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FBO DAILY ISSUE OF JUNE 11, 2008 FBO #2389
SOLICITATION NOTICE

M -- Real Property Management Office Supply Services

Notice Date

6/9/2008
 

Notice Type

Modification/Amendment
 

NAICS

493190 — Other Warehousing and Storage
 

Contracting Office

Department of Health and Human Services, National Institutes of Health, Office of Research Facilities/Office of Acquisitions, 13 South St., Room 2E43, MSC 5711, Bethesda, Maryland, 20892-5738
 

ZIP Code

20892-5738
 

Solicitation Number

NIHOF2008045
 

Response Due

6/27/2008 3:00:00 PM
 

Point of Contact

Romaine Cole,, Phone: 301-435-4320, Barbara Taylor,, Phone: 301-435-4333
 

E-Mail Address

coler@mail.nih.gov, taylorb@mail.nih.gov
 

Small Business Set-Aside

8a Competitive
 

Description

Amendment to RFP NIHOF 2008045 A pre-proposal conference was conducted on June 5, 2008 at Bldg. 45/Natcher Bldg., Room F1, 9000 Rockville Pike, Bethesda, MD 20892. A tour of the Bethesda Warehouse was provided. The PowerPoint of the discussion points for the conference is attached: Real Property Management Office-060508-final.ppt The attendees were: Representative OrganizationRepresentativeNIH Gary BryanBrightkeyRomaine ColeOA Sally PfabeBrightkeyBarbara TaylorOA Scott BusserCaplog, LLCMelissa RichardsonOA Selvon WadronConfigurationTom MyersRPMO Claude GregoryFRSMatt HardyRPMO Stuart Sloane FRSRoger SmithRPMO Claudette GregoryGAIArvind PatelRPMO Ron DrescherGraybarKevin J. StevensISSO, ORS IT Michael Schmidt IBMKevin WilliamsITB David DabichIBMJeremy AlwardORS IT Elaine GipsonMarathonAlvaro RamirezITB Helen WhalenMSCNeeraj GhandiITB Lance SmithMSC Industrial John McCannNangwikConsultants Marsha BarberQBCT Bob BatawinisW.W. GraingerDoug WheelerLMI Andy RothsteinLMI Greg PryorLMI Craig WebsterLMI Paul DowlerLMI Craig ValleLMI The due date for the proposals, as designated in Block 9 of page 1 and on page 54 in subparagraphs a.(1) and (2), is hereby changed to July 7, 2008. The due date established on page 52, paragraph g, for your written questions concerning any area of uncertainty is hereby changed to June 16, 2008. The following new ARTICLE H.12 is hereby added the RFP: H-12 Definition of “Cost” for purpose of the Cost Reimbursement CLINs This contract includes certain line items which are cost reimbursable only and relate to supplies or services which are commercial items. The contractor will be paid only for the amounts set forth below and no indirect cost allocation or other contractor charge will be considered an allowable cost for purposes of payments under those line items. CLIN 103, 203, 303, 403, and 503. Cost shall mean the contractor’s catalog price, including any discount offered, or, for supplies not contained in the contractor’s catalog, the actual price paid by the contractor for the item, net of any discounts or rebates taken. Substantiation for the amounts billed under this line item shall consist of either the contractor’s catalog (including discounts offered) in effect at the time of the purchase or the amount paid by the contractor for supplies not contained in the contractor’s catalog. In no event shall any sales or other ad valorem tax be included in the billings for supplies under this line item. CLIN 104, 204, 304, 404, and 504. Cost shall mean the actual price paid by the contractor for the item, net of any discounts or rebates taken. Substantiation for the amounts billed under this line item shall consist of the amount paid by the contractor for supplies. In no event shall any sales or other ad valorem tax be included in the billings for supplies under this line item. CLIN 105, 205, 305, 405, and 505. Cost shall mean the amounts paid by the contractor for incoming shipment or subsequent transshipment of supplies. Substantiation for the amounts billed under this line item shall consist of the amount paid by the contractor for shipment services. In no event shall any sales or other ad valorem tax be included in the billings for services under this line item. Section L. Page 71. Item 5. The last sentence and the preceding “OR” are hereby deleted. Section M is hereby modified to more clearly reflect the three evaluation factors: 1.Technical/Management 2.Experience/Present and Past Performance 3.Cost/Price Paragraph 2. Management structure, and 3. Staffing plan, are hereby re-identified as b. Management structure and c. Staffing plan. Thus more clearly establishing them as components of factor 1. Technical/Management. Also, paragraph 4. Experience/Present and Past Performance, and paragraph 5. Cost/Price are hereby renumbered: 2. Experience/Present and Past Performance, and 3. Cost/Price. Exhibit SOW20080519(2)(a).doc, the Performance Work Statement. Section 5.1.3.1 Functional Requirements. The third bullet on page 29 is hereby replaced by the following: Track warranties by asset or room number. The Contractor’s web-based ordering system shall track all warranties on the parts ordered by asset or room number. The system shall inform the Government that the part’s warranty will expire 30 days prior to the expiration date. Track warranties by serial number. The Contractor’s web-based ordering system shall track warranties on the parts ordered by serial number. The system shall inform the Government that the part’s warranty will expire 30 days prior to the expiration date. Track products by serial number. The Contractor’s web-based ordering system shall track and maintain the serial numbers of all products that have a serial number purchased under this contract. The following questions relating to RFP NIHOF2008045 have been received and responses whose status is “Ready to Post” are hereby provided. Those questions whose status is listed “To be answered” will be addressed in a later amendment. #QuestionStatusResponse 1Are NIH employees mandated to utilize the contractor store? Ready to PostNo. But they are encouraged to use the store as their first choice. Additionally, the cost and time required to reconcile (IMPAC) credit card purchases provides a significant incentive for NIH employees to use this contract to procure items. 2Will NIH employee(s) who are currently performing the work be available for the transition?Ready to PostNo, However, Mr. Roger Smith will be available to provide background and guidance to the selected contractor during the transition period. 3What is the current labor category for employees currently performing the work at NIH?Ready to PostMaterial handlers, inventory managers and a supervisor. 4Who is the source currently providing the inventory to NIH?Ready to PostA variety of vendors and suppliers. 5Are any of NIH inventory items taxable?Ready to PostNone of the supply items that the contractor will provide is taxable. Items that are bought and provided by the contractor will procured under a cost reimbursable delivery order. The Government will have title to those items as soon as they are procured and thus, they are not subject to sales or any other ad valorem taxes. 6Is it correctly understood that NIH is selecting a contractor to provide both the parts and the staffing?Ready to PostYes. 7When a part is required to be ordered to maintain acceptable stock levels, contractor purchases the part and then bills the government?Ready to Post Yes. 8Total number of line items maintained in inventory?Ready to PostUndetermined, but the list is dynamic. 9Total number of line items ordered that are not maintained in inventory?Ready to PostUndetermined. 10How accurate is current data? – Do you have a SKU Pareto?Ready to PostNo SKU Pareto is available. NIH was not able to obtain a detailed SKU based history of sales. The RFP data is based on projections of credit card and Warehouse usage. 11What is the proposed reporting structure at the NIH facilities?To be answered 12Is NIH maintaining current active directory or will contractor start from a clean slate?Ready to PostNIH maintains an Active Directory. 13Technology – Is the warehouse equipped for the technology of a web-based system (cabling, wireless, computer stations, etc. printers, scanners, etc.)?To be answered 14CLIN 001 for transition period – Is there specific cost for the transition tasks which may not include cost that are typical of the routine solicitation tasks? Ready to PostCLIN 001 is a fixed priced Task Order. Allowability of costs is not at issue. The offeror should factor into aspects of the transition period in reaching its proposed price. 15Is there storage space at the other facilities in NC, Montana, etc. (to hold a certain amount of inventory to prevent excessive shipping)?Ready to PostNo. The Contractor is not required to provide (and should not expect) storage space at any NIH facility except for the Bethesda Warehouse. 16Is there onsite labor available at these satellite locations to issue items to work orders?Ready to PostNo. 17How will NIH ensure that all orders go through this system?Ready to PostSee Response to Question #1. 18How will NIH control the use of IMPAC cards?Ready to PostSee Response to Question #1 19How many repair professionals will be accessing the inventory? What crafts – HVAC, plumbing, electric, carpentry?Ready to PostUp to approximately 300 professionals will use the contractors system to procure items. Almost every craft that supports building operations is represented. 20Are items such as lawn maintenance and such supplies to be stocked?Ready to PostNo. 21What is the size of the market basket to be used in the cost evaluation? How may total items? Will they be weighted?Ready to PostThe size of the basket will not be determined until time of for the cost evaluation. Efforts will be made to ensure that all offerors are being compared using items available in all catalogs and/or as listed in TE7. 22Are materials/supplies furnished subject to the FAR? i.e. – TAA-Berry, Buy-American?To be answered 23In the Technical Exhibit 7, not all the NSNs listed match the 13 digit NSN format. What are these numbers?To be answered 24Will NIH contractors be allowed to purchase items from the warehouse?Ready to PostAssuming this refers to other service contractors not related to this acquisition, then Yes as long as it has a work order number from the CMMS. 25Will NIH employees pick up from the warehouse or does NIH expect delivery of warehouse items on campus by contractor?Ready to PostNIH expects most employees will pick up items from the warehouse with few exceptions. 26Please define the Hazmat items that require storage?RogerPaints, solvents, refrigerants, and other liquids 27Is there an order limit for particular items on the inventory list?Ready to PostNo. 28Are warehouse items FIFO (first in – first out) or etc.?Ready to PostYes. 29Does NIH have an inventory bar coding system in place that is GFE available to the contractor?Ready to PostNo. 30Will the Institutes be able to purchase from the store room or just BMU?Ready to PostJust BMUs. 31Will NIH allow the contractor G & A costs to allow for the time from purchase thru the time for reimbursed payment? Ready to PostNo. See the new Article H-12 appended to this modification. 32Is there a process in place whereby building managers communicate expected usage requirements for large scale preventive maintenance projects (i.e. filter replacement, etc.)? Ready to PostNo, However NIH is currently establishing this process. 33What is required for subcontractor (i.e. past performance data, experience) or is it only required of the Offeror? Ready to PostPage 58 of the RFP specifically requires this data for “key partners and subcontractors” 34Has NIH and LMI performed a cost analysis to demonstrate total operating costs? In other words it may be more cost effective to maintain zero inventory and do 100% drop ship as required -product cost -warehousing cost -shipping cost -contractor cost -warehouse labor costs vs. drop ship within 2 hour JIT (just in time) timeframe? Ready to PostNo. 35Past history – Is there a current procedure or practice (from the government directed period), records that can be made available? To be answered 36List all Government furnished (GFE) items in the warehouse (number of forklifts, etc.)To be answered 37Will you require serial number tracking in the inventory management system? Will this interface to CMMS? Example – ordering a motor with a serial number through web-based ordering system will CMMS take care of part history, warranty, service/inspection schedule or will the web-based system take care of that? What will CMMS do versus web-based ordering?Ready to PostPlease see the change made Section 5.1.3.1 of the PWS. 38What is the warehouse square footage?Ready to PostSee TE4 39Warehouse – What will be done with the existing materials?Ready to PostAt present, there is no requirement for the contractor to acquire the existing materials in the Bethesda Warehouse. However, NIH will entertain recommendations and suggestions from the contractor’s proposal. 40Please discuss expectation on issue quantities?To be answered 41Issue and return items or only consumables?Ready to PostOnly consumables Items will be required. There will be no items “loaned out” are returned. 42Are there any limits on the pricing for this solicitation? Ready to PostNo. 43Will you accept e-mail questions? Ready to PostQuestions may be submitted electronically to coler@ors.od.nih.gov Proposals must be submitted per the instructions in the RFP. 44Under the Instructions to Offerors, page 55, it states that the contractor is to provide a copy of the parts/supply catalog. Is it expected that the successful contractor will provide both the staffing and the parts/supplies? I am a little confused on this requirement as on page 40 it is stated that the contractor will procure the products (which supports the catalog requirement on page 55) but the second to last paragraph on page 40 states that the government will provide the inventory to stock the warehouse. Please confirm: Does the contractor need to be a supplier of both labor and parts for use on this contract? To be answered 45Are the current NIH employees who staff the Bethesda warehouse eligible for hire by the contractor? If yes, are the salary levels of these employees available?To be answered 46Is staffing required at all 5 of the facilities discussed or only at the Bethesda campus warehouse?Ready to PostStaffing at Bethesda warehouse only. 47How many NIH staff currently run the Bethesda campus warehouse?To be answered 48Are the FHE units propane or electric power?To be answered 49Is it assumed that the CMMS is being used to manage and account for the inventory at this time?To be answered 50If the inventory is currently tracked within CMMS, are critical/reorder points levels hard coded into the system to prompt the acquisition of additional inventory?To be answered 51Section 5.9 states that the Contractor is responsible for procuring replacement inventory to maintain acceptable levels. Further down in the same section, it is stated that the Government will provide the inventory required to stock the warehouse. Does this mean that the Contractor will be required to order replacement parts but the bill will be paid by the Government for the parts/supplies that ordered?To be answered 52Section C-6, 6.1: The statement is made that “If the item is defective, the Contractor shall be responsible for returning it to the manufacturer and debiting the NIH cardholder’s account for items returned as defective or faulty”. Does this mean that the Contractor will be responsible for processing credit card payments and refunds? Please elaborate on any financial or money handling transactions that are a requirement of this effort. To be answered 53
 

Web Link

FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=77ca7fd8283892929ae4f6c50d7fbb2e&tab=core&_cview=1)
 

Place of Performance

Address: National Institutes of Health, 9000 Rockville Pike, Building 13/ Room G-800, Bethesda, Maryland, 20892, United States

Zip Code: 20892
 

Record

SN01589389-W 20080611/080609215843-77ca7fd8283892929ae4f6c50d7fbb2e (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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