DYCOR Maintenance and Repair of Dycor Referee System

SOURCES SOUGHT SYNOPSIS THIS IS A Sources Sought Notice ONLY. The U.S. Government currently intends to award a contract for Off-Site Preventative Maintenance and Repair: Equipment requiring maintenance and/or repair will be shipped to the contractor's facility by the requiring activity, Life Sciences Division (LSD), on an as needed basis. The contractor will assess the equipment and provide a repair cost estimate prior to receiving authorization to proceed. Dycor Referee System which includes: High Performance Asynchronous Multiplexing System.(HPAMS); Concentrator Fluorescence Aerosol Particle Sensor (CFLAPS); Power Control Modules (PCMs); Vacuum Control Modules (VCMs); New Brunswick Slit-to-Agar Air samplers; and Metrological weather stations CB NET. The intent is for a SOLE SOURCE basis, but is seeking vendors that may be able to perform this requirement in order to support a competitive procurement. Accordingly, the U.S. Government highly encourages all interested businesses (large and small) to respond to this sources sought synopsis. In addition, small businesses, in all socioeconomic categories (including, 8(a) Business Development Program, Small Disadvantage Business, Historically Underutilized Business Zone, Service-Disabled Veteran-Owned, Women-Owned Small Business concerns), must describe their identifying capabilities in meeting the requirements at a fair market price, i.e., information which may help support a set-aside. The proposed sole source firm-fixed-price contract to Dycor International for the work described above. The statutory authority for the sole source procurement is FAR 6.302-1(a)(2)(iii), Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements. Attached are the draft Performance Work Statement (PWS), Performance Requirements Summary (PRS) and Technical Exhibits with workload data (for services). This notice does not constitute a Request for Quote (RFQ)/Invitation for Bid (IFB)/Request for Proposal (RFP) or a promise to issue an RFQ, IFB or RFP in the future. This notice does not commit the U.S. Government to contract for any supply or service. Further, the U.S. Government is not seeking quotes, bids or proposals at this time and will not accept unsolicited proposals in response to this sources sought notice. The U.S. Government will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government. However, if a competitive solicitation is released, it will be synopsized on the Governmentwide Point of Entry. It is the responsibility of potential offerors to monitor the Governmentwide Point of Entry for additional information pertaining to this requirement. The NAICS code(s) is/are: 811219 Other Electronic and Precision Equipment Repair and Maintenance with a size standard of $20.5 million. In response to this sources sought, please provide: 1. Identify any condition or action that may be having the effect of unnecessarily restricting competition with respect to this acquisition and identify alternatives or solution solutions. Also contact the MICC Advocate for Competition, Dean Carsello, at [email protected] or 210-466-2419, if you believe that this action is unreasonably restricting competition. Include the subject of the acquisition, this announcement, and the MICC POC information from the Sources Sought Synopsis. Provide the specific aspects that unreasonably restrict competition and the rationale for such conclusion. 2. Name of the firm, point of contact, phone number, email address, DUNS number, CAGE code, identify business size (large business or a small business), and if applicable, a statement regarding small business status (including small business type(s)/certifications(s) such as SDB, 8(a), HUBZone, SDVOSB, WOSB, etc.) and the corresponding NAICS code. 3. Identify whether your firm is interested in competing for this requirement as a prime contractor or not. Identify subcontracting, joint ventures or teaming arrangement that will be pursued, if any. 4. Information in sufficient detail regarding previous experience (indicate whether as a prime contractor or subcontractor) on similar requirements (include size, scope, complexity, timeframe, government or commercial), pertinent certifications, etc., that will facilitate making a capability determination. 5. Information to help determine if the requirement (item or service) is commercially available, including pricing information, basis for the pricing information (e.g., market pricing, catalog pricing), delivery schedules, customary terms and conditions, warranties, etc. 6. Identify how the Army can best structure these contract requirements to facilitate competition, including competition among small business concerns. 7. Recommendations to improve the Army's approach/specifications/draft PWS/PRS to acquiring the identified items/services. Performance Work Statement (PWS) Dycor Service & Maintenance Contract Vision Statement Through quality-provided contractor services, ensure all equipment is test-ready and capable to meet the demands and requirements of the Life Sciences Division and its mission 1.0 Scope The Contractor shall provide off-site preventative maintenance, calibration, and diagnostic services for the listed equipment found in section 3, as-needed software upgrades and unit recertification 1.1 Mission The U.S. Army's Dugway Proving Ground (DGP) serves as the nation's chemical and biological defense proving ground. It is a large, remote, high-desert closed post that employs about 1,200 military, government civilians and support contractors. The mission of DPGs Life Sciences Division (LSD) is to test U.S. and allied biological defense systems; perform biological survivable testing of defense material; produce microorganism for defense test operations; and maintain a complex installation of chamber, laboratory and outdoor test grids to support Dugways mission. 2 General Requirements This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort. 2.1 Non-Personal Services The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Procuring Contracting Officer (PCO) immediately. 2.2 Business Relations The contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all contractor personnel. 2.3 Contract Administration and Management The following subsections specify requirements for contract, management, and personnel administration. 2.3.1 Contract Management The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at U.S. Army Proving Ground and the contractor's corporate offices. 2.3.2 Contract Administration The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement. 2.3.3 Personnel Administration The contractor shall provide the following management and support as required. The contractor shall provide for employees during designated Government non-work days or other periods where Government offices are closed due to weather or security conditions. The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The contractor shall make necessary travel arrangements for employees. The contractor shall provide necessary infrastructure to support contract tasks [tailor this for on-site and off-site support]. The contractor shall provide administrative support to employees in a timely fashion (time keeping, leave processing, pay, emergency needs). 2.4 Subcontract Management The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the Procuring Contracting Officer (PCO) or Contracting Officer Representative (COR). Cross teaming may or may not be permitted. 2.5 Contractor Personnel, Disciplines, and Specialties The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The contractor shall ensure the labor categories as defined in the Labor Categories document (see attachment), labor rates, and man-hours utilized in the performance of each Task Order (PWS line item) issued hereunder will be the minimum necessary to accomplish the task. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract. 2.6 Location and Hours of Work Accomplishment of the results contained in this PWS does not require work at Army Dugway Proving Ground, U.S.; therefore, the contractors own business schedule will dictate the location and time for work services. Normal work hours for Dugway Proving Ground are provided below for the contractors benefit: U.S. Army Dugway Proving Ground operates on a four (4) day work week, Monday through Thursday, from 7:00 A.M. to 5:30 P.M. (local time) except for Federal Holidays. Equipment designated for shipment to the contractor's location will be shipped on regular scheduled work days between 7:00 A.M. and 4:30 P.M. (local time). Serviced equipment returning from the contractor cannot be accepted on non-work days or on the following observed Federal Holidays: (a) January 1st (f) 1st Monday in September (b) 3rd Monday in January (g) 2nd Monday in October (c) 3rd Monday in February (h) November 11th (d) Last Monday in May (i) 4th Thursday in November (e) July 4th (j) December 25th When any of the above holidays fall on a Sunday, the following Monday will be observed as the holiday; when a holiday falls on a Friday or Saturday the preceding Thursday is observed as the holiday. The contractor shall schedule all return shipments of government equipment in accordance with information listed in this section. 3 Performance Requirements The following section specifies the Performance Objectives and Performance Elements for the contract. Note: Additional equipment purchased from the contractor subsequent to contract award will be eligible for contract services. 3.1 Equipment Assessment Performance Standards a) STD: Prior to any service conducted on government equipment, the contractor shall conduct a full assessment of the equipment. Findings shall be addressed in an assessment report and provided to the contracting office representative (COR) and the contracting officer (KO). The report shall include a description of the problem, necessary measures for repair and an itemized firm-fixed price proposal to include all cost necessary for the required repairs. The report will also identify which type of service is warranted (major repair or standard maintenance and calibration). All equipment returned to contractor for assessment shall be evaluated and the findings reported and delivered in the assessment report within 5 business days. AQL: The acceptable quality level for this standard shall be the receipt of the contractor's assessment report within 5 business days upon receiving the equipment at the contractor's location. 3.1 1. The Contractor shall perform off-site preventative maintenance, service and repair (PMSR) Performance Standards a) STD: The contractor shall conduct service and repair of faulty equipment. Equipment requiring service, maintenance and/or repair will be shipped to the contractors facility by the requiring activity, Life Sciences Division (LSD), on as needed basis. The contractor will assess the equipment and provide a cost estimate for a recommended repair plan prior to receiving authorization to proceed. The contractor will be required to begin work per the assessment report within 5 business days of receipt of authorization, Equipment includes (see below): High Performance Asynchronous Multiplexing System.(HPAMS); Concentrator Fluorescence Aerosol Particle Sensor (CFLAPS); Power Control Modules (PCMs); Vacuum Control Modules (VCMs); New Brunswick Slit-to-Agar Air samplers; and Metrological weather stations. Concentrator Fluorescence Aerosol Particle Sensor (CFLAPS) w/ XMX 2A (serial number): 70618030, 70651070, 01542-05, 70704068, 70708601, 01542-06, 06185-02, 70708602, 70708652, 01542-07, 06185-03, 70708728, 70711297, 01542-08, 01542-01, 70711298, 70715109, 01542-09, 01542-02, 70630068, 707xxx (missing part number), 01542-10, 01542-03, 70704069, 70708651, 01542-11, 01542-04, 70713126, 70708729, 01542-12, 06127-01, 06185-01 VCM V. 4 Vacuum control module (serial number): VCM4-004, VCM4-005, VCM4-002, VCM4-006, VMC4-009, VCM4-001, VCM4-0010, VCM4-008, VCM4-007, VCM4-003 PCM V. 4 Power control module (serial number): PCM4-002, PCM4-008, PCM4-006, PCM4-003, PCM4-007, PCM4-004, PCM4-010, PCM4-009, PCM4-005, PCM4-001 Meteorological Weather Head MH07 (serial number): MH07-021149-27, MH07-021149-29, MH07-021149-36, MH07-021149-32, MH07-021149-31, MH07-021149-33, MH07-021149-35, MH07-021149-30, MH07-021149-28, MH07-021149-34 STA-203- Slit-to-Agar Sampler (serial number): 300443870, 300343494, 300646120, 300545634, 300544110, 300343498, 300646204, 300645909, 300443869, 300646200, 300646199, 300645905, 300544109, 300646201, 300646118, 300645911, 300545636, 300646205, 300645915, 300646124, 300545641, 300645825, 300646117, 300646123, 300544256, 300343500, 300646119, 300544261, 300545632, 300544255, 300646197, 300544258, 300645830, 300544252, 300645908, 300544259, 300545637, 300645831, 300645906, 300645832, 300443868, 300544253, 300645910, 300645835, 300645829, 300544254, 300645904, 300443872, 300544260, 300646203, 300545640, 300544106, 300545638, 300646121, 300545633, 300646198, 300343497, 300646122, 300545639, 300544111, 300343499, 300443873, 300544251, 300443874, 300544113, 300646127, 300443864, 300646202, 300443867, 300646196, 300544115, 300544114, 300544107, 300343495, 300443871, 300443875, 300544105, 300343314, 300645834, 300443866, 300443865, 300343313, 300645826, 300544112, 300645913, 300646125, 300545635, 300645833, 300645912, 300646116, 300544257, 300343496, 300646126, 300645907, 300645827, 300343501, 300645828, 300645914, 300645836, 300xxxxxx(missing part number) High Performance Asynchronous Multiplexing System (HPAMS) (serial number): HPAMS1-01, HPAMS1-02, HPAMS1-03, HPAMS1-04, HPAMS1-05, HPAMS07, HPAMS08, HPAMS09, HPAMS10, HPAMS11, HPAMS12, HPAMS13, HAPMS14, HPAMS15, HPAMS16, HPAMS42, HPAMS43, HPAMS44, HPAMS45, HPAMS47, HPAMS48, HPAMS49, HPAMS50, HPAMS51, HPAMS54, HPAMS55, HPAMS56, HPAMS57 PCM V. 3 Power control module (serial number): 77409, 77412, 04111-01-001, 04111-01-003, 77410, 77418, 04111-01-002, 04111-01-004, 77411 AQL: Equipment shall be repaired and 100% operational in accordance with the repair/corrective report provided by the contractor. 3.2 Contractor shall conduct CFLAPS recertification on an as-needed basis Performance Standards a) STD: Recertification cost shall be a per-unit fixed price that may include but not limited to the following services: Bioaerosol Test, FLAPS Calibration and System Check, XMX Concentration Efficiency, XMX Flow Rate, XMX Cleaning, XMX O-Rings Replacement, Sheath Air Filter Replacement, FLAPS Blue Disposable Filter Replacement, FLAPS Nozzle Cleaning, Enclosure Air Filters Replacement, FLAPS Internal Serviceable Items Replacement, XMX/2A/L/D Primary Blower Replacement, Enclosure Air Filters Replacement, Misc. Chamber Costs, Test Report Equipment that may be required for recertification include: Concentrator Fluorescence Aerosol Particle Sensor (CFLAPS) w/ XMX 2A (serial number): 70618030, 70651070, 01542-05, 70704068, 70708601, 01542-06, 06185-02, 70708602, 70708652, 01542-07, 06185-03, 70708728, 70711297, 01542-08, 01542-01, 70711298, 70715109, 01542-09, 01542-02, 70630068, 707xxx (missing part number), 01542-10, 01542-03, 70704069, 70708651, 01542-11, 01542-04, 70713126, 70708729, 01542-12, 06127-01, 06185-01 AQL: Equipment shall be recertified as per the assessment and recertification report, and the equipment shall be 100% operational. 3.3 Contractor shall perform Chem/Bio Network (CBNET) Software Additions, Updates and Modifications as needed Performance Standards a) STD: Life Sciences Division shall utilize this contract mechanism to acquire needed upgrades, or LSD-solicited modifications to the CBNET software thereby allowing LSD the flexibility to adapt the software for future test and evaluation requirement or needs. Upgrades and/or DPG-solicited modification will be determined on a case-by-case basis during discussion with the contractor and DPG LSD. A contractor cost estimate will be provided prior to authorization to proceed. AQL: Software shall be 100% operational after software upgrades and modifications have been implemented. 3.4 Personnel Reporting Performance Standards a) STD: The contractor shall report ALL contractor personnel (including subcontractor personnel) required for the performance of this contract as instructed in clauses section of this contract under FAR 52.204-4000, DEPARTMENT OF ARMY PERSONNEL REPORTING SYSTEM. The Contractor is required to completely fill in all of the information in the format using the following web address: https://cmra.army.mil. AQL: Manpower data elements are timely reported 100% of the time. 4 Special Requirements This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort. 4.1 Security and Safety There are no specific security and safety requirement as contractual services will occur at the contractor's facility. 4.6 Quality This section describes the Quality Control components for this effort. The following sub-sections provide details of various considerations on this effort. 4.6.1 Quality Control The Contractor shall develop a Task/Delivery Order Quality Control Plan (QCP) and maintain an effective quality control program to ensure services are performed in accordance with the contract and this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractors QCP is the means by which he assures himself that his work complies with the requirement of the contract. The finalized QCP may be accepted by the Government at the time of the award of the Task/Delivery Order. The Contracting Officer may notify the Contractor of required modifications to the plan during the period of performance. The Contractor then shall coordinate suggested modifications and obtain acceptance of the plan by the Contracting Officer. Any modifications to the program during the period of performance shall be provided to the Contracting Officer for review no later than 10 working days prior to effective date of the change. The QCP shall be subject to the Governments review and approval. The Government may find the QCP "unacceptable" whenever the Contractors procedures do not accomplish quality control objective(s). The Contractor shall revise the QCP within 10 working days from receipt of notice that QCP is found "unacceptable." 5 Deliverables The contractor shall provide deliverables as described in subsequent task orders. Deliverables shall be specified by the government. Format and delivery schedule for deliverables shall be outlined in CDRLs and/or other means TBD. Identifier Deliverable Name PWS Ref. Delivery Date D01 Equipment Assessment Report 3.1 5 days after receipt of equipment Performance Requirement Summary (PRS) Dycor Service & Maintenance Contract Statements Standards/AQLs Incentive/Remedy 3.1 1. The Contractor shall provide an Equipment Assessment Report prior to any service. a) The contractor shall conduct a full assessment of the equipment in accordance with (IAW) Performance Work Statement (PWS) section 3.1. AQL: The acceptable quality level for this standard shall be the receipt of the contractors assessment report within 5 business days upon receiving the equipment at the contractor's location. Failure to meet standard will be noted in the contractor's performance evaluation. Compliance to standard will be favorably noted in the contractor's performance evaluation. Statements Standards/AQLs Incentive/Remedy 3.1.1 1. The Contractor shall perform off-site preventative maintenance, service and repair (PMSR) a) The contractor shall conduct services IAW PWS section 3.1.1 AQL: Equipment shall be repaired and 100% operational in accordance with the repair/corrective report provided by the contractor. Rework needed due to contractor nonconformance/noncompliance will be accomplished at no additional cost to the government. Invoices of services that are found to be satisfactory will be paid in full. Statements Standards/AQLs Incentive/Remedy 3.2 Contractor shall conduct CFLAPS recertification on an as-needed basis a) Contractor shall conduct CFLAPS recertification IAW PWS section 3.2 AQL: Equipment shall be recertified as per the assessment and recertification report, and the equipment shall be 100% operational. Rework needed due to contractor conformance/noncompliance will be accomplished at no additional cost to the government. Invoices of services that are found to be satisfactory will be paid in full. Statements Standards/AQLs Incentive/Remedy 3.3 Contractor shall perform Chem/Bio Network (CBNET) Software Additions, Updates and Modifications as needed a) Contractor shall perform Chem/Bio Network (CBNET) Software Additions, Updates and Modifications IAW PWS section 3.3 AQL: Software shall be 100% operational after software upgrades and modifications have been implemented.Rework needed due to contractor nonconformance/noncompliance will be accomplished at no additional cost to the government. Invoices of services that are found to be satisfactory will be paid in full. Statements Standards/AQLs Incentive/Remedy 3.4 Personnel Reporting a) The contractor shall report ALL contractor personnel reporting IAW PWS section 3.4. AQL: Manpower data elements are timely reported 100% of the time. Failure to meet standard will be noted in the contractor's performance evaluation and noncompliance may become a factor in the termination of the contract. Compliance to standard will be favorably noted in the contractor's performance evaluation.