SOLICITATION NOTICE
R -- NASA PROPERTY INVENTORY
- Notice Date
- 7/14/2008
- Notice Type
- Modification/Amendment
- 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
- 7/25/2008
- Archive Date
- 7/14/2009
- 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
- The due date for the submission of responses is extended to July 25, 2008.Please note that NASA is not soliciting proposals at this time. Currently these servicesare contracted for by each NASA Center. NASA is gathering data to help us decide if weshould consolidate the requirement under one contract. If NASA decides to contract forthese services, the RFP would not be released earlier than Spring of 2009. The dataprovided below is for information purposes only and should be revalidated for proposalpurposes if an RFP is released in the future. If you do not see a question that yousubmitted below it was either a duplicate question or we are still drafting a response.Questions not related to the technical requirements were not responded to.1. Would controlled equipment and supplies include hazardous materials, ordinance orexplosive materials of any kind? Response: There are no explosives or hazardous waste. Equipment could contain hazardousmaterials. It may include nominal firearms. 2. Might there be any scope limitations such as restricted access to certaincontrolled inventory or supplies that would require Government clearances as part of theNational Industrial Security Program?Response: Access to the identified equipment inventory will be provided. Access to somefacilities will require an escort which will be provided. Clearances - proof ofcitizenship will be required to enter the Center. 3. Are inventory levels a composite of both, controlled equipment and supplies? Response: No, the amount of property to be inventoried (as provided in the RFI) areequipment items and do not include supplies. 4. Are containers or boxes of items counted as one item in the estimated inventoryamounts (provided in the RFI & spreadsheet), or could containers/boxes contain multipleitems that need to be counted (e.g. a Bin of items or a Lot of items, etc.)? Response: Typically a single item is marked with an Equipment Control Number (ECN). Itis however, possible that tagged items could be included in a box of like items if storedin a warehouse. 5. As stated, we would have to provide transportation between locations containingproperty inventory. Would we need (or have to furnish) special equipment to perform theinventory inspection(s), such as forklifts or other equipment?If so, could theGovernment furnish that? Response: Government assistance will be provided to attain access to equipment to beinventoried. 6.Do the provided equipment estimates for each location include supplies? Response: The RFI identified the number of equipment items to be inventoried. Noadditional inventory efforts are required for supplies. a. If so, can you differentiate the approximate quantities of supplies versuscontrolled equipment as there is a significant difference in the time it takes toinventory each? b.If supplies are not included, can you estimate the approximate number expected ateach location?7. Page 2, paragraph 5 states the second objective would include identification,tagging and reporting of all uncontrolled equipment which otherwise meets the criteriafor control specified in NASA Policy Requirement 4200.1F. Response: This would include any item "Found On Station" (FOS) during a standardinventory. This is a standard inventory accounting situation where items are identifiedand tagged that may have entered a facility without the proper controls. a. Can NASA provide an estimated quantity of uncontrolled equipment at eachlocation?Response: Last year 436 items were FOS across the Agency. It happens as a result of ananomaly when property enters the Center without any control. 8.Is NASA requiring that the contractor manually fill out and submit NASA Form 1618for each piece of equipment that is inventoried? Response: The NASA Form 1618 is a Found on Station form - For this situation thecoordination with the Property custodian for the area/property would be required to addthe item to the inventory. a. If not, what specific data elements will the contractor need to capture for allequipment?Response: The contractor will be given access to NASA's equipment management system (NASAProperty - SAP). 9.Page 4, Enclosure 1: Annual Inventory Report states that the contractor needs toprovide the Number and value of items added to the records as a result of the inventory. a. Is there an expectation that the contractor will appraise new items added to theinventory to attain the value?Response: No - during the inventory when items are added the contractor would coordinatewith the Government site representative.10. Will NASA allow the implementation of new RFID technology during the initial benchmark inventories that will be designed to improve efficiencies in subsequent counts? Response: We have an Equipment control number that is a bar-code type mechanism. RFIDtechnology would be an enhanced system but implementation cost might precludeincorporation.For this effort assume no. 11. Will the contractor have access to the new NPROP system which has a critical impactto the custodial accuracy of the property management module in SAP? Response: Yes.12. What are the anticipated approval processes as well as the input methods that will beused to facilitate record changes? Will they be linked to the survey process? Response: Losses will be identified in the NPROP system - coordination with theGovernment representative will be required. Losses will be linked to the survey process. 13. By automatic correction is this meant that the contractor will drive data uploads tothe SAP data base or will this be accomplished manually but as an automatic response toan inventory finding? Response: Equipment status/losses will be identified directly in the NPROP system -coordination with the Government representative will be required for initial access. 14. The plans for each center will vary greatly depending on the geographic size of thecampus, distribution of asset types and prior culture and effectiveness of equipmentmanagement. With this in mind will this activity be driven by guidelines in NPR 4200.2B?In particular, sites that have taken advantage of paragraph 4.4.1 which allowed foralternate inventory methods will fare worse than those who have conducted true wall towall and floor to ceiling counts. Response: Governing guidance is in accordance with: NPD- 4200.1B - Equipment Management NPR- 4200.1F - NASA Equipment Management Procedural Requirements NPR- 4200.2B - Equipment Management manual for Property Custodians 15. The RFI states Work with the NASA Center Supply and Equipment Managers (SEMO) tocoordinate the inventory and resolve discrepancies. This statement may present some veryserious challenges. As the historic execution of triennial and biennial wall to wallinventories have been conducted with subtle but substantially different techniques ateach center, this coordination could be significantly different at each center. The culture of equipment management is different for virtually every center. What willbe the contractors expected level of effort in regards to the following: a. Coordination with local custodians and users to assure proper preparation of inventoryactivities. Aside from interrupting critical mission activities, this level of activitywill often require human resources at each center below the custodial level and into theuser domain?Response: As required. Especially for losses and found on station items. b. Will the contractor be allowed to conduct pre-inventory sampling counts to assess or statistically predict, at the Center, Directorate or even organizational level, how efficient and accurate result will be? Response: Not for the RFI responses. c. In light of the fiscal value of the end results, will there be an agency levelindividual assigned to the task that can, if needed assist with local issues and haveagency level decision making capabilities? Response: Yes. NASA HQ Logistics Management Division d. Will the contractor be responsible for the reports of survey and if so will there be an agency level interaction with this process?We must consider in some cases the legal, personnel and possibly criminal disclosures that may arise.Response: Yes. To the point of documenting the situation surrounding the loss. TheGovernment is ultimately responsible for the process.e. In the area of contractor held government equipment, will the effort require access toother company sensitive areas or even proprietary activities? Response: Not anticipated. 16. Some Centers have scores of buildings and various levels of custodial accuracy inmultiple directorates. Can this minimum advanced notice be reduce to 15 days to allow forcontingencies that would otherwise make the inventory schedule a perpetually movingtarget? Response: Potentially.However, the schedule for the Center should include the plannedbuildings to be inventoried based on the magnitude of property located in each facility. 17. Will the initial year of the contract be a development phase? Thus giving thecontractor an opportunity to gauge cultures, physical plant layout, and other criticalinformation that will allow for accurate estimates in the project management arena. Response: No the initial year is not a development phase. 18. At each center, the local logistics team will play critical roles in capturing loandata, custodial information, disposal patterns, receiving processes, found on stationissues and data accuracy. Will these organizations be tasked to support this effort andif so at what level? Response: The SEMO will be the primary focal point for Center inventories. 19. Is the equipment labeled with a bar code and do you have software that theinformation would be downloaded to showing what should be there vs what is there?Response: Yes the equipment to be inventoried has a NASA generated Equipment ControlNumber (ECN) which is equivalent to a bar code label.Yes our systems identify locationof property. Yes contractors would be required to UPDATE this Government system withrevised location data. 20. Is the equipment spread out over a wide area or confined to a few buildings?Response: The equipment is spread across multiple buildings across a wide area at eachCenter. 21. Will someone from the facility be assigned to work with the team in locating theequipment to be scanned?Response: Yes - Access to our NASA facilities requires an escort into our propertylocations. 22. What is the length of time for completing all facilities? Could a team start at onefacility and move on to the other facilities utilizing one team that would becomefamiliar with the equipment to be scanned therefore probably eliminating a lot ofcounting problems. Response:The time for completing a survey of facilities at a single NASA Center willlikely be dependent upon the amount of property to be inventoried. The number of items to be inventoried perCenter was provided in the RFI. The RFI is asking vendors to address three differentinventory options (Option A within one year; Option B within two years; Option C within three years). Based on the data we receive, we will specify the time frame forcompleting the inventory if we solicit proposals for this requirement in the future.Documents related to this procurement will be available over the Internet. Thesedocuments will reside on a World Wide Web (WWW) server, which may be accessed using a WWWbrowser application. The Internet site, or URL, for the NASA/HQ Business Opportunitieshome page is http://prod.nais.nasa.gov/cgi-bin/eps/bizops.cgi?gr=D&pin=04 Offerors are responsible for monitoring this site for the release of the solicitation andany amendments. Potential offerors are responsible for downloading their own copy ofthe solicitation and amendments (if any).[INSERT ANY APPLICABLE NOTES]
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