SOURCES SOUGHT
R -- NASA PROPERTY INVENTORY
- Notice Date
- 7/8/2008
- Notice Type
- Sources Sought
- NAICS
- 561990
— All Other Support Services
- Contracting Office
- NASA/Goddard Space Flight Center, NASA Headquarters Acquisition Branch, Code210.H, Greenbelt, MD 20771
- ZIP Code
- 20771
- Solicitation Number
- RFI062708210H
- Response Due
- 7/18/2008
- Archive Date
- 7/8/2009
- Point of Contact
- Karen M Smith, Contracting Officer, Phone 301-286-5451, Fax 301-286-0356
- E-Mail Address
-
Karen.M.Smith@nasa.gov
- Small Business Set-Aside
- N/A
- Description
- This notice is issued by the NASA/HQ to solicit responses from interested parties.This document is for information and planning purposes only and to allow industry theopportunity to verify reasonableness and feasibility of the requirement, as well aspromote competition. Purpose NASA/HQ procurement is issuing a Request for Information (RFI), in support of NASA'sOffice of Infrastructure and Administration, to obtain industry responses on NASA'sproposed Property Inventory requirement. This RFI is for planning purposes only. NASAwill use the responses to determine whether to issue a Request for Proposal (RFP) toprocure services from the private sector. NASA intends to evaluate the price and missioneffectiveness of consolidating the property inventory function into one Agency-widecontract. A description of the requirement is provided below.If an RFP is issued, it is contemplated to be released in Spring 2009, with awardprojected for FY2010, for a five year period of performance. The contemplated contractwould be awarded as a firm fixed price contract. A single award will be made under the contemplated contract. Description of Requirement NASA Centers are required to take a total equipment inventory every three years.Currently, each NASA Center conducts its own wall-to-wall physical inventories andproperty reconciliation at various times, using both civil service and contractorsupport. NASA is considering contracting for the performance and reconciliation of annual,national, physical inventories of accountable personal property at NASA Centers. Personalproperty is generally any property, except real property (lands, structures, buildings).Personal property consists of two major subgroups, controlled equipment and supplies.Controlled equipment is a subgroup of personal property that primarily consists ofproperty which is valued over $5000.00 and which has a useful life exceeding two years.It also includes lower value property deemed sensitive by the agency because of itssusceptibility to theft, or because it poses a threat to health, safety, the environmentor national security. The primary objective of a physical inventory is to verify the existence of all NASAcontrolled equipment on record, and to determine its current location. A second objectivewould include identification, tagging and reporting of all uncontrolled equipment whichotherwise meets the criteria for control specified in NASA Policy Requirement 4200.1F. It is expected that the contractor will perform five major activities in support of thephysical inventory and reconciliation. These include: (1) An actual scan of all equipment during the initial annual inventory and as planned insubsequent inventories; (2) Comparison of the results of the scanning with balances recorded on equipmentrecords; (3) Resolution of reported shortage discrepancies by rescanning when possible, within alimited time after completion of each segment of the inventory; (4) Automatic adjustments of the official equipment records.(5) Compilation and reporting of inventory actions, status and results in both detail andsummary form.To meet these major objectives, the contractor shall:Attend semi-annual pre and post briefings at NASA Headquarters (HQ), Washington D.C,Logistic Management Division (LMD), to discuss the inventory process and schedules.Develop an inventory plan and schedule for each center and submit to HQ at the beginningof each inventory cycle, typically on a calendar year basis. The plan should not belimited to conduct of a 100% inventory, but should include recommended inventory bestpractices that will reduce the overall cost of inventory performance while maintainingaccuracy and independence and minimizing risk of inaccuracy in property records.Ensure that the scanning equipment is compatible with NASA PP&E System, for downloadingand uploading inventory data.Ensure that a single individual be assigned to function as inventory supervisor to manageand control the inventory.Work with the NASA Center Supply and Equipment Managers (SEMO) to coordinate theinventory and resolve discrepancies.Provide the Center SEMO with a schedule for the inventory to allow for a minimum of 30days advance notification for each building to be inventoried. Schedule the inventory to minimize interruption to ongoing NASA laboratory, constructionand launch activities.Ensure that the inventory team conducts the physical inventorydiscreetly and with minimal disturbance to the organization. Prior to entering a laboratory area, determine if inventory equipment or personnel mayaffect ongoing experiments. Also determine if laboratory activities may have adeleterious effect on inventory equipment.Provide transportation to and from each Center and accommodations for inventory team.Visit planned and scheduled locations at each Center, including contractor locations,scanning all equipment within those locations with a laser scanner.Ensure that equipment found during the inventory, be identified to the usingorganization, tagged, and recorded during the inventory using NASA Form 1618.Ensure that equipment on loan or lease from organizations outside the Center contain barcoded loan or lease tags, which will be identified or scanned as they are found withinthe inventory accounts. Identify and note equipment that appears to be excess, worn out, or in need of repair.Identify items of controlled equipment with obvious discrepant information such asincorrect serial numbers and descriptions. Correct information based on observation.Ensure that equipment that appears to be unused or underutilized be noted during theinventory and reported. Ensure that after completion of the scanning of a location, the inventory is signed anddated by the Inventory Supervisor and each team member.Produce inventory reconciliation reports for NASA Center property officials to documentinventory results, in particular inventory discrepancies and recommendations (e.g.write-off). These reports shall, at minimum, consist of the separate lists for:Missing items; Overages;Adjustments to inventory records as a result of the physical inventory requiring nofurther action, such as locations changed by scan;Adjustments to inventory records requiring further action such as:DescriptionSerial NumberProgress in reduction of inventory shortage and overage discrepancies duringreconciliation;Unresolved discrepancies; Items reconciled without scanning, such as items on legitimate property pass, and,Inventory matchesInventory reports shall identify the individual performing the inventory, the time anddate of the inventory, the equipment item used to perform the inventory, and any manualentries.Ensure weekly and post survey meetings are scheduled, with the SEMO and other Centerofficials to assist with reconciliation of the missing equipment. Ensure that reconciliation and adjustments to the NASA PP&E System be accomplished priorto closing the overall agency level inventory, but no longer than 60 working days fromthe completion of each centers physical inventory. All reconciliation and adjustments tothe inventory will be supported by documentation. Ensure that a Physical Inventory and Reconciliation Summary Report for each Center, becompleted and submitted to the COTR/HQ-LMD and the SEMO, NLT 30 days after the completionof the inventory and reconciliation. Each report must contain the following information:The name of the company conducting the inventory, inventory opening and closing dates,date of report, and the general findings and results.The summary reports should include the following enclosures:Enclosure 1: Annual Inventory ReportNumber and value of times scheduled for inventory;Number and value of equipment inventoried;Number and value of item added to the records as a result of the inventory;Number of adjustments to the records, including transfers, location and other datachanges;Number and value of missing items; Number and value of items previously surveyed and reinstated in the records;Number and value of items proposed for disposition as a result of the inventory; andNumber and value of items identified as requiring obvious repair.Enclosure 2: Results of Inventory Numerical FindingsEnclosure 3: Inventory Analysis Observations from conducting inventoryEnclosure 4: Inventory Shortages, by Equipment Control Number, Item Name, Value andAccountThe final report shall be sent to the COTR/HQ-LMD.In addition, during the initial year of the inventory the contractor shall:Perform and assist in the reconciliation of a 100%, wall to wall, floor to ceiling,physical inventory of each NASA Center.Confirm item serial numbers and descriptions with recorded property information.Provided below is a list of all of the NASA Facilities (Center Quantities) that would beincluded in this contract as well as the estimated total property at each facility. Responses to the RFI:NASA is soliciting all comments from industry regarding this RFI and will consider theinformation received to better understand industry capabilities and to determine theacquisition strategy and approach, as well as the most appropriate way to proceed. ThisRFI will also allow potential offerors to judge whether or how they can satisfy NASAsrequirement. NASA is also requesting interested parties to provide estimated pricing information asdefined below under Price Instructions. For the reasons stated above, receipt of thispricing information is one of the primary reasons behind the issuance of this RFI.In addition to the feedback and estimated prices, please submit a capability statementthat adequately describes your company's ability, personnel qualifications, resources andapproach to fulfilling this requirement. Companies are responsible for marking datadeemed restricted in their submissions as proprietary. Price Instructions: Please provide a spreadsheet that provides pricing options for the property at eachCenter as defined under Center Quantities below. Estimated prices shall include labor and ODCs including travel. Please provide adescription of the elements included in the estimated prices. Over a three year period, provide estimated prices per year for the following options:Option A: Conducting a 100% annual property inventory at all 10 Centers (plus Wallops andWhite Sands). Option B: Conducting the property inventory at 5 Centers in one year and 5 Centers inanother year (plus Wallops and White Sands).Option C: Dividing the Centers over a 3 year period (plus Wallops and White Sands).Option A:10 Centers10 Centers10 CentersOption B: 5 Centers 5 Centers Option C: 3 Centers 3 Centers 4 CentersCenter Quantities:NASA Center/Estimated No. of Equipment ItemsAmes Research Center (ARC)/22,239Moffett Field, California 94035 Dryden Flight Research Center (DFRC)/8,339Edwards, California 93523Glenn Research Center (GRC)/17,647Cleveland, Ohio 44135Goddard Space Flight Center (GSFC)/42,900Greenbelt, Maryland 20771Jet Propulsion Laboratory (JPL)/90,075Pasadena, California 91109Johnson Space Center (JSC)/32,657Houston, Texas 77058Kennedy Space Center (KSC)/10,845Kennedy Space Center, Florida 32899Langley Research Center (LaRC)/30,174Hampton, Virginia 23681 Marshall Space Flight Center (MSFC)/19,974Marshall Space Flight Center, Alabama 35812Stennis Space Center (SSC)/13,190Bay St. Louis, Mississippi 39529Headquarters (HQ)/included in GSFC totalWashington, D.C. 20546White Sands/4,177La Cruces, New Mexico 88004Wallops Flight Facility (WFF)/included in GSFC totalWallops Island, Virginia 23337TOTAL292,217Prospective offerors are invited to submit written comments or questions to: NASAGoddard Space Flight Center, Attn: Karen M. Smith, Code 210.H, Greenbelt, MD 20771, nolater than July 11, 2008. When responding please reference RFI062708210H.All questions and comments shall be submitted in writing via email toKaren.Smith@nasa.gov or by fax (301-286-0356).This presolicitation synopsis is not to be construed as a commitment by the Government,nor will the Government pay for the information submitted in response.Respondents willnot be notified of the results.An ombudsman has been appointed -- See NASA Specific Note "B".The solicitation and any documents related to this procurement will be available over theInternet. These documents will reside on a World Wide Web (WWW) server, which may beaccessed using a WWW browser application. The Internet site, or URL, for the NASA/HQBusiness Opportunities home page ishttp://prod.nais.nasa.gov/cgi-bin/eps/bizops.cgi?gr=D&pin=04 It is the offeror'sresponsibility to monitor the Internet cite for the release of the solicitation andamendments (if any). Potential offerors will be responsible for downloading their owncopy of the solicitation and amendments, if any. Any referenced notes may be viewed at the following URLs linked below.
- Web Link
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