RFQ75N98023Q00052-Final 91123.docx

RFQ75N98023Q00052

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6 "Streamlined Procedures for Evaluation and Solicitation for Commercial Items," as applicable, and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This solicitation is being issued using Simplified Acquisition Procedures under the Authority of FAR Subpart 13.5.

This solicitation is a request for quotes (RFQ) under RFQ Number 75N98023Q00052. The solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2023-05, dated September 7, 2023. The associated North American Industry Classification System (NAICS) code for this procurement is 811210- Electronic and Precision Equipment Repair and Maintenance with a size standard of $34M. This RFQ is set aside for small business.

LINE ITEMS

Base Period

Base Period Ceiling

Option Period 1

Option Period 1 Ceiling

Option Period 2

Option Period 2 Ceiling

Option Period 3

Option Period 3 Ceiling

Option Period 4

Option Period 4 Ceiling

Ceiling Price Base (including special projects) Plus All Option Periods

Order Type It is contemplated that a single award indefinite delivery/indefinite quantity type contract that allows for Firm Fixed Price Orders. Award will be made on an all or none basis.

Statement of Work

Period of Performance (including four option year periods if all options are exercised): From: 11/01/2023 to 10/31/2028.

Section 1: Primary Duties and Responsibilities

The portions of utility connections servicing the cage washers for which the Contractor shall be responsible include:

1. Electrical: The Contractor shall inspect, maintain, repair and/or replace all electrical wiring and components from the load side of the building main disconnect to all cage wash equipment.

2. Steam: The Contractor shall maintain, repair and/ or replace as needed, all steam regulators, piping, piping insulation, gauges, and all steam components from the main shut off valve feeding the cage washer to the cage washer. The Contractor shall maintain, repair and/or replace all pumps, piping, valves, strainers, and steam traps on all steam condensate lines serving the cage washers. The minimum steam supply pressure is 40 psig. The Contractor shall notify the Contracting Officer’s Representative (COR) or his/her Alternate of any indication of low steam pressure as soon as possible.

3. Domestic hot water and city water: The Contractor shall inspect, maintain, repair and/or replace as needed, all piping, piping insulation, valves on the domestic hot water and city water systems from the main solenoid valve (including the solenoid valve) back to the cage washer. The minimum domestic hot water supply temperature is 140º Fahrenheit. The contractor shall notify the COR or his/her Alternate of any indication of low domestic hot water temperature as soon as possible.

4. Exhaust system: The Contractor shall inspect, maintain, repair and/or replace as needed all belts, shafts, motors, dampers controls and associated components on all exhaust fans that are installed as part of the cage washer. For cage washers that utilize building exhaust systems, the Contractor shall be responsible from the motorized damper (including the damper and actuator) back to the cage washer. The Contractor shall notify the COR or his/her Alternate of any exhaust or airflow problems as soon as possible.

Section 2: Preventive Maintenance Services

1. Inspect all mechanical, electrical, and plumbing components of each piece of cage wash equipment. The term "inspection" used in this contract means to check and/or test for satisfactory manufacturers recommended operating condition and performance.

2. Perform all adjustments and repairs necessary to keep each piece of cage wash equipment in continuous optimum operating condition.

3. Operate each piece of cage wash equipment through all cycles and observe for proper operation of all components.

4. Inspect all tanks, chambers, manifolds, hoses, door gaskets, door latches, and related equipment on each cage washer for leaks or other malfunctions. Defects found with equipment or parts shall be written in the service reports and shall be corrected before equipment or parts are inoperable or become non-functional. Defects shall be repaired within 5 business days after discovery. No equipment shall be left in service that has the potential to compromise personal safety.

5. Inspect, clean, and lubricate all motors, pumps, gear boxes, chains, pulleys, and other moving parts on each piece of cage wash equipment.

6. For cage washers equipped with an effluent tank, perform the inspection and make all necessary adjustments and repairs to the mechanical, electrical and the monitoring systems.

7. Disassemble and clean all manifolds and jet sprays to ensure free water flow.

8. Validate cage washer performance using a manufacturer's recommended temperature indicator on each cage washer to ensure a minimum water temperature of 180º Fahrenheit at the cage level. Monitor the temperature of the waste water out from the cage washer to ensure it is below Washington Suburban Sanitary Commission (WSSC) limits. The maximum waste water temperature to the sewer is 140º Fahrenheit. Provide the temperature readings of the hot water entering the cage washer and the waste water to the sewer with the inspection report. Notify the COR or his/her Alternate of any deviations from the specified temperatures as soon as possible.

9. When acidic chemicals are used to de-scale the animal cages, pans, and the cage washer, provide pH measurement for waste water at cage washer discharge. These measurements shall be taken while the cage washer is being operated using each facility's Standard Operating Procedure for use of acidic detergents. Provide the pH measurement with the inspection report. Notify the COR or his/her alternate of any abnormal pH levels in the cage washer effluent as soon as possible. Abnormal levels are pH readings below 6 or above 10.

10. Correct any defects found with the cage wash equipment or/and install replacement parts resulting from any of the above inspections.

11. Perform other maintenance services as recommended by the appropriate Original Equipment Manufacture’s literature.

12. Preventive maintenance inspections shall be performed between 7:00 a.m. and 3:30 p.m., Monday through Friday (excluding Federal holidays). The Contractor shall schedule each inspection at least three (3) working days in advance with the COR or his/her Alternate. The first preventive maintenance inspections shall be performed within thirty (30) days after the award of this contract on each piece of equipment. The Contractor shall provide a written report to the COR or his/her Alternate within five (5) working days of the inspection. This report shall include a detailed description of what was inspected on each machine, the condition of each machine, any problems or defects found, estimates of time required to perform the repairs, list of replacement parts and labor. Also included in the inspection report shall be the result of the cage washer temperature tests and the pH measurement of the cage washer effluent.

13. All parts and labor incurred during the preventive maintenance service shall be included in the contract price.

14. After the first preventive maintenance inspection, the remaining inspections shall be scheduled at 90-day intervals for the remainder of the contract period. At least four (4) preventive maintenance inspections shall be performed annually.

Call-back Repair Services

In between scheduled inspections, if repairs are needed for the cage wash equipment, the Contractor shall provide call-back repair services for the equipment listed in section C.2.11, Equipment List. At the time of the contract award, the Contractor shall furnish the COR the name(s) and telephone number (s) of a person(s) to call when call-back service is needed.

The Contractor shall begin work within 24 hours (excluding Federal holidays and weekends) of initial notification by COR or his/her Alternate. The COR or his/her Alternate shall provide the Contractor with a description of the problem, location and type of the cage wash equipment when calling for service. The Contractor shall prearrange with the COR or his/her Alternate for building access for work that shall be performed after normal working hours. All repairs shall be completed within five (5) business days. After the completion of the repair service, the Contractor shall provide the COR, or his/her Alternate documents as follows: a field service report signed by the authorized person (i.e. cage wash Foreman, Operator or other personnel authorized by the COR) shall be completed with One (1) copy left with the signing person and one copy sent to the COR. The report shall contain time and date the call was received by the Contractor, time, and date the repair service was started, model number and serial number of the cage wash equipment, location of the equipment, a brief description of the problem and the corrective action taken, list of parts and components required, name and phone number of person requesting service, time and date that the service was completed. All parts and labor incurred during the call-back repair service shall be included in the contract price.

Special Projects Large Components

Upon request, the Contractor may be required to perform special projects for the cage washers listed in section C.2.11, Equipment List. Special projects include modifications or replacement of major components to improve operation, efficiency, or safety of the cage washers. The cost of any special projects shall be on a time-and-materials basis. The price for the materials for special repairs shall be based on an established catalogue or list price in effect when material is furnished, less all applicable discounts to the Government. In no event shall such prices be more than the Contractor's price to his most favored customer for the same item in like quantity or the current market price (whichever is lower). The direct labor hours to perform special projects shall be at the fixed labor rate for the current performance period.

Parts and Materials:

The Contractor shall either maintain an inventory or have available within 24 hours all replacement parts and materials required for the repair of each piece of cage wash equipment covered under this contract. Replacement parts and materials shall be specifically designed for the cage washers on which they are to be used and shall be provided at no additional cost to the Government except for the major components listed below and parts to be used in C.2.3 Special Projects.

Major components:

· Large pumps and motors (3 Horse Power or greater)

· Electronic dampers

· Steam coils

· Heat exchangers

· Temperature recorders

· Control panel (electromechanical, microprocessor)

At least 48 hours prior to replacement of any of the above items, the Contractor shall submit a written cost estimate for the approval of the COR or his/her Alternate. (Contract staff working in animal facilities are not authorized to commit or approve funds). Replacement cost shall be billed separately. The price to be paid for the materials for special repairs shall be based on an established catalogue or list price in effect when material is furnished, less all applicable discounts to the government. In no event shall such prices be more than the Contractor's sale price to his most favored customer for the same item in like quantity or the current market price (whichever is lower). The direct labor hours to perform special projects shall be at the fixed labor rate for the current performance period.

Section 4: Key Personnel/ Exclusions

Key Personnel:

The Contractor shall have available under his/her direct employment and supervision the necessary trained personnel, organization, facilities, and transportation to properly fulfill all services specified in this contract. Key personnel (those who provide services under the contract) shall respond and report on-site within twenty-four (24) hours after receiving a request for service from the COR or his/her Alternate.

All work performed under this contract shall be accomplished by skilled specialists who have previous training and experience on cage wash equipment maintenance and repairs. In jurisdictions that require licensing for the work being performed under this contract all contractor personnel that are involved in such work must be licensed by the state and/or local government.

Exclusions:

This contract does not include any labor or material for service lines and fittings, operating problems related to environmental conditions, e.g., plant electrical, steam, water, and/or ventilation that do not comply with equipment specifications.

This contract does not include daily routine maintenance such as cleaning all catch screens, daily inspections of the wheels and axles for the spray arms or monitoring the chemical dispensing system. This type of routine maintenance shall be a responsibility of the Government.

Deliverables and Reporting Requirements:

The Contractor shall provide the following reports and information, as well as any alternate documents outlined in section C.2.2.3. Contents of Field Service Reports shall be reviewed and discussed with each Animal Facility Specialist by the Contractor’s Field Technicians.

Within 5 days of inspection

COR

Bldg. 14A/Room A120 Bethesda, MD 20892

Equipment List:

End of Statement of Work

FAR and HHSAR Provisions/Clauses Incorporated by Reference:

· FAR Provision 52.212-1 Instructions to Offerors—Commercial Items (Mar 2023)

· FAR Clause 52.212-4 Contract Terms and Conditions—Commercial Items (Dec 2022) and Alt I for Time and Material Orders (Nov 2021)

· FAR Clause 52.242-15 Stop-Work Order (April 1984)

· HHSAR Clause 352.203-70 Anti-Lobbying (December 18, 2015)

· HHSAR Clause 352.208-70 Printing and Duplication (December 18, 2015)

· HHSAR Clause 352.222-70 Contractor Cooperation in Equal Employment Opportunity Investigations (December 18, 2015)

· HHSAR Clause 352.223-70 Safety and Health (December 18, 2015)

· HHSAR Clause 352.224-71 Confidential Information (December 18, 2015)

· HHSAR Clause 352.239-73 Electronic Information and Technology Accessibility Notice (December 18, 2015)

FAR and HHSAR Provisions/Clauses Provided in Full

· FAR Provision 52.212-3 Offeror Representations and Certifications—Commercial Items (Sept 2023)-Quoters are required to include a completed copy of the provision in their quote. See Attachment #1

· FAR Clause 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Items (June 2023-See Attachment #2

· Invoicing Instructions-See Attachment #3

52.216-19 Order Limitations (October 1995)

(a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than $50 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 $100,000;

(2) Any order for a combination of items in excess of $100,000; or

(3) A series of orders from the same ordering office within 30 days that together call for quantities exceeding the limitation in paragraph (b)(1) or (2) of this section.

(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) of this section.

(d) Notwithstanding paragraphs (b) and (c) of this section, 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 2 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.

(End of clause) FAR Clauses 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 5 days of contract expiration.

(End of clause) FAR Clause 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 5 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 10 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 5 years.

(End of clause)

352.237-75 Key Personnel (December 18, 2015)

The key personnel specified in this contract are considered to be essential to work performance. At least 30 days prior to the contractor voluntarily diverting any of the specified individuals to other programs or contracts the Contractor shall notify the Contracting Officer and shall submit a justification for the diversion or replacement and a request to replace the individual. The request must identify the proposed replacement and provide an explanation of how the replacement's skills, experience, and credentials meet or exceed the requirements of the contract (including, when applicable, Human Subjects Testing requirements). If the employee of the contractor is terminated for cause or separates from the contractor voluntarily with less than thirty days notice, the Contractor shall provide the maximum notice practicable under the circumstances. The Contractor shall not divert, replace, or announce any such change to key personnel without the written consent of the Contracting Officer. The contract will be modified to add or delete key personnel as necessary to reflect the agreement of the parties.

CONTRACTING OFFICER'S REPRESENTATIVE (COR)

The following Contracting Officer's Representative (COR) will represent the Government for the purpose of this Contract:

TBD

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.

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; (5) otherwise change any terms and conditions of this contract; or (6) sign written licensing agreements.

The Government may unilaterally change its COR designation.

Evaluation Criteria

Technical Evaluation Criteria:

1. Understanding and capability to meet the requirements – 60% Total

1. Past Experience – 20% Total

1. Key Personnel – 20% Total

Source-selection procedures, criteria, and instructions.

a. Technical Evaluation Criteria.

The technical quote will receive paramount consideration in the selection of the vendor for this acquisition. The evaluation will be based upon the demonstrated capabilities of the prospective vendor in relation to the needs of the project as set forth in the RFQ. The merits of the quote will be evaluated carefully, based upon responsiveness to the RFQ and the thoroughness and feasibility of the technical approach taken and past performance of the contractor on similar requirements.

The evaluation criteria below will be used by the NIH to evaluate the technical quote. The evaluation will take into consideration the scientific, technical, and administrative capabilities of the vendor in relation to the requirement. The criteria below are listed in the order of relative importance with weights assigned for evaluation purposes.

Based on technical excellence, price, and the consideration of other factors, the Government reserves the right to make an award that will be of best value to the Government. Failure to provide the information required to evaluate the quote may result in rejection of that quote in its entirety without further consideration.

Evaluation Criteria Total Points

1. Understanding of and capability to meet requirements 60%

This factor will be scored on the offeror’s demonstrated understanding of the requirement and the ability to meet the requirements of the Statement of Work. Vendor’s shall provide a thorough technical and management approach, a description of their proposed preventive maintenance program, staffing qualifications, a description of their proposed reports, service documentation, invoicing procedures, and a discussion of any proposed subcontractors to be used. Vendors shall provide a thorough approach that outlines their ability to have on-site staff within 24 hours of a service call, which could occur at any time, 365 days per year. Failure to respond to all aspects of this criteria will result in the vendor’s quote being deemed unresponsive.

2. Past Experience handling Projects of Similar Scope/Size 20%

This factor will be scored on the vendor’s experience in providing the similar services to other organizations similar in the number of machines involved to DVR with a high level of customer satisfaction. Vendor shall state how many years of past experience they have had in this type of work and the organizations for whom the work was performed.

Please also include at least three past experiences (no more than five) with the following information and must be within 5 years of solicitation release date:

· Contract/Order Number

· Contract/Order Amount-Including Options

· Contract/Order Type (T&M, FFP, etc)

· Customer and CO POC Name, Phone Number, email address

· Contract/Order Description

3. Key Personnel 20%

A short biography and resumes of Key Personnel shall be provided, to include the technical and maintenance staff proposed for this contract as well as the supervisor or primary contact person overseeing this contract from a management level. This information shall demonstrate the degree to which the qualifications of proposed Key Personnel are able to successfully fulfill their assigned roles on this project. Key personnel would be titled as "repair and/or maintenance technicians", Resumes are required, with the offeror(s) RFQ submissions.

Past Performance

Vendors' past performance information will be evaluated for the vendor most likely to receive the award.

The evaluation will be based on information obtained from references provided by the vendor, other relevant past performance information obtained from other sources known to the Government, and/or any information supplied by the vendor concerning problems encountered on the identified contracts and corrective action taken.

The government will assess the relative risks associated with the vendor. Performance risks are those associated with a vendor's likelihood of success in performing the acquisition requirements as indicated by that vendor's record of past performance.

The assessment of performance risk is not intended to be a product of a mechanical or mathematical analysis of a vendor's performance on a list of contracts but rather the product of subjective judgment by the Government after it considers relevant information.

When assessing performance risks, the Government will focus on the past performance of the vendor as it relates to all acquisition requirements, such as the vendor's record of performing according to specifications, including standards of good workmanship; the vendor's record of controlling and forecasting costs; the vendor's adherence to contract schedules, including the administrative aspects of performance; the vendor's reputation for reasonable and cooperative behavior and commitment to customer satisfaction; and generally, the vendor's business-like concern for the interest of the customer.

The Government will consider the currency and relevance of the information, source of the information, context of the data, and general trends in the vendor's performance.

The lack of a relevant performance record may result in an unknown performance risk assessment, which will neither be used to the advantage nor disadvantage of the vendor.

Price Quote Instructions

Vendors are to fill in pricing for the all the line items (including option periods) listed as well as the estimated yearly total for the base and option periods. The price quote must also include attachment #1 and any signed amendments to the solicitation.

Evaluation of Quotes

All quotes will be given a thorough review. The evaluation process will be based on Best Value with technical being more important than price. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

Quote Submittal Instructions

Technical and Price Quotes (the technical and price quotes are to be separate documents/attachments) are due to Ms. Shannon N. Scarboro, Contract Specialiat via email at scarboros@od.nih.gov by September 26, 2023 at 4PM EST. Quotes delivered through fax, hand delivery, or mail will not be accepted. Electronic Quotes shall be in Microsoft Word, Excel, PowerPoint, or Adobe Acrobat. NIH uses Microsoft Office 2013. Please include the solicitation number 75N98023Q00052 and company name in the email subject line when responding to this solicitation. Price Quotes will include the vendor’s name, UEI, and Tax ID number as well as be valid for 60 calendar days or longer. Technical quotes shall be no longer than 15 pages in length. Any questions can be sent to Ms. Scarboro via email at scarboros@od.nih.gov by September 15, 2023 at 2PM EST. Please contact Ms. Scarboro at 301-435-3807 to verify your quote was received.

List of Attachments

1. FAR Provision 52.212-3 Offeror Representations and Certifications—Commercial Items (Sept 2023)

2. FAR Clause 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders—Commercial Products and Commercial Services (Sep 2023)

3. Invoice Instructions