors MUST be registered in the System for Award Management (SAM) database IAW FAR 52.212-1(k) and DFARS 204.1103. Registration may be done online at: www.sam.gov. Wide Area Work Flow: As of October 15, 2012, DLA Distribution Acquisition Operations began using the Department of Defense Wide Area WorkFlow (WAWF) Receipt and Acceptance system to process invoice and acceptance documents. WAWF is a free, paperless application, which eliminates time and expenses of mail processing. It is also a secure method of invoicing. With on-line validation, contractors can monitor acceptance and payment documents for accuracy, which means fewer rejected invoices and fewer delayed payments. The WAWF website is at https://wawf.eb.mil/. The web site contains instructions for registration and use, including how contractors submit invoices via WAWF. NOTE: The resultant purchase order from this solicitation will NOT contain the option to pay invoices via the Government Purchase Card. The Contractor is expected to establish a Wide Area Work Flow (WAWF) account for vendor invoicing for all work accomplished or supplies ordered. (See DFARS Clauses in Attachment 6, [252.232-7003 & 252.232-7006] for information.) FAR Clauses Incorporated by Reference FAR 52.212-4 Contract Terms and Conditions -- Commercial Items - Alt I FAR Clauses in Full Text FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items. (See RFQ Attachment 5 - Additional Provisions and Clauses, for full text version) The following full text FAR provisions apply to this acquisition: FAR 52.212-1 Instructions to Offerors-Commercial Items Addenda to 52.212-1; the following paragraphs are hereby deleted from this provision: (e) multiple quotes, (h) multiple awards, and (i) availability of requirements documents cited in the solicitation. List of Attachments to this Solicitation: Attachment 1 - Statement of Work (SOW) Attachment 2 - Scale Inventory List Attachment 3 - Navy Commercial Access Control system Base Access Badge Instruction Attachment 4 - Price Quote Sheet Attachment 5 - Additional Provisions and Clauses Attachment 6 - Wage Determination No. 2005-2543, Revision No. 15, 6/19/2013 QUOTE SUBMISSION INSTRUCTIONS-Quotes must include the following items. Submission of a quote that does not contain all items requested below may result in elimination from consideration for award. 1. Offerors Written Response- In answering questions 1 through 3 below in this section, the Offeror will describe their background, knowledge and experience to demonstrate that they have satisfactorily performed the Preventive, Remedial, Calibration and Certification Maintenance services on the weight handling equipment systems listed in this solicitation, emphasizing performance that was executed in accordance with the same or similar scope and magnitude that is described in the SOW. Past performance information is used in determining the level of confidence the Government has for successful performance based upon the Offeror's actions under previously awarded, relevant contracts. The Offeror must demonstrate through past performance an ability to perform the work described in the solicitation. The Government shall only consider relevant past performance data. To be considered relevant, the Offeror must demonstrate successful execution of similar contracts in terms of scope, complexity, technology, magnitude of effort, and schedule, within the past five years. The Government requires submission of at least two (2) contracts, but will evaluate any and all submitted. Offerors shall provide an explanation of the relevance of the contracts or efforts to the requirements as defined in the SOW. If an Offeror or its subcontractor determines they have no past performance data, they shall provide the following statement in lieu of the information requested below: "(Insert Offeror or subcontractor's name) has determined that they possess no past performance information in accordance with the RFQ." To be compliant with this factor, offerors shall provide the following information for both the Offeror and any proposed subcontractors: (1) An index of previous contract data for the Offeror. The index shall contain at least 2, or more, PRIME contracts and/or SUBCONTRACTS that the Offeror is currently performing or has completed during the last five years. The index shall include: - Contractor Name - Name of the customer/agency - Contract/Purchase Order Number - Customer points of contact - (provide name, telephone number and e-mail addresses) - Length of contract - (Period of performance dates) - Initial Contract Price - Final Contract Price or price as of the last modification - Facilities in which the service was performed - Description of equipment for which maintenance was provided (Include sufficient detail to demonstrate the scope and complexity of the maintenance provided and to demonstrate similarities) - A narrative synopsis that shall describe the specific nature of the work, similarities with the proposed work and the relevant experience gained. (2) If applicable, an index of Previous Contract Data for all proposed subcontractors, containing the information listed in number 1 above as it relates to any PRIME and/or SUBCONTRACTS that the subcontractor is currently performing, or has performed in the last five years. The Government may contact the named individuals on each contract listed, to clarify, obtain additional information, or conduct a telephone survey of past performance. (3) Offerors and their subcontractors may describe any quality awards or certifications that indicate technical excellence in the service requested. Examples of such awards or certifications include, the Malcolm Aldridge Quality Award, other Government quality awards, and private sector awards or certifications (e.g., the automobile industries QS 9000, Semitic's SSQA, or ANS/EIA-599). Indicate what segment of the company (division or entire company) received the award or certification and the date. If the award or certification is over three years old, present evidence the qualifications still apply. The Government may utilize the Federal Past Performance Information Retrieval System (PPIRS), the Contractor Performance Assessment Reporting System (CPARS), responses received from the Past Performance Questionnaire, data submitted by the Offeror, and any other information available to determine the quality and relevance of the Offeror's past performance. 2. Offeror Pricing Information Entered on Solicitation Attachment 4 "Price Quote Sheet". Attachment 4 titled "Price Quote Sheet" contains contract line item numbers (CLINs) for a base year, and two (2) option years for Offerors to enter their pricing for Preventative Maintenance Jobs as described in the SOW, as well as an hourly rate for the execution of Remedial Maintenance (RM), as described in the SOW. 3. Offerors Representations and Certifications. Contractors are required to include a copy of the FAR provision 52.212-3-Offeror Representations and Certifications-Commercial Items (see RFQ Attachment 5) or may indicate completion of the representations and certifications on the internet at https://www.sam.gov. Failure to include the certifications along with the Offerors response the solicitation or to complete the certifications on the internet may result in elimination from consideration for award. Contractors are advised that any and all questions concerning this solicitation, as well as completed quote submissions, must be sent in writing to the Contracting Office at DLA Distribution, New Cumberland, PA, via email to michael.r.smith@dla.mil, Attn: Michael R. Smith. ALL QUOTES MUST BE RECEIVED BY: THURSDAY, APRIL 24, 2013 AT 2:00 PM EDT, TO BE CONSIDERED FOR AWARD. If contractor/subcontractor/customers wish to mail any documentation: ADDRESS: DLA DISTRIBUTION CONTRACTING, J7-AB, ATTENTION MICHAEL R. SMITH, 5404 J AVENUE, NEW CUMBERLAND PA 17070-5059. (End of Provision) FAR 52.212-2 -- Evaluation -- Commercial Items. (a) The Government intends to award one Firm Fixed Price, Time & Materials (hybrid) option purchase order as a result of this Request for Quote to the responsible offeror whose offer conforms to the solicitation using the Lowest Price Technically Acceptable (LPTA) source selection procedures. Quotes shall be evaluated for acceptability only and shall not be rated. Offerors must be determined to be responsible according to the standards of FAR Part 9 to be eligible for award. Award will be based on the total overall lowest price quoted for the Base Year and two (2) Option Years which meets or exceeds the acceptability standard for the non-price factor, Past Performance Record. Any offeror who has been found to have a satisfactory past performance record will then have its quote evaluated for the lowest price. To be considered acceptable and eligible for award, an Offeror must address separately all the factors set forth in accordance with the instructions of this solicitation in 52.212-1 above. Any omission which precludes meeting solicitation objectives, and which cannot be rectified during a clarification with the offeror, will cause a quote to be found technically unacceptable. The determination of the competitive range will include all quotes which are considered to have a reasonable chance of being selected for award. A quote is considered acceptable if it (i) addresses itself to all the essential requirements of the RFQ, (ii) shows the offeror understands all essential requirements of the RFQ, has the full capability to perform the prospective requirements, (iii) has demonstrated an acceptable past performance record, and (iv) although some clarifications of the quote may be desirable, the quote is complete to the extent that an award could be made on its present terms. A quote will be considered unacceptable if award cannot be made on the present terms of the quote, and corrective action would require essentially rewriting the quote. Any quote which is determined to be unacceptable will not be considered in the competitive range and eliminated from further consideration. Past Performance Record: The Government will evaluate the Offeror's Past Performance Record, on an Acceptable/Unacceptable basis, to determine acceptability of a quote as follows: The Offeror shall describe their background, knowledge and experience related to the performance of scale equipment preventive, remedial, calibration, and certification maintenance support services. Of particular emphasis is performance that was executed in accordance with the same or similar scope and magnitude that is described in the SOW. Past performance information is used in determining the level of confidence the Government has for successful performance based upon the Offeror's actions under previously awarded, relevant contracts. To be considered relevant, the Offeror must demonstrate past execution of similar contracts in terms of scope, complexity, technology, magnitude of effort, and schedule. The Offeror must demonstrate through past performance an ability to perform the work described in the solicitation. This is done by demonstrating that they have successfully executed contracts of similar scope and magnitude within the past five (5) years. The Government requires submission of at least two (2) contracts, but will evaluate any and all submitted. Offerors shall provide a detailed explanation of the relevance of the contracts or efforts to the requirements as defined in the SOW. In the case of an Offeror without a record of relevant past performance or for whom information on past performance is not available or so sparse that no meaningful past performance rating can be reasonably assigned, the Offeror may not be evaluated favorably or unfavorably on past performance. Therefore, the Offeror shall be determined to have unknown past performance. In the context of acceptability/unacceptability, "unknown" shall be considered "acceptable." The Government will only consider relevant past performance data of the Offeror and its major subcontractors. A major subcontractor is defined as those providing twenty percent (20%) of total dollar threshold and/or twenty-five percent (25%) of total man-hour effort. Subcontractors not meeting the definition of a "major subcontractor" will not be evaluated. The minimum criteria for acceptability for this factor shall be the submittal by the offeror of past performance information from two (2) sources that clearly indicate they have satisfactorily performed Preventive, Remedial, Calibration and Certification Maintenance services on scale equipment, commercially or for the Government within the past five (5) years. (b) Options. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a quote 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 a quote mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the quote, shall result in a binding contract without further action by either party. Before the quote's specified expiration time, the Government may accept a quote (or part of a quote), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of Provision) FAR 52.212-3 -- Offeror Representations and Certifications -- Commercial Items (See RFQ Attachment 5 - Add'l Provsions and Clauses, for full text version)