NIH Maintenance/Towing Service

This Amendment 0002 is updates the secondary point of contact email and add NIH 2043 as an attachment to the solicitation. All other information in this solicitation remains the same. The due date remains the same..

This Amendment 0001 is for Questions and answers to the solicitation?
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Background Information
The National Institutes of Health (NIH), Office of Logistics and Acquisition Operations (OLAO),
Fleet Management Section (FMS) is responsible for maintaining over 300 government own vehicles. FMS must ensure that critical preventative maintenance and repair maintenance services are completed in a timely manner to ensure continuity of service for the NIH mission without disruption.
The National Institutes of Health (NIH), Office of Logistics and Acquisition Operations (OLAO) is
seeking qualified business concerns, 8(a) small businesses, Woman-owned, small disadvantaged businesses, HUB Zone small businesses and Service-disabled Veteran small business concerns with the capabilities to fulfill this requirement. This RFP is a small business set-aside.
The Government anticipates award of a fixed price, indefinite delivery type contract under solicitation number NIHOD2018G02. The resultant contract shall be for a period of one year commencing on or after April 11, 2019 and shall include four successive 12-mont option periods.
Anticipated period of performance: April 11, 2019 - April 10, 2024
The base period of performance for the contracts will be twelve (12) month base periods with options to renew for four (4) successive twelve (12) month periods.
The intended procurement will be classified under associated North American Industry Classification System (NAICS) code for this procurement is 81111 - Automotive Mechanical and Electrical Repair and Maintenance, with a size standard of 750 employees.
Purpose and Objectives
The purpose of this requirement is to provide to NIH, scheduled maintenance and emergency repairs on the various vehicles as listed under the Schedule of Equipment. The Contractor shall provide preventative maintenance service on a regular basis to include unscheduled repairs at affixed, contract price to maintain the government owned vehicles. This Statement of Work sets forth the management, administrative and regulatory support needed for by NIH, OLAO, FMS. Specifically:

STATEMENT OF WORK
National Institutes of Health
Office of Logistics and Acquisition Operations
Fleet Management, Maintenance, Repair and Towing Service
1. Introduction, Background. and Scope of Work.
a. NIH is seeking a qualified contractor to provide Maintenance, Repairs and Towing
services for Government Owned Vehicles.
The objective is to provide scheduled maintenance and emergency repairs on the various
vehicles as listed under the Schedule of Equipment. The Contractor shall provide preventative maintenance service on a regular basis to include unscheduled repairs at a fixed, contract price to maintain the government owned vehicles.
The principle period of scheduled maintenance during the Contract, provided at the
Government's site, for service maintenance support, is between the hours of 7:00
a.m. and 5:00 p.m. (ET), Monday through Friday, excluding government and corporate
holidays.
b. Required Services:
i. The Contractor shall provide all parts, labor and perform diagnosis, preventative maintenance
and unscheduled repairs and emergency repair services in accordance with the latest
manufacturer specifications for the equipment listed in the Schedule of Equipment.
Unscheduled repairs and emergency repair services shall be performed in accordance with the latest manufacturer specifications for equipment listed in the Schedule of
Equipment.

The Contractor shall provide all parts, labor, towing and shipping charges in accordance with the terms and conditions of the contract.

The Contractor shall provide all transport of vehicles from the NIH campus and NIH off campus locations to the Contractors and Sub Contractors place of operation and back to the NIH campus and NIH off campus locations upon completion of repairs.
Contractor shall coordinate and provide transport of vehicles to locations that provide dealer, warranty and recall repairs and to vendors that offer specialty type services including but not limited to body repairs, transmission repairs, and specific computer related repairs etc.
The Contractor shall provide transport drivers with a valid State driver's license.
Critical Vehicles (Animals Trucks) will be identified by NIH Fleet Management Branch and the contractor will be notified.
Critical Vehicles (Animals Trucks) shall have priority on unscheduled repairs.
ii. Contractor shall coordinate all dealership repairs, Recalls and Warranty issues.
Contractor shall communicate with Vehicle Dealers and Sub Contractors while vehicles are in for repairs and or recalls and keep NIH/FMB informed on costs, time to repair and warranty issues.
iii. Contractor shall possess ability to provide electronic reports to include but not limited
to vehicle repair invoices, and recycled product use such as antifreeze and oil, etc. All reports shall be provided via email in spreadsheet format to NIH personnel.
When vehicle(s) are returned from maintenance to NIH/FMB the Contractor shall provide a printed hard copy of the invoice and send via email a duplicate copy of the invoice to the NIH/FMB.
Contractor shall provide an itemized summary on the repairs on each vehicle i.e. Labor Rates, Man Hours, Parts and Description of the repairs/services. Contractors will also provide dates and mileage on the invoice when the vehicle goes in for service/returns from services.
Contractor must provide a Master Invoice summary the 1st business day of every month with the following:
List of all the individual invoices for the previous months work to include repairs on NIH vehicles by tag number and associated invoice number, Towing, Transport, and Administrative charges for that month.
iv. A technically qualified and ASE certified individual shall perform all services. All
assigned personnel will have documented records of customer/field service.
Contractor shall provide transport of vehicles to Certified Maryland Emission Station for inspections at the time specified by the NIH/FMB.
Contractor to provide DOT Inspections by a Licensed Inspector.
v. Routine Vehicle Maintenance as specified and below:
vi. Preventative Maintenance Services for all vehicles shall be in accordance with the
latest manufacture specifications and include but not be limited to:
1. Air Conditioning Service/Change
2. Antifreeze, Service/Change
3. Charging System and Battery, Testing, Maintenance and/or Replacement
4. Brake Maintenance/Repair (includes cleaning & adjusting rear brakes)
5. Carburetors, Clean
6. Circuit Boards, Clean/Replacement
7. Engines and transmissions, Maintenance/Rebuild
8. Fuel Tanks and Filters, Upkeep
9. Hydraulics
10. Tires, Service, Mounting, Rotation, Balance
11. Fluids and Fluid Lines
12. Front End Alignment
13. Induction System Service (Fuel Injection)
14. Rear Axle Service
15. Headlight - Replacement, Alignment
Contractor shall have a 2 business day turnaround time for Non Critical vehicles in for a Preventative Maintenance Service that do not need additional repairs.
Contractor shall have a 1 business day turnaround time on Critical vehicle (Animal Trucks) for Preventative Maintenance Services that do not need additional repairs.
vii. The Contractor shall repair or replace any defective parts on-site at the Contractors
facility. All repaired or replaced parts shall be warranted and serviced if required for
the duration of the original Service Contract agreement period. The Contractor shall
only provide replacement parts from the original manufacture of the equipment
under service. The use of third party replacement parts will invalidate this Service
Contract.
viii. The Contractor's technical representative will have (in possession at the time of
service) all of the original equipment manufacturer's service guidelines. These
guidelines will be available for the inspection by the government COTR.
ix. All equipment shall be operationally tested at the end of the required maintenance
inspection/repair to assure optimum and efficient performance.
x. The equipment will be tested in all modes of operation, and at the end of the
verification, the Contractor will provide a signed copy of the service ticket as proof of
performance. All replacement/repair materials will meet original equipment and
manufacturer specifications, as defined at the original installation.
c. Other Terms and Conditions:
i. Upon receipt of notification that the unit is not functioning properly the Contractor
shall, within twenty-four (24) continuous hours of notification except on weekends
and government holidays, furnish a qualified factory trained service representative
(on-site) to verify the problem and perform all necessary repairs and adjustments
necessary to restore the vehicle to normal and efficient operating conditions. COTR
must be notified immediately of any delay in response time or if repairs are delayed
due to availability of parts, etc., after initial inspection/evaluation.
ii. All parts shall be stocked locally by the Contractor or be available to the Contractor by
the next business day. If this is not possible then the COTR must be notified within 24
hours.
iii. The COTR is not authorized to request any service that is not specifically sited, to
change the terms and conditions of the contract; to request "extras" of any kind, or to
in any way commit the government to any additional expenditures of any kind.
d. Service Personnel:
i. All personnel servicing equipment under this contract must have ASE certification and
compatible training on the equipment listed in the Schedule of Equipment and has at
least two years of experience for the equipment they are working on.
ii. All primary service personnel will have at least one backup support technician who will
have at least the same level expertise on the equipment listed in the Schedule of
Equipment.
iii. Proof of experience with the unit is required, and will be submitted to the end user as
accreditation requirement. This must list ASE certification in the areas of certification
of the vehicle and/or equipment listed for both the primary technician and the backup
technician.
iv. To demonstrate the ability to maintain and support the complexity of the various
preventative maintenance schedules on the numerous and different levels of
equipment as listed in the Schedule of Equipment the vendor will provide no less than
three customer references from existing service contracts with identical equipment
upon request.
e. Service Tickets:
i. Contractors shall provide within two (2) working days after the completion of service, a service ticket signed by the COTR, verifying that the required services were performed in accordance with the manufacturer's specifications.
ii. Each ticket for the service call shall contain at least the following:
1. Contract Number
2. Vehicle Tag Number
3. Invoice number
4. Vehicle Identification Number
5. Problem and remedy
6. Time (including labor and travel) itemized labor hours per unit of work i.e. Mitchel or Alldata labor units
7. Parts removed and installed
8. User's and service technician's signatures
9. Date and mileage on the invoice when the vehicle goes in for service/returns from services.
f. Offerer to provide car wash/vacuum at no charge after any/all services.
g. Offerer to provide an itemized list of all charges mandated by State and/or Federal
Laws.
The closing date for the receipt of all proposals is February 22, 2019, 2PM. EST.
Hard copies of this solicitation will not be available. Interested firms are responsible for downloading copies of the solicitation and amendments and monitoring FedBizOpps.gov for updated information concerning solicitation number NIHOD2018G02.
Business and Technical proposals must be received at the address identified in this synopsis no later than 2PM EST, February 22, 2019 to the following address:
National Institutes of Health
Office of the director
Office of Logistics and Acquisition Operations (OLOA)
Attn: Shawn Glen
shawn.glen@nih.gov
6011 Executive Blvd, Suite 529T
Bethesda, MD 20892-7663
Responses via facsimile (FAX) or email WILL NOT BE ACCEPTED.

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