SOW - Sources Sought (Conveyor Maintenance).pdf

STATEMENT OF WORK (SOW)

Preventative Maintenance and Service for Conveyor Equipment Systems at the National Distribution Center

Background: The National Distribution Center (NDC) of the Internal Revenue Service (IRS), hereinafter referred to as the "Government," possesses various Conveyor Equipment Systems (CES) being utilized for tax product order processing. The CES includes Hytrol Automatic Conveyor/Accumulation/Sorter/Controller Systems, Wipotec-OCS Checkweigher Scanner Scales listed below. The preventative maintenance contract will expire on

December 31, 2024. The IRS has a requirement to maintain these systems beginning January 1, 2025, and ending

December 31, 2028. This solicitation will result in a firm fixed price requirement contract for one base year and three option years. The Government intends to award a contract to the responsible manufacturer-authorized offeror with the lowest evaluated price and satisfactory performance record. Delivery of these line items is contingent upon Government’s exercising of the option to renew. Modifications to Conveyor Equipment

Systems or related components may occur during base and option years due to changing work patterns.

Work Requirements:

1. Preventative Maintenance (PM): The Contractor shall perform monthly on-site PM of the CES in accordance with the procedures recommended in the manufacturer’s published specifications. In no event shall more than 45 days elapse between PM visits. PMs shall include inspecting (visual, operational and safety), cleaning (internally and externally), lubricating, testing, calibrating/timing and adjusting all functions/systems (including manual/automatic functions and electrical/mechanical/ hydraulic/pneumatical systems) as necessary to maintain the equipment in good operating condition in accordance with the manufacturer’s product performance specifications. Inspections shall include equipment motors, drive/conveyor belts, emergency stops/pulls, rollers, oil/grease in gearboxes, roller chains, control cables, bearings, gears, cams, cylinders, valves, electronic sensors, breakers/fuses, circuit boards, wiring harnesses, actuators, microswitches, connectors, and any other component requiring maintenance or repair. The Contractor shall provide monthly inspection/maintenance checklists of the conveyor equipment.

The Contractor shall provide all PM materials (tools, supplies, cleaners, lubricants, etc.) at their expense. Excessive need of such items will be billed separately. Travel charge is inclusive in PM expense. The Contractor shall make recommendations to plant point-of-contact on parts replacement, needed adjustments and/or services. The Contractor shall train plant personnel on any routine maintenance and/or operating functions. The Contractor must be manufacturer-authorized to service and repair or be able to sublet service and repair for Hytrol Automatic Conveyor/Accumulation/Sorter

Systems and Wipotec-OCS Checkweigher Scanner Scales equipment.

The Contractor’s service personnel shall be at the journeyman level for the required trade and/or experienced, certified, and trained to perform maintenance and services to the equipment listed below. Cleanup of work areas must be performed after each service visit. The Contractor shall warrant all materials, parts, and services/workmanship for a minimum of one year for work provided as part of this requirement.

Contractor employees working with hazardous materials (i.e., lube oil, degreasers, etc.) must be trained to the 24-hour HAZWOPER standard if a spill happens. The contractor is responsible for the proper disposal of spill clean-up under the 40 CFR 239 through 282. The contractor shall train plant personnel, who have had 24-hour HAZWOPER training, on any routine maintenance and/or operating functions.

If the Contractor is unable to provide the needed services, the Contractor must sublet the PMs, services, or extended warranty for the following equipment:

A) Two Wipotec-OCS Checkweigher High Speed In-Line Scales with Scanners: Extended warranty on scanner scales to include travel time, mileage, onsite repair time, repair parts, consumables and twelve (12) PM inspections to include calibration of the scales. The contractor may sublet or plan for support of the scanners. To be performed on the second

Friday of the month. If the second Friday falls on a Federal Holiday, the primary contractor will schedule with the subcontractor to perform the inspection on another day with the agreement of the Government.

B) Various Hytrol Conveyor/Accumulation/Sorter/Controller Systems: PMs for all Hytrol CES.

Primary contractor or subcontractor will perform adjustments to sensors, accumulation lines, sorters, timing issues and updates to the accumulation system. Updates will be documented and provided to the Government.

2. Service Calls: The Contractor shall repair onsite the various Conveyor Equipment Systems in response to service calls made by the Government. The Contractor would provide three emergency repair visits per year. Cost estimates will be provided by the contractor if any services are necessary. If the Contractor does not provide the needed services, the Contractor must sublet the services to be performed. Service calls rates must be listed as travel charge per round trip, time/material per regular hourly rate and rate for outside normal business hours plus weekends and holidays. The Contractor shall provide all parts

(expended from normal wear and tear), materials, labor, travel time and mileage necessary to restore the Conveyor Equipment Systems to good operating condition in accordance with the manufacturer’s product performance specifications, exclusive of labor or parts due to:

- Negligence, misuse, abuse, or failure to follow the manufacturer’s instructions in the care, handling, and operation of the equipment.

- Servicing by other than the contractor’s authorized personnel.

- Use of other than standard parts recommended by the manufacturer.

- Operation of the equipment in other than normal office conditions and environment.

- Failure to follow the manufacturer’s instructions for the movement or transfer of equipment.

3. Replacement Parts: The Contractor shall provide replacement parts, required due to normal wear and tear, including consumable items. Consumable items include operating and cleaning supplies such as lubricants, solvents, fuses, and all other items reasonably expected to be expended in the operation of the equipment. All replacement parts shall be of the same type and comparable quality as the replaced parts, and such parts shall be in good operating condition at the time of replacement. The Contractor shall provide Safety Data Sheets (SDS) for all chemical compounds before brought on site. Chemicals must be approved by the IRS Safety Officer and clearly labeled prior to introduction and use on

Government property.

4. Service Call Response Time: The Contractor SHALL be available to provide service between the hours of

8:00 a.m. and 4:00 p.m. Monday through Friday, excluding holidays observed by the Federal

Government. The Contractor shall respond to verbal service calls within two business hours. The

Contractor shall complete services within four (4) business hours of responding to the service call unless the call is late in the day, then the technician shall be on site at 8:00 AM the next business day.

If the repair cannot be completed within that time, the Contractor shall provide compatible loaner equipment, at no charge to the Government.

5. Removal of Equipment: When removal of the machine to the contractor’s establishment for services is necessary, the Contractor shall be responsible for its removal and any damage or loss while in the

Contractor’s possession.

The Contract Line-Item Numbers (CLINS) are as follows:

CLIN 0001 – Conveyor Equipment System Inspections and PMs – 1 Unit (List Unit Per Month PM Cost)

CLIN 0002 – Conveyor Equipment System Service – Labor and Travel (List Service Call Per Hour Labor

Costs (portal-to-portal) for both regular and after business hours, List Service Call Travel Charge Cost)

CLIN 0003 – Scale Inspections and PMs (List Per Month PM Cost)

CLIN 0004 – Scanner Scale Extended Warranty – 2 Units (List Unit Per Year Cost)

CLIN 0005 – Conveyor Equipment System Service – Parts

Deductions: For failure to perform preventive maintenance service as stipulated above, a deduction of 1/12th of the yearly rate will be taken for each month of such delay. Failure to respond to service calls within four business hours after written or verbal notifications will be subject to a deduction of 1/30th of the monthly rate for each day the equipment is inoperative.

Equipment Condition: If the equipment is not in good condition on the date the contract becomes effective, the

Contractor shall provide a written estimate for repair or overhaul for written approval by the Contracting Officer prior to performing the work. Good condition is defined as proper operating condition, without any authorized modifications and with all safety features in working condition, in accordance with the manufacturer’s product performance specifications.

Period of Performance: The period of performance of this contract shall be January 1, 2025, through December

31, 2028.

Point of Contact: The NDC Point of Contact (POC) is Patrick Dwyer at (309) 556-5004 and his backup is Ted

O’Rourke at (309) 556-5010. The POC will perform security escorting of all contractors and subcontractors engaged in performing contract or subcontracted work.

Inclusions: The Contractor shall not use any materials, chemicals, or compounds which the POC determines would be unsuitable for the intended purpose. The Contractor shall utilize products and materials made from bio-based materials to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the Government. The Contractor shall arrange work so as not to cause interference with the normal occurrence of Government business. In those cases where some interference is unavoidable, the Contractor shall make every effort to minimize impact of the interference and its effects on IRS operations. The Contractor shall comply with all Federal drug-free workplace and work force requirements IAW at the Federal Acquisition Regulations.

List of Conveyor Equipment Systems and Components to be Covered by the Contract: All Conveyor Equipment

Systems are located at 2525 Revenue Drive, Bloomington, IL 61705.

1 – Hytrol Conveyor/Accumulation System

1 – Hytrol Prologix™ Sorter Controller

9 – Hytrol Belt Sorters

1 – Hytrol EZLogic™ Sorter Controller

2 – Wipotec OCS Checkweigher Scales with Scanners

END OF SOW