Handyman_Services_IDIQ_-_Combined_Synopsis_Solicitation.pdf

COMBINED SYNOPSIS / SOLICITATION

(1) Action Code: Combined Synopsis / Solicitation

(2) Date: December 19, 2016

(3) Year: FY17

(4) Contracting Office Zip Code: 20892

(5) Classification Code: R499

(6) Contracting Office Address: 6701 Rockledge Drive, RKL2, Rm 6151, Bethesda, MD 20892

(7) Subject/Title: NHLBI General Handyman Services

(8) Proposed Solicitation Number: NHLBI-CSB-HL-2017-047-JML

(9) Closing Response Date: December 30, 2016 at 3:00PM EST

(10) Contact Point(s): Jonathan M. Lear, Contracting Officer

(11) Contract Line Item Number(s): One (1)

(12) Contract Award Date: TBD

(13) Description: The contractor shall provide general handyman services to the NHLBI Division of

Intramural Research (DIR) in accordance with the following information:

(i) This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued.

(ii) The solicitation number is NHLBI-CSB-HL-2017-047-JML and is issued as a request for quotation (RFQ).

(iii) The solicitation / contract will include all applicable provisions and clauses in effect through

Federal Acquisition Circular (FAC) 2005-92-1 (December 19, 2016).

(iv) The North American Industry Classification System (NAICS) code applicable to this requirement is 561990 with a size standard of $11.0M. This solicitation is set aside for small businesses. This acquisition is being conducted using Simplified Acquisition Procedures in accordance with FAR Part 13.5.

(v) The National Institutes of Health (NIH), National Heart, Lung, and Blood Institute (NHLBI) intends to award an Indefinite Delivery / Indefinite Quantity (ID/IQ) contract for services in accordance with the following information:

Statement of Work

NHLBI General Handyman Services

Background Information

The National Heart, Lung, and Blood Institute (NHLBI) frequently requires general handyman services to perform a wide variety of tasks within various research laboratory and office spaces.

The NHLBI has recognized a need to better support the mission of NHLBI by completing these tasks more expeditiously and efficiently.

Purpose and Objectives

The NHLBI requires general handyman services in support of NHLBI staff throughout various research laboratory and office spaces on the main National Institutes of Health (NIH) Campus in Bethesda, Maryland, and other NIH facilities as occupied by NHLBI personnel or in support of the NHLBI mission. The purpose of this contract is to provide general handyman services for everyday minor tasks that are generally considered ‘carpentry’ in nature and do not involve alteration of building infrastructure or utilities.

Typical tasks covered under this contract generally include the repair, fabrication, reconfiguration, and relocation of casework items and furniture to improve aesthetics and/or functionality. Typical tasks will not include any mechanical, electrical, or plumbing work.

Period of Performance

The ordering period of performance is three (3) years upon contract execution.

Tasks to be Performed

The contractor shall provide services such as, but not limited to:

a. Modification of existing metal laboratory casework including various bench-top materials using primarily existing and/or salvaged materials. Occasionally, some supplemental casework accessories and/or bench-top materials will have to be ordered by the contractor to complete the task. [Assume 523 hours per year]

b. Modification of existing wood millwork including various countertop materials using primarily existing and/or salvaged materials. Occasionally, some supplemental millwork accessories and/or countertop materials will have to be ordered by the contractor to complete the task. [Assume 657 hours per year]

c. Disassembly, relocation, modification, and reassembly of existing or new office system furniture. Occasionally, some supplemental furniture accessories will have to be ordered by the contractor to complete the task. [Assume 657 hours per year]

d. Modification of existing shelving configurations in labs and offices. Occasionally some supplemental shelving materials and/or accessories will have to be ordered by the contractor to complete the task. [Assume 383 hours per year]

e. Installation of various window treatments. [Assume 150 hours per year]

f. Installation of acoustical treatments. [Assume 150 hours per year]

g. Repair suspended and drywall ceilings. [Assume 150 hours per year]

h. Patching and touch-up painting of walls and ceilings. [Assume 520 hours per year]

i. Repair and installation of various flooring finishes. [Assume 452 hours per year]

j. Wall mounting of various items such as large format televisions, computer monitors, projection screens, picture frames, artwork, whiteboards, tack boards, coat hooks, cylinder restraints, and room signage. [Assume 313 hours per year]

k. Careful relocation of heavy/large laboratory equipment from one location to another. Some equipment may be delicate or fragile in nature. Proper safeguarding of equipment will be required. [Assume 175 hours per year]

l. Relocation of surplus items and equipment to government owned or leased storage facilities on and off campus. Travel distance to storage facilities will typically be less than (40) miles.

[Assume 174 hours per year]

Prior to award of individual task orders, the contractor will attend onsite project orientation walkthroughs as necessary to become familiar with the task. After award of individual task orders, the contractor will also attend project planning meetings as required for coordination and scheduling purposes.

Unless indicated otherwise, the contractor is expected to furnish all required tools and hardware necessary to complete the tasks.

Place of Performance

The place of performance will include the NIH main campus and NHLBI locations as follows:

- Bethesda, Maryland, (Often)

- Rockville, Maryland, (Often)

- Poolesville, Maryland, (Occasionally)

Assumptions

It is anticipated that the NHLBI will require up to 4,304 hours of general handyman services per year. The estimated annual hour distribution is listed above under each individual task.

The specific tasks and quantities associated with this contract are impossible to predict precisely.

The tasks and quantities are projected based on similar tasks performed for NHLBI during previous fiscal years. Therefore, the offeror should do its best to provide a breakdown of all anticipated and associated costs for each task listed.

The estimated hours referenced above do not include administrative/supervisory hours. The offeror, therefore, should estimate additional administrative/supervisory hours (i.e. Project Manager hours, Superintendent hours, etc.) for each task as needed.

In addition to total burdened labor, the offeror’s proposal should include a breakdown of overhead, profit, FICA, MCARE, Federal unemployment, State unemployment, General liability insurance, worker’s compensation insurance, health insurance, retirement, training, required medical testing, G&A, etc. as applicable.

In some cases, NHLBI will procure the necessary materials for a project. In others, the contractor will be expected to procure the materials. Therefore, the offeror should include its proposed markup for materials in its proposal.

The contractor shall adhere to all Federal, State, Local laws and regulations as well as all NIH regulations and procedures pertaining to performing general handyman services in NIH-owned/leased property at the aforementioned locations (refer to Place of Performance) including but not limited to:

- Annual completion of Joint Commission Training.

- Adherence to Fire Protection and Life Safety Building Permit Process.

- Adherence to Clinical Center Policy on Construction Risk Management.

- Adherence to all Interim Life (Fire) Safety Measures.

Security Requirements

All work under the contract will be conducted on NIH-owned/leased property. As a result, contractor personnel requiring access to these facilities must provide personal identification documentation upon request from Federal security personnel.

Security information on procedures for entering the NIH campus is available on the following website: http://www.cc.nih.gov/about/visitor.shtml

Parking on the NIH Campus is available for visitors:

http://www.cc.nih.gov/about/visitor/parking.shtml

No specialty security clearances will be required.

(vi) The FAR Provision 52.212-1, Instructions to Offerors – Commercial Items applies to this acquisition and is hereby incorporated by reference. All Federal Acquisition Regulation (FAR) clauses may be viewed at http://acquisition.gov/comp/far/index.html.

(vii) The FAR Provision 52.212-2, Evaluation – Commercial Items applies to the acquisition and is hereby incorporated by reference.

Evaluation of Quotations

The technical approach is the most important item in the evaluation of the contractor’s capability to perform the desired services. Therefore, the approach must present sufficient information to reflect a thorough understanding of the work requirements and a detailed technical approach for http://www.cc.nih.gov/about/visitor.shtml http://www.cc.nih.gov/about/visitor/parking.shtml http://acquisition.gov/comp/far/index.html achieving project objectives as set forth in the tasks listed above.

The technical approach may not contain any references to price-cost. However, resource information, such as data concerning proposed other direct costs, must be contained in the technical approach so that contractor’s understanding of the scope of work may be evaluated.

The award will be made on a competitive best value basis, using the “tradeoff’ approach among price-cost and non-price-cost factors. The Government may elect to award to other than the lowest priced offeror, or other than the highest rated non-price quote. In either case, a tradeoff will be conducted. The government reserves such right of flexibility in conducting the evaluation as necessary to assure an award with the contractor providing the best value to the government.

Mandatory Qualification Criteria

The offeror must be located within fifty (50) miles of the NIH Main Campus in Bethesda, MD.

Evaluation Criteria

The following criteria (with their listed relative weights) will be used to assess the proposals from contractors who meet the mandatory criteria:

- Technical Capability (35 Points)

The offeror demonstrates comprehension of the overall contract objective as well as a working understanding of the unique procedures and logistical requirements to follow when completing work both on and off NIH main campus. The offeror demonstrates the technical capability needed to perform all specific tasks outlined in the statement of work.

- Past Performance (30 Points)

The offeror displays a strong record of positive past performances by providing references, reports, and letters of recommendation from similar contracts and/or clients.

- Personnel Plan (20 Points)

The personnel to be used under this contract will be evaluated on the basis of experience and qualifications. The personnel shall be appropriate to the level and kind of work required. The project manager should have at least five (5) years of experience working on a variety of relevant tasks. This experience should range from small scale individual tasks to larger more complex projects that require the effective coordination of several employees with various assigned tasks.

- Performance Schedule (15 Points)

The offeror indicates that it will be able to 1) meet onsite to review tasks in a timely fashion;

2) provide fixed price quotes in a timely fashion; and, 3) begin and complete assigned tasks in a timely fashion.

Cost / Price Evaluation

Price-cost will be evaluated separately from past performance and other non-price-cost factors, and will be evaluated for fairness and reasonableness. For a price to be reasonable, it must represent a price to the government that a prudent person would pay when consideration is given to prices in the market. The total evaluated price-cost will be evaluated for reasonableness in terms of consistency with labor categories; level of effort, in that the proposed labor mix and labor hours are based on reasonable assumptions; and consistency with the technical approach, in that the prices are consistent with and reflect the proposed staffing requirement for all years.

Although technical factors are of paramount consideration in the award, cost/price is also important to the overall contract award decision. All evaluation factors other than cost or price, when combined, are significantly more important than cost or price. The Government intends to make an award(s) to that offeror whose quotation provides the best overall value to the Government.

Cost proposals should consist of the following:

- A single total cost for the entire contract (all tasks combined);

- A separate cost for each individual task listed; and,

- A more detailed breakdown of costs associated with each individual task.

(viii) In accordance with FAR clause 52.212-3, Offeror Representations and Certifications –

Commercial Items, offerors must complete annual representations and certifications on-line at www.sam.gov. If paragraph (j) of the provision applies, a written submission is required.

(ix) FAR clause 52.212-4, Contract Terms and Conditions – Commercial Items applies to this acquisition.

Addendum to FAR 52.212-4

(1) Contracting Officer’s Representative (COR)

Name [To be completed in the award document] Telephone:

FAX:

E-mail

a. The Contracting Officer's Representative (COR) will represent the Government for the purpose of this contract.

b. The COR is responsible for: (1) monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; (2) interpreting the statement of work and any other technical performance requirements; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting in the resolution of technical problems encountered during performance.

http://www.sam.gov/

c. The alternate COR is responsible for carrying out the duties of the COR only in the event that the COR can no longer perform his/her duties as assigned.

d. The Contracting Officer is the only person with authority to act as agent of the

Government under this contract. Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the statement of work; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the Contractor for any costs incurred during the performance of this contract; or (5) otherwise change any terms and conditions of this contract.

e. The Government may unilaterally change the COR designation.

(2) Post Award Evaluation of Contractor Performance

Contractor Performance Evaluations

Interim and final evaluations of Contractor performance will be prepared on this contract in accordance with FAR Subpart 42.15. The final performance evaluation will be prepared at the time of completion of work. In addition to the final evaluation, interim evaluations will be prepared annually. Interim evaluations will not be prepared for awards with a period of performance of less than 18-months. Interim evaluations will be prepared annually for awards greater than 18-months.

Interim and final evaluations will be provided to the Contractor as soon as practicable after completion of the evaluation. The Contractor will be permitted thirty days to review the document and to submit additional information or a rebutting statement. If agreement cannot be reached between the parties, the matter will be referred to an individual one level above the Contracting Officer, whose decision will be final.

Copies of the evaluations, Contractor responses, and review comments, if any, will be retained as part of the contract file, and may be used to support future award decisions.

Electronic Access to Contractor Performance Evaluations

Contractors may access evaluations through a secure Web site for review and comment at the following address: http://www.cpars.gov.

(3) Key Personnel

The key personnel specified in this contract are considered to be essential to work performance. At least 30 days prior to diverting any of the specified individuals to other programs or contracts (or as soon as possible, if an individual must be replaced, for example, as a result of leaving the employ of the Contractor), the Contractor shall notify the Contracting Officer and shall submit comprehensive justification for the diversion or replacement request (including proposed substitutions for key personnel) to permit evaluation by the Government of the impact on performance under this contract. The Contractor shall not divert or otherwise replace any key personnel without the written consent of the Contracting Officer. The Government may modify the contract to add or delete key personnel at the request of the Contractor or Government. (End of Clause) http://www.cpars.gov./

The following individual(s) is/are considered to be essential to the work being performed hereunder: [To be completed in the award document]

(4) Non-Personal Services and Inherently Government Functions

a. Pursuant to FAR 37.1, no personal services shall be performed under this contract. All work requirements shall flow only from the Contracting Officer’s Representative (COR) to the Contractor’s Project Manager. No Contractor employee will be directly supervised by the Government. All individual employee assignments, and daily work direction, shall be given by the applicable employee supervisor. If the Contractor believes any Government action or communication has been given that would create a personal services relationship between the Government and any Contractor employee, the Contractor shall promptly notify the Contracting Officer of this communication or action.

b. Pursuant to FAR 7.5, the Contractor shall not perform any inherently governmental actions under this contract. No Contractor employee shall hold him or herself out to be a Government employee, agent, or representative. No Contractor employee shall state orally or in writing at any time that he or she is acting on behalf of the Government. In all communications with third parties in connection with this contract, Contractor employees shall identify themselves as Contractor employees and specify the name of the company for which they work. In all communications with other Government contractors in connection with this contract, the Contractor employee shall state that they have no authority to in any way change the contract and that if the other contractor believes this communication to be a direction to change their contract, they should notify the Contracting Officer for that contract and not carry out the direction until a clarification has been issued by the Contracting Officer.

(5) Indefinite Delivery / Indefinite Quantity (ID/IQs)

Prices

a. This is an Indefinite Deliver y / Indefinite Quantity (ID/IQ) contract as contemplated by

FAR 13.5. The contractor shall be reimbursed by the Government in an amount not less than a total of [To be completed in the award document] (minimum) nor more than a total of [To be completed in the award document] (maximum) for successful performance.

b. The prices set forth in this section will cover the estimated period of February 1, 2017 through January 31, 2020.

c. The Government will issue task orders based on the work described in the Statement of Work.

Task Order Procedures

a. All task orders against the ID/IQ are subject to the terms and conditions of the contract. In the event of a conflict between the task order and the contract, the contract shall take precedence. All changes made to the contractor’s ID/IQ will apply to each task order.

b. The task orders issued will be firm fixed-price (FFP).

c. The contractor shall furnish all services in accordance with the specific requirements outlined in the task orders issued.

d. A Request for Task Order Proposal (RFTOP) will be sent to the contractor and the RFTOP will include a SOW/PWS detailing the requirement.

e. The contractor will be instructed to submit a quote based on the requirement.

f. The contractor is encouraged to provide price reductions.

g. The Contracting Officer is the only individual authorized to negotiate costs or prices under an individual task order.

h. Task orders will be issued on the Optional Form (OF) 347. Each individual task order is funded separately. The issuance of the task order by the Contracting Officer authorizes the contractor to begin work.

i. It is the intent of the Government that all task orders be completed within the time frame specified in each order. Any request for an extension beyond the initial period of performance specified in the task order will be granted on a case by case basis. It is not to be assumed that all requests for extension will be granted.

j. Only the Contract Specialist or Contracting Officer specified herein are authorized to issue task orders under the ID/IQ.

(x) FAR clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or

Executive Orders – Commercial Items, including the following subparagraphs, apply to this acquisition:

52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards;

52.219-28, Post Award Small Business Program Representation;

52.222-3, Convict Labor;

52.222-19, Child Labor—Cooperation with Authorities and Remedies;

52.222-21, Prohibition of Segregated Facilities;

52.222-26, Equal Opportunity;

52.222-36, Affirmative Action for Workers with Disabilities;

52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving;

52.225-1, Buy American Act – Supplies;

52.225-13, Restrictions on Certain Foreign Purchases; and, 52.232-33, Payment by Electronic Funds Transfer – Central Contractor Registration.

52.216-18, Ordering (October 1995), is applicable to this acquisition.

a. Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule.

b. All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

c. If mailed, a delivery order or task order is considered "issued" when the

Government deposits the order in the mail. Orders may be issued orally, by facsimile, or by electronic commerce methods only if authorized in the Schedule.

52.216-19, Order Limitation (October 1995), is applicable to this acquisition.

a. Minimum Order. When the Government requires supplies or services covered by this contract in an amount of less $100.00, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract.

b. Maximum Order. The Contractor is not obligated to honor –

1. Any order for a single item in excess of the total contract value.

2. Any order for a combination of items in excess of the total contract value; or

3. A series of orders from the same ordering office within thirty (30) calendar days that together call for quantities exceeding the limitation in subparagraph (1) or (2) above.

c. If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) above.

d. Notwithstanding paragraphs (b) and (c) above, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within thirty (30) days after issuance, with written notice stating the Contractor's intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source.

52.216-22, Indefinite Quantity (October 1995)

a. This is an indefinite-quantity contract for the supplies or services specified and effective for the period stated, in the Schedule. The quantities of supplies and services specified in the Schedule are estimates only and are not purchased by this contract.

b. Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. The Contractor shall furnish to the Government, when and if ordered, the supplies or services specified in the

Schedule up to and including the quantity designated in the Schedule as the "maximum." The Government shall order at least the quantity of supplies or services designated in the Schedule as the "minimum."

c. Except for any limitations on quantities in the Order Limitations clause or in the

Schedule, there is no limit on the number of orders that may be issued. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations.

d. Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor's and Government's rights and obligations with respect to that order to the same extent as if the order were completed during the contract's effective period; provided that the Contractor shall not be required to make any deliveries under this contract after January 31, 2020.

52.216-27, Single or Multiple Awards (October 1995) is incorporated by reference.

(xi) Requests for clarification may be submitted electronically to Jonathan Lear (john.lear@nih.gov) not later than 5:00PM EST on December 27, 2016.

When submitting requests for clarification, contractors must cite the relevant section, paragraph, and page number. Questions should be written in a way that enables clear understanding of the contractors’ issues or concerns. Statements expressing opinions, sentiments, or conjectures are not considered valid inquiries and will not be provided a response. Further, contractors are reminded that the Contract Specialist will not address hypothetical questions aimed at receiving a potential “evaluation decision.”

Contractors may submit no more than ten (10) questions for clarification. Written responses to questions will be provided to all contractors as soon as practicable. Responses will not disclose proprietary information of the contractors. Requests to extend the due date will not be granted.

Offerors are asked to review this RFQ and provide the below information electronically to the

Contracting Officer at john.lear@nih.gov not later than close of business on December 29, 2016. Choose one of the following options:

o Do intend to submit a quotation o Do not intend to submit a quotation

Your expression of intent is not binding but will greatly assist us in planning for evaluation.

Offerors shall submit their technical approach and business quote (in separate volumes) no later than 3:00 p.m. Eastern Standard Time (EST) on December 30, 2016. One (1) electronic copy is requested. The electronic copy shall be submitted to john.lear@nih.gov.

The quotation must reference the RFQ No. NHLBI-CSB-HL-2017-047-JML. All responsible offerors may submit a quote, which if timely received, shall be considered by the agency.

mailto:john.lear@nih.gov

The technical approach must be submitted in Microsoft Word or searchable PDF format in a font size of 11 or 12 point and font type of Arial or Times New Romans. Margins must be 1-inch wide (top, bottom, left, and right). The technical approach must not exceed 15 pages in length and the pages must be sequentially numbered regardless of the section or part (e.g., 1 of 15, 2 of 15, 3 of 15, etc.,) and must contain a header or footer to include the name of the contractor and the RFQ number. Pages in excess of the specified page limit will not be considered or evaluated.

Resumes must not exceed 2 pages in length and are not counted in the page limit.

Quotations shall not be deemed received by the Government until the quotation is entered into the e-mail address inbox set forth above.

Any quote, modification, or revision that is received at the designated Government office after the exact date and time specified for receipt of quotations is “late” and will not be considered.

Quotations received “late” will not be evaluated or considered for award and will be returned to the offeror.

Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the quote packaging, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotes by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation closing date, the time specified for receipt of quotes will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(xii) For information concerning this solicitation, please contact Jonathan Lear (john.lear@nih.gov) at

301-827-7716.