INDUSTRY MARKET RESEARCH - SOW DEVELOPMENT REQUIREMENT REFINEMENT.docx

INDUSTRY MARKET RESEARCH – SOW DEVELOPMENT / REQUIREMENT REFINEMENT

PURPOSE OF THIS NOTICE

NEXCOM is conducting market research to obtain industry feedback to assist in the development and refinement of the Statement of Work (SOW) for the project identified below. Information provided in response to this notice will be used for planning and requirement-development purposes.

This notice is for market research purposes only and does not constitute a solicitation, request for proposal, request for quotation, or commitment by NEXCOM to issue a future solicitation or award a contract. Responses are informational only and will not be considered offers. NEXCOM will not reimburse respondents for costs associated with preparing or submitting a response.

Respondents are requested to review the project information, attached draft SOW, and any supporting documents identified below and provide responses to the applicable questions. Responses shall be submitted only in accordance with the Contracting response instructions provided in this notice.

Participation in this market research is not required to participate in any future procurement and will not provide preferential consideration in any subsequent solicitation. Any future solicitation will contain the Government's final requirements and applicable solicitation documents.

NEXCOM may use information obtained through this market research to develop or refine its requirements; however, respondents should clearly identify any information they consider proprietary or otherwise restricted from disclosure.

PROJECT INFORMATION

Yokosuka, Japan

CONTRACTING RESPONSE INFORMATION

AND

Tarik.booze@nexweb.org

1. PURPOSE OF INDUSTRY ENGAGEMENT

The Government is seeking industry feedback in the following area(s):

☐ Develop an initial SOW from a defined project need / desired outcome.

☒ Refine an existing draft SOW.

☒ Identify missing or unclear scope elements.

☒ Identify technical requirements / customary industry practices.

☒ Identify constructability, sequencing, or phasing considerations.

☐ Identify existing-condition information / site investigation needs.

☒ Identify material/equipment availability or long-lead concerns.

☒ Identify testing, commissioning, training, warranty, or closeout considerations.

☐ Determine whether the scope contains sufficient information to reasonably price the contemplated work.

☐ Other: _____________________________________________________________________

2. PROJECT NEED / DESIRED END STATE

Describe the problem to be solved and what successful completion should accomplish:

This project replaces the aging and unreliable passenger elevators in Navy Lodge Buildings 1315 and 1316, which are causing frequent breakdowns and disrupting hotel operations. Successful completion will provide two modern, safe, reliable, and code-compliant elevator systems with all required testing and closeout documentation.

3. KNOWN EXISTING CONDITIONS

Describe existing systems, equipment, deficiencies, prior work, site conditions, or other known facts relevant to industry review:

Known existing conditions include two existing traction passenger elevators in Navy Lodge Buildings 1315 and 1316, originally installed in 2004, that are obsolete, increasingly unreliable, and difficult to repair due to limited parts availability. Reported deficiencies include frequent failures, stalls, shaking, and extended downtime, while the buildings will remain operational during construction, requiring field verification of existing conditions, utilities, and coordination to minimize disruption to guests and staff.

4. KNOWN REQUIREMENTS / CONSTRAINTS

The following known requirements or constraints apply to the contemplated work:

☒ Occupied facility / continuous operations ☒ Required phasing ☒ Work-hour restrictions ☐ Security / access restrictions ☐ Utility outage limitations ☐ Environmental / hazardous material considerations ☒ Compatibility / standardization requirement ☒ Known schedule / completion requirement ☐ Other: ______________________________ Provide details for the applicable items above:

Occupied facility / continuous operations:

Navy Lodge Buildings 1315 and 1316 will remain occupied and fully operational during construction. Work must be coordinated with the facility POC, GM, and NHG to maintain guest services, safe access and egress, and minimize disruption, with barricades and traffic control used as needed.

Required phasing:

Work shall be phased and sequenced to support continuous hotel operations and safe circulation throughout construction. The contractor shall provide a detailed schedule showing sequencing and durations and coordinate phasing in advance with the GM and PM, including consideration of non-preferred construction dates.

Work-hour restrictions:

Normal work hours are Monday through Friday, 0800 to 1600. Any changes to work hours, including weekend or overtime work, must be coordinated in advance and approved by the Contracting Officer.

Compatibility / standardization requirement:

The replacement elevator systems shall comply with applicable NAVFAC requirements, ADA requirements, and governing safety codes. New systems shall also be compatible with existing building systems, including emergency power, fire alarm/life safety systems, and BMS, and elevator controls/interfaces shall support bilingual maintenance use where required.

Known schedule / completion requirement:

A kickoff meeting is required within 21 calendar days of contract award, and meeting minutes are due within 7 calendar days after the meeting. The contractor shall provide at least 7 calendar days’ notice for planned outages, and project completion is anticipated within 440 calendar days from Notice to Proceed.

5. REFERENCE DOCUMENTS / SUPPORTING INFORMATION

The following information is provided with this notice, as applicable:

☒ Draft SOW ☐ Drawings / sketches ☒ Site photographs ☐ Existing-condition assessment / report ☐ Equipment schedules / cut sheets ☐ Prior project documents ☐ Surveys / testing ☒ Applicable technical criteria / standards ☐ Other: _____________________________________________________________

6. QUESTIONS TO INDUSTRY

Respondents are requested to address the questions selected below and any project-specific questions included in this notice. Responses should identify assumptions and provide sufficient explanation for NEXCOM to understand the recommendation or concern.

☒ 1. Based on the information provided, what additional information would your firm need to understand and reasonably price the contemplated work?

☒ 2. Identify scope elements that are unclear, incomplete, conflicting, or likely to result in differing interpretations.

☒ 3. What site investigations, surveys, testing, measurements, or existing-condition information should be obtained before solicitation?

☒ 4. Are there technical requirements, performance criteria, codes, standards, manufacturer requirements, or customary industry practices that should be addressed?

☒ 5. Identify significant constructability, access, logistics, phasing, sequencing, occupied-facility, shutdown, or safety considerations.

☒ 6. Identify equipment/materials with significant lead times or availability concerns and any reasonable alternatives that should be considered.

☒ 7. What testing, commissioning, training, warranties, documentation, turnover, or closeout requirements should be considered?

☒ 8. What information, requirements, or Government decisions should be established or clarified before solicitation to reduce RFIs, differing interpretations, pricing contingencies, or potential changes during performance?

☒ 9. Identify any other issue that could materially affect competition, price, schedule, or successful performance.

Additional Project-Specific Questions:

1. What specific existing-condition information would most reduce pricing uncertainty for this project?

Please identify the highest-value Government-furnished information, such as as-builts, maintenance records, prior inspection reports, utility information, structural information, or field measurements.

2. Does the current SOW clearly define what is to be reused, refurbished, and fully replaced?

If not, identify which components or interfaces need clearer direction to avoid assumptions or contingency pricing.

3. What phasing approach would your firm recommend to maintain hotel operations while performing the work? Please identify any minimum access, shutdown, protection, or sequencing requirements necessary to perform the work safely and efficiently.

4. Are the stated outage limitations, work hours, and occupied-facility constraints sufficient and commercially reasonable for elevator modernization work?

If not, identify what revisions or clarifications would improve feasibility and competition.

5. What Government decisions or design criteria should be established before solicitation to support accurate pricing? Examples may include approved manufacturers or equals, reuse strategy, code interpretation, cab refurbishment expectations, interface requirements, and acceptance criteria.

6. What additional field investigations should be completed before solicitation to reduce unknowns and change risk? Please identify any recommended destructive investigation, utility verification, shaft or pit measurements, structural review, power verification, fire alarm/BMS interface review, or hazardous material assessment.

7. What submittal, review, and approval requirements in the current draft could delay procurement or create schedule risk? Please identify any recommended revisions to review stages, approval timing, long-lead procurement authorization, or required turnaround times.

8. What warranty, maintenance, training, spare parts, and closeout requirements should be defined more clearly before solicitation? Please identify the minimum industry-standard requirements that should be stated in the SOW.

9. Are there any aspects of this requirement that would discourage your firm from bidding? Please identify the specific issue and the revision that would make the opportunity more competitive and biddable.

10. What is the most likely cause of a no-bid or heavily qualified bid on this project? Please identify the top three concerns and the specific clarification or change that would mitigate each one.

7. RESPONSE GUIDANCE

Respondents should provide concise, project-specific feedback responsive to the questions identified above. Where a concern or recommendation is identified, respondents are encouraged to explain the basis for the feedback and, when appropriate, identify a recommended clarification or alternative approach. Respondents should not submit a formal proposal or quotation in response to this notice. NEXCOM may contact respondents through Contracting for clarification or additional information regarding a response.