Appliance Repair Services for US Army Garrisons in Europe

***Industry day registration has been extended to 17 Jan. 2020. ****

Appliance Repair Services

Request for Information (RFI)

  General Information

This is a Request for Information (RFI) only, as defined in FAR 15.201(e), to obtain information about pricing, delivery, capabilities, and other market information for planning purposes.  This RFI is not a request for competitive proposals; therefore, responses to this notice are not considered offers and cannot be accepted by the Government to form a binding contract.  The NAICS code for this potential effort is 811412.  Companies that respond will not be paid for the information submitted.  No telephone calls will be accepted requesting a bid package or solicitation.  There is no solicitation at this time.  All information received shall be safeguarded from unauthorized disclosure.  Please do not submit any proprietary or classified information.

General Intent

The Department of Defense (DoD) wishes to consider input from Industry as part of an effort to select and scope the Domestic Appliance Repair Services in Europe (Germany, Benelux and Italy) including the on-call repairs, appliance issues, turn-ins, exchanges, disposal of appliances, management of repair parts. There are multiple locations throughout Europe that require those services. The Department is requesting responses which will assist in the selection in the management, structure, work order structure, contract type, and price estimate for the services.

Background

The DOD has many soldiers and civilians located in the European Theater of operation and while living overseas they require appliances for their living quarters.  These appliances require repair services throughout the theater which requires contracted service in most cases to handle the responsibly of these repairs.  The Department is requesting responses which will assist in the selection of an efficient method of handling the required workload of appliance repairs including appliance issues, turn-ins and exchanges, disposal of appliances, management of repair parts within Europe.

Information requested

Responders interested in this area are asked to answer the following general questions for each of the selected focus areas

General Questions

• Would it be possible to award this contract to one prime Contractor?
• How many separate areas would be advisable to cover the contract areas Germany, Benelux and Italy?
• Would it be possible to use the same database management software/computerized maintenance management software in all contract areas (Germany, Benelux and Italy) to fulfil all daily/monthly tasks related to the Appliance Repair Contract e.g. Work Orders, Invoices, Reports, Parts Management including all Deliverables/CDRL’s.
• Do you have a database/software/computerized maintenance management  that you use to manage all of your operations?  If so, please provide information on it such as: how does it work and what information does it provide?  Please provide screen shots of your maintenance management software.  Would the Government be able to gain access to the maintenance management software or receive any information that the software tracks upon request?
• Is it realistic to complete all repair actions, issues and exchanges within 2 Contractor working days?

Appliance Issues, Turn-ins, exchanges and disposal of appliances:

•  What is your opinion on storing the appliances at the local FMO warehouses?
• What would be the best way to refurbish appliances (from turn-ins)? E.g. should it be done at the Contractor’s facility or the local FMO and please explain why?

Pricing

• Is it possible to set up a Firm Fixed Price contract cost structure for an appliance repair contract? Example: one fixed price for each action taken (issue/turn-in/exchange/repair) or one fixed price for each Garrison per month including everything besides the spare parts management?

SPARE PARTS MANAGEMENT

• How should the management of spare parts for appliances be implemented within a new contract structure that does not currently have a full parts management requirement?
• What is your thought on the possibility that the incoming Contractor operates out of the IMCOM-E, G4 Furnishings Branch warehouse in Sembach (Bldg. 141)  to fulfil the spare parts mission (receiving parts orders, storage, inventory, data management, supporting all Garrisons within the US Army Europe (USAREUR) footprint with spare parts)?

• What would be a rough estimate on the handling fee you would charge us for the management of spare parts?
• Would it be cost effective to the Government when GSE would handle the procurement, receipt and distribution of the spare parts?

DISCLAIMER:  This RFI is issued solely for information and planning purposes and does not constitute a solicitation.  Responders to this RFI will have no competitive advantage in receiving any awards related to the submitted topic area.  The information submitted in response to this RFI may be used to help the Government further define its requirements.  If the Government develops a program that addresses any submitted or similar topic, the resulting procurement will address technology and business specific requirements as defined by the Government to achieve the required objectives.

Reponses

Responses to this RFI are limited to 25 double-spaced pages with one inch margins using standard letter-size 8½” x 11” paper.  The page count includes any title page.  The font for text should be Times New Roman 12-point or larger.  Responses must be unclassified and should not contain company proprietary information.  Please pay attention to any company templates that automatically create a “company proprietary” or similar type statement.  Separate responses should be submitted for each area.  Marketing information is NOT acceptable in the response.  Endorsements from elected officials at the federal, state, and/or local level are NOT acceptable in the response.

Questions Regarding RFI/Sources Sought

Questions in response to this RFI shall be submitted to the Contracting Officer Kory Stiles at kory.d.stiles.civ@mail.mil, and Trudy Pryga at trudy.m.pryga.civ@mail.mil.  The questions and the Government’s answers will be posted on beta.sam.gov web site.  Questions should not contain proprietary, sensitive, or classified information.  Questions submitted after seven (7) days prior to the close of the RFI may not be answered prior to the deadline for the RFI submission.  No extensions to the RFI response period will be granted.

Submission of Documentation

Responses to this RFI are due to the Contracting Office identified above by 3:00 PM Local Time, 13 January 2020. Any late responses will NOT be reviewed.  Responders shall provide one (1) electronic copy, DO NOT send any hard copies.  Please ensure your response do not have any markings stating the information is proprietary or it will not be considered.  Submission of existing commercial documentation and product literature is NOT an acceptable response.

Please submit the following information in your response:

1.   Answers to the above questions
2.   Company information, to include:
   1. Your company name, address,
   2. The company's web page (if applicable);
   3. CAGE Code and DUNS number,
   4. Point of contact, including: name, title, phone, and email address
   5. General company narrative of capabilities, past work etc.

Additional Information

All responsible sources may submit information that shall be considered by the agency.  All routine communications regarding this announcement should be directed to the contractual point of contact listed above.  The Government may or may not use any responses to this RFI as a basis for a subsequent project.  Any projects developed from the RFI responses may be the subject of a subsequent acquisition; any such subsequent acquisition will be posted in beta.sam.gov.  Responses to this RFI will not be returned.  The Government is under no obligation to acknowledge receipt of the information received, or provide feedback to respondents with respect to any information submitted under this RFI.  No requests for a bid package or solicitation will be accepted; no bid package or solicitation exists.  In order to protect the integrity of any possible future acquisition.

  Submission Checklist

25 pages including any title page

8 ½” x 11” paper

One inch margins

Times New Roman 12-point font or larger

Unclassified

No proprietary information or markings (failure to comply will disqualify the submission)

No marketing information, commercial documentation, or product literature

No endorsements from elected officials at the federal, state, and/or local level

Due date 3:00 PM Local Time, 13 January 2020 (Late responses will not be considered)

Industry Day

The Government intends to hold an Industry Day on 22 January 2020 followed by 1-on-1 with vendors in the afternoon of 23 January 2020 and, if needed, on the following day, 24 January 2020 from 0900-1500 each day.  The Industry Day will be open to all interested parties.  The Industry Day will consist of a general overview of the requirements, a Question & Answer session followed by an explanation of how to do business with the U.S. Government.  Following this, interested sources will have the opportunity to, privately, brief their information to a team of Government personnel.  Please note that you must respond to the above questions/RFI prior to the Industry Day.

Industry day will be held at the Work Development Center, Bldg 109, Sembach Kaserne, Sembach, Germany (a map will be sent to you when you register) on 22 January-24 January 2020.  In order to attend the Industry Day, you must register with the Government by sending the following information to Contracting Officer Kory Stiles at kory.d.stiles.civ@mail.mil, and Trudy Pryga at trudy.m.pryga.civ@mail.mil:

Full Name

Company Name

Phone Number

Email Address

Nationality

Date of Birth (Year/Month/Day)

Passport Number or Identification Number

You must have a valid Government (from the country that you reside) Identification Card with you for entrance onto Sembach Keserne, Germany.  The above information must be provided by 17 January 2020. 

1-on-1 

1-on-1’s are a chance for vendors to meet with Government personnel, 1-on-1, to provide more insight to the vendor’s capabilities.  It is also a chance for the Government and the vendor to ask questions about this specific, potential, procurement.  Although not required, the vendor may present a slide show as part of their 1-on-1 session.  If the Vendor will provide a slide show then the vendor must either, bring their own laptop to hook into the Government’s projector or bring a CD disk with the presentation, in Microsoft PowerPoint, with them to project through a Government computer.  A CD disk is the only type of media that is allowed to be played through a Government computer. 

The vendor must, also, register for the 1-on-1 session with the Government.  When providing the above information, regarding access to Sembach Keserne for the Industry Day, please also state that you are requesting a 1-on-1 with the Government.  This must be done by 6 January 2020.  You will then, be given a date and time for when your one-on-one will start.