Hapman_Waste_Conveyer_System_Maintenance_RFQ_-_FBO.docx

The Uniformed Services University of the Health Sciences (USU) has a requirement for an Annual Service and Maintenance Agreement on a Hapman conveyor system. System components include:

1. CAGE DUMP STATION H-13788-AA

2. COLLECTOR H-13788-CA

3. TUBULAR CONVEYOR H-3788-DO

4. TUBULAR CONVEYOR H-13788-EO

5. CONTROLS H-13788-FA

The Uniformed Services University of the Health Sciences is the Nation's federal health sciences university and is committed to excellence in military medicine and public health during peace and war. We provide the Nation with health professionals dedicated to career service in the Department of Defense and the United States Public Health Service and with scientists who serve the common good. We serve the uniformed services and the Nation as an outstanding academic health sciences center with a worldwide perspective for education, research, service, and consultation; we are unique in relating these activities to military medicine, disaster medicine, and military medical readiness. USU is located in Bethesda, MD on the grounds of the Naval Support Activity Bethesda.

Additional information regarding USUHS and its mission can be found on our website: www.usuhs.mil.

This is a combined synopsis/solicitation for commercial items in accordance with the format in FAR 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. This is a request for quotes (RFQ) for commercial items in accordance with the procedures of FAR Part 12 – Acquisition of Commercial Items and FAR Part 13 – Simplified Acquisition Procedures. This RFQ incorporates all provisions and clauses in effect through Federal Acquisition Circular (FAC) 05-71 (November 25, 2013) and Defense Federal Acquisition Regulation Supplement (DFARS) (November 11, 2013).

This requirement is set-aside for small business concerns under NAICS code 333922 Conveyor and Conveying Equipment Manufacturing with a size standard of 500 employees. In order to be eligible for award, offerors must be registered in www.SAM.gov, with completed representations and certifications.

STATEMENT OF WORK

TERM OF CONTRACT

Contract is twelve (12) months, commencing _______ ending ______.

SCOPE OF CONTRACT:

Annual Service and Maintenance Agreement: NOTE: Unless otherwise specified within the line item description, Section B, Contractor is to provide unlimited emergency (remedial) repairs on an as needed basis on equipment listed in Section B to include Preventive Maintenance (PM) during the period of performance. Contractor shall provide all labor, parts, materials, tools, transportation and management necessary to maintain and repair laboratory equipment listed in section B on an as needed basis in strict accordance with OEM service and performance specifications.

Contractor shall provide technical, application, and operational support to Government personnel on an as needed basis via phone and/or on-site.

This agreement may be modified by the Government with thirty (30) days written notification to add or delete items or to cancel the entire agreement on a pro-rated basis. This agreement may be renewed at the option of the Government for an additional term at mutually agreeable prices.

Section B

VENDOR-SOW

INCLUDES:

1. CAGE DUMP STATION H-13788-AA

2. COLLECTOR H-13788-CA

3. TUBULAR CONVEYOR H-3788-DO

4. TUBULAR CONVEYOR H-13788-EO

5. CONTROLS H-13788-FA

This is a Preventive Maintenance (PM) Only Contract. Parts and emergency repairs are excluded. The University will be responsible for providing an adequate supply of recommended spare parts based on the criticality of the system to the overall operation of the organization. A list of recommended spare parts and quantities to remain on hand will be provided by the vendor.

Section C

SERVICE CALLS:

The number of service calls placed with the contractor for remedial repair is unlimited.

RESPONSE TO SERVICE CALLS

The contractor’s initial response to any service call shall be within 48 hours (weekends and Government Holidays excluded). Within 48 hours of a service call, the contractor shall coordinate with the end user to schedule a time frame to conduct necessary repairs. The contractor shall complete all repairs in the minimum time required. Downtime shall not exceed six days of the call-in date for service. The contractor shall work during the Government's normal working hours, Monday through Friday, Federal holidays excluded, 7:30 a.m. (0730 hours) to 4:00 p.m. (1600 hours).

Contractor personnel shall report to the Technical Services Branch prior to beginning work. Upon completion of work, the contractor shall leave copies of field service reports with the Technical Services Branch, room G058.

DOCUMENTATION OF SERVICES

Contractor shall maintain a service history record on all equipment covered under contract.

Contractor shall provide copies of field service reports (including PM inspections) to end users and to the Technical Services Branch as evidence of Preventive Maintenance and emergency services performed. Preventive Maintenance reports will be separate from emergency field service reports. Said reports will describe end-item description (Make, Model and Serial Number); work performed, parts used, and date and location of performance.

STANDARDS OF WORKMANSHIP

The quality of all services and supplies rendered hereunder will conform to the highest standards in the relevant profession, trade or field of endeavor. All services and supplies will be rendered by or supervised directly by individuals fully qualified in the relevant profession, trade or field, and holding any licenses required by applicable law and regulation.

The contractor, (including non-OEM providers) shall perform all services in accordance with OEM specifications and to provide all, if any, OEM system hardware, software, and firmware upgrades throughout the term of the contract. Accordingly, the contractor's work shall result in all equipment performing to 100% OEM factory specifications.

TECHNICAL SERVICE QUALIFICATIONS

All service technicians who will provide service to the equipment covered by this contract shall be OEM factory trained and certified or show the equivalency.

All service technicians shall maintain up to date knowledge and technology regarding repair of and performance enhancements to the equipment as per OEM issued technical bulletins. Technical bulletins issued by the OEM will be in the hands of the service technicians within 30 days of OEM issuance.

Vendor shall maintain a library of technical manuals including all technical bulletins for each model of equipment covered by the contract.

Section D (Definitions)

Unlimited (Remedial) Emergency Repair Service: Means that the contractor will respond to an unlimited number of service calls placed on equipment listed under contract. Has the same meaning as a Full Unlimited 100% Warranty where all parts and labor are included.

Emergency: Is the occurrence of a malfunction to the normal operation of the equipment items under contract and the item is in immediate need for remedial repair.

Emergency Repair: (Remedial Repair) is the repair given to an equipment item under contract by the contractor upon request.

Emergency Service Call: Is a request by phone to the contractor for a remedial repair.

Preventive Maintenance (PM): Is the periodic servicing of equipment, which may or may not include cleaning, testing, adjusting, calibrating, lubricating, etc. in accordance with OEM service specifications. Specific PM requirements vary greatly from one piece of equipment to another. This service is not provided as a result of a malfunction. A PM is provided primarily to prevent an eventual malfunction, extending the life of equipment items. Not all equipment requires PM.

OEM: Original Equipment Manufacturer.

OEM Service Specifications: Are the Manufacturer’s guidelines and/or procedures on how equipment should be repaired to include PM on an annual basis. The contractor, if not the OEM, will perform all maintenance in accordance with OEM Specifications.

QUOTE FORMAT

Offerors interested in responding to this requirement must provide a quote for a Preventive Maintenance (PM) Only Contract for one (1) base year plus four (4) one year options, in accordance with FAR 17.204(e).

Please structure your quote as below:

The government intends to award a single firm-fixed priced (FFP) purchase order to the offeror representing the best value to the government based on the evaluation factors listed below. Evaluation factors are listed in order of importance, with most important listed first. The government will conduct trade-offs between price and non-price factors. The Government is not required to award to the lowest priced offeror or the offeror quoting the highest technically rated quote.

The government reserves the right to award without discussions.

This award is subject to FAR 52.232-18 Availability of Funds

EVALUATION FACTORS

The government intends to award a single firm-fixed priced (FFP) purchase order to the offeror representing the best value to the government based on the evaluation factors listed below. Evaluation factors are listed in order of importance, with most important listed first. The government will conduct a trade-off between price and non-price factors. The Government is not required to award to the lowest priced offeror or the highest technically rated offeror.

The government reserves the right to award without discussions.

Evaluation Factors (listed in order of importance):

· Technical Approach - With your quote provide a brief outline of your corporate experience in performing maintenance on Hapman Tubular Waste Conveyor systems or very closely similar.

· Past Performance: The Government shall evaluate the offeror’s present and past performance on similar tasks within the past three years. Offerors must provide two (2) customer references for similar work performed. The Government reserves the right to select which reference(s) to contact. The following must be provided for each listed reference:

a. Name of client and address

b. Name of current point of contact including telephone number , e-mail address and title

c. Contract value

d. Contract period of performance

e. A clear description of the services provided

USU may request additional information at any time.

Failure to provide this information may render an offeror’s quote non-responsive and may not be considered for award.

A strong history of relevant past performance may be more advantageous to the Government than a less relevant record of favorable performance. The Government reserves the right to use data provided by the offeror and data provided by alternative sources in conducting its assessment of past performance history.

· Price: Offerors must include all applicable costs in their quote. Applicable costs would include travel, copies of field reports, etc. The total quoted price for all applicable costs will be the evaluated price.

Offerors must submit the following with their quote:

· Completed copy of provisions 252.209-7997 and 52.222-48 (included in attachments) See attached list for applicable provisions and clauses for this requirement.

Questions/clarifications regarding this solicitation must be submitted via email to carolyn.randolph@usuhs.edu by December 4th. Any question received after December 4th will not be answered. Questions will not be answered over the phone or submitted by any other means. All questions will be answered in an amendment to the solicitation posted on or around December 5th.

Quote packages are due by 5:00 PM EST on December 9th. Quotes must be submitted via email to carolyn.randolph@usuhs.edu. Quotes will not be accepted by any other means. Late quotes will not be considered.

Quote packages should include a cover sheet that provides the following information:

· Company Name

· Point of Contact, to include email and phone number

· DUNS Number

· Will you accept VISA for payment – Yes or No

· Statement that includes acknowledgement of latest amendment number