CBP REQUEST FOR INFORMATION FLEET MAINTENANCE PARTS ACQUISITION INITIATIVE THIS IS A REQUEST FOR INFORMATION (RFI) AND NOT A REQUEST FOR PROPOSAL (RFP). The Bureau of Customs and Border Protection (CBP) the Department of Homeland Security (DHS) is seeking industry interest and information on a requirement for the acquisition, storage, security, and management of automotive parts to support the CBP Fleet Management Branch (FMB). The Government seeks information from industry to assess the feasibility of having a vendor or vendors assume the responsibility for the operation and management or automotive repair parts operations at CBP fleet garage facilities. The Government seeks alternative approaches to establish and maintain this source or sources of repair parts supply management. In keeping with this goal, the Government seeks industry input to: · discover additional sources for our expanding program · discover and implement best practices for procuring these services and supplies Part Acquisition: Planning for parts acquisition on the part of the vendor rests on the premise that vendor owns all parts within the stockroom or parts still under the control of the vendor until the issuance of a work-order and associated parts request to service a vehicle or other item that is being serviced. With the receipt of the work order and issuance of the requested part(s), the vendor completes an invoice and submits it to the Government. In the event that a part is returned to the stockroom, the vendor issues a corresponding credit to the garage. Provide information concerning the honoring all warranties issued by the manufacturer or according to the part supplier. Buy Back Program: Include a provision in the response for procedures to inventory and assess the viability of all parts on hand that the Government has purchased in the past. Vendors will purchase these parts when they assume responsibility for them. The only exception to this requirement is for those parts deemed obsolete. The “buy back” program will be valued at the fair market value as defined as Cents on the Dollar. This can be offered as a one-time rebate or as an outstanding credit account to use in lieu of present cost. It is assumed the vendor may perform an audit of a facility to obtain an idea of the parts structure and the financial investment of the program. Warehouse (stockroom) Management Information System (WMIS): Provide the plan to establish and maintain an inventory management system . Government Information Technology requirements mandate that the vendor-provided WMIS must be compatible with the CBP system of record to exchange all transactions and ensure compliance with “Standard Accounting Practices” and the Federal Management Record” (FMR). Stocking Requirements: For planning purposes, the vendor must maintain an inventory accuracy [measured by random cycle counts] of no less than 99% to ensure that parts are available as the WMIS states. Additionally, the level of inventory shall not exceed 7 turns per year to help ensure current and “fresh” inventory of all parts. The parts inventory must provide for all vehicle types stationed (domiciled) at the location or as part of a satellite facility of the primary facility. Stockroom Standards: Vendors must establish the stockroom within the confines of the facility as allocated by CBP. The vendor must provide for structure such as a door or wall, fencing, locked cabinets to ensure the security of the parts inventory. It is also the vendors responsibility to ensure compliance with all OSHA, EPA and any local/state/federal building codes including electrical, fire suppression, structure integrity and any other codes that are required. To facilitate planning, the stockroom will initially occupy the current footprint with in the garage, however as part of the request for information a vendor can perform further analysis to identify the need for a reduction or an increase in square footage. Technology: The vendor must plan to provide all infrastructures to operate the parts warehouse/stockroom. The infrastructure may/will include any cable, wireless, radio frequency or other technological items that support, the sharing and exchanging inventory and transactions within the facility and tied to the vendor’s main/ or satellite parts locations [another vendor or distribution facility]. Hazardous Materials: Provide the management plan to address the storage of any hazardous material stored within the stockroom or still owned and controlled by the vendor. The plan must comply with all federal/local regulations. Additionally any relevant training and recorded data associated with the hazardous material must be current in the Material Safety Data Sheets book as mandated by law. It is the role of the vendor to ensure that the MSDS is current and that the training is compliant and that the vendor retains training records. However, the facility management has the option to randomly audit any training records to ensure that they are current. Staffing: Provide the plan for staffing of the stockroom during all regular hours of operation and any scheduled overtime or additional shifts that are added on a permanent basis or a short-term basis. There is no bid package or solicitation document associated with this announcement. This Request For Information is for information and planning purposes only and does not constitute a commitment, implied or otherwise, that the Government will issue a procurement action. No entitlement to payment of direct or indirect costs or charges by the Government will arise as the result of the submission of contractor’s information. The Government shall not be liable for or suffer any consequential damages for proprietary information not properly identified. The Government will safeguard proprietary information in accordance with applicable Government regulations. Sources responding to this RFI should provide four copies of their information and estimated cost data to the Contract Specialist at Customs and Border Protection, Attn: Bobby Crockett, 1300 Pennsylvania Avenue, NW, Suite 1310 NP, Washington, DC 20229. Alternatively, submissions via e-mail to the Contract Specialist at
[email protected] are acceptable. The estimated cost data are for budgetary/planning purposes only. Firms should also include their business size, CAGE code, Dun & Bradstreet number and GSA Schedule should they possess one. For those small businesses interested in responding to this RFI and who have questions concerning how to conduct business with the Government, please contact Mr. William Bickelman, (202) 344-1168. For other questions or clarifications, contact the Contract Specialist at (202) 344-2591 All submissions will adhere to the following deadlines: Hard copies: 4:00p.m. E.D.T., July 1, 2005 Electronic mail: 4:00 p.m. E.D.T., June 30, 2005