SOURCES SOUGHT
J -- Freezer Preventative Maintenance
- Notice Date
- 2/24/2017
- Notice Type
- Sources Sought
- NAICS
- 811310
— Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Institute on Drug Abuse, 6001 Executive Boulevard, Room 3155, MSC 9593, Bethesda, Maryland, 20892, United States
- ZIP Code
- 20892
- Solicitation Number
- HHS-NIH-NIDA-SSSA-SBSS-17-222
- Archive Date
- 3/18/2017
- Point of Contact
- Jermaine Duncan, Phone: 3018277515
- E-Mail Address
-
jermaine.duncan@nih.gov
(jermaine.duncan@nih.gov)
- Small Business Set-Aside
- N/A
- Description
- Federal Business Opportunities (FBO) SOURCES SOUGHT NOTICE 1.Solicitation Number: HHS-NIH-NIDA-SSSA-SBSS-17-222 2.Title: Freezer Preventative Maintenance 3.Classification Code: J - Maintenance, repair and rebuilding of equipment 4.NAICS Code: 811310 - Commercial and Industrial Machinery and 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 research program of the Neurological Disorders and Stroke of the DIR, NINDS focuses on precision medicine care of patients with neuro-immunological diseases, especially multiple sclerosis (MS). In order to accommodate this expanding clinical research program, NINDS has added a second freezer farm to accommodate the growing number of researchers at the Porter facility. The Porter facility has initiated a preventive maintenance program that greatly reduces the number of freezer failures by performing preventive maintenance checks on all of its freezer equipment, thus identifying problems early enough to resolve it before it becomes a greater concern. Purpose and Objectives: The purpose of this acquisition is to procure a preventive maintenance agreement for all freezers for the National Institute of Neurological Disorders and Stroke (NINDS). Project requirements: Independently and not as an agent of the Government, the Contractor shall furnish all the necessary services, qualified personnel, professional liability insurance, material, equipment and facilities, not otherwise provided by the Government as needed to perform the below stated requirements. Preventative maintenance is required for 307 freezers (-20, -30, -80). Specific brands are Panasonic, Sanyo, Thermo Fisher, Revco and Symphony freezers. The Contractor shall provide NINDS the following: •Contract shall provide two (2) preventive maintenance inspections, inclusive of calibration, annually for each freezer. The inspection must include: o Calibration of temperature display utilizing NIST certified instruments. o Inspections of gaskets, door seals, latch operation, alignment and proper closure. o Remove any frost/ice build-up around gasket and doors. o Verification of supply voltage to be within 10% of nameplate's voltage rating. o Inspect alarm system, and alarm battery where applicable. o Record alarm set points and verify. o Inspection of line cord and cord cap for frayed wires, degraded insulation and proper cord cap configuration. o Inspection of door heater. o Inspection of drain pan for leaks or restrictions, if applicable. o Inspection of compressor for amperage draw, to insure it is within manufacturer's specifications o Unit Inspection for abnormal sounds such as rattles or excessive noise. o Clean condenser filter and coils. o Inspect condenser fan motors, condenser cabinet and piping insulation integrity. o Inspect refrigeration's heat exchange. o Record inner stage temperature, if applicable. o Inspect evaporator fan for proper operation and excessive ice buildup. o Inspect defrost timer for proper operation. o Inspect drain heater for proper operation. o Inspect sub-doors or sub-lids for breaks, cracks and alignment. o Inspection of oil level. o Record ambient temperature of equipment room. • Contractor shall affix at time of inspection an inspection/calibration sticker to each freeze unit • Contractor shall provide electronic copies (PDF) of all inspection reports shall be provided to the Government within 3 business days of service being provided. The report, at a minimum will include list of problems and the correction actions taken, inspection data and calibration data. All documentation must be completed according to Good Documentation Practices (GDP). • Contractor shall provide emergency repair and associated parts. Cost for services and parts are excluded from this requirement and shall be submitted to the Government for approval and acceptance prior to each repair. • Contractor shall provide 24/7 technical assistance and emergency contact information in the event of a freezer failure. • Contractor shall provide the Government a loaner freezer in the event of off campus freezer repair. • Contractor shall provide a minimum of one (1) year warranty on all repairs completed following maintenance inspection recommendation. • Contractor shall guarantee all repairs and parts for ninety (90) days from the date equipment is serviced or returned to the Government. All repair work to be completed during normal working hours (from 8:00 AM to 5:00 PM local prevailing time, Monday through Friday). Level of Effort: Not applicable Government Responsibilities Government shall provide the contractor with a list of all freezers. Delivery and Deliverables •The contactor shall provide a biannual inspection, which includes calibration, for each freezer. The first inspection shall be due within 30 days of award, 2nd completed within 6 months of the first inspection. •Electronic copies (PDF) of all inspection reports shall be provided to the Government within 3 business days of service being provided. The report, at a minimum will include list of problems and the correction actions taken, inspection data and calibration data. All documentation must be completed according to Good Documentation Practices (GDP). Reporting Requirements See aforementioned Delivery or Deliverables section Anticipated Contract Type: A firm fixed price purchase order is anticipated. Period of Performance/Delivery Requirements: •Base Year: April 1, 2017 - March 31, 2018 •Option 1 (if exercised): April 1, 2018 - March 31, 2019 •Option 2 (if exercised): April 1, 2019 - March 31, 2020 •Option 3 (if exercised): April 1, 2020 - March 31, 2021 •Option 4 (if exercised): April 1, 2021 - March 31, 2022 Place of Performance: The place of performance shall be at NIH in Bethesda, Maryland 20892. The contractor is required to work on-site. Capability Statement: Contractors that believe that they possess the ability to provide the required Neuropsychology Consulting Support Services should submit documentation on their ability to meet each of the project requirements to the Contract Specialist. 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 information submitted 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 fifteen (15) page limit. The 15-page limit does not include the cover page, executive summary, or references, if requested. Interested organizations are required to identify their organization name, address, DUNS Number type of business (e.g. 8(a), HubZone, etc), applicable North American Industry Classification System Code, and size standards in accordance with the Small Business Administration. The government request that no proprietary or confidential business data be submitted in a response to this notice. However, responses that indicate the information therein is proprietary will be properly safeguarded for Government use only. Capability statements must include the name and telephone number of a point of contact having authority and knowledge to discuss responses with Government representatives. Capability statements in response to this market survey that do not provide sufficient information for evaluation will be considered non-responsive. When submitting this information, please reference the solicitation notice number. All capability statements sent in response to this Sources Sought Notice must be submitted to Jermaine Duncan, Contract Specialist, via email at jermaine.duncan@nih.gov before the closing date and time of this announcement. All responses must be received by the specified due date and time in order to be considered. Note: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in the response. No proprietary, classified, confidential or sensitive information should be included in your 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 review of the responses received, pre-solicitation and solicitation notices may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. The solicitation release date is pending. The Government anticipates negotiation of a firm fixed price purchase order. Contracting Office Address: 31 Center Drive Room 1B59 Bethesda, Maryland 20892 United States Place of Performance: Bethesda, Maryland 20892 United States Primary Point of Contact: Jermaine Duncan, Contract Specialist Jermaine.duncan@nih.gov Phone: 301-827-7515
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