SOLICITATION NOTICE
J -- Cage washing prevent maintenance
- Notice Date
- 9/4/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 423830
— Industrial Machinery and Equipment Merchant Wholesalers
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, Office of Administration, 6100 Executive Blvd, Rm 7A07, Rockville, Maryland, 20892-7510, United States
- ZIP Code
- 20892-7510
- Solicitation Number
- 263-2008-GZ-0252
- Response Due
- 9/19/2008
- Point of Contact
- Doris M Vaughn,, Phone: 301-402-3351
- E-Mail Address
-
vaughn@od.nih.gov
- Small Business Set-Aside
- N/A
- Description
- The National Institutes of Health (NIH), and Office of Research (ORS) is seeking a Contractor to furnish all the necessary trained/experienced personnel, labor, tools, supplies, materials, parts, and equipment required to provide routine preventive maintenance inspections, repairs/adjustments during inspections, call-back repair services and special repair service for all cage wash equipment listed in the Statement of Work. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The solicitation number is 263-2008-(GZ)-0252 is issued as a request for proposal (RFP). The solicitation document incoprated provisions and clauses are those in effect through Federal Acquisition Circular 05-26. The NAICS code is 423830 and the small business size standard is 100. The Contractor shall provide comprehensive preventive maintenance and quality assurance to ensure all covered equipment operates with maximum dependability and efficiency. Successful contract performance shall include prevention or early detection and correction of deficiencies, proper repair and use of test equipment to prevent equipment damage during repairs or inspections. The period of performance is for a base year and four (4) option years. Offerors shall provide a unit price and an extended price. The estimated quantity is 12, the unit is month. The equipment is located at the National Institutes of Health, Bethesda, MD Campus in Building’s 10, 10A, 14A, 14B, 14C, 14D, 14G and 14H and the Poolesville, MD Campus in Building’s 102, 103 and 127 managed by the Division of Veterinary Resources. The contract will covers preventive maintenance inspections, repairs during inspections, call-back repair and special projects service. All replacement parts (excluding parts and components listed and parts to be used in special projects) and miscellaneous hardware on each piece of cage wash equipment are covered under this contract. For facility classification and entry requirements - Each animal facility is classified according to the pathogen status of the animals in that facility. The entrance requirements vary from facility to facility. The Contractor shall contact the Animal Facility Specialist for entry procedures and requirements for each facility prior to entry. Animal facilities are classified as conventional, limited access, specific pathogen free (SPF) or barrier for purposes of disease containment and prevention of cross contamination between facilities. Conventional Facility: There may be requirements for protective clothing in a conventional facility. The Contractor shall wear protective clothing if required. Note: After entering a conventional facility, access is restricted into any Specific Pathogen Free (SPF/Barrier) facility on the same day unless the individual showers and makes a change of clothing. Limited Access: Limited access facility has strict protective clothing and entrance procedures. After entering a limited access facility, access is restricted into SPF facilities on the same day unless the individual showers and makes a change of clothing. Specific Pathogen Free (SPF/Barrier): Animals in an SPF facility are free from specific pathogens. After entering either conventional or limited access facilities, access is restricted into all SPF facilities on the same day unless the individual showers and makes a change of clothing. Note: Protective clothing includes, but not limited to shoe covers, masks, hair bonnets, disposable lab coat and jumpsuit, and are provided by the Government. The portions of utility connections servicing the cage washers for which the Contractor shall be responsible include: Electrical: The Contractor shall inspect, maintain, repair and/or replace all electrical wiring and components from the load side of the building main disconnect to all cage wash equipment. Steam: The Contractor shall maintain, repair and/ or replace as needed, all steam regulators, piping, piping insulation, gauges and all steam components from the main shut off valve feeding the cage washer to the cage washer. The Contractor shall maintain, repair and/or replace all pumps, piping, valves, strainers and steam traps on all steam condensate lines serving the cage washers. The minimum steam supply pressure is 40 psig. The Contractor shall notify the Project Officer or his/her Alternate of any indication of low steam pressure as soon as possible. Domestic hot water and city water: The Contractor shall inspect, maintain, repair and/or replace as needed, all piping, piping insulation, valves on the domestic hot water and city water systems from the main solenoid valve (including the solenoid valve) back to the cage washer. The minimum domestic hot water supply temperature is 140º Fahrenheit. The contractor shall notify the Project Officer or his/her Alternate of any indication of low domestic hot water temperature as soon as possible. Exhaust system: The Contractor shall inspect, maintain, repair and/or replace as needed all belts, shafts, motors, dampers controls and associated components on all exhaust fans that are installed as part of the cage washer. For cage washers that utilize building exhaust systems, the Contractor shall be responsible from the motorized damper (including the damper and actuator) back to the cage washer. The Contractor shall notify the Project Officer or his/her alternate of any exhaust or airflow problems as soon as possible. For preventive maintenance services, the Contractor shall perform preventive maintenance services that include the following: 1. Inspect all mechanical, electrical, and plumbing components of each piece of cage wash equipment. The term "inspection" used in this contract means to check and/or test for satisfactory manufacturers recommended operating condition and performance. 2. Perform all adjustments and repairs necessary to keep each piece of cage wash equipment in continuous optimum operating condition. 3. Operate each piece of cage wash equipment through all cycles and observe for proper operation of all components. 4. Inspect all tanks, chambers, manifolds, hoses, door gaskets, door latches, and related equipment on each cage washer for leaks or other malfunctions. Defects found with equipment or parts shall be written in the service reports and shall be corrected before equipment or parts are inoperable or become non-functional. Defects shall be repaired within 5 business days after discovery. No equipment shall be left in service that has the potential to compromise personal safety. 5. Inspect, clean, and lubricate all motors, pumps, gear boxes, chains, pulleys and other moving parts on each piece of cage wash equipment. 6. For cage washers equipped with an effluent tank, perform the inspection and make all necessary adjustments and repairs to the mechanical, electrical and the monitoring systems. 7. Disassemble and clean all manifolds and jet sprays to ensure free water flow. 8. Validate cage washer performance using a manufacturer's recommended temperature indicator on each cage washer to ensure a minimum water temperature of 180º Fahrenheit at the cage level. Monitor the temperature of the waste water out from the cage washer to ensure it is below Washington Suburban Sanitary Commission (WSSC) limits. The maximum waste water temperature to the sewer is 140º Fahrenheit. Provide the temperature readings of the hot water entering the cage washer and the waste water to the sewer with the inspection report. Notify the Project Officer or his/her Alternate of any deviations from the specified temperatures as soon as Possible. 9. When acidic chemicals are used to de-scale the animal cages, pans and the cage washer, provide pH measurement for waste water at cage washer discharge. These measurements shall be taken while the cage washer is being operated using each facility's Standard Operating Procedure for Acid Use. Provide the pH measurement with the inspection report. Notify the Project Officer or his/her alternate of any abnormal pH levels in the cage washer effluent as soon as possible. Abnormal levels are pH readings below 6 or above 10. 10. Correct any defects found with the cage wash equipment or/and install replacement parts as a result of any of the above inspections. 11. Perform other maintenance services as recommended by the appropriate Original Equipment Manufacture’s literature. 12. Preventive maintenance inspections shall be performed between 8:00 a.m. and 4:30 p.m., Monday through Friday (excluding Federal holidays). The Contractor shall schedule each inspection at least three (3) working days in advance with the Project Officer or his/her Alternate. The first preventive maintenance inspections shall be performed within thirty (30) days after the award of this contract on each piece of equipment. The Contractor shall provide a written report to the Project Officer or his/her Alternate within five (5) working days of the inspection. This report shall include a detailed description of what was inspected on each machine, the condition of each machine, any problems or defects found, estimates of time required to perform the repairs, list of replacement parts and labor. Also included in the inspection report shall be the result of the cage washer temperature tests and the pH measurement of the cage washer effluent. 13. All parts and labor incurred during the preventive maintenance service shall be included in the contract price. 14. After the first preventive maintenance inspection, the remaining inspections shall be scheduled at 90-day intervals for the remainder of the contract period. At least four (4) preventive maintenance inspections shall be performed annually and billing shall be accomplished quarterly. Call-back Repair Services - In between scheduled inspections, if repairs are needed for the cage wash equipment, the Contractor shall provide call-back repair services for the equipment listed in attachment #1. At the time of the contract award, the Contractor shall furnish the Project Officer the name(s) and telephone number (s) of a person(s) to call when call-back service is needed. The Contractor shall begin work within 24 hours (excluding Federal holidays and weekends) of initial notification by Project Officer or his/her Alternate. The Project Officer or his/her Alternate shall provide the Contractor with a description of the problem, location and type of the cage wash equipment when calling for service. The Contractor shall prearrange with the Project Officer or his/her Alternate for building access for work that shall be performed after normal working hours. All repairs shall be completed within five (5) business days. After the completion of the repair service, the Contractor shall provide the Project Officer or his/her Alternate documents as follows: a field service report signed by the authorized person (i.e. cage wash Foreman, Operator or other personnel authorized by the Project Officer) shall be completed with One (1) copy left with the signing person and one copy sent to the Project Officer. The report shall contain time and date the call was received by the Contractor, time and date the repair service was started, model number and serial number of the cage wash equipment, location of the equipment, a brief description of the problem and the corrective action taken, list of parts and components required, name and phone number of person requesting service, time and date that the service was completed. All parts and labor incurred during the call-back repair service shall be included in the contract price. Special projects - The Contractor shall perform special projects for the cage washers listed in attachment # 1. Special projects include modifications or replacement of major components to improve operation, efficiency or safety of the cage washers. The cost of any special projects shall be on a time-and-materials basis. The price for the materials for special repairs shall be on the basis of an established catalogue or list price in effect when material is furnished, less all applicable discounts to the Government. In no event shall such prices be in excess of the Contractor's price to his most favored customer for the same item in like quantity or the current market price (whichever is lower). The direct labor hours to perform special projects shall be at the fixed labor rate for the current performance period. Parts and Materials - The Contractor shall maintain or have access to, 24 hour delivery and installation, all replacement parts and materials for the repair of each piece of cage wash equipment covered under this contract. All replacement parts and materials shall be specifically designed for the cage washers on which they are to be used. Replacement parts and materials furnished under this contract shall be provided at no additional cost to the Government with the exception of the major components listed below and parts to be used in C.2.3 Special Projects. Major components: •Large pumps and motors (3 Horse Power or greater) •Electronic dampers •Steam coils •Heat exchangers •Temperature recorders •Control panel (electromechanical, microprocessor) Prior to replacement of any of the above items, the Contractor shall submit a written cost estimate for the approval of the Project Officer or his/her Alternate. (Contract staffs working in animal facilities are not authorized to commit or approve funds). Replacement cost shall be billed separately. The price to be paid for the materials for special repairs shall be on the basis of an established catalogue or list price in effect when material is furnished, less all applicable discounts to the government. In no event shall such prices be in excess of the Contractor's sale price to his most favored customer for the same item in like quantity or the current market price (whichever is lower). The direct labor hours to perform special projects shall be at the fixed labor rate for the current performance period. Exclusions - The contract does not include any labor or material for service lines and fittings, operating problems related to environmental conditions, e.g. electrical, steam, water, and/or ventilation that do not comply with equipment specifications. This contract does not include daily routine maintenance such as cleaning all catch screens, daily inspections of the wheels and axles for the spray arms or monitoring the chemical dispensing system. This type of routine maintenance shall be a responsibility of the Government. Contractor’s Personnel - The Contractor shall have available under his direct employment and supervision the necessary trained personnel, organization, facilities and transportation to properly fulfill all services specified in this contract. Personnel shall respond and report on-site within twenty-four (24) hours after receiving a request for service from the Project Officer or his/her Alternate. All work performed under this contract shall be accomplished by skilled specialists who have previous training and experience on cage wash equipment maintenance and repairs. In jurisdictions that require licensing for the work being performed under this contract all contractor personnel that are involved in such work must be licensed by the state and local government. Equipment and Components Removal for Repair - In the event pumps, motors or other components are required to be sent out for repairs, the Contractor shall obtain prior approval from the Project Officer or his or her alternate. The Project Officer or his/her Alternate shall assist the contractor in obtaining a properly executed Repair Pass prior to removal of any Government owned equipment from NIH premises. (Contract staffs working in animal facilities are not authorized to issue a Repair Pass) The Contractor shall be responsible for the return of the equipment to the original location on NIH property. Cleaning - At the end of each work period, all materials, parts and tools shall be removed from the site and all debris shall be removed and the area of work shall be left in clean condition. Hazardous Work Permits - The Division of the Fire Marshall issues hazardous work permits for personnel performing "hot work" such as welding, grinding, soldering, metal cutting, etc. on the NIH Bethesda Campus. The permit system ensures that proper fire safety precautions are incorporated before the hot work proceeds. The contractor shall obtain a Hazardous Work Permit prior to starting any “hot work” by calling 301-496-0487. REPORTING REQUIREMENTS - The Contractor shall provide the following reports and information. Contents of Field Service Reports shall be reviewed and discussed with each Animal Facility Specialist by the Contractor’s Field Technicians. Deliver ToItemQuantityDue By Animal Facility Specialist assigned to facility where services are performedPM Inspection Reports Field Service Reports1 1Within 5 days of inspection Same Day of service Project Officer Bldg. 14A/Room A120 Bethesda, MD 20892 PM Inspection Reports Field Service Reports Emergency Telephone Roster1 1 1Within 5 days of inspection Within 5 days of inspection Within one day after contract award and within one day after any personnel changes. Equipment List Item Bldg.Equipment TypeS/NMake / Model 110ARack Washer89-3255Basil / 2260 210ARack Washer89-3254Basil / 4600 310ATunnel Washer89-3253Basil / 6007 410B2Rack Washer90030201Girton / 80-0 510B2Tunnel Washer90030203Girton / G1548S 614ARack Washer98080301Girton / 80-0 714ATunnel Washer98080302Girton / CT1749 814BNRack Washer99-90058Getinge/4075S 914BNTunnel Washer99-471362Getinge/5042S 1014CRack Washer94-6865Basil / 4201 1114CTunnel Washer94-6866Basil / 6042D1 1214CBedding Dispenser3055683Getinge / 1700 1314DRack Washer97082702Girton / 80-0 1414DRack Washer6779Better Built / 6300 1514GTunnel Washer97082701Girton / CT1548 1614HRack Washer93100101Girton / 80-0 1714HTunnel Washer93100102Girton / CT1749D 1814HTunnel Washer91090501Girton / G12245 1914HRack Washer93-6868Basil / 4652 2014HTunnel Washer93-6869Basil / 6149D1 2114HBedding Dispenser1052102Girton / BD8048 22102Rack Washer93100104Girton / 80-0 23103Rack Washer96103101Girton / 80-0 24103Rack Washer93100103Girton / 80-0 25127Cage Washer6911Better Built Technical Evaluation Criteria/Mandatory Criteria: 1.Understanding and capability to meet the requirements – 60% Total a.Technical/Management Approach (25%) b.Preventive Maintenance Program (15%) c.Staffing Qualifications (10%) d.Rapid Reaction/Subcontracting (5%) e.Reports/Service Documentation (5%) 2.Demonstration of Past Performance – 25% Total a.Provide references of similar work performed over the last three years (15%) b.Provide references of capability to maintain similar numbers and types of equipment (10%) 3.Price/Cost – 15% Mandatory Criteria a.At least three years experience maintaining similar equipment listed in the SOW. b.Experienced and trained personnel to perform work listed in SOW c.Ability to respond to emergency calls The government will award a firm-fixed-price contract resulting from this combined synopsis/solicitation to the responsible offeror whose offer, conforming to the combined synopsis/solicitation; will be most advantageous to the government, price and other factors considered. To be eligible for contract award, a contractor must be register with the Central Contractor Registration (CCR) database. For instructions on registering with CCR, please see CCR website at www.ccr.gov. The following provisions and clauses apply to this contract: 52.212-1, Instructions to Offerors—Commercial Items, 52.212-2 Evaluation-Commercial Items, 52.212-3 Offeror Representation and Certifications-Commerical Items, 52.212-4 Contract Terms and Conditions-Commercial Items, 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, 52.217-8 Option to Extend Services, 52.217-9 Option to Extend the Term of the Contract. All questions must be submitted via e-mail to vaughndl@od.nih.gov by September 11, 2008. Questions will not be answered over the telephone and questions submitted after this date will not be answered. Information furnished shall include enough detailed documentation to allow the government to perform a proper evaluation. Respondents will not be notified of the evaluation results. Closing date will be 15 calendar days after publication. All vendors/prospective contractors must be registered with the Central Contractor’s Registration (www.ccr.gov) prior to award date. If not registered or active by the date, vendor proposals will be considered non responsive.
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