RFQ-CSU-21-006-JJP.pdf

RFQ-CSU-21-006-JJP

The Billings Area – Crow Service Unit (CSU), Indian Health Service (IHS) is requesting quotes in response to RFQ-CSU-21-006-JJP for Elevator Inspection and Preventative Maintenance Services, Crow/Northern Cheyenne Hospital, Crow Agency, MT. The CSU/IHS intends to award one Firm Fixed Price Purchase Order for the Elevator Inspection and Preventative Maintenance Services as provided in the scope of work.

The procurement is conducted under Federal Acquisition Regulations (FAR) Part 13, Simplified Acquisition Procedures, and FAR Part 37.101, Non-Personal Services, Subject to the Service Contract Act Wage Determination Number: 2015-5397 Revision: 12 Date: 12/21/2020. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Regulation (FAR) Circular FAC 2021-05.

The associated North American Industrial Classification System (NAICS) code for this procurement is: 811310 and the small business size standard is $8.0 million.

This Solicitation will be an all or none basis, meaning all Contract Line Item Numbers (CLIN) must be fulfilled, partial submittals will not be accepted.

If Freight will be charged, then FOB destination must be included into the quote.

1. ELEVATOR SPECIFICATIONS;

Three (3) Dover DMC Two (2) Floor Hydraulic Elevators

2. DESCRIPTION OF SERVICES/SUPPLIES:

The Contractor shall provide all labor, supervision, equipment and tools to perform Annual Inspection Services and Monthly Vertical Transportation System Preventative Maintenance Checks. It is the responsibility of the Contractor to determine if the equipment is in safe operating condition, that it has not been altered except in conformity to the applicable codes or regulations, and that each elevator will perform in accordance with all applicable inspection requirements.

3. SPECIFIC TASKS:

a. Preventative maintenance Services shall be performed monthly at the CSU.

Scheduled date and time shall be coordinated by the COR.

b. Elevator Inspection Services shall be performed annually at the CSU.

c. The Contractor shall provide all labor, supervision, equipment and tools to perform Annual Inspection.

d. The Contractor shall provide all labor, supervision, equipment and tools to perform Monthly Vertical Transportation System Preventative Maintenance Services.

e. It is the responsibility of the Contractor to determine if the equipment is in safe operating condition,

f. It the the responsibility to the contractor to report hazardous conditions and systems in need of repair to the COR and that it has not been altered except in conformity to the applicable codes or regulations, and that each elevator will perform in accordance with all applicable inspection requirements.

g. The Contractor shall be required to respond to emergency repair calls with in twenty four (24) hours.

h. Schedules shall not be altered without the consent of the COR. Services that may severely affect elevator service or incapacitate elevators shall be performed after normal working hours and approved in advance by the COR. All other Services shall be accomplished during normal business hours, Monday – Friday, except federal government holidays.

i. Conformance Standards/Workmanship; All inspections, workmanship, or equipment are subject to re-inspection, examination, and testing by government Contractors or their representative at any time during the course of work and at all places where work is being conducted. The government has the right to reject defective inspections or reports. Rejected inspections or reports shall be satisfactorily corrected or replaced without additional expense to the government.

j. The Contractor is required to provide a Service Report within one (1) week of services performed for All Inspections and Preventative Maintenance Services.

4. SCHEDULING

The Contractor shall schedule Month Preventative Maintenance Services with the COR.

The Contractor shall schedule Annual Inspection Services with the COR.

All Services will be performed during normal business hours of coverage unless requested or approved by the COR or his/her designee.

Federal Holidays observed are:

New Years’ Day Labor Day Martin Luther King Jr. Day Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day

5. PLACE OF PERFORMANCE:

a. Crow/Northern Cheyenne Indian Health Service 1 Hospital Way Crow Agency, Montana, 59022

6. DELIVERABLES:

The Contractor shall provide a Report of the Annual Inspection and preventative maintenance Services to the Maintenance supervisor Vernon WhiteClay, Vernon.whiteclay@ihs.gov, within a week of performing services.

7. PRICE SCHEDULE:

BASE YEAR

CLIN 1 Preventative Maintenance Services per visit $

*Price is all-inclusive of all overhead, travel and supervision.

CLIN 2 Inspection Services per visit $

*Price is all-inclusive of all overhead, travel and supervision.

CLIN 3 Emergency Repair Call Back Service $

CLIN 4 *Optional* Mileage per Mile $

OPTION YEAR 1

CLIN 1 Preventative Maintenance Services per visit $

*Price is all-inclusive of all overhead, travel and supervision.

CLIN 2 Inspection Services per visit $

*Price is all-inclusive of all overhead, travel and supervision.

CLIN 3 Emergency Repair Call Back Service $

CLIN 4 *Optional* Mileage per Mile $

OPTION YEAR 2

CLIN 1 Preventative Maintenance Services per visit $

*Price is all-inclusive of all overhead, travel and supervision.

CLIN 2 Inspection Services per visit $

*Price is all-inclusive of all overhead, travel and supervision.

CLIN 3 Emergency Repair Call Back Service $

CLIN 4 *Optional* Mileage per Mile $

OPTION YEAR 3

CLIN 1 Preventative Maintenance Services per visit $

*Price is all-inclusive of all overhead, travel and supervision.

CLIN 2 Inspection Services per visit $

*Price is all-inclusive of all overhead, travel and supervision.

CLIN 3 Emergency Repair Call Back Service $

CLIN 4 *Optional* Mileage per Mile $

OPTION YEAR 4

CLIN 1 Preventative Maintenance Services per visit $

*Price is all-inclusive of all overhead, travel and supervision.

CLIN 2 Inspection Services per visit $

*Price is all-inclusive of all overhead, travel and supervision.

CLIN 3 Emergency Repair Call Back Service $

CLIN 4 *Optional* Mileage per Mile $

8. PERIOD OF PERFORMANCE:

Base Year 07/01/2021 to 06/30/2022 Option Year 1 07/01/2022 to 06/30/2023 Option Year 2 07/01/2023 to 06/30/2024 Option Year 3 07/01/2024 to 06/30/2025 Option Year 4 07/01/2025 to 06/30/2026

9. PAST PERFORMANCE:

The Contractor must demonstrate their record of successful performance in past contracts and/or jobs that display technical capability and the ability perform the tasks described in the statement of work.

10. EVALUATION FACTORS:

The Government will award a purchase order resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

a. Technical = 70 points. Offeror must submit a technical proposal, not to exceed three pages, that specifies requirements in the request for quotation.

b. Past Performance = 30 Points. Offerors must demonstrate their record of successful performance in past contracts and/or jobs. The Government is seeking to determine whether the Offeror has the experience that will enhance its technical capability to perform the tasks described in the statement of work. The offeror must list at least three contracts/jobs and include the following information. (1) Name of Government agency/Company; (2) Contract number, if applicable; (3) Dates of Service/Employment;

(4) Total contract value/Hourly wage; (5) Description of contract work/Job duties; (6) Contracting Officer/Company Manager and telephone number; (7) Program Manager and telephone number, if applicable.

11. CONTRACTING OFFICER AUTHORITY:

Authority to negotiate changes in the terms, conditions or amounts cited in this contract is reserved for the Contracting Officer.

12. CONTRACTING OFFICER REPRESENTATIVE (COR):

The COR shall be responsible for:

(1) Monitoring the Contractors technical progress, including surveillance and assessment of performance and recommending technical changes;

(2) Interpreting the Statement of Work;

(3) Technical evaluation as required;

(4) Technical inspections and acceptance; and

(5) Assisting the Contractor in the resolution of technical problems encountered during performance of this contract.

13. TECHNICAL ADVISOR:

The technical advisor will be Vernon WhiteClay, Vernon.whiteclay@ihs.gov. Monitoring of contract compliance and appropriate recordkeeping will be demonstrated using reports, billing details, or any other appropriate records. Vernon WhiteClay will be responsible for verifying contract compliance to the COR.

INVOICE SUBMISSION AND PAYMENT:

INVOICE SUBMISSION AND PAYMENT: The Contractor shall submit its invoice to the Crow Service Unit, attn. Lori Oldbear Lori.Oldbear@ihs.gov the Contractor agrees to include the following information on each invoice:

(1) Contractor’s name and address;

(2) Contact name, title, and telephone number;

(3) DO/TO/PO/Contract Number;

(4) Invoice number and date;

(5) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed;

(6) Remit to Address;

(7) Taxpayer Identification Number (Employer Identification Number or Social Security Number); and

(8) Data Universal Numbering System (DUNS) number (to ensure payment is made to the correct bank account) and vendor mailing address, as provided in the System for Award Management (SAM), formerly known as the Central Contractor Registration (CCR) database. Payment shall be made by the Billings Area Financial Management Branch, P.O. Box 36600, Billings, Montana 59107.

SECTION C - CONTRACT CLAUSES

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these addresses:

https://www.acquisition.gov/

FAR

No. Clause No. Title Date

1. 52.204‐9 Personal Identity Verification of Contractor Personnel Jan 2011

2. 52.204‐7 System for Award Management Oct 2018

3. 52.204‐13 System for Award Management Maintenance Oct 2018

4. 52.204‐18 Commercial and Government Entity Code Maintenance Aug 2020

5. 52.204‐19 Incorporation by Reference of Representations Dec 2014 and Certifications

6. 52.209‐10 Prohibition on Contracting with Inverted Domestic Nov 2015

Corporations

7. 52.213‐2 Invoices Apr 1984

8. 52.213‐4 Terms and Conditions—Simplified Acquisitions Feb 2021

(Other Than Commercial Items)

9. 52.215‐5 Facsimile Proposals Oct 1997

10. 52.217‐5 Evaluation of Options June 1988

11. 52.223‐6 Drug‐Free Workplace May 2001

12. 52.223‐18 Encouraging Contractor Policies to Ban Text Messaging Jun 2020

While Driving

13. 52.224‐1 Privacy Act Notification Apr 1984

14. 52.224‐2 Privacy Act Apr 1984

15. 52.224‐3 Privacy Act Training Jan 2017

16. 52.227‐14 Rights in Data‐General May 2014

17. 52.229‐3 Federal, State, and Local Taxes Feb 2013

18. 52.232‐18 Availability of Funds Apr 1984

19. 52.237‐1 Site Visit Apr 1984

20. 52.239‐1 Privacy or Security Safeguards Aug 1996

21. 52.242‐17 Government Delay of Work Apr 1984

22. 52.243‐1 Changes‐Fixed‐Price Aug 1987

23. 52.249‐1 Termination of Convenience of the Government(Fixed Apr 1984

Price)(Short Form)

24. 52.249‐8 Default (Fixed‐Price Supply and Service) Apr 1984

C1. 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

C2. 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed Five (5) years.

DEPARTMENT OF HEALTH AND HUMAN SERVICES ACQUISITION

REGULATION (HHSAR) (48 CFR CHAPTER 3) CLAUSES

HHSAR

Clause No. Title Date

352.211-3 Paperwork Reduction Act DEC 2015

352.222-70 Contractor Cooperation in Equal Employment DEC 2015

Opportunity Investigations

352.223-70 Safety and Health DEC 2015

352.237-75 Key Personnel DEC 2015

BASIS FOR AWARD:

Selection of the successful offeror will be made based on the quote provided by the contractor that is the Best Value to the Government. .

A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful Offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

Contractors intending to conduct business with the Federal Government must register with the System for Award Management (SAM). SAM replaces the Department of Defense’s Central Contractor Registration (CCR) database. SAM is now the primary Government repository, which retains information on Government contractors. You may register via the Internet at www.sam.gov.

Questions are due June 14th; please submit questions to Johnna Pryor at johnna.pryor@ihs.gov for Technical Questions.

All responsible offerors may submit a proposal, which shall be considered by the Agency. Offers shall be submitted via email to johnna.pryor@ihs.gov no later than 2:00pm MST, June 18, 2021. The offer may also be submitted in a sealed envelope, addressed to this office, showing the time specified for receipt, the solicitation number, and your company's name and address.

ACCEPTANCE PERIOD: Your proposal must stipulate that it be predicated upon all the terms and conditions of this RFQ. In addition, it must contain a statement to the effect that it is firm for a period of at least 90 days from the date of receipt by the Government.