Request for Information (RFI) PANDHA25P006813.pdf

Request for Information (RFI)

Laboratory Equipment Service and Preventative Maintenance

General Information:

This is an RFI as defined in FAR 15.201(e) to ascertain whether a commercial item exists that provides the capabilities described herein.

This RFI is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this RFI will be treated as business confidential information.

Nonetheless, submitters should properly mark their responses if the information is confidential.

Responses to the RFI will not be returned. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expense associated with responding to this RFI.

RFI Response and due date: 09 December 2024 10:00 AM EDT

Instructions to Responders:

Responses from all capable and qualified sources are encouraged to respond to this request.

White papers should adhere to the following formatting and outline instructions:

1. All submissions shall be made electronically and be in one of the following formats: Microsoft Word or Adobe PDF.

2. Cover Page (1page)

Title Organization Responders technical and administrative points of contact (names, addresses, phone, fax number and email addresses) Topic area(s) addressed NAICS Code

3. Interested parties are asked to respond to this RFI and submit a capabilities statement that supports the focus of this RFI as detailed below. Please review the place of performance requirements. Please submit written responses via email in Microsoft Office or PDF format. All responses should be complete:

in 12-point font; and not to exceed 3 pages total, including graphics, tables, and appendices.

No hardcopies shall be accepted. No written solicitation document is available at this time. Telephone requests will not be honored, and no bidders list shall be maintained. No inquiries regarding any potential future acquisition activities shall be entertained.

Potential offerors are requested to direct all questions via email to the Point of Contact listed below.

Responses are due to the Point of Contact, Mr. Keith C. Crum at email: keith.c.crum.civ@health.mil no later than 10:00AM EDT, 09 December 2024.

The purpose of this requirement is to provide support of WRAIR's facilities management program to support the initiatives and mission of the Facilities Maintenance Department (FMD), to maintain space utilization and management support and allow for continued facilities service support for the WRAIR and the Navy Medical Research Center (NMRC) client-base.

The scope of the requirement is to acquire space utilization and management support services to the FMD, department of LOG, WRAIR Forest Glen Annex (FGA), Silver Spring, MD.

The FMD of LOG is responsible for operations and maintenance of Medical Research facilities occupied by WRAIR and NMRC located at the FGA, Silver Spring, Maryland to include oversight and management of Army Medical Research facility construction and renovation projects.

Tasks consist of the following:

Task Utilization Program Support: The Contractor shall support all space inventory and use activities for WRAIR buildings in Silver Spring, Maryland. The Contractor will be required to provide customer service to internal clients (employees and managers) in person, email, and over the phone. Contractor shall make all recommendations in alignment with Army Regulation 405-45 and shall ensure regulatory conflicts are elevated to the Facility manager and COR when detected. Tasks include:

Defense Medical Logistics Standard Support (DMLSS) Access. Contractor shall complete required documentation to access and update DMLSS Facilities Management (FM) module within 30 days of contract award. Contractor shall have knowledge and be prepared to work in the DMLSS-FM prior to beginning work on this award.

Contractor shall complete required WRAIR SharePoint training to for access to publish and share content within the WRAIR SharePoint environment within 30 days of contract award. Contractor may be required to publish content in other systems such as All Partners Access Network (APAN) or MilSuite. Contractor shall complete any required training to access systems such as these if the government require use.

Contractor shall publish configurable versions of all current space drawings and census data onto Walter within 120 days of contract award. Published drawings shall include general configuration and occupancy data. Contractor shall keep drawings and census data updated monthly. until space coordinators are trained and able to update assigned space. Once published on Walter, Contractor shall train assigned WRAIR Space Coordinators to update assigned space on Walter individually. All space coordinators shall be trained before the end of the first year of this award. Contractor shall ensure space coordinators are updating assigned space monthly. Contractor shall report any discrepancies in data entry to the TPOC immediately and in the monthly report.

Contractor shall physically visit and document space utilization data to include room number, occupant affiliation, room usage type, configuration, number of full time occupants, numbers of data and phone drops, location of furniture, etc. Contractor shall ensure all unused or underutilized space is flagged for the WRAIR Space Manager and TPOC monthly as part of the monthly report. Contractor shall ensure all space is documented, updated in DMLSS and Computer-Aided Design (CAD) drawings, and on the hardcopy WRAIR space census drawings monthly. Contractor shall coordinate CAD file updates with TPOC and WRAIR Facilities staff monthly. The Contractor will not be required to update DMLSS but shall be required to make pen/ink changes to the hardcopy and CAD drawings on a monthly basis to assist the Government with this task. Contractors shall develop a space management walk through and survey schedule for routine space validation and documentation of changes.

Contractor shall create and update Space Management change request process, checklist, and SOP (Continuity Book) for WRAIR users within 90 days of contract award. SOP and checklist shall include all known requirements for furniture, flooring, walls, ceiling, finishes vendors to be used, and processes to be followed at time of creation. Updates shall be published within 10 business days of substantive process changes.

Contractor shall respond to all space modification requests through the WRAIR Space Manager.

The Contractor shall research location, intended use, and prepare a plan that most effectively attains requested outcome. After modification is completed, Contractor shall verify completion and report close out of modification to WRAIR Space Manager in the Monthly Report.

Contractor shall review space management request (could be renovation, new furniture, flooring, walls, ceiling, finishes, or adding/subtracting workspaces).

Contractor shall coordinate with WRAIR Facilities staff as needed to capture recommendations and requirements in each packet prior to space management meetings.

Contractor shall physically review space to be modified. Document findings and recommendations to accomplish request to WRAIR Space Manager and TPOC.

In the process of reviewing spaces/space assessments, contractor shall note occupants and signage to ensure room/space signage correlates to occupants. Assist with updating/changing signage as necessary. Insure upkeep of signs thru out the facilities.

Contractor shall inventory manuals, specification, and other construction/facility documents.

Identify duplications and superseded sets. Verify paper documents exist as CAD or Adobe files.

Once formally approved, contracot shall communicate approvals, and facilitate modification activities with customer. Work with facility staff to update DMLSS database and census drawings within five business days. Update the organizational internal SharePoint portal with departmental drawings and working in conjunction with each section “Space Coordinator” to keep current on a monthly basis.

The Contractor shall provide a monthly report detailing all work, including the subcontractor’s work, and where there are critical or significant data related to the provided support. The report shall include a detailed list of all hours worked and workload accomplished, to include but not limited to, a list of equipment serviced and writing assignments in support of all tasks.

Additional items throughout the PWS will be summarized in the monthly report such as training tracker, space modification close out data, conference data calls submissions, conference tracking log, and conference After Action Review (AAR) status, training tracking logs for events, reporting any discrepancies in data entry, and flagging underutilized space.

The Contractor shall participate in a weekly meeting with FMD Management and the COR to discuss key findings, issues and concerns identified during the week and present recommended solutions or remedies. These meetings will be held on the Monday following the reporting week.

The Contractor shall report all Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the WRAIR via a secure data collection site. The Contractor is required to completely fill in all required data fields through the following web address: www.sam.gov. Reporting inputs will be for the labor executed during the PoP during each Government Fiscal Year (FY), which runs from October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk by clicking “View Assistance for SAM.gov” which is located at the top of the SAM.gov website. From there, you can the select “Contact Our Service Desk” which will allow you to contact SAM.gov directly. If contract PoP ends prior to September 30, the Contractor has 30 calendar days from end date of the contract to complete the SAM SCR requirement.