Questions_6_4_24_0001.docx

75N98024R00019 - NIH Fleet Management and Maintenance Questions and Responses Posted: 6/4/2024

The government will only be responding to written questions submitted by the deadline listed in the RFP.

1. I see on the vehicle list one department of vehicles that have been out-sourced by that department for three years. In my yearly estimate for performance, that would have a great influence on my number. Can you tell me if that department will continue to out-source most vehicle maintenance and repair? Response: The Government cannot respond to this; it is unclear which department is being referred to.

2. I staff to provide transportation coverage during the terms of the contract. Can I require a minimum charge for exclusive staffing for this requirement? I would deduct any staffing transport from that minimum on a monthly invoice? Response: the vendor can charge for transport and include the transport charge for the vehicle on the individual work ticket associated with that job for the vehicle.

3. Is this solicitation only for the state of MD? Response: YES

4. Can you provide more details on the types and frequency of preventative maintenance services required under this contract?

1. Are there any specific performance standards or metrics that the contractor must meet?

Response: Yes, they are included in the Statement of Work

2. What are the requirements for the contractor's repair facility and are there any specific equipment or capabilities that must be present? outside ASE certification, OSHA.

Response: The repair shops must be able to accommodate passenger vehicles, Light trucks, heavy trucks and up to 26’ box trucks.

3. Does the automotive repair shop need to be located in Bethesda, MD (20892) or are surrounding cities acceptable? If so, what is the maximum allowable distance from zip code 20892? Response: Yes, within 10 miles of Bethesda.

5. What specific information must be included in the monthly and service reports that are submitted?

Response: tag number, date of pickup, date of return, labor cost, by function parts costs, starting and ending mileage invoice number

6. Are there any preferred formats or platforms for submitting these reports? Response: MS WORD, MS EXCEL, and email.

7. What are the expectations for vehicle transport to and from the NIH campus? Response: The contractor will be required to pick up vehicles from NIH locations for service and then return the vehicles to NIH locations upon completion of service.

8. Will vehicles requiring towing be picked up from the NIH campus at 6011 Executive Blvd., Suite 503L, Bethesda, MD 20892? Or various locations? Response: The contractor will be required to pick up vehicles from NIH locations for service and then return the vehicles to NIH locations upon completion of service. Towing will be as required dependent upon vehicle condition.

9. Once repairs have been completed, should invoices be submitted to the government on a weekly or monthly basis? Response: Repair Invoices will be submitted to NIH as the vehicles are returned and then at the end of the monthly period one master invoice containing the total amount of work is submitted for payment to NIH.

10. What is the process for addressing discrepancies or issues with submitted invoices?

Response: Contractor and vendor communicate with email telephone and site visits to resolve issues.