NIST_Komar_Shredding_Equipment_PM_Sources_Sought_Notice (1).docx

SOURCES SOUGHT NOTICE / REQUEST FOR INFORMATION

Preventive Maintenance Services for NIST-Owned Komar Shredding Equipment National Institute of Standards and Technology (NIST) | Facility Services Division

Equipment (except Automotive and Electronic) Repair and Maintenance

1.0 DISCLAIMER AND PURPOSE OF NOTICE

This Sources Sought Notice/Request for Information (RFI) is issued for market research and acquisition planning purposes only. This notice does not constitute a Request for Quote (RFQ), Request for Proposal (RFP), Invitation for Bid (IFB), solicitation, or promise to issue a solicitation in the future. Responses to this notice are voluntary. The Government will not reimburse respondents for any costs incurred in preparing or submitting a response.

NIST is seeking information from capable vendors, including both small and large businesses, that can provide specialized, recurring preventive maintenance services for NIST-owned Komar industrial waste shredding equipment. Information received will assist the Government in determining the appropriate acquisition strategy, including whether a small business set-aside or another contracting approach is appropriate.

2.0 BACKGROUND

The National Institute of Standards and Technology (NIST), Facility Services Division, operates industrial waste shredding equipment located at the NIST Gaithersburg, Maryland campus. The equipment includes the following:

· Komar Auger Compactor, serial number 3376.

· Komar Electro Shear Shredder, serial number 3535.

These machines require specialized, recurring preventive maintenance services to assess equipment condition, perform routine maintenance, identify maintenance deficiencies, and recommend repairs necessary to support continued operation.

3.0 ANTICIPATED SCOPE OF REQUIREMENT

NIST anticipates establishing a five-year contract for preventive maintenance services consisting of one 12-month base period and four 12-month option periods. The anticipated period of performance is approximately October 1, 2026 through September 30, 2031.

Work shall be performed on-site at NIST, 100 Bureau Drive, Building 301, Gaithersburg, MD 20899. Regular business hours are Monday through Friday, 7:00 a.m. to 3:30 p.m. Eastern Time, excluding Federal holidays and NIST closures.

4.0 SPECIFIC REQUIREMENTS

Task 1 - Preventive Maintenance The contractor would be expected to perform semi-annual preventive maintenance services. Required services are anticipated to include the following:

1. Perform routine preventive maintenance twice per year.

2. Inspect all mechanical, electrical, and hydraulic components.

3. Lubricate and calibrate all moving components.

4. Identify worn, damaged, or degraded components and provide recommendations for repair or replacement.

5. Test equipment operation and document observed performance in accordance with manufacturer operating specifications.

6. Clean components to maintain operational performance.

7. Document mechanical conditions that may affect normal equipment operation and provide recommended corrective actions.

8. Following each preventive maintenance visit, provide a written service report documenting maintenance performed, equipment condition, observed deficiencies, and recommended corrective actions.

Task 2 - Repair Assessment and Recommendations

9. Diagnose reported equipment malfunctions or performance issues.

10. Identify failed or degraded components and recommend corrective actions.

11. Provide written quotations for recommended repairs, including estimated labor, materials, and lead times.

12. Recommended repairs would be outside the scope of the preventive maintenance agreement and would require separate Government authorization and funding.

Task 3 - Safety on the NIST Campus

13. Provide a detailed, site-specific Safety Plan to the Contracting Officer within seven calendar days after award.

14. Comply with applicable OSHA standards and NIST's Contractor Safety Program.

Task 4 - Safety-Related Equipment and Training

15. Provide all required personal protective equipment, including hard hats, safety shoes, and high-visibility clothing.

16. Maintain records of safety training for all personnel performing work under the award.

Task 5 - HSPD-12 and Security

17. Submit a roster of all staff working under the acquisition to the Contracting Officer and Contracting Officer Representative within 14 calendar days after award.

18. Ensure all employees obtain a background investigation commensurate with their position sensitivity, as applicable.

5.0 GENERAL REQUIREMENTS

Government Responsibilities. NIST will provide physical access to the equipment and facility resources necessary to perform the anticipated work.

Contractor Furnished Tools, Equipment, and Materials. The contractor shall provide all tools, equipment, and materials necessary to perform preventive maintenance services under the agreement or contract.

Contractor Personnel. Contractor personnel should possess a minimum of three years of experience performing preventive maintenance services on industrial auger and shear shredding equipment or similar industrial waste handling equipment.

Safety. Contractor employees must know and comply with all applicable installation safety and prevention regulations, including general safety, fire prevention, and waste disposal requirements.

Security. NIST is a restricted campus. Identification badges are required for access to buildings and must be shown to armed Security Personnel upon entering the campus. Contractor employees must comply with NIST identification and access requirements and wear visible identification badges provided by the NIST Security Office.

6.0 ANTICIPATED DELIVERABLES

Maintenance Service Report

7.0 QUALITY ASSURANCE CONSIDERATIONS

Semi-Annual Preventive Maintenance

deficiencies, and recommended corrective actions.

8.0 REQUESTED CAPABILITY INFORMATION

Interested vendors are requested to submit a capability statement that addresses the items below. Responses should be concise and should not exceed 10 pages, excluding standard brochures or product literature.

19. Company name, address, website, Unique Entity ID (UEI), CAGE Code, and point of contact information.

20. Business size under the proposed NAICS code and socioeconomic status, if applicable, such as small business, 8(a), HUBZone, SDVOSB, WOSB, or EDWOSB. Large businesses should identify their business size and relevant teaming or subcontracting approach, if applicable.

21. Whether the company is registered and active in SAM.gov.

22. Description of experience maintaining Komar Auger Compactors, Komar Electro Shear Shredders, or similar industrial shredding, compaction, hydraulic, electrical, and mechanical equipment.

23. Relevant project examples from the past five years, including customer, equipment type, scope, period of performance, and whether services were performed in an active industrial or Government facility.

24. Availability of qualified technicians with at least three years of relevant experience.

25. Ability to perform semi-annual on-site service at NIST Gaithersburg during regular business hours.

26. Ability to comply with NIST campus security, badging, HSPD-12, OSHA, and site-specific safety requirements.

27. Recommended contract type, commercial practices, maintenance interval, warranty terms, and any known long-lead replacement parts or OEM dependencies.

28. Any comments or recommended revisions to the anticipated scope, deliverables, or quality assurance approach.

9.0 SUBMISSION INSTRUCTIONS

Responses shall be submitted electronically to Quante Redd, Contract Specialist, at quante.redd@nist.gov no later than 06/26/2026 at 1:00pm EST. The email subject line should read: "Sources Sought Response S26-24 - Komar Shredding Equipment Preventive Maintenance."

Submissions should be provided in Microsoft Word or PDF format. Proprietary information, if any, should be clearly marked. The Government may use non-proprietary information received in response to this notice to refine the acquisition strategy, scope, and solicitation documents.

10.0 GOVERNMENT USE OF RESPONSES

NIST will review responses to assess market capability, commercial practices, availability of qualified sources, and potential small business participation. The Government may contact respondents for clarification; however, respondents should not interpret such contact as a promise of future award or solicitation.

Responding to this Sources Sought Notice is not a prerequisite for responding to any future solicitation. Failure to respond to this notice does not preclude participation in any future solicitation, if one is issued.

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