Sources Sought_Facility Maintenance.pdf

SOURCES SOUGHT NOTICE

Date Issued: June 25, 2012 Closing Date/Time: Aug 10, 2012 at 11:00 A.M. Nigeria Time (GMT +1)

Deadline for Receipt of Questions: July 23, 2012 at 11:00 A.M. Nigeria Time (GMT +1)

Subject: Sources Sought Notice Number SOL-620-12-000002 Facility Maintenance Services (FMS) for USAID/Nigeria

This is a Request for Information prepared in accordance with FAR 52.215-3.

“FAR 52.215-3 REQUEST FOR INFORMATION OR SOLICITATION FOR PLANNING

PURPOSES (OCT 1997)

(a) The Government does not intend to award a contract on the basis of this solicitation or to otherwise pay for the information solicited except as an allowable cost under other contracts as provided in subsection 31.205-18, Bid and proposal costs, of the Federal Acquisition Regulation.

(b) Although “proposal” and “offeror” are used in this Request for Information, your response will be treated as information only. It shall not be used as a proposal.

(c) This solicitation is issued for the purpose of: MARKET RESEARCH.”

This is a SOURCES SOUGHT notice only and is not intended to procure goods or services at this time. A solicitation is not available at this time and any requests for a solicitation will not receive a response.

The United States Government (USG or the Government), represented by the United States Agency for International Development (USAID), is conducting MARKET RESEARCH to determine if there are any qualified businesses that are available, interested and capable in fulfilling this requirement. USAID will use the results of this notice to help the Agency determine the best acquisition strategy that can meet the Agency’s needs.

The North American Industry Classification System (NAICS) code for this requirement is 238220. The estimated value of this procurement is $20 million. The Government anticipates awarding a hybrid contract containing Firm Fixed Price (FFP)/Cost Reimbursement (CR) line items, with a 24-month Base Period of Performance and three (3) one (1)-year option periods.

SOL-620-12-000002

USAID/Nigeria is seeking industry input as it finalizes the design of a facility maintenance services contract. The purpose of the envisioned contract is to provide maintenance services required for USAID/Nigeria’s office building, warehouse and approximately 50 residences located in Abuja, Nigeria. See attached “Section C—Description/Specifications/Statement of Work” for details. The place of performance of this contract shall be in Abuja, Nigeria.

Responding to this Sources Sought Notice: Businesses with the capability to perform this requirement and interested in competing for this work should submit a STATEMENT OF CAPABILITIES (no more than 10 pages) detailing their relevant experience to perform the work described in this notice. At a minimum, this statement must include:

(1) Company name, address and contact information (Headquarters)

(2) Company’s name, address and contact information (Abuja, Nigeria or the FCT)

(3) Written documentation evidencing the company’s capabilities to perform these services with a special focus on company’s core capabilities and the necessary level and type of subcontracts that the company must execute to accomplish the Government’s requirements

(4) Commentary on the following:

a. Clarity of the attached “Section C—Description/Specifications/Statement of

Work” proposed work effort attached Section C

b. Appropriateness of the combination of services, the proposed period of performance, etc.

c. Appropriateness of proposed contract type

d. Estimated cost/price for the work effort

(5) Any other comments that the Government should consider

All capability statements must be submitted by e-mail to the abujasolicitations@usaid.gov with a copy to the Acquisition Specialist, Abdullahi Sadiq, at asadiq@usaid.gov. The deadline for submission of capability statements is stated on Page 1 of this Notice. No submissions will be reviewed after the afore-mentioned deadline. Please reference SOL-620-12-000002 in the subject line of the e-mail.

This announcement is a Request for Information (RFI), not a Request for Proposals (RFP) and is not to be construed as a commitment by the U.S. Government to issue any solicitation or ultimately award a contract on the basis of this RFI, or to pay for any information submitted as a result of this request. USAID/Nigeria plans to issue a Request for Proposals (RFP) in the near future to accept proposals for this program through the normal RFP process. If a solicitation is released it will be synopsized in FedBizOpps (www.fbo.gov). It is the potential offeror's responsibility to monitor this site for the release of any solicitation or synopsis. It should also be noted that responding to this RFI will not give any advantage to any firm or organization in the subsequent procurement.

Questions: Interested businesses may submit questions in writing by e-mail to abujasolicitations@usaid.gov with a copy to the Acquisition Specialist, Abdullahi Sadiq, at asadiq@usaid.gov. The deadline for submission of questions is stated on Page 1 of this Notice.

No questions and/or requests for clarification will be entertained after the afore-mentioned deadline. Please reference SOL-620-12-000002 in the subject line of the e-mail.

Thank you for your interest in USAID/Nigeria programs.

Sincerely, Jamala Ukwa Contracting Officer

Attachments:

(1) Section C—Description/ Specifications/Statement of Work

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK (SOW)

C.1 OBJECTIVE

The objective of the contract is to provide professional, full-range maintenance and repair services to USAID/Nigeria’s residences (approximately 50), office complex and warehouse facility on 24 hours, 7 days a week basis.

The term "maintenance" shall entail the furnishing of craftsmen, their supervision, the provision of ordinary tools, equipment and spare parts or supplies for carpentry, electrical, plumbing, painting, refrigeration/air cooling, appliance repair, masonry and other services as required, and the transportation of work crews to adequately maintain U.S. government leased property, household appliances, kitchen appliances, furnishings and equipment. This contract does not include computer maintenance, gardening services, generator maintenance or any equipment which is the responsibility of the landlord under the relevant leases or which is covered by a warranty or service contract.

The Contractor must not perform any work outside the scope of this contract.

Any work requested to be performed outside the scope must be approved in advance by the Cognizant Contracting Officer to be considered eligible for reimbursement.

C.2 SCOPE OF WORK

The contractor shall provide all personnel, tools, equipment and materials necessary to accomplish the tasks set forth below:

1. Make day-to-day repairs as requested and perform required maintenance on USAID Nigeria owned appliances, equipment and fittings at designated USAID Nigeria locations within Abuja. Contractor must ensure that all Non-emergency repair work is completed within three (3) working days from the date of receipt of service request/work order. Emergency work must be resolved within 24 hours.

2. Prepare schedule for and perform monthly preventive maintenance for all equipment and appliances at all USAID locations to include inter alia:

Check all electrical installations for defects including wiring, fuse rating, insulation, label, polarity and grounding, and take remedial action.

Clean electrical distribution panels, terminals retightened where necessary, check for any temperature elevation and remedial action taken where necessary. Inspect lighting fittings for burnt out bulbs broken reflectors/globes, signs of overheating and loose terminals.

Clean, service and test equipment like air conditioners, fridge/freezers, cookers, washers/dryers, water distillers to ensure normal operation.

Check and update fire extinguishers. Test smoke detectors and door bells to verify operation.

Check doors and windows to ensure that they close without dragging and to ensure that locks are all hitch free. Inspect, tighten and/or lubricate door handles, hinges and latches as necessary.

Check woodwork for cracks, twists, bends or dry rots.

Check walls and ceilings for cracks or water damage.

Check sinks, toilets, faucets etc. to confirm the presence of adequate pressure and ensure that water drains freely without a leak. Confirm correct operation of all toilets. Check sinks, drains, bath-tubs, toilets for caulking update.

Clean, service and replace filters in water distillers.

Check water heaters for rust, leaks and temperature setting.

Examine ceiling for water marks and any roof leakage.

Contractor shall take remedial action for any problem that is identified.

3. Electricity: Service shall include, but not limited to, troubleshooting electrical problems relating to power surges and circuit breaker failures, identification and repairs of potential electrical and safety hazards.

Contractor shall inspect and repair the general distribution panel when necessary, determine load capacity and balance circuits or phases correctly, identify and repair electrical short circuits in the internal power distribution lines or switches and/or power supply. Contractor must have excellent relationship with the Nigeria Government Agency responsible for electricity - Power Holding Corporation of Nigeria (PHCN) for urgent interventions.

4. Plumbing: Services shall include, but not limited to, the installation or repair of water pump systems, fixtures, fittings and replacement of faulty, worn, damaged, or broken plumbing items.

5. Painting: Service shall include, but not be limited to, interior and exterior painting. Varnishing and finishing of wood floors and/or cabinets.

The Contractor shall submit to USAID a list of all solvents and paints to be used in performance of this contract for USAID approval prior to the use of such materials. Whenever possible, the Contractor shall use water-based paint; however, for work orders requiring enamel paint, the Contractor shall supply lead-free enamel paint. Under no circumstances shall the Contractor use paints and solvents that contain poisons or other toxins without prior approval of USAID. THE USE OF UNAUTHORIZED, HARMFUL PAINTS, SOLVENTS OR ANY

OTHER MATERIALS BY THE CONTRACTOR ON U.S. GOVERNMENT LEASED OR OWNED PROPERTY

SHALL BE CONSIDERED CAUSE FOR TERMINATION OF THE CONTRACT.

6. Carpentry: Services shall include, but not limited to, the construction of built-in shelving units, the installation of wooden flooring materials, repairs to furniture, refinishing of wood furniture, repair and installation of shelves, dividers, wardrobes, doors, and windows, including replacing broken glasses, Installation and/or replacement of knobs, hinges, and security locks. Services shall also include repair of furniture, sanding, varnishing and painting of furniture, shelves, doors, and windows.

7. Metal Work: Services shall include, but not be limited to repair/replacement of locks, fabrication of security grills and doors including aluminum doors to US Government standards, installation, repair or maintenance of the same including garage doors, windows, hot and cold water tanks, metal fences, small furniture, barbed wire and other security works.

8. Masonry: Services shall include, but not be limited to, removal or erection/installation/construction of brick/block and concrete works, and installation of tiles/granite/marble. Services shall also include repairs to walls, roofs, sidewalks, garages, etc., that need repairing due to other repairs or to deterioration from weather and humidity, poor materials, acts of nature, or general wear.

9. Air Conditioners: Services shall include, but not be limited to, repairs, full preventative maintenance, periodic supply of gas, as needed, as well as installation or decommissioning of air conditioning units.

10. Appliance Repairs: Services shall include, but not be limited to installation, repair and decommissioning of refrigerators, electric stoves, freezers, washers/dryers, dish washers, water coolers, and water heaters. In conjunction with the warehouse receiving agent and inspection clerk, inspect and test newly arrived household appliances at the warehouse to ensure they are working satisfactorily. Repair malfunctioning appliances at the warehouse.

11. Pick-up trash from all USAID Nigeria location on a twice - weekly basis.

This task must be performed in compliance with the cognizant Nigeria Government Agency regulatory body - Abuja Environmental Protection Board.

12. Emergency Services: For the purpose of this contract, an emergency is defined as a situation that has or could lead to danger to life; danger or great discomfort to person; or increasing property damage. The contractor shall have an emergency coordinator available 24 hours a day, 7 days a week to receive calls and dispatch personnel for emergency repairs outside of normal working hours. The emergency coordinator will ensure that all repairs requested/authorized during the off-hours are initiated and completed. The emergency coordinator shall have sufficient command of English language to interact with USAID employees.

Typical emergency services may include, but not be limited to:

Electrical short circuits(s) and power failure(s) Damaged electrical and sanitary fixtures that pose an immediate danger or health hazard Damaged security light fixtures and replacement of security bulbs Broken glass panes Damaged or broken gate or locks and fittings Major plumbing problems; i.e. burst pipes, leaking hot water, no water, etc.

Any other emergency specified and authorized by the USAID personnel responsible for the oversight of this contract.

Any other emergency (falling within scope of work) specified and authorized by the USAID Contracting Officer’s Representative (COR) or the Contracting Officer.

The Contractor shall resolve all emergency requests within 24 hours from the time USAID has notified the Contractor of the emergency.

The contractor will be required to maintain a stock of commonly used items and spare parts to include but not be limited to circuit breakers, lights and accessories, remote control batteries, padlocks fuses, water pumps and associated control units that may be required for dealing with challenges in emergency situations.

Note: Residential occupants will be responsible for providing Contractor with regular type bulbs for replacement. Special bulbs e.g. recess bulbs will be provided by contractor.

13. Resolve problems relating to the provision of utility services to USAID/Nigeria office residences and warehouse in liaison with the cognizant Government Agencies and private operators - Power Holdings Corporation of Nigeria (PHCN) for electricity, Federal Capital Development Agency (FCDA), Water Corporation, and telecommunication companies.

14. Make ready and refurbish/renovate USAID Nigeria residences for occupancy as directed by the COR. Make-ready includes but not be limited to the installation/replacement of air conditioning units, fridge, freezer, washer, distiller, water distiller(s), security upgrades, mylar film installation, washing and hanging of draperies, cleaning of residence, renovation of office for new occupants.

In general, “MAKE-READY” means to bring a house already under lease to meet US Government standards prior to occupancy by Government personnel.

15. The Contractor shall provide qualified professional consultation when USAID is examining the structural soundness and potential for maintenance problems in new properties under consideration for lease.

All work described in the scope of work shall be performed with care, skill, and diligence and all materials used shall be of the properly approved type.

C.3 GENERAL REQUIREMENTS:

1. Work Orders

All work under this contract shall be initiated by a Work Order issued by USAID. The Contractor shall begin work on site within one working day of receipt of a written or oral work order request from the Contracting Officer’s Representative (COR) and shall complete the task within 3 working days. Written work orders shall be issued on a daily basis by the USAID COR to the Contractor's Customer Service Coordinator or such other individual as the Contractor may assign. For emergency repairs, the COR, the Executive Officer (EXO) and/or Deputy Executive Officer (D/EXO) may direct performance of tasks that are within the scope of the contract. The Contractor shall assign a crew to the work order and through the Customer Service Coordinator or other mutually agreed upon individual, arrange an appointment with the requestor through the COR. Upon completion of the work, the Contractor shall obtain the signature of the requestor of the service (or representative of the requestor) on the status form for the work performed. All emergency work orders issued to the Contractor orally shall be followed by a written request within 72 hours.

Upon completion of the work, the Contractor shall annotate the work order with the start and completion dates of the work requested as well as a list of the materials used to effect the repair and their costs. The Contractor shall provide copies of each month's annotated work orders to USAID with its monthly invoice.

Work orders which the COR determines as not being satisfactorily completed or which must be corrected due to the Contractor's negligence or unsatisfactory work shall be corrected at the Contractor's expense.

2. Contractor-Furnished Equipment, Tools, Materials and Supplies

All equipment and tools required for the activities to be undertaken under this contract shall be provided by the contractor including, inter alia, ordinary hand tools for carpentry, electrical and plumbing services, paint brushes, scaffolding, drop cloths, power tools, vehicles, etc.

The Contractor shall also maintain a stock of commonly used spare/replacement parts, materials and supplies needed to provide effective facilities maintenance support service at all times. The Contractor shall be responsible for ensuring that the materials, supplies and spare parts supplied are of acceptable quality and suitable for the work to be performed.

The Contractor shall invoice for the cost of materials, supplies and spare parts required to perform maintenance and repairs issued by work orders. The contractor shall retain a copy of all invoices. For materials, supplies and spare parts required for successful completion of work order that exceed $300, the Contractor shall obtain oral approval from the USAID COR prior to incurring the expenditure. The oral approval must be followed up in writing within 72 hours and the written approval attached to the Contractor’s invoice.

3. Contractor Personnel

The contractor shall provide qualified personnel to accomplish the work set forth above.

Work Crews: The Contractor shall provide sufficient work crews to efficiently respond to all work orders. Each work crew shall be composed of one Crew Supervisor and the appropriate number and types of technicians for the work required. The Crew Supervisors shall consist of Air Conditioner Specialist, Appliances Specialist, Professional Plumber, Senior Mason, and qualified Carpenter/Welder.

Other Essential Personnel: In addition to providing adequate work crews, the Contractor shall also provide, at a minimum, a Project Manager to oversee contract implementation, Customer Service Coordinator, Quality Control Specialist and Emergency Contact Coordinator.

Due to the nature and variety of the work to be performed, it will be necessary to select personnel with a broad range of skills in several competent areas. For example, a plumber who, in addition to plumbing, must be able, if required, to perform minor carpentry work, etc.

Contractor personnel must at a minimum be able to communicate, understand and take verbal instructions in English. A minimum of secondary school education is required for all Contractor personnel.

Staff categories and their minimum qualifications are as per the following table:

Job title Education Work experience English language Project Manager B.S.C Engineering

- Electrical or Civil

10 years of practical experience in maintenance management as a project manager or senior Engineer

Very good English language proficiency

Quality Control Specialist

B.S.C Engineering

- Electrical or Civil

5 years or practical experience as a quality control specialist or related field.

Very good English Language proficiency

Crew Supervisor B.S.C Engineering

- Electrical or Civil

5 years of practical experience in maintenance operation as a maintenance Engineer or crew supervisor

Good English language proficiency

Crew Technician Elementary school 5 years of practical experience as a technician of one trade

Good English language proficiency

Customer Service Coordinator

University degree in any field

4 years of experience in a customer service related field.

Good English language proficiency

All personnel to be employed under this contract must be persons of good conduct. All Contractor staff that will require regular access to any of USAID/Nigeria's buildings or residences must be able to receive security clearance from the Regional Security Office (RSO) of the U.S. Embassy in Nigeria and an RSO-issued contractor employee identity card prior to working under this contract. The Contractor shall provide USAID with personal information on each employee as well as recommendation letters from at least three references for such clearance. Contractor employees shall wear the identity card at all times while in USG facilities and residences.

The Contractor shall provide sufficient security-cleared staff at the time of award to respond to all regular and emergency work orders. USAID reserves the right to withdraw its approval for any of the Contractor's personnel assigned to work under this contract. Such withdrawal of approval shall be in writing and may be effected without the necessity of stating a specific reason for such action. Upon receipt of such withdrawal of approval, the Contractor shall, within 24 hours, terminate the services of the employee under this contract. For crew technicians, the Contractor shall identify a replacement within two weeks and for all other personnel, within one month.

The contractor shall provide at a minimum adequate liability coverage, uniforms, appropriate shoes, gloves, other protective clothing and workman's compensation for injury incurred on the job for all its employees.

4. Contractor’s Office/Workshop

The Contractor shall maintain an office within the city of Abuja to support implementation of this contract. The Contractor's office shall at a minimum be equipped with telephones and telephone lines, computer system with internet e-mail capability, photocopier, and other essential office equipment.

5. Uniforms

All work crew technicians shall wear clean, neat, identical contractor-provided uniforms at all times while on duty under this contract. Uniforms shall display the name of the Contractor.

6. Transportation

The Contractor shall provide adequate vehicles to transport materials, equipment and personnel required to perform under this contract. In addition, the contractor shall also provide adequate insurance coverage for vehicles and equipment.

7. USAID’s Logistics Support to Contractor

USAID will provide a space in USAID office compound for Contractor’s representative. No other logistical support will be provided by USAID.

- END OF SECTION C -