SOURCES SOUGHT
J -- NINDS Division of Intramural Research (DIR) Effort to Purchase CageWash Equipment Services - SOW
- Notice Date
- 1/30/2015
- Notice Type
- Sources Sought
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Institute on Drug Abuse, Station Support/Simplified Acquisitions, 31 Center Drive, Room 1B59, Bethesda, Maryland, 20892
- ZIP Code
- 20892
- Solicitation Number
- HHS-NIH-NIDA-SSSA-SBSS-2015-112
- Archive Date
- 2/24/2015
- Point of Contact
- Andriani Buck, Phone: 3014021677
- E-Mail Address
-
andriani.buck@nih.gov
(andriani.buck@nih.gov)
- Small Business Set-Aside
- N/A
- Description
- Statement of Work SOURCES SOUGHT NOTICE Solicitation Number: HHS-NIH-NIDA-SSSA-SBSS-2015-112 Title: NINDS Division of Intramural Research (DIR) Effort to Purchase CageWash Equipment Services Classification Code: J - Maintenance, Repair, & Rebuilding of Equipment NAICS Code: 811219 - Other Electronic and Precision Equipment Repair and Maintenance Description: This is a Small Business Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disabled, veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice. This notice is issued to help determine the availability of qualified companies technically capable of meeting the Government requirement and to determine the method of acquisition. It is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be considered as proposals or quotes. No award will be made as a result of this notice. The Government will NOT be responsible for any costs incurred by the respondents to this notice. This notice is strictly for research and information purposes only. Background: The National Institutes of Health (NIH) is the nation's leading medical research agency and the primary Federal agency whose mission is to seek fundamental knowledge about the nature and behavior of living systems and the application of that knowledge to enhance health, lengthen life, and reduce illness and disability.The National Institute of Neurological Disorders and Stroke (NINDS) mission is to seek fundamental knowledge about the brain and nervous system and to use that knowledge to reduce the burden of neurological disease. A key component to the important and ongoing neuroscience research is conducted in the basement-level vivarium which is utilized to house rodents approved for use in many of the neuroscience research protocols. Due to the fact that this vivarium is shared and available for use by the eight collaborating institutes and centers, the vivarium is commonly referred to as a Shared Animal Facility (SAF). The Building 35 SAF is accredited by the Association for Assessment and Accreditation of Laboratory Animal Care International (AAALAC). Every three years AAALAC reviews the animal program in the Building 35 SAF. One of the criteria for maintaining accreditation, and to reduce experimental variables in study protocols, is the ability for the Building 35 SAF to effectively and efficiently clean and process large volumes of soiled animal caging and water bottles on a daily and weekly basis. The Building 35 SAF is therefore dependent upon the washing and processing equipment located in the cage wash and bottle processing space. This equipment must work each and every day with minimal downtime in order to meet the facility sanitation requirements, and to remain compliant with regulating authorities. The Building 35 SAF has seven (7) pieces of fixed cage wash equipment that handle the daily and weekly soiled cage and bottle processing. These seven pieces of equipment are largely proprietary and were purchased from and installed by Tecniplast/IWT. A schedule containing key information about the Tecniplast/IWT cage wash equipment is shown below. Equipment DescriptionSerial NumberInstallation YearManufacturer's Warranty Status IWT Kronos Robotic Bottle Processor03USA0022004Expired IWT Rack Washer09USA0042004Expired IWT Tunnel Washer0111352010Expired IWT Tunnel Washer0111362010Expired IWT Tunnel Washer0111652013Expires 11/30/2015 IWT Rack Washer9014692013Expires 11/30/2015 IWT Multi-Magic 2 Semi-Automatic Bottle Processor5511222013Expires 11/30/2015 Please review the attached document(s) for more detailed information. Purpose and Objectives: The purpose of this acquisition is to award a multi-year service agreement for the cage and bottle processing equipment listed in the schedule above, and according to the specific requirements outlined below. Scope of Work: The contractor shall provide a comprehensive service agreement for the cage and bottle processing equipment listed in the equipment schedule above. The Period of Performance (PoP) will begin on April 1, 2015 and will include a base year, with four (4) option years, according to the following yearly breakdown: Multi-Year Service Agreement ElementsPeriod of Performance Base YearApril 1, 2015 thru March 31, 2016 Option Year 1April 1, 2016 thru March 31, 2017 Option Year 2April 1, 2017 thru March 31, 2018 Option Year 3April 1, 2018 thru March 31, 2019 Option Year 4April 1, 2019 thru March 31, 2020 The cage and bottle processing equipment listed in the schedule above has been under warranty or under service agreement by the original equipment manufacturer (Tecniplast/IWT) since the date each piece of equipment was installed (see equipment installation chart above). The contractor should therefore assume that each piece of equipment has been properly serviced and maintained and will not need significant repair, adjustment, or replacement parts prior to the commencement of the multi-year service agreement. The contractorshall honor the existing warranty on the three (3) pieces of equipment listed in the schedule above (IWT Tunnel Washer, Serial # 011165; IWT Rack Washer, Serial # 901469; IWT Multi-Magic Semi-Automatic Bottle Processor, Serial # 551122). The warranties on these three pieces of equipment will expire on November 30, 2015. During the warranty period, the contractor will service and maintain this equipment with no additional cost to the government beyond the price agreed to in the service agreement, and no additional delay in repairs. The contractor will be responsible for securing all reimbursements from the manufacturer (Tecniplast/IWT) for any and all warranted parts, workmanship, and labor according to the existing warranty. Detailed Technical Requirements: The contractor will underwrite a yearly service agreement on the seven (7) pieces of cage and bottle processing equipment listed in the schedule of equipment above, and according to the following requirements: a.The service agreement will cover all parts, and the labor to install those parts, for system malfunctions that are due to normal wear and tear during the course of the period of performance. Parts coverage must also include revisions and upgrades to all controller software that is integral to the operation of each piece of equipment, and may be changed or revised periodically by the manufacturer to improve the operation of the equipment, or correct know equipment operating issues. The price quoted for the service agreement will be all-inclusive. No additional charges will be made to the government (customer) during the period of performance for parts, incidental parts, travel time, labor, hotel, meals, delivery charges, or for qualified 3rd party service providers that may be utilized by the contractor to make repairs. b.The service agreement will cover two (2) PM (Preventive maintenance) service visits per machine, per year. The first Preventive Maintenance (PM) service will occur within 30 days of contract award. The second PM service will occur between the 6th and 7th month after contract award. If one or more option years are exercised by the government, the first PM service will occur within 30 days of the commencement date of the option year. The second PM service will occur between the 6th and 7th month of the exercised option year. c.During the remaining warranty period, the government will require that the successful service provider perform one (1) complete Preventative Maintenance (PM) service on the three pieces of cage and bottle processing equipment currently under warranty, according to the periodic service schedule recommended by the original equipment manufacturer (Tecniplast/IWT). After the warranty period expires the service provider will and beginning with the first option year, and each succeeding option year remaining under the proposed contract, the successful service provider will provide two (2) PM service visits per machine per year. d.Scheduling of the PM service visits and the order in which the cage and bottle processing equipment is serviced, will be coordinated and approved by the government (customer) in advance of the service visit. All PM service work will be performed during the government (customer) hours of operation outlined in item 4 below, unless prior approval by the government (customer) is obtained. e.The service agreement will provide the following levels of support: 1.Level 1 Support. Level 1 Support will be used for initial documentation, troubleshooting, and resolution of identified equipment malfunctions and issues. The contractor must have a system in place to receive telephone calls from the equipment owner (customer). When the service provider is closed for business, a system for leaving a message and callback by a qualified service engineer must be in place. A callback by a qualified service technician must be received by the equipment owner (customer) within one (1) hour after receiving a call for service. The contractor must have a qualified service technician available for on-call and emergency service issue resolution during periods when the service provider is otherwise closed for business. Troubleshooting and resolution of the reported problem will begin once telephone contact has been established between the customer and the service provider's qualified service technician. If the qualified service technician determines that the reported equipment issue or malfunction cannot be resolved by troubleshooting steps over the telephone, the qualified service technician will immediately escalate Level 2 Support. 2.Level 2 Support. Level 2 Support will require that a qualified service technician visit the customer site to perform additional troubleshooting, adjustment, calibration, repair, or replacement of parts on the affected equipment. The qualified service technician must arrive at the customer site within four (4) business hours of escalation from Level 1 Support if the affected equipment is either inoperable, or operation of the equipment poses a safety issue for customer personnel. If the four (4) business hour window extends beyond the normal working hours of the customer, a qualified service technician must arrive at the customer site by 7:00 am on the customer's next business day. The government (customer) expects that the offeror's service technician will continue working to resolve the issue or issues until the machine(s) are operational and the repairs have been tested and verified. If issue(s) cannot be effectively resolved on the first business day the service technician arrives at the government (customer) site, the government (customer) expects that the service technician will return on the next business day or subsequent consecutive business days until the machine(s) are operational and the repairs have been tested and verified. f.Minimum Performance Expectation. The government (customer) has an expectation that each of the seven (7) pieces of cage and bottle processing equipment listed in the above schedule will be functional and operational a minimum of 80% of a regular work week, and 80% of a holiday work week. The government (customer) is actively processing cages and bottles through the listed machines between the hours of 8:30 am and 4:30 pm, Monday thru Friday during non-holiday work weeks. During holiday work weeks, the government (customer) is actively processing cages and bottles through the listed machines between the hours of 8:30 am and 4:30 pm on the non-holiday work days of a holiday week. Based on the records maintained by the government (customer), a simple weekly performance metric will be generated for each of the seven cage and bottle processing machines. To meet the minimum performance expectation of 80%, each machine must be functional and operational for 32 hours during a non-holiday work week, and 25.6 hours during a holiday work week. g.Service Schedules. The contractor will follow the manufacturer's recommended checklists for providing PM service to the equipment listed in the schedule above, and provide parts replacement, adjustment, and calibration according to the most current schedule. The government (customer) expects that the offeror's service technician will continue working to resolve the issue or issues until the machine(s) are operational and the repairs have been tested and verified. If issue(s) cannot be effectively resolved on the first business day the service technician arrives at the government (customer) site, the government (customer) expects that the service technician will return on the next business day or subsequent consecutive business days until the machine(s) are operational and the repairs have been tested and verified. h.Critical Spare Parts. The offeror will be required to maintain an inventory of critical spare parts on-hand at all times. The government (customer) broadly defines a critical spare part as a part that will make the machine inoperable or unsafe if that part is damaged or missing, or a part that can reasonably be expected to wear-out or fail within the PM service interval of six (6) months. The offeror must provide evidence to the government (customer) that adequate quantities of these parts are in inventory and on-hand at the commencement of this service agreement. The inventory of critical spare parts can be securely located at the customer site, within the service vehicle of the offeror's qualified service technician, or in a location that is within a reasonable distance to the customer site so that a qualified service technician can access the parts and make necessary equipment repairs during the same business day that the technician is on-site according to the Level 2 Support requirements listed above. The government (customer) expects there will be no delay in repair to the listed equipment due to the lack of a critical spare parts inventory. i.Service Documentation. Equipment service documentation shall be collected by the contractor, shared with the Government and maintained in a readily-available format for quick review by the government as required. j.Tools. Contractor must ensure that their qualified service technicians have at their immediate disposal the tools necessary to repair, adjust, and calibrate the equipment listed in the schedule above and according to the five (5) checklists attached to this SOW. The government (customer) expects there will be no delay in repair to the listed equipment due to the qualified service technician not having immediate access and availability to the proper tools, calibration, or diagnostic instruments. k.Training. The offeror will provide periodic training to the government (customer) staff once per quarter during the period of performance of this agreement. Quarterly training will occur during the government's (customer's) normal business hours, and will include up to eight (8) hours of classroom/hands-on training. The eight (8) hours of quarterly training will occur either on one single day, or can be spread over two consecutive days. The offeror will be responsible for planning and coordinating each training agenda with the government's (customer's) management and training staff. The offeror will be responsible for providing all training media and materials that will be utilized during the training session(s) including, but not limited to slide presentations, manuals, and other handouts. Quarterly training hours that go unused at the government's request may be provided in subsequent quarters and/or option years. l.Experience. Contractor must have documented experience successfully performing a service contract for cage and bottle processing equipment similar to the equipment listed in the equipment schedule above (tunnel washers, rack washers, and bottle processing equipment). Additionally, the contractor must be able to provide documentation on the following technical experience and proficiency for their field service and telephone service personnel, and for third party, sub-contracted, personnel: a)Gantry/indexing robotics b)Process control software and hardware utilizing HMI (Human Machine Interface) controllers and PLC (Programmable Logic Controllers) c)Wi-Fi and Ethernet networking d)Hot and cold water plumbing systems utilizing domestic cold water and domestic hot water e)Medium pressure steam (MPS) f)Heat exchangers utilizing MPS to heat domestic hot water to temperatures approximating 180 degrees Fahrenheit g)Field welding and field passivation of stainless steel h)Pneumatic and solenoid controls i)Electrical and electric motor systems, including 480 VAC 3 phase and 120 VAC single phase applications j)Laboratory grade compressed air systems k)Control sensors l)Chemical dosing systems which control and monitor dosing of detergents, acid de-scaling, and acid neutralization The government (customer) may permit the contractor to utilize qualified 3rd party service providers on a limited, case-by-case basis. The contractor will be held responsible for all work performed under this service agreement whether the work is performed by employees of the contractor or assigned to 3rd party service providers. The contractor will also be held responsible for any damage to customer equipment that results from the work performed by 3rd party service providers. m.References: The contractor must provide a list of three (3) facilities where they are currently providing service under a service contract. The references must be from Association for Assessment and Accreditation of Laboratory Animal Care International (AAALAC) accredited laboratory animal research facilities that have similar cagewash equipment (tunnel washers, rack washers, and bottle processing equipment). To do their part in retaining NIH/NINDS's accreditation, contractor shall perform in accordance with the AAALAC Certification regulations and guidelines as found in the Guide for the Care and Use of Laboratory Animals; 8th Edition. Selection Criteria The Contractor shall be evaluated on their proposal as follows: Evaluation CriteriaScore 1.Documentation to verify that all equipment and parts meet the above stated requirements.40 2.Service shall be performed by certified, factory trained technicians with a minimum of three years of experience.30 3.Warranty meets the minimum specified in the Statement of Work and evidence that the contractor can provide adequate resources for repair/maintenance including emergency response within 24 hours of notification during the warranty period.10 4.Reference check results of other facilities in which similar systems have been installed.10 5.Cost10 Total:100 Capability statement /information sought. The respondent response shall also include any other specific and relevant information related to the requirements of this project that will enable the Government to determine the capabilities of the company to perform the specialized requirements described in this synopsis. Interested organizations must demonstrate and document in any response submitted, to this market survey extensive experience with and the ability to perform all of the specialized requirements elsewhere described. The respondent must also provide their DUNS number, organization name, address, point of contact, and size and type of business (e.g., 8(a), HubZone, etc.) pursuant to the applicable NAICS code and any other information that may be helpful in developing or finalizing the acquisition requirements. The information submitted must be must be in an outline format that addresses each of the elements of the project requirement and in the capability statement /information sought paragraphs stated herein. A cover page and an executive summary may be included but is not required. The response is limited to ten (15) page limit. The 15-page limit does not include the cover page, executive summary, or references, if requested. The response must include the respondents' technical and administrative points of contact, including names, titles, addresses, telephone and fax numbers, and e-mail addresses. All responses to this notice must be submitted electronically (facsimile responses are NOT accepted ) to: Andriani Buck Contract Specialist NIH/NIDA/SSSA Andriani.buck@nih.gov The response must be received on or before February 9, 2015, 8:00 AM (EST). Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a presolicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/NIH/NIDA-2/HHS-NIH-NIDA-SSSA-SBSS-2015-112/listing.html)
- Place of Performance
- Address: Building 35 Shared Animal Facility (SAF), Bethesda, Maryland, 20892, United States
- Zip Code: 20892
- Zip Code: 20892
- Record
- SN03629413-W 20150201/150130234737-9d9b9d80b11affdf9b18b5bf6bf9003c (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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