Loren Data's SAM Daily™

FBO DAILY ISSUE OF APRIL 04, 2009 FBO #2686
SOLICITATION NOTICE

99 -- NIH Fleet Management Preventative Repair & Maintenance Service - Questions and Answers

Notice Date

4/2/2009
 

Notice Type

Modification/Amendment
 

NAICS

811111 — General Automotive Repair
 

Contracting Office

Department of Health and Human Services, National Institutes of Health, Office of Administration, 6011 Executive Blvd, 5th Floor, Rockville, Maryland, 20852-3804, United States
 

ZIP Code

20852-3804
 

Solicitation Number

NIHOD2009117
 

Archive Date

4/28/2009
 

Point of Contact

Matthew Courtad,, Phone: 301.594.4101, Danielle L. Sweeney,, Phone: 301-402-3065
 

E-Mail Address

courtadmj@od.nih.gov, sweeneyd@od.nih.com
 

Small Business Set-Aside

Total Small Business
 

Description

This is a revised SF1449 that does NOT include "Checklist #8". Please use this SF1449 when submitting your quote/proposal. Remember to sign the SF1449. Attached is additional information and answers to questions received as of 3:00pm 4/2/2009. Below are the questions NIH has received in regard to solicitation NIHOD2009117. After each question is the answer that has been provided by either the Fleet Management Division of the Office of Acquisitions. In addition to the information below, NIH feels that the following additional information is relevant to the solicitation and vendor's efforts in submitting an appropriate and comprehensive proposal: •All service and maintenance in relation to this contract will be performed at the contractor's location. Contractors will only be allowed onto NIH facilities for the purpose of pick-up/drop-off of vehicle(s). •NIH will not publicize its list of vehicles. Of the estimated 280 vehicles that make up NIH's fleet, approximately 50% of the vehicles have been manufactured since 1999. The other 50% of the fleet were manufactured 1990 and 1998. •The contract will be a firm-fixed price contract; the majority of risk in performing this contract will be placed on the awardee. It is the responsibility of the vendor/contractor to propose how they will meet the objectives of the Fleet Management Division as detailed in the Statement of Work. •Individual vendors are encouraged to propose partnering/teaming arrangements with other vendors. For example, if a contractor does not have the capability to conduct maintenance and service on some of NIH's specialty vehicles, that contractor should arrange with and propose a subcontractor who is able to conduct such maintenance and service. 1.On the solicitation there is a checklist #8, this is not included in the attachment list of checklist items? Answer: Please disregard Checklist #8. Attached is a modified SF1449 in which "Checklist #8" has been removed from all periods of performance. 2.Am I to project the cost to each checklist item based on a projection of the average vehicle for a year of service? (For example if the 297 cars should have a checklist item preformed 4x each year, should I budget for 297 x 4 for a projections total?) Answer: Base your checklist prices on an average mid-size sedan (6-cylinder). There should not be much of a price variance as related to light duty vehicles (vehicles under 8500 GVW) until you get to check list #6. The cost of a tune up can vary a great deal depending on not only engine size but model of vehicle. NIH recognizes that and that is why we are requesting you base your checklist on a mid-size sedan (6-cylinder). Also, please base the four wheel brake service as an inspection, fluid replacement, and clean and adjust - not as a pad or shoe replacement as these two can have such a wide variance. Furthermore, checklist #4 should be checklist #5 and checklist #5 should be #4 - switch the content of these two lists. 3.Definition of major or minor repairs: while it would seem that the labor hour is the same for either major or minor, I am not clear what this is asking? Answer: We are looking for your hourly labor rate. NIH understands that a minor repair is based on time and that time will be charged against the time as it relates to your hourly rate. 4.Should I include overhead or staffing costs that are directly related to this solicitation, such as a projection that if awarded, I would need to add staffing. This could be salary for individuals hired to work on this contract, would I then include a yearly budget for those salaries? Answer: Yes. The solicitors should reflect their costs of supporting this contract into the hourly rate that will be charged the NIH. 5.It is not possible to give a price list of all parts/components that are make/model specific in pricing from our vendors. Do I project the average cost of such parts for 297 average cars per year? Answer: What we are looking for here is what a flat-rate, percentage discount you will offer the NIH on parts. NIH has too many different years, makes and models of vehicles to consider a pricing of different parts. On part replacements we will be looking at labor rate and the discount percentage of said parts. 6.In reviewing the solicitation page, the checklist for each of the years in on this form, how do I fill in a amount to each question. Are you asking for a projection of how many items will be done per year? Answer: No. 7.Do you only need the price per each checklist item? Am I to fill in the complete term (5) years, or are we to only do current contract and do the extensions as awarded? Answer: We are looking at one price for each checklist as related to a mid size sedan 6 cylinder. 8.The checklist item is only to include pricing for checklist items, if additional repair/maintenance is required/recommended, where am I to list these exceptions? Answer: This will be your hourly rate. 9.I am not sure of additional price lists for parts as each vehicle could have a wide variety of parts that would be impossible to list or find prices for, what is required? Answer: NIH does not expect the contractor to submit a list of prices and parts for all of its makes and models. NIH will be evaluating the flat-rate percentage discount the contractor is offering to NIH for parts and will be incorporating it into our overall evaluation factor of price 10.Would you like a copy of mechanics ASE certificates, or as stated, if requested? Answer: If requested. 11.I am not aware of the FSS current price list or catalog, is something you can provide or advise me where to find the Federal Supply Schedule pricing? Answer: The General Services Administration (GSA) manages the majority of Federal Supply Schedules (FSS) and are used by the Government as a one method of benchmarking the prices for supplies and services. All GSA FSS can be found at www.gsaelibrary.gsa.gov. GSA does not have a FSS that lists a benchmark price for automotive maintenance labor hours or a benchmark price for the majority of general automotive parts. The FSS that most closely resembles this is schedule 56 "Buildings and Building Materials/Industrial Services and Supplies" and various sub-categories. For the purposes of this solicitation and the resulting contract, potential vendors should not be overly concerned with FSS as the overwhelming majority of services and parts related to this acquisition are not found on any one specific FSS. As stated earlier, FSS are only one method used by the Government as a market research tool to determine that prices quoted or proposed are fair and reasonable. 12.The Factory or equivalent question to include discounts on parts, It is asking to provide a list, while all the numerous parts vary, as with the BPA I state that a 5% discount is given on all parts Manufacture Suggested Price to NIH. Would this be acceptable or how am I to list this unit pricing on infinite items? Answer: Yes, this will be acceptable. 13.Define third-party replacement parts? Answer: Contractor's are not required to purchase replacement parts directly from the dealer or manufacturer and, instead, are authorized and encouraged to purchase these parts at a local shop (such as AutoZone or Pep Boys) especially if such purchases will result in savings for the Government. However, replacing an automotive part on a vehicle designed for "general use" with an automotive part designed for "high performance use" (or similar example) would thereby invalidate the contract. 14.While there is a labor charge for major or minor repair, this contract does not provide a separate labor rate for Truck rates. Is this something I should add? Answer: No. We expect truck rates to be within your hourly rates. Again, this would be the same as a minor repair. If it takes longer then it would reflect against your hourly rate. 15.If checklist items are to be based on the vehicles, I would need a list of current mileage on the vehicles to determine which checklist may apply to these vehicles. Answer: This cannot be done by vehicle because of the nature of our fleet operation. Base your proposal on an average mid-size, 6 cylinder sedan. 16.Would you be able to supply a vehicle list with year, make, model, VIN, and approximate mileage so that I can build an offer based on manufacturer time & mileage specifications? Answer: The NIH fleet will not be able to base its maintenance & repair checklist on mileage. The NIH vehicles do not put that many miles on vehicles because of the nature of our work, but the vehicles still need the checklist services performed. 17.Is any work permitted onsite? Answer: All service and maintenance in relation to this contract will be performed at the contractor's location 18.Is any afterhour available? Answer: Contractors are allowed to direct their facility employees in accordance with the contractor's labor policy as they see fit so long as they are abiding by the appropriate Federal labor laws. In accordance with FAR part 22.103-2, "Contractors shall perform all contracts, so far as practicable, without using overtime, particularly as a regular employment practice." In general, because this is a fixed-price contract, overtime compensation will not be approved or paid for by the Government. However, the Government recognizes that particular circumstances may require the use of overtime. Should these circumstances occur, it is the responsibility of the contractor to request overtime in a timely manner. Furthermore, the contract officer is the only person authorized to allow overtime and any equitable adjustment resulting from such an authorization. 19.Can we leave a shuttle vehicle on NIH property? Answer: Yes. This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6 under Simplified Acquisition procedures in Subpart 13.5 as supplemental with additional information included in this notice. The incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-16. The North American Industry Classification System Code (NAICS) is 811111 with the size standard of $6.5 million. The solicitation number for this acquisition is NIHOD2009117 and is being issued as a request for proposal. This acquisition will be processed under Simplified Acquisition Procedures and is a small-business set-aside. The number of vehicles in NIH¿s fleet are approximately 279 and are located at NIH facilities in Bethesda, Rockville and Gaithersburg. The makes and models of the vehicles vary. A majority of the vehicles are cars, pickup trucks, SUVs and vans made by Chrysler, General Motors and Ford. There are a limited number of trucks, buses and specialty vehicles manufactured by International, Bluebird, Freightliner and Pierce. The objective of establishing a fixed-price contract is to provide scheduled, preventative maintenance as well as unscheduled and emergency repairs on the various vehicles. The contractor is expected to provide all parts and labor. The Government expects the contractor to provide transport/towing of vehicles from NIH facilities to the contractor¿s place(s) of operation (as well as to Certified Maryland Emission Stations) and back to NIH facilities upon completion of repairs. The place of performance will be Bethesda, MD (Bethesda-Rockville-Gaithersburg). Interested parties may identify their interest and capability to competitive quotes. Proposals shall be sent to: (a) if mailing through the U.S. Postal Service use the following address: National Institutes of Health, Office of Logistics and Acquisition Operations, OA, 6011 Executive Blvd., Rm# 529I, Attn: Matthew Courtad, Bethesda, MD 20892. Telephone: 301-594-4101; fax: 301-402-3407 (b) if hand delivering, or using a courier services such as: UPS, Federal Express, use the following City, state and Zip Code: Rockville, MD 20852. Questions regarding this solicitation are due no later than 3:00pm EST, Thursday April 2, 2009. Final proposals are due no later than 12:00pm EST, Monday April 13, 2009. Evaluation Criteria is as follows: Evaluation Factor 1 (40%) will focus first on the vendor¿s experience with fleet management of a size similar to NIH. Vendor must demonstrate that all anticipated and unanticipated services can be performed at the vendor¿s facility/facilities. In the case of specialized service or vehicle type, the vendor must propose and arrange for work to be conducted at a subcontractor facility. Vendor must demonstrate that at least some of its service employees are ASE certified. Evaluation Sub-Factor 1 (15%): Vendor must be able to provide towing and transportation services within 24 hours of planned preventative maintenance or any unscheduled notification by the Government. Evaluation Sub-Factor 2 (15%): Upon receipt of vendor proposals, the Government will conduct site visits at each vendor¿s facility/facilities and will evaluate the availability of space, equipment and other items of concern to the NIH. Evaluation Factor 2 (30%) will weigh the vendor¿s past performance information. As stated in the Statement of Work, ¿Award of any order or contract as a result of this solicitation will NOT be made to any supplier with evident deficient past performance as documented in the NIH Vendor File.¿ Evaluation Factor 3 will determine price/cost reasonableness as compared with other vendors submitting proposals and against the IGCE and NIH history of the price/costs for similar services. Price proposals will not be made available to the Technical Evaluation Team. Evaluation criteria will be scored using an adjectival system; each criterion will result a score of ¿Acceptable¿ or ¿Unacceptable.¿ Statement of Work National Institutes of Health Office of Logistics and Acquisition Operations Introduction and Background 1.Introduction, Background, and Scope of Work. a.NIH intends to issue a Small Business Set Aside contract covering Maintenance, Repairs and Towing services for Government Owned Vehicles (see listing of vehicles) located at 12 South Drive, Bldg 12, Rm 103, MSC 5602, Bethesda, MD 20892-5602; 6011 Executive Blvd, Rm 637D, Rockville, MD 20852; and the Gaithersburg Distribution Center (GDC), 16050 Industrial Drive, Gaithersburg, MD 20877. The contract objective is to provide scheduled maintenance and repairs on the various vehicles as listed herein under the Schedule of Equipment for a base year and four option years. 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. b.Period of coverage: i.This Service Contract shall be effective for the base period as stated in the schedule of the contract with four option years unless terminated sooner under the terms of the contract. ii.The principle period of scheduled maintenance during the Contract, provided at the Government¿s site, for service maintenance support, is between the hours of 8:00 a.m. and 5:00 p.m. (ET), Monday through Friday, excluding government and corporate holidays. c.Required Services: i.The Contractor shall provide all parts, labor and transportation to perform preventative maintenance in accordance with the latest manufacture specification for the equipment listed in the Schedule of Equipment. The Contractor shall provide all parts, labor and shipping charges in accordance with the terms and conditions of the contract. The Contractor shall provide transport of vehicles from one of the three NIH locations (see a, above) to their place of operation and return vehicles to the location from where vehicles were located prior to being serviced upon completion of repairs. Contractor shall provide transport of vehicles to Certified Maryland Emission Station for inspections at the time specified by the NIH/FMB. ii.Contractor shall coordinate and provide transport of vehicles to locations that provide 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. iii.Contractor shall possess ability to provide monthly reports to include but not limited to vehicle repair invoices, and recycled product use such as antifreeze and oil, etc. iv.Contractor primary service personnel will be technically qualified and ASE certified individuals shall perform all services. All primary service personnel shall have documented records of customer/field service. v.Routine Vehicle Maintenance as per attachments: Unit Price Unit Price Unit Price Check List #1 YR 1 ______ YR 2 _______ YR 3 _______ Check List #2 YR 1 ______ YR 2 _______ YR 3 _______ Check List #3 YR 1 ______ YR 2 _______ YR 3 _______ Check List #4 YR 1 ______ YR 2 _______ YR 3 _______ Check List #5 YR 1 ______ YR 2 _______ YR 3 _______ Check List #6 ¿ Van YR 1 ______ YR 2 _______ YR 3 _______ Check List #7 ¿ ½ T. PU YR 1 ______ YR 2 _______ YR 3 _______ vi.Preventative Maintenance Services for all vehicles (see Schedule of Equipment) 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 vii.The Contractor shall repair or replace any defective parts on-site at the Contractor¿s facility/facilities. 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¿ 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. d.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. e.Service Personnel: i.All primary personnel servicing equipment under this contract must have ASE certification and compatible training on the equipment listed in the Schedule of Equipment and have 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. f.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.Vehicle Identification Number 4.Problem and remedy 5.Time (including labor and travel) 6.Parts removed and installed 7.User¿s and service technician¿s signatures g.Labor Charges Major Repairs (Provide listing of all Major Repairs) YR 1 _________/Hr YR 2 _________/Hr YR 3 _________/Hr Minor Repairs (Provide listing of all Minor Repairs) YR 1 _________/Hr YR 2 _________/Hr YR 3 _________/Hr h. Factory or Equivalent Replacement Parts YR 1 ______ YR 2 _______ YR 3 _______ Discount (Provide list of unit pricing and discounted pricing) i. Towing Charges Bethesda Campus YR 1 ______ YR 2 _______ YR 3 _______ Rockville Executive Blvd. YR 1 ______ YR 2 _______ YR 3 _______ Gaithersburg Dist. Ctr. YR 1 ______ YR 2 _______ YR 3 _______ j.Offeror to provide car wash/vacuum at no charge after any/all services. k.Offeror to provide an itemized list of all charges mandated by State and/or Federal Laws. 2.Specifications a.Successful offeror shall provide the requested services as defined in this contract. b.ADMINISTRATIVE INFORMATION: Offerors shall provide the following information: c.Business classification: LB, SB, SDB, Small WOB, HUBZone, Vet, DVet (circle all that apply) d.Credit terms: ________________________________________________ e.Offeror must state any additional charges for services, i.e., trip/travel charges, estimate fee, processing fee, etc. Payment of additional charges will not be made unless stated on this solicitation. f.Offeror must state any and all fees that could be applicable to any contract awarded from this solicitation. Payment will not be made for any additional charge unless stated in solicitation response and/or approved on a case-by-case basis by the NIH. g.Offeror shall pick up vehicles for service from locations as outlined in Paragraph 1(a) of this solicitation. h.Offeror shall return vehicles after completion of service to 12 South Drive, Bldg 12, Rm 103, MSC 5602, Bethesda, MD 20892-5602. i.Offeror shall not complete any service and/or repairs without faxed signature authorization by the Supervisor, Fleet Vehicle Section, Transportation Management Specialist, and Equipment Specialist. 3.Contract Terms/Logistics a.Effective dates of this contract shall be from 05/01/2009 through 09/29/2013. b.Discounts quoted shall be firm for the contract period; offers which cite a reduction in discounts shall not be considered. c.Dollar amount shown is an estimate only and shall not be construed as a guarantee. d.NIH is eligible for Federal Supply Schedule pricing. If the items offered are on FSS, the contract number must be cited and a copy of the GSA Schedule or VA Schedule must accompany the offer. e.If items are not offered on FSS, current price list (or catalog if price list is part of catalog) must be submitted with this solicitation. f.Offers must be received in the place specified and at the time required in this solicitation document. g.Offers may be withdrawn by written notice received at any time before the exact time set for receipt of bids in accordance with FAR clause 52.214.7(e). h.Offers must be compliant with all solicitation requirements in order to be eligible for award. i.Offerors may submit multiple offers that satisfy the requirements of this solicitation. Each offer submitted will be evaluated separately. j.Award of this solicitation may be made without discussion. k.The NIH retains the right to access the contractor¿s pertinent accounting records, personnel, job sites, warehouses and other contract related areas to the extent that such accounts are relevant to the contract work. This right may be exercised at any time during the course of the contract and will occur during normal business hours upon thirty days notice to the contractor. l.This is a multi-year contract, however, funds are not presently available for option years 1, 2, 3, and 4. The NIH¿s obligation to purchase is contingent upon the availability of appropriated funds. 4.Period of Performance a.May 1, 2009 through September 29, 2009 b.September 30, 2009 through September 29, 2010 c.September 30, 2010 through September 29, 2011 d.September 30, 2011 through September 29, 2012 e.September 30, 2012 through September 29, 2013 5.Contracting Officer¿s Technical Representative (COTR) The COTR is responsible for : (1) monitoring the Contractor¿s technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in requirements; (2) interpreting the Statement of Work and any other technical performance requirements; performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting in the resolution of technical problems encountered during performance. Interpretations of the Statement of Work will be mutually agreeable to the Contractor and NIH. The Contracting Officer is the only person with the authority to act as an agent of the Government under this contract. Only the Contracting Officer has authority to: (1) direct or negotiate any changes in the Statement of Work; (2) modify or extend the period of performance; (3) change the delivery schedule; (4) authorize reimbursement to the contractor any costs incurred during the performance of this contract; or (5) otherwise change any terms and conditions of this contract. All changes in the Statement of Work will be accomplished by bilateral modification to the contract. NIH may unilaterally change its COTR designation. 6.Evaluation a.Basis of award shall be as follows: i.Vendor Experience 1.Towing & Transportation Service/Availability 2.Site Visit Checklist ii.Past Performance iii.Cost b.Award of any order or contract as a result of this solicitation will NOT be made to any supplier with evident deficient past performance as documented in the NIH Vendor File.
 

Web Link

FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=870536e71c0273552bbb7ef2a9af6603&tab=core&_cview=1)
 

Place of Performance

Address: NIH/OD/OLAO, Division of Logistic Services, Transportation Management Branch, 6011 Executive Blvd, Rockville, Maryland, 20852, United States

Zip Code: 20852
 

Record

SN01784088-W 20090404/090402220547-870536e71c0273552bbb7ef2a9af6603 (fbodaily.com)
 

Source

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

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