Sources Sought 24-U-UMEC.pdf

SOURCES SOUGHT

THIS IS A Sources Sought Notice ONLY. The U.S. Government desires to procure Unit Maintained Equipment Maintenance (UME) services from small business concerns in the 8(a) Business Development Program. Your responses to the information requested will assist the Government in determining the appropriate acquisition method. We encourage all small business concerns in the 8(a) Business Development Program, to identify their capabilities in meeting the requirement at a fair market price.

This notice is issued solely for information and planning purposes – it does not constitute a Request for Quote (RFQ), Invitation for Bid (IFB), Request for Proposal (RFP) or a promise to issue a RFQ, IFB or RFP in the future. This notice does not commit the U.S. Government to contract for any supply or service. Further, the U.S.

Government is not seeking quotes, bids or proposals at this time and will not accept unsolicited proposals in response to this sources sought synopsis. The U.S.

Government will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ or IFB or RFP, if any is issued.

If a solicitation is released, it will be synopsized on the Governmentwide Point of Entry (GPE). It is the responsibility of potential offerors to monitor the GPE for additional information pertaining to this requirement.

BACKGROUND:

UME is a frequent requirement.

The anticipated NAICS code(s) 811310 - Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance with a size standard of $12,500,00.00.

PURPOSE OF THIS SOURCES SOUGHT: To request information on capabilities of potential offerors to provide the services described herein to determine if this will be awarded to a small business concern in the 8(a) Business Development Program

While not a firm cutoff, providing responses to this announcement no later than 10:00 a.m. Eastern Standard Time (EST) on March 28th, 2024, will facilitate planning and ensure your capability receives maximum consideration. Only electronic submissions will be accepted.

Interested business concerns should provide a brief “capabilities statement” package (submissions are limited to no more than 25 pages in length, single spaced, and 12 font minimum) demonstrating its capabilities in reference to this requirement. A generic capability statement is not acceptable. The Government prefers that your firm submits its response in Microsoft Word, Adobe Acrobat, or a combination of both and the document must be searchable. The capability package shall be sent by email to:

Contract Specialist:

Cody Bresette Email: cody.a.bresette.civ@army.mil

Procuring Contracting Officer:

Ernie Ixtlahuac Email: ernie.a.ixtlahuac.civ@army.mil

Your email subject line should reflect: “Firm’s Name, Response to the Sources Sought Synopsis for the Unit Maintained Equipment Maintenance (UME) services at Fort Drum, NY, W911S2-24-U-UMEC. The size limit of each email, with all attachments, cannot exceed 9 megabytes (MB) due to the Government’s email system restrictions.

DO NOT SEND ZIPPED files as the Government’s information network will remove all zipped files.

A portion of part 5 from the draft performance work statement (PWS) will be included below.

In response to this sources sought, please provide:

1. A company profile to include name of your firm, point of contact, phone number, email address, number of employees, annual revenue history, CAGE code, and UEID.

Respondents must also indicate whether they qualify as a Small Business, SDB, 8(a), EDWOSB, WOSB, HUBZone, or SDVOSB.

2. In responding to this synopsis, provide what you believe are the key tasks that need to be accomplished to be successful to conduct Unit Maintained Equipment Maintenance services at Fort Drum, NY. In essence, what key tasks should be used for determining minimum capability.

3. Identify whether your firm is interested in competing for this requirement as a prime contractor. If you are subcontracting any of the services out, contemplating a Joint Venture, and/or creating a teaming arrangement then please provide the name of these companies and what work they will be performing, if available.

4. Information in sufficient detail regarding previous experience as a prime contractor or subcontractor on similar requirements for Unit Maintained Equipment Maintenance services, pertinent certifications, etc., that will facilitate making a capability determination.

mailto:cody.a.bresette.civ@army.mil mailto:ernie.a.ixtlahuac.civ@army.mil

5. Identify what percentage of work will be performed by the 8(a) small business prime contractor and all similarly situated entity subcontractors. Note: In accordance with FAR 52.219-14 Limitations on Subcontracting (CLASS DEVIATION 2021-O0008, Revision 1):

“Similarly situated entity” means a first-tier subcontractor, including an independent contractor, that has the same small business program status as that which qualified the prime contractor for the award and that is considered small for the NAICS code the prime contractor assigned to the subcontract the subcontractor will perform. An example of a similarly situated entity is a first-tier subcontractor that is a HUBZone small business concern for a HUBZone set-aside.

In addition, the Contractor agrees in performance of a contract for services, it will not pay more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities.

6. Identify type(s)/certifications(s) of proposed subcontractors (such as SDB, 8(a), HUBZone, SDVOSB, and WOSB).

7. Identify how the Army can best structure these contract requirements to facilitate competition by and among small business concerns.

8. Identify any condition or action that may be having the effect of unnecessarily restricting competition with respect to this acquisition. Please contact the MICC Advocate for Competition, Scott Kukes, at scott.d.kukes.civ@mail.mil or 210-466-2269, if you believe that this action is unreasonably restricting competition. Include the subject of the acquisition, this announcement, and the MICC POC information from the SAM.gov notice. Provide the specific aspects that unreasonably restrict competition and the rationale for such conclusion.

Specific tasks that may be included in the requirement (From draft PWS part 5):

5.1. MATERIEL MAINTENANCE-GENERAL

5.1.1. The Unit Maintained Equipment (UME) program is established by each deploying unit within 10th Mountain Division (Light Infantry) to provide maintenance and accountability of equipment that does not deploy with the unit. Unit maintained equipment (UME) is equipment on the property book that remains at home station while the unit's main body deploys. UME is accounted for and maintained to the Army’s -10/-20 Technical Manual (TM) standard by mailto:scott.d.kukes.civ@mail.mil the Home Station Element (HSE) until the main body redeploys. All UME programs will incorporate adequate measures to ensure field level scheduled services are completed within scheduled tolerance. UME programs will also perform unscheduled field level maintenance to correct any faults identified in order to return the equipment to the Army’s -10/-20 TM standard.

5.1.2. All maintenance shops and supporting functions will be operated/provided in accordance with AR 750-1, Army Materiel Maintenance Policy, and conducted in accordance with The Army Maintenance Management System

(TAMMS) as outlined in DA PAM 750-8, DA PAM 750-1, AR 710-2, DA PAM 710-2- 2, applicable Logistics Information System (LIS) publications, currently GCSS-A, other Governmental regulations and directives as applicable, installation policies and procedures, and accepted industry standards for the safe and efficient operation of equipment repair shops and supporting functions. Relief from these standards due to mitigating factors or a proposed change shall be requested through the COR.

5.1.2.1. The MCS will provide the contractor a copy of the service schedule for each month to ensure that he/she have the admin numbers for all the services that are due for the current month. Contractors must use DA Form 5988-E or DA Form 2407 to conduct all maintenance actions.

These forms will be generated by the Unit’s FSC’s GCSS-A systems. All checks must be completed in accordance with the applicable TMs. All checks and repairs that are performed during scheduled and unscheduled maintenance inspections must be annotated on one of the above electronic forms.

5.1.2.2. The Contractor shall utilize the GCSS-A LIS system to manage maintenance services, repairs, dispatch, and reporting for unit activities.

5.1.2.3. The Contractor shall utilize the GCSS-A LIS to capture all contractor man-hours expended in support of Army equipment.

5.1.2.4. The contractor shall provide verbal and/or written (electronic) readiness status on reportable equipment, upon request, to supported units.

5.1.2.5. The contractor shall attend scheduled and unscheduled materiel maintenance planning and status meetings required by the COR and

MCS.

5.1.4. 548 DSSB will provide access to a Standard Automotive Tool Set (SATS) trailer. The Contractor shall check out specialized tools, not available in the Contractor provided US Army General Mechanic Tool Kit per paragraph 4.3.2.2.

The unit will perform tool crib procedures for any additional tools needed. Access to special tools will be provided by Bravo Company, 548th Division Sustainment

Support Brigade who will procure them through the Installation Maintenance Division (IMD) for UME temporary use.

5.2. MATERIEL MAINTENANCE SUPPORT

5.2.1. The contractor shall test, inspect, repair, service, troubleshoot, and maintain the UME identified in the Equipment Density List.

5.2.1.1. The Contractor shall perform monthly scheduled services assigned by the

MCS, in accordance with the equipment density list and monthly service schedule. The metric for scheduled service completion is an average of five (5) services completed and accepted by the government QA/QC inspector each month for each authorized mechanic on the contract. The Contractor shall perform all actions to standard to include published task times. These standards are stated in the latest versions of equipment Technical Manuals (TMs), Technical Bulletins (TBs), Modification Work Orders (MWOs), Safety of Use Messages (SOUMs), Special Technical Inspection and Repairs (STIRs), other applicable Government technical publications or Original Equipment Manufacturer (OEM) equivalent publications when a Government technical publication is not available.

5.2.1.2. The Contractor shall perform unscheduled maintenance assigned by the

MCS, to include test, inspect, repair, troubleshoot, and maintain, in accordance with the unscheduled maintenance workload. The metric for unscheduled maintenance completion is to complete 95% of all assigned repair jobs within the time guidelines set by the Maintenance Allocation Chart (MAC). The Contractor shall perform all actions to standard to include published task times.

5.2.1.3. The Contractor shall install repair parts assigned by the MCS, in accordance with the maintenance workload. The metric for repair part installation is to install 90% of all repair parts within the time guidelines set by the Maintenance Allocation Chart (MAC). The contractor shall perform all actions to standard to include published task times.

5.2.2. The contractor shall abide by DA and any additional unit local QA/QC standards. All scheduled and unscheduled maintenance must be completed to FMC 10/20 standards IAW AR 750-1. The contractor is expected to perform his own quality control functions.

5.2.2.1. The Contractor shall perform final inspections in accordance with applicable TMs and TBs; shall verify that maintenance actions have been accomplished consistent with the description of work included in the work request; and shall verify that the equipment or item meets serviceability standards.

5.2.2.2. A Co 548 DSSB maintenance QA/QC representatives will conduct the final quality assurance inspection on all services and repairs prior to work request closure to ensure that the equipment meets DA 10/20 standards. The Contractor’s metric for QA/QC Acceptance is 98% of all completed work must meet the first-time acceptance standard of the government QA/QC.

5.2.2.3. If the service performed does not meet DA 10/20 standards, the Contractor shall finalize the service (unless an NMC fault prevents conducting the final road test) and open a new fault to ensure all required parts are on order in the units GCSS-A system.

5.3. REPAIR PARTS AND MATERIAL MANAGEMENT TASKS

5.3.1. The Contractor shall perform Shop Supply services to obtain parts and materiel required to support the UME mission. Tasks include, but are not limited to, requisitioning, tracking requisition status, conducting follow-up actions, receiving supplies, verifying accuracy of shipments, reporting discrepancies, storing and maintaining accountability of CL II, III, IV, VII, and IX items, performing inventories, and issuing supplies. Performance shall be in accordance with AR 750-1, AR 710-2, DA PAM 25-30, AR 725-50, DA Pam 710-2-2, AR 740-1, AR 735-5, AR 710-1, AR 710-3, DA Pam 710-7, AR 710- 3, DA Pam 710-2-1, FEDLOG and LIS user’s manual.

5.3.2. The Contractor shall use the automated Army supply system LIS as the primary means of obtaining materiel.The Contractor shall requisition repair parts with a National Stock Number (NSN) through the Army supply system.

Repair parts that do not cross reference to an NSN shall be loaded into the LIS catalog. Commercial items that cannot be cross-referenced to an NSN, that are coded local purchase (LP), or that cannot be attained through the Army supply system within required repair timelines, shall be identified and reported to the COR and MCS for government personnel to procure them through local purchase procedures. Parts must be applied to and entered in the appropriate job or WO in the LIS.

5.3.3. The Contractor shall order repair parts for non- mission capable (NMC) equipment, Priority 02 requisitions for pass-back maintenance and critical base operations maintenance support no later than the next business day after the requirement is identified.

5.3.4. The Contractor shall review canceled or rejected requisitions and reorder parts, if required, within three business days.

5.3.5. The Contractor shall process and store parts within 24 hours after receipt.

The Contractor shall submit a Supply Deficiency Report (SDR) or Product Quality Deficiency Report (PQDR) within three (3) working days of identifying a supply or quality deficiency on parts received through the Army Supply System.

5.3.6. The Contractor shall ensure timely turn-in of recoverable items within its control. The Contractor shall ensure the recoverable items operation is performed in accordance with the requirements of Defense Finance and Accounting Service - Indianapolis (DFAS-IN) Regulation 37-1, Chapter 13, (GCSS-Army Tracking System), as modified.

5.3.6.1. The Contractor shall ensure proper turn-in of recoverable and/or repairable serviceable / unserviceable equipment to the Supply Support Activity (SSA) within 10 days of Post Goods Issue (PGI) from the SSA, or 10 days from PGI from wholesale (Advanced Shipping Notification (ASN) with shipping status) for dedicated orders / remote customers. The contractor shall ensure use of the correct turn-in documentation within 10 days from original issue. Issue credit matches to the DoD Activity Address Code

(DODAAC).

5.4. PRODUCTION CONTROL

5.4.1. The Contractor shall utilize the GCSS-A LIS to plan, schedule, control, and process all maintenance requests for repair or service. The contractor shall receive, verify, input, and edit data associated with the processing of maintenance requests. The contractor shall prepare documents used for scheduling workload and resources and shall ensure priorities and schedules are met.

5.4.1.1. The Contractor shall establish and maintain a sequential WO numbering system in LIS to record each maintenance request.

5.4.1.2. The Contractor shall input labor performed for each workday no later than 1000hrs the following workday.

5.4.1.3. The Contractor shall input status updates for each workday no later than 1200hrs the following workday.

5.4.1.4. The Contractor shall input Class IX parts installed each workday no later than 1400hrs the following workday.

5.4.1.5. The Contractor shall input commercially procured parts no later than 2 workdays after installation of the parts is complete.

5.4.2. The Contractor shall use WO formats identified in AR 750-1 and DA Pam 750-8. WOs shall include, but are not limited to, all preventive maintenance, repairs, modifications, and technical inspections performed by Materiel Maintenance mechanics.

5.4.2.1. The Contractor shall close out maintenance requests in accordance with AR 750-1, when all work has been completed.

Upon the completion of repair or service and final inspection of the item, the contractor shall notify the MCS that the equipment is ready.

5.4.2.2. The contractor shall document all work performed under this contract and maintain records on all WO related documents in accordance with AR 750- 1, AR 710-2, and DA Pam 750-1.

5.4.2.3. The contractor shall properly account for all man hours of the work week, annotating Indirect Labor and Non- Productive time along with Direct Labor man hours in

GCSS-A.

5.4.3. The Contractor shall schedule work based on unit established priority designators indicated on the maintenance request in accordance with AR 750-1 and DA Pam 750-8. The Contractor shall maintain close coordination with the COR and MCS to resolve conflicts of priority, to handle requests for changes in priority, and to accommodate requests for priority maintenance services for emergency and mission essential equipment.

5.5. SUPPLY SUPPORT ACTIVITY (SSA)

5.5.1. The Contractor shall operate the four central functions of the warehouse:

Receive, Store, Turn in, and Issue of Class II, IIIP, IV, VII, and IX supplies. The Contractor shall ensure that all warehouse operations comply with the Command Supply Discipline Program (CSDP). The Contractor shall operate the supply LIS (GCSS-A) for supply management and reporting and shall maintain all files, either electronically or in hard copy in a filing cabinet. The Contractor shall perform the above functions and tasks in accordance with AR 710-2, DA PAM 710-2-2, AR 735-5, and local SOP(s).

5.5.1.1. Receive: The Contractor shall process all incoming deliveries from FED-

EX, UPS, and Freight Delivery Trucks. The Contractor shall prepare supply discrepancy reports (SDR’s) for any material received that is damaged, broken, or is missing parts, and shall maintain a voucher register for excess items received.

5.5.1.2. Storage: The Contractor shall perform all required material inventories of the warehouse items. The Contractor shall conduct research and create adjustment document(s) when there is an inventory discrepancy. The Contractor shall always verify stock readiness (inventory accuracy), and maintain a voucher register for Found on Installation (FOI) items.

5.5.1.3. Issue: The Contractor shall issue requested parts to the customer units.

The Contractor shall maintain customer units’ signature cards, and process warehouse denials when the warehouse does not have the items requested by a customer unit.

5.5.1.4. Turn-In: The Contractor shall process all customer unit material turn-ins.

The Contractor shall re- distribute all materials turned in by a customer unit for issue to another customer unit that needs that material. The Contractor shall retrograde serviceable and unserviceable turned in materials back to the source of supply.

5.5.2. The contractor shall process DODAAC transactions and requests for new, changes, or deletion of Routing Identifier Codes (RICs) through LDAC and furnish requester with documentation. The contractor shall perform these functions in accordance with AR 710-2, DA PAM 710-2-2 AR 735-5.

5.5.3. The contractor shall manage receipt of repairable items, ship the items to the appropriate repair/maintenance facilities around CONUS, and return serviceable items to stock in accordance with National Maintenance Program guidance, AR 710- 2, DA PAM 710-2-2, and AR 735-5. AR 735-5.

5.6. WORKLOAD: The UME workload is derived from the current level of effort, as determined by the UME Equipment Density List and analyzed by the Army Manpower Requirements Criteria Maintenance Database (AMMDB). Modifiers are applied to the AMMDB analysisto account for Low Usage Program (LUP) enrollment, the period of performance listed in the table, and the minimum acceptable level of Maintenance directed by XVIII Airborne Corps. Maintenance and Supply Support workload requirements are listed in Table 5-1.