VLM Repairs for NSSC Warehouse

This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. Pursuant to 48 CFR Part 326, Subpart 326.603-3 and IHM 5.5-6, Indian Health Service must use the negotiation authority of the Buy Indian Act, 25 U.S.C. 47, to give preference to Indian Economic Enterprises (IEE) whenever the use of that authority is authorized and practicable. The Government is seeking to identify Indian Small Business Economic Enterprises (ISBEEs) capable of performing the below Indian Health Services (IHS) requirement. Any vendor responding to this notice should submit their capability statement as well as the Buy Indian Act Indian Economic Enterprise Representation Form (attached). Instructions for submission are outlined below. Indian Small Business Economic Enterprises (ISBEEs) and other small business are highly encouraged to respond to this notice. However, firms should understand that generic capability statements are not sufficient for effective evaluation of their capacity and capability to perform the work required. Responses must directly demonstrate the company's capability, experience, and ability to provide repairs to Kardex Vertical Lift Module Systems. The Government requests interested parties submit a written response to this notice, which includes: a. Company Name. b. Company Socioeconomic Status. c. Company System for Award Management (SAM) Unique Entity Identifier (UEI) number. d. Company point of contact, mailing address, and telephone number(s), and website address e. Name, telephone number, and e-mail address of a company point of contact who has the authority and knowledge to clarify responses with government representatives. f. DUNS Number: g. Cage Code: h. Tax ID i. Date submitted. j. Applicable company GSA Schedule number or other available procurement vehicle. k. Company's System for Award Management (SAM) registration status. All respondents must register on the SAM located at http://www.sam.gov/. l. Submit Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form (attached) Disclaimer and Important Notes. This notice does not obligate the Government to award contract. Any information provided by industry to the Government as a result of this sources sought synopsis is strictly voluntary. Responses will not be returned. No entitlements to payment of direct or indirect costs or charges to the Government will arise as a result of contractor submission of responses, or the Government's use of such information or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published on a government GPE. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). How to respond: Please include the notice IHS1489738 NSSC VLM Repair in the subject line. Responses must be submitted via email to the Contract Specialist, Forrest Ward at Forrest.Ward@ihs.gov no later than 4:00 PM CST on February 29, 2024. Capability statements will not be returned and will not be accepted after the due date. The maximum number of pages for this submission is five (5) pages. Department of Health and Human Services Indian Health Service National Supply Service Center (NSSC) 1 Statement of Work (SOW) Vertical Lift Module (VLM) System Repair 1. PURPOSE OF THE PROJECT The Oklahoma City Area Office (OCA), Indian Health Services (IHS), National Supply Service Center (NSSC), has a requirement for repairs on three (3) Kardex vertical lift module (VLM) systems. VLMs are enclosed shelf-based storage systems designed to increase capacity in a more compact footprint for warehouse needs, therefore, securing stored goods, saving space, and improving inventory control. Repair is needed to expand the usefulness and prolong the life expectancy of the VLM systems. 2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS The contractor shall provide repairs on the existing VLM systems already in place at the National Supply Service Center. Repairs needed on the equipment below: - 3 - Vertical Lift Module, Manufacturer: Kardex, Model: XP 500-3650X813-US, Year Manufactured: 2020 o SN: 20001786/001 - Extractor out of level and closer to the rear of the machine than the front. Need to square and level extractor and tension belts. Gives Incorrect lift position when pulling trays. Need to level shelves and trays after the extractor is leveled, the tray stops are bent. Learn and reference lift, extractor fingers, and shutter door. Will require two technicians o SN: 20001786/002 - Need to square and level extractor and set front to rear offsets, Tension Belts, and Relearn shelves. Tray's stops are damaged in the extractor. Learn and reference lift, extractor fingers, and shutter door. Two technicians will be required. o SN: 20001786/003 - Jam nuts loose on belts, throwing incorrect lift position. Need to tension belts and square and level extractors. Relearn Shelves, the Corner broke off the op mount. Tray locks damaged. Learn and reference lift, extractor fingers, and shutter doors. Two technicians will be required. 3. PROFESSIONAL QUALIFICATIONS: Contract personnel are to be factory-trained, certified, and experienced with the Kardex Vertical Lift Modules under this contract. The contractor's service and test equipment are to be manufactured recommended, specified, designed, and calibrated. 4. PERIOD OF PERFORMANCE 30 days within the date of the award. Department of Health and Human Services Indian Health Service National Supply Service Center (NSSC) 2 5. LEVEL OF EFFORT 5.1. The contractor shall provide repairs on the Vertical Lift Module System, located at the National Supply Service Center Distribution Center. 5.2. The contractor shall provide the supply management specialist supervisor or designee an ETA. 5.3. The contractor shall provide repairs to equipment during regular business hours unless prior arrangements are made with the supply management specialist supervisor. Regular business hours are Monday through Friday 7:00 a.m. to 3:30 p.m. 5.4. Training: N/A 6. SPECIAL REQUIREMENTS 6.1. In accordance with HHSAR 304.1300(b) non-routine contractor employees shall comply with OPDIV DHHS/SE Region - Human Resources, Security Clearance Guidance - Visitors (3/29/12) policy for the contract performance period. Contractor employees will be required to obtain a visitor's pass upon arrival for services from Facilities Management.- (Security Clearance for on-site human services) 6.2. The US PHS National Supply Service Center (NSSC) is a tobacco/smoke-free environment (buildings and grounds). No tobacco/smoking use will be tolerated during service. 6.3. Security Requirements: Contractor personnel will be required to contact the government-designated point of contact upon arrival when reporting for service calls or delivery supplies. The contractor shall be responsible for the security of all organizational information. Current rules and regulations applicable to the premises, where the work shall be performed shall apply to the contractor and its employees while working on the premises. These regulations include but are not limited to, escort by a National Supply Service Center (NSSC) official, presenting valid identification, smoking restriction, and any safety procedures. 6.4. The contractor shall not disclose or cause to disseminate any information concerning the operations of the National Supply Service Center (NSSC). Such action(s) could result in a violation of the contract and possible legal actions. 6.4.1. All inquiries, comments, or complaints arising from any matter observed, experienced, or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed to the government's designated representative. 7. DELIVERABLES AND REPORTING REQUIREMENTS 7.1. Delivery: The contractor will coordinate the repair date with the designated government employee. The government will provide the contractor with dock access and building access for this sole purpose. The designated government employee will work with the pertinent government agency(ies) to secure the needed dock access. No deliveries can be made after 3:15 pm. Driver needs a valid ID. Department of Health and Human Services Indian Health Service National Supply Service Center (NSSC) 3 7.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government's designated representative for coordination of supplies, delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meet the terms and conditions of this contract. 7.3. Contractor's Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 7:00 am and 3:30 pm, Monday through Friday. 7.4. Personnel Qualifications: Service Technician or Engineer authorized to provide maintenance for the Kardex vertical lift modules. 8. GOVERNMENT-FURNISHED PROPERTY, FACILITIES AND SERVICES 8.1. The Government shall supply: N/A 9. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES 9.1. Required personnel, materials, supplies, and equipment: The contractor shall furnish all personnel, materials, supplies, and equipment required to perform work under the contract. 10. CHANGES TO THE STATEMENT OF WORK (SOW) Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.