Combined_Synopsis_Solicitation.docx

Combined Synopsis/Solicitation Request for Quotation Number SB1341-17-RQ-0422

THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS PREPARED IN ACCORDANCE WITH THE FORMAT IN FAR SUBPART 12.6-STREAMLINED PROCEDURES FOR EVALUATION AND SOLICITATION FOR COMMERCIAL ITEMS-AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION; QUOTATIONS ARE BEING REQUESTED, AND A WRITTEN SOLICITATION DOCUMENT WILL NOT BE ISSUED. SIMPLIFIED ACQUISITION PROCEDURES SHALL BE UTILIZED IN ACCORDANCE WITH FAR SUBPART 13.5 SIMPLIFIED PROCEDURES FOR CERTAIN COMMERCIAL ITEMS.

This solicitation is a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-95, effective January 19, 2017.

The associated North American Industrial Classification System (NAICS) code for this procurement is 811219 – Other Electronic and Precision Equipment Repair and Maintenance. The small business size standard is $20.5M. This acquisition is being procured 100% set-aside for small business. Simplified acquisition procedures will be utilized.

The Office of Reference Materials, the Biosystems and Biomaterials Division, the Biomolecular Measurement Division, and the Chemical Sciences Division, part of the National Institute of Standards and Technology’s (NIST's) Material Measurement Laboratory (MML), provides customers with Standard Reference Materials (SRMs), calibration services and Standard Reference Data. NIST supports accurate and comparable measurements by certifying and providing over 1,300 of the highest quality and metrological value Standard Reference Materials to industry, academia, and government. These materials can be used to perform instrument calibrations, as part of overall quality assurance programs, to verify the accuracy of specific measurements, and to support the development of new measurement methods. To produce SRMs, MML needs to ensure that they are stored properly. Consequently, MML requires Contractor support services to maintain and perform repairs on cold storage units.

NIST SRMs typically take three years to produce. Cold storage unit failures can cause degradation of the stored SRMs within hours. Thus, the consequences of cold storage unit failure to SRM availability are potentially very long-lasting both to SRM customers and to the NIST manpower that would be required to replace a lost SRM. NIST maintains many cold storage units with specific, different capabilities and cannot afford downtime of any significant number. An established monitoring system alerts NIST personnel when operating parameters stray outside prescribed limits. The required timelines for repairs and maintenance in this contract are for the express purpose of reducing the consequential risk to the government of cold storage unit failure.

The Government intends to award a single Blanket Purchase Agreement (BPA). The Contractor shall provide maintenance of cold storage units on a firm fixed price and a time and materials basis in accordance with the statement of work and as indicated in call orders awarded. The period of performance shall be for a base period of one year with four one year option periods.

Responsible quoters shall provide pricing for all of the following line items:

Line Item 0001: BASE PERIOD - Quantity one (1) lot. Preventive maintenance visits for all covered equipment, in accordance with the statement of work.

Line Item 0002: BASE PERIOD – Quantity one (1) each. Diagnostic Visit in accordance with the statement of work. Unit price shall apply to all diagnostic visits for the base period.

Line Item 0003: BASE PERIOD - Quantity one (1) each. Emergency Diagnostic Visit in accordance with the statement of work. Unit price shall apply to all emergency diagnostic visits for the base period.

Line Item 0004: BASE PERIOD – The Contractor shall provide maintenance of cold storage units on a firm fixed price and time and materials basis. The following shall apply to all work performed during the base period. The Contractor shall provide rates for labor, travel (if not in accordance with the Government Travel Regulation,) and other applicable rates that will be utilized by the Contractor. If regional or geographical rates are quoted for travel, those rates, as negotiated, must remain in effect for the period quoted.

OPTION LINE ITEMS

Line Items 0005 through 0020 are line items for four one year option periods of cold storage unit maintenance. Firm fixed prices and labor rates for option line items shall remain valid in accordance with the following:

Line Items 0005-0008 – One year from the date of award;

Line Items 0009 - 0012 – Two years from the date of award;

Line Items 0013 – 0016 – Three years from the date of award;

Line Items 0017 – 0020 – Four years from the date of award.

Line Item 0005: OPTION PERIOD I - Quantity one (1) lot. Preventive maintenance visits for all covered equipment, in accordance with the statement of work.

Line Item 0006: OPTION PERIOD I – Quantity one (1) each. Diagnostic Visit in accordance with the statement of work. Unit price shall apply to all diagnostic visits for the option period.

Line Item 0007: OPTION PERIOD I - Quantity one (1) each. Emergency Diagnostic Visit in accordance with the statement of work. Unit price shall apply to all emergency diagnostic visits for the option period.

Line Item 0008: OPTION PERIOD I – The Contractor shall provide maintenance of cold storage units on a firm fixed price and time and materials basis. The following shall apply to all work performed during option period I. The Contractor shall provide rates for labor, travel (if not in accordance with the Government Travel Regulation,) and other applicable rates that will be utilized by the Contractor. If regional or geographical rates are quoted for travel, those rates, as negotiated, must remain in effect for the period quoted.

Line Item 0009: OPTION PERIOD II - Quantity one (1) lot. Preventive maintenance visits for all covered equipment, in accordance with the statement of work.

Line Item 0010: OPTION PERIOD II – Quantity one (1) each. Diagnostic Visit in accordance with the statement of work. Unit price shall apply to all diagnostic visits for the option period.

Line Item 0011: OPTION PERIOD II - Quantity one (1) each. Emergency Diagnostic Visit in accordance with the statement of work. Unit price shall apply to all emergency diagnostic visits for the option period.

Line Item 0012: OPTION PERIOD II – The Contractor shall provide maintenance of cold storage units on a firm fixed price and time and materials basis. The following shall apply to all work performed during option period II. The Contractor shall provide rates for labor, travel (if not in accordance with the Government Travel Regulation,) and other applicable rates that will be utilized by the Contractor. If regional or geographical rates are quoted for travel, those rates, as negotiated, must remain in effect for the period quoted.

Line Item 0013: OPTION PERIOD III - Quantity one (1) lot. Preventive maintenance visits for all covered equipment, in accordance with the statement of work.

Line Item 0014: OPTION PERIOD III – Quantity one (1) each. Diagnostic Visit in accordance with the statement of work. Unit price shall apply to all diagnostic visits for the option period.

Line Item 0015: OPTION PERIOD III - Quantity one (1) each. Emergency Diagnostic Visit in accordance with the statement of work. Unit price shall apply to all emergency diagnostic visits for the option period.

Line Item 0016: OPTION PERIOD III – The Contractor shall provide maintenance of cold storage units on a firm fixed price and time and materials basis. The following shall apply to all work performed during option period III.

Line Item 0017: OPTION PERIOD IV - Quantity one (1) lot. Preventive maintenance visits for all covered equipment, in accordance with the statement of work.

Line Item 0018: OPTION PERIOD IV – Quantity one (1) each. Diagnostic Visit in accordance with the statement of work. Unit price shall apply to all diagnostic visits for the option period.

Line Item 0019: OPTION PERIOD IV - Quantity one (1) each. Emergency Diagnostic Visit in accordance with the statement of work. Unit price shall apply to all emergency diagnostic visits for the option period.

Line Item 0020: OPTION PERIOD IV – The Contractor shall provide maintenance of cold storage units on a firm fixed price and time and materials basis. The following shall apply to all work performed during option period IV. The Contractor shall provide rates for labor, travel (if not in accordance with the Government Travel Regulation,) and other applicable rates that will be utilized by the Contractor. If regional or geographical rates are quoted for travel, those rates, as negotiated, must remain in effect for the period quoted.

PAYMENT

Firm fixed price call orders:

Payment will be approved upon receipt of a proper invoice, and upon successful completion of all required services, inclusive of parts. Payment will not be authorized if services are pending or have been rejected. Payment terms shall be Net 30 Days.

Time and materials:

Payments will be made in accordance with the Federal Acquisition Regulation Clause 52.232-7 Payments under Time and Materials and Labor Hour Contracts.

DELIVERY TERMS

Delivery terms shall be FOB Destination.

FOB DESTINATION MEANS: The Contractor shall pack and mark the shipment in conformance with carrier requirements, deliver the shipment in good order and condition to the point of delivery specified in the purchase order, be responsible for loss of and/or damage to the goods occurring before receipt and acceptance of the shipment by the consignee at the delivery point specified in the purchase order; and pay all charges to the specified point of delivery.

EVALUATION CRITERIA AND BASIS FOR AWARD

The Government will award a single Blanket Purchase Agreement (BPA) resulting from this solicitation to the responsible quoter whose quotation, conforming to the solicitation, results in the best value to the Government, price and other factors considered.

The following will be used to evaluate quotations:

Capability, Experience, and Past Performance, when combined, shall be equal in importance to price.

In determining best value, stronger consideration shall be given to the Capability evaluation factor. Stronger consideration shall be given to Contractors with extensive capability maintaining cold storage units at both the -20 degree C and -80 degree temperature levels.

CAPABILITY

Quotations shall be evaluated to determine all of the following:

-The quoter can meet all requirements of the statement of work;

-Preventive maintenance and repair processes and protocols are feasible and will result in covered equipment being maintained and repaired in a quality and timely manner;

-Service personnel are certified low temperature certified and are qualified to perform repairs on freezers that range from -20 degrees C down to and including -80 degrees C;

-Service personnel are sufficient in number to handle concurrent repairs; and -Administrative processes and protocols are feasible and will result in proper invoices and delivery of all required service tickets and documentation.

EXPERIENCE

Corporate Experience Corporate experience shall be evaluated to determine the degree of and relevance of experience the Contractor possesses in repairing freezers that range from -20 degrees C down to and including -80 degrees C.

Personnel Experience Personnel experience shall be evaluated to determine the depth and breadth of experience proposed service personnel possess repairing freezers that range from -20 degrees C down to and including -80 degrees C.

PAST PERFORMANCE

Past Performance shall be evaluated to determine the overall quality of the service provided by the Contractor, including all quoted consultants and/or subcontractors. Evaluation of Past Performance shall be based on the references provided and/or information provided by NIST and its affiliates.

Quoters with no relevant past performance will receive a neutral rating.

PRICE

Price will be evaluated to determine that the total evaluated price is consistent with the technical portion of the quotation and is a fair and reasonable overall price to the Government.

Labor rates and any other quoted rates will be evaluated for reasonableness and to ensure that quoted rates are consistent with the technical portion of the quotation.

In accordance with paragraph 4 of the the section below titled “Required Submissions”, the aggregate value of the prices for the base period and all option periods will be utilized to evaluate price and when determining best value.

REQUIRED SUBMISSIONS

All quoters shall submit all of the following within their quotation:

1. For the purpose of evaluation of Technical Capability, the technical quotation must include:

-Documentation that the Contractor will repair all equipment identified in the statement of work;

-A description of the Contractor’s diagnosis protocol which includes a listing of the steps taken upon arrival on-site when a system is not working. The Contractor shall indicate what steps are taken for low temperature systems if their protocol is different for these systems;

-A description of the Contractor’s preventive maintenance protocol how the requirements of the statement of work will be met;

-A discussion of the Contractor’s resources to obtain parts for all makes and models of freezers identified in the statement of work;

-Documentation of current certifications for service personnel and the number of service personnel that will be available for work under the BPA;

-A discussion of how the Contractor will meet the response times required by the statement of work;

-A discussion of the Contractor’s administrative practices, how repairs will be quoted, and how call orders and invoices will be processed;

-If subcontractors are quoted, documentation, which explains how service calls will be handled when the Government contacts the prime Contractor for service. The Government has no privity of contract with subcontractors.

2. For the purpose evaluation of Experience, the quotation must include:

Corporate Experience Relevant project descriptions, within the past three years, which clearly demonstrate that the Contractor has performed repairs on the same or similar equipment. The make and model number of the equipment must be provided in the project descriptions.

Personnel Experience Relevant project descriptions, within the past three years, which discuss projects that proposed personnel have work on. Project descriptions must include the make and model number of the equipment repaired and the responsibilities of personnel on the project.

3. For the purpose of evaluation of Past Performance, the technical quotation must include:

Past performance references for relevant contracts over the past three years, with Federal, State, or Local Governments, and/or commercial customers. The list of references shall include, at a minimum:

· The name of the company or organization and the reference contact person;

· The telephone number and email address of the reference contact person;

· The contract or grant number;

· The amount of the contract;

· The address and telephone number of the Contracting Officer, if applicable;

· The make and model of the equipment provided;

· Problems encountered (if applicable) and corrective actions taken to resolve the problems.

If a subcontractor is proposed, quoters must provide past performance references for themselves as well as subcontractors.

Past performance must be addressed by the Contractor. If the Contractor has no recent and/or relevant past performance performing the required work, the quotation must so state.

4. For the purpose of evaluation of Price:

-A firm-fixed price, F.O.B. Destination price quotation for the base period and each one-year option period, for preventive maintenance;

-Fully loaded labor rates for all labor categories the quoter will utilize in performing the firm fixed price and time and materials requirements of the statement of work. Labor rates shall be quoted for the base period and each one year option period. Labor rates must include wages, indirect costs and profit for all labor categories;

-Unit price for a single diagnostic visit;

-Unit price for an emergency diagnostic visit;

-If the quoter utilizes regional or geographical rates to bill travel, rates must be provided for the base period and each one year option period. The quoter’s commercial price list or other documentation showing that the quoted billing rates are consistent with the quoter’s commercial practices must also be submitted;

-The quoter must specify Subcontractors and identify applicable rates for each subcontractor;

-The quoter must be consistent with their usual accounting practices and procedures and calculate fully loaded labor rates that include only costs considered allowable in accordance with FAR Part 31.

-The quoter must have the financial capacity, working capital and other resources to perform work under this contract;

-The Government anticipates that the resultant BPA will be awarded based upon adequate price competition. However, in order to determine the prices are fair and reasonable, the Government reserves the right to request the quoter provide further cost breakdown to support proposed prices;

-The Service Contract Act does not cover bona fide executive, administrative, or professional employees. If Contractor employees performing under this requirement fall within this exemption, offerors must state the applicable exemption. Reference Fact Sheet 17a at http://www.dol.gov/whd/regs/compliance/fairpay/fs17a.

-Labor categories that are covered by the Service Contract Act must be priced in accordance with the wage determination for the geographical region where services are being performed. Reference the following Wage Determination Number for services rendered at NIST Gaithersburg, MD, Montgomery County, MD - Wage Determination Number 2015-4269, Revision 1 dated February 9, 2017.

The Contractor shall identify all rates that are subject to the Service Contract Act;

-In addition to labor rates, the aggregate value of the following shall be used for price evaluation:

-Quantity 35 each Diagnostic Visits at the price provided for the base period and each one year option period;

5. Quoters shall include a completed copy of the “Representation by Corporations Regarding an Unpaid Delinquent Tax Liability or a Felony Conviction Under Any Federal Law (Class Deviation) (March 2015)” with their quotation;

6. This is an Open-Market Combined Synopsis/Solicitation for maintenance of cold storage units, as defined herein. The Government intends to award a single Blanket Purchase Agreement as a result of this Combined Synopsis/Solicitation that will include the terms and conditions that are set forth herein. In order to facilitate the award process, ALL quotations shall include a statement regarding the terms and conditions herein as follows:

a. The quoter shall state “The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition.”

OR

b. The quoter shall state “The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:…”

Offeror shall list exception(s) and rationale for the exception(s)

Please note that this procurement IS NOT being conducted under the GSA Federal Supply Schedule (FSS) program or another Government-Wide Area Contract (GWAC). If an offeror submits a quotation based upon an FSS or GWAC contract, the Government will accept the quoted price. However, the terms and conditions stated herein will be included in any resultant Purchase Order, not the terms and conditions of the offeror’s FSS or GWAC contract, and the statement required above shall be included in the quotation.

7. The DUNS # for the quoter’s active System for Award Management (SAM) registration. Quoters must have an active registration at www.SAM.Gov to receive an award.

8. Quoters shall provide the name and title of their proposed Project Manager and at least one individual who will serve as a customer service point of contact. These individuals will be designated as key personnel in the resultant award.

9. SET-ASIDE FOR SMALL BUSINESS

This acquisition is 100% set-aside for small business. Federal Acquisition Regulation (FAR) clause 52.219-14, Limitation on Subcontracting, applies to this acquisition. In accordance with the clause, “at least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.”

DUE DATE FOR QUOTATIONS

E-mail quotations are required. All quotations must be submitted via e-mail to Carol Wood at carol.wood@NIST.Gov. Submission must be received not later than 3:30 p.m. Eastern Time on June 21, 2017. An e-mail quotation shall be considered received when it is received in the electronic inbox of Carol Wood.

QUESTIONS

All questions regarding this notice must be submitted via e-mail to carol.wood@nist.gov not later than five days after release of the solicitation.

PROVISIONS AND CLAUSES

Reference the attached document for all applicable provisions and clauses.