The U.S. Department of Energy's (DOE) National Nuclear Security Administration Office of Secure Transportation (OST) seeks small businesses, small business-led teams, and joint ventures that qualify as small business capable of performing operations of vehicle maintenance facility and mobile electronic maintenance facility and facility/ground maintenance and janitorial services. The mission of OST is the safe, secure transportation of nuclear assets and special nuclear materials. The vehicles used are specially modified to meet these mission requirements and must be kept in superior mechanical and operational condition to assure that they are capable of sustained CONUS interstate convoy operations. This sources sought announcement is intended to determine whether this acquisition is appropriate for a Small Business Set-Aside. It is anticipated the contract will be a Performance Based Firm Fixed Price (FFP)/Cost Reimbursable (CR), Indefinite Delivery/Indefinite Quantity (IDIQ) type contract. The total term of the contract is anticipated to be five years. The place of performance is located near Oak Ridge, Tennessee at the Agent Operation's Eastern Command (AOEC). AOEC is one of four VMF/MEMFs located in various locations within the continental United States. The AOEC VMF/MEMF at any given time has approximately 100-130 vehicles and trailers permanently assigned to the facility, but may at any time be required to perform maintenance on vehicles traveling through their facility from other VMF/MEMFs as necessary. DOE is seeking qualified and capable small business sources for the possibility of a future support service contract. The IDIQ general performance work statement (PWS) would consist of the following general requirements: 1. Provide all onsite program management necessary to meet all task requirements. 2. Provide all supervision, personnel, equipment, tools, specialized tools, special test equipment (STE), materials and parts inventory necessary for the operation of the VMF, MEMF and Facility Maintenance. 3. Facility Maintenance including facility infrastructure, mechanical systems, janitorial, roads and grounds maintenance, and ancillary repair and alterations not to exceed $10,000 per project. 4. Operations of the VMF and the MEMF including routine maintenance and emergency (discrepancy) repairs to the OST vehicle fleet. Contractor is responsible for maintaining complete federal maintenance and property records for each vehicle/trailer. The contractor is responsible for on-site fuel management, fuel reporting, and the management for the fuel charge card and fob system. The facility maintenance encompasses providing building and mechanical systems maintenance to multiple freestanding structures with approximately 100,000 square feet of air conditioned space for approximately 225 federal and contractor employees. Prospective contractor will provide preventive and corrective maintenance on all building systems which include heating ventilation air-conditioning, fire suppression, electrical, and plumbing systems, janitorial services which includes, but not limited to cleaning office spaces, empting trash receptacles and cleaning restrooms, and shower areas. Grounds maintenance services include grass cutting, edging, mulching, maintaining irrigation systems, snow and ice removal for approximately 26 acres. Provide logistics support, shipping and receiving services with security screening capability compliant to NAP 70. Ancillary repair and alterations capability may also be required. Administrative responsibilities will include mailroom and logistics support, acquisition of parts, materials, equipment and supplies for VMF/MEMF and facility maintenance; materials management/inventory control, warehousing, and management of onsite fueling facility. Accountability and disposition of federal property to support VMF/MEMF and facility maintenance tasks. Provide Environmental Safety and Health (ES&H) and Hazardous Material (HAZMAT) management and compliance in the OST facilities and VMF/MEMF operations. Vehicle maintenance and vehicle communications equipment repair is performed on a graded approach process, with certain levels of maintenance performed using the two and three person control concept. Vehicle and Mobile Electronic Communications Maintenance is held to standards that are set by Federal Information Processing Standards (FIPS 140-2) and DOE M 205.1-3 (Telecommunications Security Manual). Some procedures performed are classified, need to know. There are also technical safety requirements that are more stringent than found in DOT or commercial operations. ASE certified (or equivalent) mechanical support is highly recommended. MEMF communications personnel must hold and maintain FCC Licensure. The VMF/MEMF operation encompasses providing mechanical and electrical maintenance to OST fleet vehicles. The vehicles are categorized as operational and non-operational vehicles. Operational vehicles are held to more strenuous maintenance service program. Operational vehicles must go through the equivalent of a Department of Transportation (DOT) annual inspection before every convoy trip. Operational vehicles have numerous maintenance requirements that far exceed the manufacturers recommended maintenance schedule. Examples of maintenance check lists are included as attachments to this sources sought document. Communication and Vehicle technicians must come to the job certified to perform work on these specific vehicle systems and must maintain a high level of mechanical and/or electronics craft knowledge. New procedures, training and continual quality evolution to accommodate the ever-changing technologies require the mechanical and electronic technicians associated with VMF/MEMFs to maintain a continuous learning posture. Operational vehicles as well as non-operational vehicles are equipped with Detroit Diesel, Ford or GMC diesel engines and Allison or Dura-Max transmissions. OST operational vehicles have diesel engines and include, but are not limited to, specialized class 8 over the road tractors, specialized trailers, specialized various heavy duty and medium duty trucks and vans. Many of the vehicles are four-wheel drive and include aftermarket modifications. Included in the scope of work will be limited responsibilities for the OST GSA fleet assigned to AOEC. GSA vehicle maintenance is primarily performed through GSA approved commercial vendors, however there are situations that will require the VMF to perform minor mechanical maintenance or ferry vehicles to the GSA maintenance facilities to support mission schedules. The GSA vehicles are primarily gasoline engines and consist primarily of light duty truck and SUV platforms. Non-operational vehicles are primarily retired operational vehicles which upon decommission become part of the mission support fleet. These vehicles are diesel and include, but are not limited to, specialized class 8 over the road tractors, specialized trailers, specialized various heavy duty and medium duty trucks and vans. Due to the nature of the NNSA-OST mission and the technical and tactical requirements of contractors working on these vehicles and in other capacities associated with the VMF-MEMF activities, contractor personnel are required to hold up to a DOE ‘L' or ‘Q' clearance depending on job function. Some positions will also be required to participate in NNSA-OST Human Reliability Programs (HRP). The North American Industry Classification System (NAICS) code for this requirement is 811118, with the small business size standard for this classification is $7,000,000. All contractors who provide goods and services to the DOE must be registered in the Central Contractor Registration. Interested small businesses, small business-led teams, and joint ventures that qualify as small businesses are encouraged to respond by providing the following documents: (1) an expression of interest, and (2) a statement of capability (SOC). The contractor must demonstrate a capability to recruit and retain cleared and appropriately certified personnel at levels to support this effort. 1. The expression of interest shall include the following information: Company Name and Mailing Address; Point of Contact (name, title, telephone number.); Type of Small Business (Small Business, Small Disadvantaged Business, Woman-Owned Small Business, Veteran-Owned Small Business, etc.); A brief statement describing how your company might propose performing the percentage of work outlined in the Federal Acquisition Regulation (FAR) 52.219-14(b)(1) under any of the following business models - (a) a single small business performs a majority of the tasks as a prime contractor; (b) an affiliation and/or small business led team where a performance of the entire or majority portion of the described requirements in the Sources Sought Synopsis is completed by the small business team as a prime contractor; or (c) a single or affiliation/team of small businesses as a joint venture with a large business (qualifying as a small business), performing the entire requirement (NOTE: If more than one firm is contemplated, include the capabilities of the other firms and identify which aspects would likely be performed by which firm.) and shall not exceed three (3) pages (including attachments, single spaced, 11pt font. 2. The Contractor must provide a minimum of the following information in their SOC: A brief summary of your company experience and past performance within the last 5 years as it relates to the requirements discussed in this Sources Sought Synopsis, specifically focusing on: a. Past government or commercial experience/performance that demonstrates the company's expertise and ability to manage (including staffing the project/contract) and perform the requirements contained in this Sources Sought Synopsis. This includes, but is not limited to similar support service/operational management contracting experience, past experience in teaming or partnering, past experience working as a prime or sub-contractor. Include estimated annual value. b. Ability to meet all service and preventive maintenance schedules and program for vehicles as specifically defined by the NNSA OST and DOT maintenance requirements. The contractor must be able to provide cleared, qualified, certified mechanical and electronics personnel for the repair and maintenance of class 8 tractors, specialty trailers, as well as heavy, medium and light duty platform vehicles. The contractor will be required to provide 24/7 emergency mobile vehicle services at the VMF and off-hour emergency local response as necessary. c. Demonstrate capability of providing facility operational support which includes, but is not limited to, management of the VMF/MEMF and facility maintenance type of operations, including providing the appropriate quality assurance, safety, security, material/property accountability, shipping and receiving and inventory control required to assure compliance with all federal, state, DOE and NNSA requirements. d. Demonstrate capability to provide all supervision, personnel, equipment, tools, specialized tools, special test equipment (STE), materials and parts inventory necessary for the operation of the VMF, MEMF and Facility Maintenance. e. Demonstrate capability to provide mailroom and logistics support, acquisition of parts, materials management/inventory control, warehousing, fuel management, property accountability to support specialized fleet of mission operational vehicles and mobile electronic communication systems and vehicle scheduling. f. Must demonstrate capability to maintain facilities, mechanical systems, janitorial and grounds maintenance. g. ISO 9000 or equivalent certification. h. Ability to obtain and maintain clearances and security that meets the requirements of 10 CFR 1017: Identification and Protection of Unclassified Controlled Nuclear Information. Each company experience (Government or Commercial) summary should include: a. Contract/project title and ID number; b. Brief description of the project; c. Client/customer point of contact (name, address, phone number); d. Dollar value of the contract/project; e. Period of performance of contract/project; f. Relevance of contract/project to this Sources Sought Synopsis; and g. Past performance rating demonstrating the capability of the firm(s) to successfully perform the work described in the Sources Sought Synopsis. Please note that the response for this Sources Sought Synopsis shall not exceed 20 pages (including attachments, single spaced, 11 pt font). Sources Sought Expression of Interest/SOC should address the ability to provide cleared personnel (DOE ‘L' and ‘Q' cleared personnel) and the ability to operate within the basic directives outlined in the Department of Energy Orders and Manuals: https://www.directives.doe.gov/directives/draft-directives/472.2-BOrder/view?searchterm=None https://www.directives.doe.gov/directives/restrict/471.3-BOrder/view?searchterm=None https://www.directives.doe.gov/directives/current-directives/470.4-DManual-5/view?searchterm=None http://www.hss.energy.gov/IndepOversight/SecEvaluations/directives/o4711a.pdf https://www.directives.doe.gov/directives/current-directives/580.1-EGuide-1/view?searchterm=fleet NOTE: This announcement is being used solely to determine if sufficient small business interest and capability exists to set-aside this acquisition for Small Business. This is not a request for proposal, and the SOC is not considered to be a proposal and in no way obligates the Government to award any contract. DOE/NNSA will therefore not be responsible for any costs incurred by responding to this notice. Any information provided by industry to the Government as a result of this Sources Sought Synopsis is strictly voluntary and the information obtained from industries responses to this notice may be used in the development of an acquisition strategy plan and future solicitation. Large businesses shall not respond to this announcement; however, may consider teaming with a small business or a team of small businesses. Any pages submitted in excess of the 20 pages will not be reviewed. Only electronic copies of the expression of interest and SOC sent to Christopher Duran,
[email protected] will be accepted. Any questions or comments regarding this announcement should be e-mailed to Christopher Duran,
[email protected]. Telephone responses and inquiries will not be accepted. Any SOCs received after the specified time and date of this announcement will not be reviewed. Please be advised that all information submitted will be considered procurement sensitive and will not be returned. Information which the vendor considers "Proprietary Information" pursuant to existing laws and regulations must be marked accordingly [see FAR 3.104-1 (3) & (4)]. ATTACHMENTS: Attachment A: A-1: Map of OST Facility A-2: OST Training Facility Map A-3: OST AOEC STC Areas Map A-4 Facility GFP List Attachments B: (note that these attachments are Samples and not all inclusive of our Vehicle Maintenance Checklists) B-1: SRV3 / SRV4 Prep for Use (PFU) 7-Day Re-inspection Checklist B-2: SRV3 / SRV4 Type Service Checklist B-3: SRV3 / SRV4 Service Manual Attachments C: (note that these attachments are Samples and not all inclusive of our Tractor Maintenance Checklists) C-1: Tractor Service (Type 1) Checklist C-2: Tractor Service (Type 2 & 3) Checklist C-3: Tractor PFU Checklist C-4: Tractor Manual Attachment D: Trailer Checklists (note: Trailer Maintenance Manuals are classified and will not be included as information in this announcement) Attachment E: Communication Maintenance Checklists -- note: Communication checklists (which are all inclusive) as well as the corresponding Maintenance Manuals are classified and will not be included as information in this announcement. A modified ‘sample' checklist has been provided for the purposes of this announcement. NOTE: This is a small, representative, selection of vehicle checklist requirements and is not all inclusive to all DOE vehicle maintenance requirements.