B01-RFI.docx

Request for Information (RFI) - Metasys Calibration and Maintenance

This is a non-personal services contract for the Laboratory Sciences Directorate at the Army Public Health Center (APHC). This purpose of this requirement is for a non-personal services contract to provide Calibration and Service Maintenance of the Metasys system within the APHC buildings.

THIS IS NOT A REQUEST FOR PROPOSALS (RFP) OR A REQUEST FOR QUOTATIONS (RFQ); IT IS STRICTLY A REQUEST FOR INFORMATION (RFI). NEITHER UNSOLICITED PROPOSALS NOR ANY OTHER KINDS OF OFFERS WILL BE CONSIDERED IN RESPONSE TO THIS RFI. NO CONTRACT WILL BE AWARDED PURSUANT TO THIS ANNOUNCEMENT.

1. SUBJECT: Calibration and Service Maintenance of the Metasys system within the APHC buildings

2. DISCLAIMER: This RFI is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this RFI. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. All information received in response to this RFI that is marked Proprietary will be handled accordingly. Responses to the RFI will not be returned. At this time, questions concerning the composition and requirements for a future RFP will not be entertained.

3. DESCRIPTION: The mission of the APHC is to “Enhance Army readiness by identifying and assessing current and emerging health threats; developing and communicating public health solutions; and assuring the quality and effectiveness of the army’s public health enterprise.” As part of the APHC mission, the Laboratory Sciences Directorate (LAB) performs analyses of environmental samples in Army operating environments and military bases to ensure the safety and security of all who work there. The purpose of recruitment is calibration and maintenance services for the Metasys systems within the APHC buildings to include the animal room environmental monitoring system and refrigerators/freezers.

REQUIREMENTS: Please provide the following information about your organization:

Organization Information: Please provide the following:

Organization’s full legal name DUNS Number Socio-economic status (Large business, small business, 8(a), VOSB, SDVOSB, etc.)

Address Point of contact name, phone number, and email

Capability Statements: Through this RFI, the Government is looking for capability statements that demonstrate experience in the following:

Task 1 - Refrigerator/Freezer, Archive Room and Animal Room Sensor Calibration and Maintenance Service, the contractor shall provide the following services:

· Annual Scheduled Service visits

· Annual calibration of all sensors to include scheduled service materials.

· Emergency service visits, repair labor, and repair materials.

Task 2 - Preventive Maintenance - The Contractor shall provide a planned preventative maintenance program, including comprehensive and operational inspections, tailored to the APHC’s environmental monitoring system.

· Covered items: Room Sensors

· Refrigerator and Freezer Sensors

APG E2100

APG E2100

3401-SPARE

APG E2100

3403-SPARE

· Qualifications - All labor shall be performed by factory-trained technicians who specialize in the equipment identified in this PWS.

Task 3 - General Maintenance Procedures - During comprehensive and operational inspections, the Contractor shall perform routine checks of the equipment for common issues caused by normal wear and tear on the equipment. Additional tests can be run to confirm the equipment’s performance. Routine maintenance, such as lubrication, cleaning and tightening connections, will be performed depending on the type of equipment being serviced on an as needed basis.

Task 4 - Testing, Inspection, and Calibration of the Environmental Monitoring System and Sensors - On a yearly basis, the Contractor shall:

· Visually inspect all components of the building automation system.

· Inspect supervisory controllers for loose or damaged parts or wiring.

· Verify proper position of all manual override switches.

· Verify proper setting of all software overrides.

· Verify proper operation of all communication ports.

· Verify proper operation of workstation PCs.

· Verify proper operation of alarm reporting.

· Verify proper operation of all controlled devices as well as calibration of all sensors,

· Verify software version and provide information about available upgrades.

· Review all system operations and notify APHC immediately of any system deficiencies or anomalies not covered under contract.

· Calibration frequency – All Temperature and humidity sensors shall be calibrated annually.

Task 6 - Equipment Maintenance - For On-site Repairs:

· Contracted services are to be performed during the first month that the contract is let.

· During normal business hours and outside of normal working hours the Contractor shall provide service to repair or replace failed components or systems covered under contract within 8 hours.

· Contractor's service representative shall report in person or telephonically notify the maintenance manager, Building No. E2100 (for the maintenance activity), Telephone No. 1-(410)-436-3779, prior to commencing services during normal duty operating hours (0800 am until 1700 pm). During other than normal operating hours, the contractor's representative shall report to the Administrative Officer of the Day (AOD), Building No. E1930. For the medical treatment facility report to the Edgewood Kirk U. S. Army Health Clinic Building # E4110 Austin Road Gunpowder, MD 21010. Phone No. 1-(410)-436-3001.

· The Government and the Contractor’s service representative will exchange hazard communication information before the commencement of any repair.

· When required, the Contractor’s service representative will comply with the Office of Safety and Health Administration lockout/tag-out standards while performing maintenance on equipment.

· Upon completion of services by the Contractor’s service representative, a written service report shall be provided to the maintenance manager or the AOD. The service report shall provide detailed information regarding the cause of the equipment malfunction and corrective action taken. Include, at a minimum, the time required to complete the work, price of labor (hourly rate), and a list of parts replaced with part numbers and prices for each part.

· In the event all information is not available to the Contractor's service representative when services are performed, the initial service report shall include all available information. The Contractor shall provide the balance of the required information to the maintenance manager no later than 10 days after services are completed.

· After performing Calibration/Certification/Certification services, the Contractor’s service representative will affix and/or update DD Form 2163 (Medical Equipment Certification/Certification). The Contractor shall complete DD Form 2163 in accordance with the instructions provided in TB 38-750-2, or by the maintenance activity’s internal SOP.

· Contractor’s service representative will be factory trained and have a minimum of two years of experience working on the contracted equipment.

· Contractor must furnish all software upgrades issued by the equipment manufacturer.

· Contractor shall have access to all necessary diagnostic software (if applicable).

· Contractor shall use only new or OEM refurbished repair parts.

· Required forms and extracts from pertinent directives will be furnished to the Contractor’s service representative by the government.

· If the Contractor's calibration equipment produces a printed summary of the calibration procedure used, attach the printed summary to the DD Form 2164. Ensure that the heading of the DD Form 2164 is filled out and that the form is properly signed.

4. SMALL BUSINESS SET ASIDE: The Government has not determined the set-aside capability, if possible, at this time. The Government will use the RFI results in analyzing small businesses’ capacity to perform this requirement and make its decision.

5. INSTRUCTIONS FOR RESPONDING

Submission: Please submit an electronic copy, in a “.pdf” file type, of your response to Moriah Bartlett at email address: moriah.s.bartlett.civ@mail.mil. Please use the title in your email “Metasys Calibration and Maintenance – RFI Response.”

Due Date: RFI response submission is due by 10:00 a.m. E.S.T. on Monday, 22 May 2020.

Page Limit: Limit your total written response to five (5) pages (single-sided). The cover page and table of contents does not count towards the page limit. Beyond the five (5) page limit, the Government may only review examples of media and graphic design, as requested above.