TITLE: MAINTENANCE OF POP-UP ROAD BARRIERS THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL SERVICES PREPARED IN ACCORDANCE WITH THE FORMAT IN FAR SUBPART 12.6 - STREAMLINED PROCEDURES FOR EVALUATION AND SOLICITATION FOR COMMERCIAL ITEMS-AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. FAR PART 13 SIMPLIFIED ACQUISITION PROCEDURES ARE UTILIZED IN THIS PROCUREMENT. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION; QUOTATIONS ARE BEING REQUESTED AND A WRITTEN SOLICITATION DOCUMENT WILL NOT BE ISSUED. This solicitation is a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-51.*** *** The associated North American Industrial Classification System (NAICS) code for this procurement is 238990 with a small business size standard of $14.0M. This acquisition is 100% set-aside for small business*** ***The National Institute of Standards and Technology is seeking to purchase maintenance of pop-up road barriers.*** ***All interested small businesses may provide a firm fixed-price quotation for the following: BASE PERIOD - CLIN 0001: Annual Maintenance Service Contract, to include labor, travel, matls. and equipment necessary to maintain (2) Nasatka Model III-b 12' hydraulic pop-up road barriers and (1) Nasatka IIIB-E electric pop-up road barrier so that each is consistently fully operational; for the period 07/18/2011 through 07/17/2012. QTY: 4 QR CLIN 0002: Misc. parts for maintenance/repairs/upgrades ___% discount from published price list QTY: 1 LOT @ NTE $6,000.00 CLIN 0003: Emergency Repair Service The NIST Technical Information Contact (TIC) will notify the Contractor to schedule as needed emergency repair service, NTE $2,000.00 annually; emergency repair service shall begin within 24-hrs. of notification, NTE 72-hrs. If it is determined that repairs cannot be made within 72-hrs., the Contractor shall immediately notify the TIC to discuss the repair schedule. Depending on the length of lost barrier operation time, the Government reserves the right to seek consideration in the form of a discounted repair charge. Regular Time (7:30AM-5:00PM): tiny_mce_marker________ per hr. Outside of Normal Business Hrs.: tiny_mce_marker________ per hr. Holidays: tiny_mce_marker________ per hr. QTY: 1 LOT @ NTE $2,000.00 OPTION YEAR 1 - CLIN 0004: Annual Maintenance Service Contract, to include labor, travel, matls. and equipment necessary to maintain (2) Nasatka Model III-b 12' hydraulic pop-up road barriers and (1) Nasatka IIIB-E electric pop-up road barrier so that each is consistently fully operational; for the period 07/18/2012 through 07/17/2013. QTY: 4 QR CLIN 0005: Misc. parts for maintenance/repairs/upgrades ___% discount from published price list QTY: 1 LOT @ NTE $6,000.00 CLIN 0006: Emergency Repair Service The NIST Technical Information Contact (TIC) will notify the Contractor to schedule as needed emergency repair service, NTE $2,000.00 annually; emergency repair service shall begin within 24-hrs. of notification, NTE 72-hrs. If it is determined that repairs cannot be made within 72-hrs., the Contractor shall immediately notify the TIC to discuss the repair schedule. Depending on the length of lost barrier operation time, the Government reserves the right to seek consideration in the form of a discounted repair charge. Regular Time (7:30AM-5:00PM): tiny_mce_marker________ per hr. Outside of Normal Business Hrs.: tiny_mce_marker________ per hr. Holidays: tiny_mce_marker________ per hr. QTY: 1 LOT @ NTE $2,000.00 OPTION YEAR 2 - CLIN 0007: Annual Maintenance Service Contract, to include labor, travel, matls. and equipment necessary to maintain (2) Nasatka Model III-b 12' hydraulic pop-up road barriers and (1) Nasatka IIIB-E electric pop-up road barrier so that each is consistently fully operational; for the period 07/18/2013 through 07/17/2014. QTY: 4 QR CLIN 0008: Misc. parts for maintenance/repairs/upgrades ___% discount from published price list QTY: 1 LOT @ NTE $6,000.00 CLIN 0009: Emergency Repair Service The NIST Technical Information Contact (TIC) will notify the Contractor to schedule as needed emergency repair service, NTE $2,000.00 annually; emergency repair service shall begin within 24-hrs. of notification, NTE 72-hrs. If it is determined that repairs cannot be made within 72-hrs., the Contractor shall immediately notify the TIC to discuss the repair schedule. Depending on the length of lost barrier operation time, the Government reserves the right to seek consideration in the form of a discounted repair charge. Regular Time (7:30AM-5:00PM): tiny_mce_marker________ per hr. Outside of Normal Business Hrs.: tiny_mce_marker________ per hr. Holidays: tiny_mce_marker________ per hr. QTY: 1 LOT @ NTE $2,000.00 OPTION YEAR 3 - CLIN 0010: Annual Maintenance Service Contract, to include labor, travel, matls. and equipment necessary to maintain (2) Nasatka Model III-b 12' hydraulic pop-up road barriers and (1) Nasatka IIIB-E electric pop-up road barrier so that each is consistently fully operational; for the period 07/18/2014 through 07/17/2015. QTY: 4 QR CLIN 0011: Misc. parts for maintenance/repairs/upgrades ___% discount from published price list QTY: 1 LOT @ NTE $6,000.00 CLIN 0012: Emergency Repair Service The NIST Technical Information Contact (TIC) will notify the Contractor to schedule as needed emergency repair service, NTE $2,000.00 annually; emergency repair service shall begin within 24-hrs. of notification, NTE 72-hrs. If it is determined that repairs cannot be made within 72-hrs., the Contractor shall immediately notify the TIC to discuss the repair schedule. Depending on the length of lost barrier operation time, the Government reserves the right to seek consideration in the form of a discounted repair charge. Regular Time (7:30AM-5:00PM): tiny_mce_marker________ per hr. Outside of Normal Business Hrs.: tiny_mce_marker________ per hr. Holidays: tiny_mce_marker________ per hr. QTY: 1 LOT @ NTE $2,000.00 OPTION YEAR 4 - CLIN 0013: Annual Maintenance Service Contract, to include labor, travel, matls. and equipment necessary to maintain (2) Nasatka Model III-b 12' hydraulic pop-up road barriers and (1) Nasatka IIIB-E electric pop-up road barrier so that each is consistently fully operational; for the period 07/18/2015 through 07/17/2016. QTY: 4 QR CLIN 0014: Misc. parts for maintenance/repairs/upgrades ___% discount from published price list QTY: 1 LOT @ NTE $6,000.00 CLIN 0015: Emergency Repair Service The NIST Technical Information Contact (TIC) will notify the Contractor to schedule as needed emergency repair service, NTE $2,000.00 annually; emergency repair service shall begin within 24-hrs. of notification, NTE 72-hrs. If it is determined that repairs cannot be made within 72-hrs., the Contractor shall immediately notify the TIC to discuss the repair schedule. Depending on the length of lost barrier operation time, the Government reserves the right to seek consideration in the form of a discounted repair charge. Regular Time (7:30AM-5:00PM): tiny_mce_marker________ per hr. Outside of Normal Business Hrs.: tiny_mce_marker________ per hr. Holidays: tiny_mce_marker________ per hr. QTY: 1 LOT @ NTE $2,000.00 The following is the Statement of Work (SoW): A. Background Information: The NIST Center for Neutron Research (NCNR)/Bldg. 235 at the Gaithersburg, MD facility has (2) road barrier stations. One station has two 12' L hydraulic pop-up road barriers (Nasatka Model III-b, installed in 2003) and the other station consists of (1) 14' L electric pop-up road barrier (Nasatka Model IIIB-E, installed in 2010). The electric barrier is equipped with the variable frequency drive option. Each station has a lockable master control panel, ground loop detectors, snow melting heaters, and each barrier has its own traffic light (red & yellow) and gate arm. The barriers have two modes of operation: normal with a raise time of 5 seconds and emergency with a raise time of 2 seconds. In either mode of operation the traffic light changes from yellow to red and the gate arm lowers. The raised barrier height is 33" above the ground and lowered barrier heights are ¾" above the ground for the hydraulic barriers and flush with the ground for the electric barrier. The barriers are normally down and are only operated once per week for testing purposes only. The average run time is less than 1000 hrs./yr. To ensure continuous operation of the road barriers, it is essential that a routine program of inspection, maintenance and emergency repair services be established and followed. The hydraulic barriers have been under a service agreement from July 2006 through July 2011. Both barrier stations are currently being equipped to be remotely controlled from two locations inside Bldg. 235. Servicing the remote control equipment shall also be included in this maintenance contract. B. Contractor Requirements: The Contractor shall be familiar with the equipment and know how the barriers are used, the limitations of the system and its component parts, and have knowledge of good mechanical practices in terms of safety, installation and maintenance. The Contractor shall conduct site visits to inspect, adjust, lubricate, test and make repairs as needed. The Contractor must follow the manufacturer's suggested maintenance schedule and install recommended manufacturer's factory upgrades. Additionally, the Contractor must maintain barriers appearance and perform as needed cleaning (pressure wash), prime and paint (red) barriers with paints compatible to the underlying galvanized surface. Pressure washing and painting must be done at least once per year. Install new STOP decals as needed. C. Government Responsibilities: C. 1. The Technical Information Contact (TIC) will provide the Contractor with copies of the manufacturer's installation and maintenance manuals upon contract award. C. 2. The TIC will test the operation of the barriers (cycle each barrier 2 times) once per week. C. 3. The TIC will notify the Contractor of any abnormal operation of the barriers. C. 4. The TIC will provide the Contractor access to NIST and the barriers. D. Reporting Requirements and Deliverables: The Contractor shall provide the designated TIC with a copy of their one (1) year planned maintenance schedule and a written receipt of all work performed per service visit including parts used. E. Inspection and Acceptance Criteria: Maintained appearance and the continued successful cycling of the barriers, per C.2. ***END OF STATEMENT OF WORK*** ***EVALUATION FACTORS*** TECHNICAL The Government will award a purchase order resulting from this solicitation to the responsible offeror whose quotation is the most highly rated, and conforming to the solicitation, results in the best value to the Government, non-price and price factors considered. NIST reserves the right to make award to other than the lowest-priced offeror or to the offeror ranked highest technically, if it determines that to do so would result in the best value to the Government. The Government intends to make a single award but reserves the right to make multiple awards or make no award as a result of this RFQ. The Government intends to evaluate quotations and award a purchase order without discussions with offerors. Therefore, the offeror's initial quotation should contain the offeror's best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any and or all quotations if such action is in the public interest; accept other than the lowest price quotation; and waive informalities and minor irregularities in quotation received. Non-price factors are listed in descending order of importance. Technical and Past Performance, when combined, are significantly more important than price. Subfactors 1-3 are of equal importance. The relative importance of price will increase with the degree of evaluated equality of the technical factors. NIST will evaluate quotations using the following factors and subfactors: SubFactor 1 Technical Capability The offeror shall provide sufficient information to demonstrate its ability to meet the Government's requirement (e.g., capabilities/qualifications statement); and, specifically: a) having a demonstrated competence in servicing remotely controlled hydraulic and electric road barrier stations; and, b) evidence that OEM parts/componentry are supplied for all maintenance/repairs in order to ensure the stations continue to operate according to original specifications ***Technical Capability - the Government will evaluate the offeror's technical capability to conducting the maintenance services discussed in the SoW to determine its ability to service remotely controlled road barrier stations and furnish OEM parts/components. SubFactor 2 Key Personnel/Experience The offeror shall provide the resume/training certificate of its proposed key personnel that demonstrates experience in delivering services described in the SoW. ***Key Personnel/Experience - the Government will evaluate the extent to which the resume/training certificate submitted for the offeror's proposed key personnel demonstrate they have appropriate qualifications, and experience to efficiently and effectively conduct the required maintenance services. SubFactor 3 Quality Control Plan In terms of the approach for maintaining the equipment and complying with response times. ***Quality Control Plan - the Government will evaluate the extent to which the proposed Quality Control Plan ensures the remotely controlled road barrier stations are continuously operational and emergency repair calls comply with designated response times. Past Performance/References The offeror shall provide at least three examples of past performance conducted within the last three years of contracts of relevant work of a similar type and scope as the current requirement with federal, state or local governments and/or commercial customers. If the offeror has no relevant past performance it should include a statement to that effect in its proposal. The government reserves the right to consider past performance data obtained from sources other than those provided by the offeror in its proposal. The description of each reference described in this section shall not exceed a half page. For each of the contracts, the offeror shall provide the following information: • Contract number • Client's name and address • Dollar value • Period of performance • Narrative describing the requirement and its relevance to the current requirement • Name of contracting officer or point of contact, telephone number and e-mail address The offeror may include: a) past performance information regarding any problems encountered on the contracts described above and corrective actions taken to resolve those problems; and b)Any quality awards or certifications, letters of appreciation, commendations, industry recognition of excellence or special awards received with respect to performance of services. The offeror shall describe when the award, certification, etc. was received, and may provide as an attachment to this part. ***Past Performance - the Government will evaluate the offeror's past performance information to determine its relevance to the current requirements and the extent to which it demonstrates that the offeror has successfully completed relevant contracts in the past three years. In assessing the offeror's past performance, NIST will evaluate the quality, timeliness, and ability to control cost and schedule of the past work. The Government will assign a neutral rating to offerors with no relevant past performance in the past three years PRICE Firm, fixed-price, quarterly in-arrears rate, for the required maintenance services ***Price - the Government will evaluate the offeror's proposed prices to determine whether the proposed prices comply with the instructions articulated above and are realistic, complete, and reasonable in relation to the solicitation requirements. Proposed prices shall be entirely compatible with the technical quotation. The full text of a FAR provision or clause may be accessed electronically at http://acquisition.gov/far/index.html. The following provisions apply to this acquisition: 52.212-1 Instructions to Offerors-Commercial Items; 52.212-2 Evaluation-Commercial Items 52.212-3 Offerors Representations and Certifications- Commercial Items. All interested offerors must be actively registered in the Central Contractor Registry (CCR) at the CCR website www.ccr.gov and must complete annual representations and certifications on-line at http://orca.bpn.gov in accordance with FAR 52.212-3 Offerors Representations and Certifications- Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. The following clauses apply to this acquisition: 52.217-5 Evaluation of Options; 52.217-8 Option to Extend Services; 52.217-9 Option to Extend the Term of the Contract; 52.222-48 Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment Certification; 52.232-18 Availability of Funds; 52.237-2 Protection of Government Buildings, Equipment, and Vegetation; 52.245-1 Government Property; 52.252-2 Clauses Incorporated by Reference; 52.212-4 Contract Terms and Conditions-Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders- Commercial Items including subparagraphs: 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards; 52.209-6 Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment; 52.219-6 Notice of Total Small Business Set-Aside; 52.219-28 Post Award Small Business Program Rerepresentation; 52.222-3 Convict Labor; 52.222-19 Child Labor; 52.222-21 Prohibition of Segregated Facilities; 52.222-26 Equal Opportunity; 52.222-36 Affirmative Action for Workers with Disabilities; 52.223-18 Contractor Policy to Ban Text Messaging While Driving; 52.225-1 Buy American Act-Supplies; 52.225-3 Alt II Buy American Act-Free Trade Agreement-Israeli Trade Act 52.225-13 Restriction on Certain Foreign Purchases; and 52.232-33 Payment by Electronic Funds Transfer-Central Contractor Registration The following Department of Commerce (CAR) clauses apply to this acquisition: 1352.201-70 Contracting Officer's Authority; 1352.208-70 Restrictions on Printing and Duplicating; 1352.209-72 Restrictions Against Disclosure; 1352.209-73 Compliance with the Laws; 1352.209-74 Organizational Conflict of Interest; 1352.237-71 Security Processing Requirements-Low Risk; 1352.237-75 Key Personnel; 1352.246-70 Place of Acceptance; and 1352.270-70 Period of Performance; And other appropriate clauses as needed Department of Commerce Agency-Level Protest Procedures Level above the Contracting Officer is also incorporated. It can be downloaded at www.nist.gov/admin/od/contract/agency.htm. ***All vendors shall submit the following: Technical Quotation (Vol. I), Past Performance/References (Vol. II) and a Business/Pricing Quotation (Vol. III), as three (3) separate electronic files. Incomplete quotations may be considered non-responsive and removed from further consideration. Quotations shall be clearly and concisely written as well as being neat, indexed (cross-indexed as appropriate) and logically assembled. All pages of each part shall be appropriately numbered and identified with the name of the offeror, the date, and the solicitation number. A 1-page transmittal letter signed by an individual authorized to commit the organization shall be transmitted with the quotation to the Government. Each quotation shall be on 8.5" x 11" paper, in a commercially standard font, not smaller than 12 point font. Each page in the quotation shall be separately numbered. The quotation shall be limited to twenty (20) single-sided, single-spaced pages (excluding the letter of transmittal, resumes, certifications, cover letter, letters of commitment, and past-performance information). Overall Arrangement of Documents Technical Quotation addressing all technical subfactors (Volume I) - No pricing information shall be included in the technical quotation Past Performance/References (Volume II) Business/Pricing Quotation (Volume III) ***This is an Open-Market Combined Synopsis/Solicitation for services as defined herein. The Government intends to award a Purchase Order as a result of this Combined Synopsis/Solicitation that will include the terms and conditions that are set forth herein. In order to facilitate the award process, ALL quotes shall include a statement regarding the terms and conditions herein as follows: The Offeror shall state "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR The Offeror shall state "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following: Offeror shall list exception(s) and rationale for the exception(s). Offerors that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration. ***Please note that this procurement is not being conducted under the GSA Federal Supply Schedule (FSS) program or another Government-Wide Area Contract (GWAC). If an Offeror submits a quotation based upon an FSS or GWAC contract, the Government will accept the quoted price. However, the terms and conditions stated herein will be included in any resultant Purchase Order, not the terms and conditions of the Offeror's FSS or GWAC contract, and the statement required above shall be included in the quotation. ***All questions regarding this solicitation shall be submitted in writing via e-mail to the Contract Specialist, Randy Schroyer, at
[email protected] no later than June 2, 2011. ***The due date and time for receipt of quotations is June 6, 2011 no later than 4:00PM EST. ***Offerors shall e-mail their quotation to
[email protected] so that it is received by the response date/time for this solicitation. It is the responsibility of the offeror to confirm NIST's receipt of its quotation. Each quotation shall include sufficient data to allow the Government to determine the amount, realism and consistency of the quoted fixed price.