SOLICITATION NOTICE
39 -- WINDLASS REPAIR
- Notice Date
- 4/6/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 488390
— Other Support Activities for Water Transportation
- Contracting Office
- Department of Homeland Security, United States Coast Guard (USCG), Commanding Officer, USCG Engineering Logistics Center, 2401 Hawkins Point Road, Building 31, Mail Stop 26, Baltimore, Maryland, 21226-5000
- ZIP Code
- 21226-5000
- Solicitation Number
- HSCG40-09-Q-6MD458
- Archive Date
- 5/1/2009
- Point of Contact
- Thomas J. Richmond, Phone: 4107626957, Scott A. Wood,, Phone: 410-762-6434
- E-Mail Address
-
thomas.j.richmond@uscg.mil, Scott.A.Wood@uscg.mil
- Small Business Set-Aside
- N/A
- Description
- The USCG Engineering Logistics Center has a requirement to Open, Inspect, Report, and Repair the following: 1) 3950-01-206-2616, WINDLASS, JERED INDUSTRIES P/N X-1927, QUANTITY: 2 EACH. NOTE: No substitute or after-market parts shall be authorized for the repair of these WINDLASS. Only actual OEM parts shall be acceptable. All work is required to be performed by an authorized OEM Repair Facility. ITEM NAME WINDLASS STOCK NUMBER 3950-01-206-2616 PART NUMBER X-1927 USED ON U.S. COAST GUARD 110' A-CLASS WPB CUTTERS. OVERHAUL REQUIREMENTS: Statement of work: ITEM NAME: WINDLASS STOCK NUMBER: 3950-01-206-2616 PART NUMBER : X-1927 USED ON: U.S. COAST GUARD 110 A-CLASS WPB CUTTER Items as received by the contractor must be complete and of the proper cited part number. Discrepancies shall be reported to the Coast Guard Contracting Officer. 1.0 Scope: The U.S. Coast Guard requires overhaul services for the following described item: National Stock Number (NSN): 3950-01-206-2616 Part Number: X-1927 Nomenclature: Part Number: WINDLASS X-1927 Original Manufacturer: Jared Industries, Inc. 103 Shipyard Drive Brunswick, GA 31520. 1.1 Descriptive Data: 1200 lbs at 30 FPM & 1000 lbs at 34 FPM, 1.5 HP Electric Motor, Three Phase 440 Volts AC. 1.2 Overhaul is intended to restore the windlass to a condition equal to that of a new Jared windlass of the same model. The overhaul requirements described herein are the minimum necessary and are not intended to replace any procedures, controls, examinations or tests normally employed by the contractor to assure the quality of the product. 1.3 The assembly delivered for overhaul services is intended to be a complete windlass model X-1927. Contractor shall notify the Coast Guard Contract Administrator of any missing components or, otherwise, questionable condition that may hinder the overhaul process. 1.3.1 It is possible that the windlass delivered for servicing may have a drum (gypsy head) on both sides and not of the standard configuration of a drum on one side and wildcat on the other. Contractor shall retain the configuration as delivered and shall not standardize if in the event the windlass is delivered with two drums. 1.3.2 Contractor shall return the windlass to its original drum and wildcat configuration only if one of these components is missing from the unit when it is delivered for servicing. 1.3.3 Contractor shall report any windlass configurations, other than those described above, to the Contracting Officer. 2. Applicable Documents: a) NCSL Z540-3-2006 (dtd. 1/1/2006) Requirements for the Calibration of Measuring and Test Equipment. b) The Society for Protective Coatings, SSPC-SP 10, Near White Blast Cleaning and Test Equipment- General Requirements. c) Federal Standard, FED-STD-595b Colors Used In Government Procurement d) U.S. COAST GUARD SPECIFICATION D-000-0100 REV G. (Dtd. 02/06) Bar coding For U.S.C.G. ELC Material. d) Technical Manual for Anchor Windlass Model X-1927, Serial Nos. 24738 through 24752. Available on request. e) Test procedure- JERED DOCUMENT NO. 93595001 REV - dated 09 Feb 17. 3. Requirements: The contractor shall provide all labor and materials to perform overhaul services on the windlass assembly. Overhaul shall cover the entire windlass assembly including the electric motor, associated wiring and junction boxes. The Technical Manual cited in part 2. (d) above is available for guidance purposes. 3.1 Preliminary disassembly and Cleaning: Disassembly and thorough cleaning of all parts is required. Removal of all existing paint in accordance with part 3.5 herein shall also be included as part of the cleaning process. 3.2 Inspection and Estimated Cost for Overhaul. Inspection shall be conducted to determine estimated cost of overhaul including material, labor, testing, and preservation, packing and marking cost. A detailed estimate shall be submitted to the Coast Guard Contracting Officer for approval prior to the start of overhaul work. 3.3 Replacement Parts: All replacement parts used in overhaul shall only be "new" original equipment replacement parts. Reclaimed or recycled parts are not acceptable and shall not be used. 3.3.1 Parts Breakdown: As part of the overall estimated costs, the estimate shall include a breakdown of the replacement parts needed to accomplish the overhaul. Each part listed in the breakdown shall include the name of the part, the part number, and the cost for the part. 3.4 Drive Motor: The drive motor supplied on the pump shall be reconditioned to a like new condition as part of the pump overhaul services. The drive motor is rated at 1.5 HP, 440 Volt AC, Three Phase, 1750 RPM. Motor shall be disassembled and all parts thoroughly cleaned. As a minimum, mandatory replacement parts shall include upper and lower bearings and all gaskets. All other motor parts worn or damaged beyond manufacturer's tolerances shall be repaired or replaced as determined by the contractor. 3.4.1 Motor windings shall be baked to thoroughly dry of any moisture that may be present within the windings. Check resistance of any contaminants between the windings and ground by meg-ohmmeter or equal test. Depending on the condition of winding insulation, windings shall be re-dipped in a qualified insulation material or otherwise, manufacturers recommended insulation material, as determined by the contractor's inspections and/or conducted testing. Bake re-dipped windings until thoroughly dry and reassemble motor onto the pump. All readings shall be documented and available for review upon request. 3.4.2 Motor Certification: Contractor shall provide written certification that the motor was reconditioned and tested to the same standards as new. 3.5 Paint Removal: Removal of existing paint shall be accomplished by abrasive blast to near white metal in accordance with SSPC SP-10 where practicable. Equal means of paint removal is acceptable where grit blast poses a risk of damage to internal components and cannot be properly protected from blasting operation. Remove any label plates and replace new label plates at the conclusion of painting. 3.6 Reassembly: Reassemble the windlass assembly in accordance with applicable sections of technical publication cited in 2. (d). Reassembly shall ensure overhauled windlass is ready for installation and use. If applicable, ensure correct gear case lubricating oil is filled to the required level prior to conducting the tests described in the following paragraphs. All fluids shall be drained at the conclusion of testing and a red tag shall be attached to the windlass stating that the oil has been removed. All zirc fittings shall be capped with zirc caps. 3.7 Painting: All surfaces intended for paint shall be clean, dry and free of contamination. Paint shall include primer and finish coats. Primer coat shall be any rust preventive metal primer that is compatible with the finish coat. Finish coat shall be Silicone Alkyd Enamel Type III Class 1. Color of finish coat shall be Coast Guard "spar" in accordance with Federal Standard 595B color number 10371. Total paint thickness shall be 3 to 5 mil minimum dry film. 3.8 Testing: After completion of overhaul the contractor shall conduct the following described operational test to assure maximum design performance. All testing shall be accomplished on Contractor supplied test equipment. All testing shall be conducted in the presents of a Coast Guard Quality Assurance Representative. 3.8.1 Conduct a load/brake test on each winch in accordance with reference 2e. 3.9 Test Failure: Testing shall be discontinued at any indication of failure. Contractor shall make any repairs or adjustments as necessary and retest in accordance with the above requirements. 3.10 Test Report: The test results for each test shall be documented on a test report. A copy of the test report shall be packed with the windlass and a copy shall be turned over to the Coast Guard Representative. Report shall contain the following information as a minimum: a) Contractor name. b) Contract number. d) Windlass model number (X-1927) e) Date of test. f) Description of each test conducted and results. g) Name of the person conducting the testing. 3.11 Delivery: Overhauled windlass assembly shall be delivered to the Coast Guard completely assembled and ready for installation. Contractor shall preserve, package and mark each windlass assembly in accordance with part 5 below. 3.12 Notifications & Inspections: The contractor shall be responsible for notifying the Contracting Officer no less then seven (7) calendar days prior to the contractor being ready for any Quality Assurance (Q.A.) inspections or testing required herein. 4. Quality Assurance: 4.1 General: The Contractor is responsible for the conformance and overall quality of each item offered to the Coast Guard for acceptance or approval. 4.2 Responsibility for Inspection: The Contractor shall be responsible for the performance of all inspection requirements specified herein. The Contractor shall provide space, personnel and test equipment for the conduct of all inspection requirements. All inspection and testing shall be performed at the Contractors facility prior to the Coast Guards acceptance of the contracted items. The Coast Guard reserves the right to verify or have performed any of the inspections set forth herein where such inspections are deemed necessary to assure that supplies and services conform to requirements. 4.3 Inspections & Tests: The inspections & tests required herein are the minimum necessary and are not intended to replace any controls, examinations, or tests normally employed by the contractor to assure the quality of the product. The following are required: a) Test requirements described in part 3.8. b) Paint thickness check. c) Inspection of packaging, preservation, and marking. 4.4 Calibration System: The Contractor shall be required to maintain a test equipment calibration program in compliance with NCSL Z540-3. The program shall be documented and traceable to the National Institute of Standards (NIST). The calibration system records shall be maintained for inspection for the duration of any contract referencing this specification 4.5 Test & Inspection Reports: A copy of any standard contractor test or inspection report shall be turned over to the Coast Guard Q.A. Inspector upon his arrival at the contractor's plant. 4.6Warranty: Contractors standard warranty applies. 5Preservation, Packaging & Marking: 5.1 Preservation: All open ports shall be sealed using waterproof caps or covers to prevent the intrusion of moisture. 5.2 Packaging: Each winch shall be screwed or bolted to its own wood skid mounted pallet to allow lifting by fork truck. Winch shall be covered with clear plastic wrapped around its top and sides to prevent the intrusion of moisture. 5.3 Marking: An information tag shall be securely attached to the winch assembly and in plain view of shippers and handlers. Tag shall contain the information as laid out in 5.4 parts (a) through (f). 5.4 Marking (packaging): The following information shall be marked in legible high black waterproof print on a painted contrasting background and shall be marked on the packaged Windlass and in plain view of material handlers. NATIONAL STOCK NUMBER: 3950-01-206-2616 NOMENCLATURE: WINDLASS PART NUMBER: X-1927 Shipping Weight: SPECIFIED BY CONTRACTOR Government Contract No.: SEE CONTRACT AND THE PHRASE: COAST GUARD ELC MATERIAL CONDITION "A", 1 each. 5.5 BAR CODING: Bar coding shall of the National Stock Number, on each overhauled winch, is required along with the marking required in 5.3. Bar code labels shall be in accordance with ELC specification D-000-0100. a) Label shall be Type "V", Grade "A", Style "2", Composition "B" with plastic laminate. b) Each label shall contain encoded date for the National Stock Number, Part Number and Contract and Delivery order number. c) Bar code label can be supplied separately or as part of the overall marking required in 5.3. WARRANTY: A. Standard Manufacturer's Warranty B. Item being repaired as an "onboard repair" or a "system stock" item and will be put into inventory. NOT FOR IMMEDIATE INSTALLATION. Contractor must guarantee item against defects that lead to failure for 90 days after installation for a period of up to two (2) years after delivery to Coast Guard. GOVERNMENT ACCEPTANCE: Acceptance will be made at destination by a Government representative. Acceptance will be contingent upon the representative's verification of no damage in transit, correctness and completeness of order and contractor's conformance to preservation/packaging, packing and marking requirements. PRESERVATION / PACKAGING: A. Each unit shall be individually preserved and wrapped for protection against deterioration for a period of two (2) years minimum. B. See Attachments PACKAGING AND MARKING FOR SHIPMENT: A. Each unit shall be packed individually in it's own wooden box which shall be capable of providing adequate protection to the item during multiple shipments. Mark each box in legible black print lettering with the following information: NATIONAL STOCK NUMBER: 3950-01-206-2616 ITEM NAME: WINDLASS PART NUMBER: X-1927 GOVERNMENT ORDER NUMBER: And the words: "Coast Guard ELC Material, Condition "A". B. See Attachments This is a combined synopsis/solicitation for a commercial service prepared in accordance with the format outlined in FAR Subpart 12.6, FAC 2005-31 (MAR 2009), and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotations are being requested and a written solicitation will not be issued. The NAICS code for this solicitation is 488390 and the Small Business Size Standard is _1000. This synopsis/solicitation is issued pursuant to FAR 6.203-1 and HSAM 3006.302-1. The resultant purchase order will be awarded using simplified acquisition procedures in accordance with FAR 13.5. It is anticipated that a non-competitive sole source purchase order shall be awarded as a result of this synopsis/solicitation. It is the Government’s belief that only JERED INDUSTRIES INC, and/or their authorized repair facilities, can obtain the required technical and engineering data, and genuine OEM parts, required to successfully repair these items. Concerns having the expertise and required capabilities to repair these items are invited to submit complete information discussing the same within _3 calendar days from the day this notice is posted. The information submitted must include a letter from the OEM verifying the offeror is an authorized repair facility and verifying the OEM will supply only genuine OEM parts. Offers may be submitted on company letterhead stationary and must include the following information: (1) Loaded Labor Rate: __________ (This rate shall include direct and indirect labor costs associated with the labor rate, G&A, overhead, and profit). (2) Inspection Charge Per WINDLASS: $____________ (This price shall be the price the Government shall be obligated to pay if any WINDLASS is determined to be beyond economical repair). (3) Preservation, packaging, and marking: $______ (This charge shall be the charge the Government shall be obligated to pay for preservation, packaging, and marking as outlined in the attached Repair Description). (4) Replacement cost for new WINDLASS (if available): $_____________ NOTE: A Department of Labor Wage Rate Determination shall be requested upon award and shall be incorporated in the resultant purchase order. DELIVERY SCHEDULE The delivery schedule shall be as follows: Inspection Report(s) - 14 calendar days from the date Government-Furnished Material is received at the Contractor’s facility. Coast Guard Review - 14 calendar days after receipt of Inspection Reports Repaired WINDLASS (when authorized) - 45 calendar days after receipt of Contracting Officer’s authorization to proceed TEST AND INSPECTION REPORTS In addition to the requirements identified in the Repair Description, all inspection reports must contain the following minimum information: (a) Actual number of labor hours, hourly rate, and total labor cost for each WINDLASS. (b) List of all replacement parts required, including part numbers, unit prices, extended prices. (c) Any charges involved with long-term storage. (d) Price of new Item. (e) Serial Number of each Item. (f) Proposed delivery date for repaired Items. TESTS/INSPECTION - Any testing requirements identified in the Repair Description shall be witnessed by a Government Quality Assurance Representative. The Contractor shall notify the Contracting Officer fourteen (14) calendar days prior to being ready to final test and inspection. EVALUATION Award shall be made without discussions unless the Contracting Officer determines discussions are necessary. Quotations received in response to this synopsis/solicitation shall be evaluated on a best value basis utilizing the following technical, price and price-related factors: (a) Technical ability to provide genuine OEM parts. (b) Estimated Price (c) Cost to ship GFP to Contractor’s facility (d) Cost of final Quality Assurance Inspection(s) (e) Past performance The following FAR Clauses provisions apply to this solicitation. FAR 52.212-1, Instructions to Offerors-Commercial Items (June 2008); FAR 52.212-3, Offeror Representations and Certifications-Commercial Items (MAR 2009) with Alternate I. Offeror(s) must include a completed copy of FAR 52.212-3 with their quote. The Offeror shall supply at least three (3) contracts completed during the past three years or currently in process for the same services as are being solicited under this solicitation. Contracts listed may include those entered into by the Federal Government, agencies of the state and local governments, foreign governments, and commercial customers. The Offeror shall provide include past performance information for any major subcontractor and must be relevant to the scope of work they may perform under the contract resulting from this solicitation. References other than those provided by the Offeror may be contacted by the Government to obtain additional information that shall be used in the evaluation of the offeror’s past performance. The Government may waive the submission of past performance information by the offeror if adequate data already exists on file within this office. The following FAR Clauses apply to this solicitation. Offerors may obtain full text versions of these clauses electronically at www.arnet.gov.; FAR 52.212-4, Contract Terms and Conditions-Commercial Items (MAR 2009); FAR 52.212-5, Contract Terms & Conditions Required to Implement Statutes or Executive Orders-Commercial Items (Feb 2009). The following clauses listed within FAR 52.212-5 are applicable: 52.219-28, Post Award Small Business Program representation (Jun 2007)(15 U.S.C. 632(a)(2); FAR 52.222-3, Convict Labor (Jun 2003)(E.O. 11755); FAR 52.222-19 Child Labor-Cooperation with Authorities and Remedies (Feb 2008)(E.O. 13126); FAR 52.222-21, Prohibition of Segregated Facilities (Feb 1999); FAR 52.222-26, Equal Opportunity (Mar 2007)(E.O. 11246); FAR 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998)(29 U.S.C. 793); FAR 52.222-50, Combating Trafficking in Persons (Aug 2007); FAR 52.225-1, Buy American Act-Supplies (Feb 2009)(41 U.S.C. 10a-10d); 52.225-13, Restrictions on Certain Foreign Purchases (Jun 2008); 52.232-33, Payment by Electronic Funds Transfer—Central Contractor Registration (Oct 2003)(31 U.S.C. 3332); 52.222-41, Service Contract Act of 1965 (Nov 2007)(41 U.S.C. 351, et seq.).; 52.222-42, Statement of Equivalent Rates for Federal Hires (May 1989)(29 U.S.C. 206 and 41 U.S.C. 351, et seq.). The following items are incorporated as addenda to this solicitation: HSAR 3052.209-70, Prohibition on Contracts with Corporate Expatriates (Jun 2006). Copies of HSAR clauses may be obtained electronically at www.dhs.gov. CGAP 3042.302-90 Valuation Requirements for the Acquisition of Spare Parts Purchased for Inventory Control Points from HQ Contracts (OCT 2008). Copies of CGAP clauses may be obtained electronically at: www.uscg.mil/acquisition/procurement/pdf/CIM_4200_19H.pdf All responsible sources may submit a quotation, which if timely received, shall be considered by the Agency. Companies must have valid DUNS numbers and be registered with Central Contractor Registration (CCR) and shall provide the company Tax Information Number (TIN) with their offer. The closing date and time for receipt of quote is APRIL 16TH, at __2:00__ p.m. Eastern Standard Time. NOTICE FOR FILING AGENCY PROTESTS - United States Coast Guard Ombudsman Program It is the policy of the United States Coast Guard (USCG) to issue solicitations and make contract awards in a fair and timely manner. The Ombudsman Program for Agency Protests (OPAP) was established to investigate agency protest issues and resolve them without expensive and time-consuming litigation. OPAP is an independent reviewing authority that is empowered to grant a prevailing protester essentially the same relief as the General Accountability Office (GAO). Interested parties are encouraged to seek resolution of their concerns within the USCG as an Alternative Dispute Resolution (ADR) forum, rather than filing a protest with the GAO or some external forum. Interested parties may seek resolution of their concerns informally or opt to file a formal agency protest with the contracting officer or Ombudsman. Informal forum with the Ombudsman. Interested parties who believe a specific USCG procurement is unfair or otherwise defective should first direct their concerns to the cognizant contracting officer. If the contracting officer is unable to satisfy the concerns, the interested party is encouraged to contact the USCG Ombudsman for Agency Protests. Under this informal process, the agency is not required to suspend contract award performance. Use of an informal forum does not suspend any time requirement for filing a protest with the agency or other forum. In order to ensure a timely response, interested parties should provide the following information to the Ombudsman: solicitation/contract number, contracting office, contracting officer, and solicitation closing date (if applicable). Formal Agency Protest with the Ombudsman. Prior to submitting a formal agency protest, protesters must first use their best efforts to resolve their concerns with the contracting officer through open and frank discussions. If the protester’s concerns are unresolved, an independent review is available by the Ombudsman. The protester may file a formal agency protest to either the contracting officer or as an alternative to that, the Ombudsman under the OPAP program. Contract award or performance will be suspended during the protest period unless contract award or performance is justified, in writing, for urgent and compelling reasons or is determined in writing to be in the best interest of the Government. The agency’s goal is to resolve protests in less than 35 calendar days from the date of filing. Protests shall include the information set forth in FAR 33.103. If the protester fails to submit the required information, resolution of the protest may be delayed or the protest may be dismissed. This will not preclude re-filing of the protest to meet the requirement. To be timely, protests must be filed within the period specified in FAR 33.103(e). Formal protests filed under the OPAP program should be submitted to: Department of Homeland Security United States Coast Guard (CG-9131) Ombudsman Program for Agency Protests 1900 Half Street, SW, Room 11-0602 Washington, D. C. 20593-0001 FAX: 202.475.3904. The Ombudsman Hotline telephone number is 202.372.3695.
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