Description
This is a combined synopsis solicitation for commercial services. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION AND SEPARATE SOLICITATION WILL NOT BE ISSUED. This is 100% Small Business Set-Aside. 1. BACKGROUND INFORMATION: The Clinical Center Complex of the National Institutes of Health (NIH) is located in Bethesda, Maryland. The Clinical Center is the hospital of the NIH consisting of 234 inpatient beds, 81 day hospital stations, outpatient clinics, diagnostic and treatment areas, and public waiting areas. Adjacent to the hospital facilities are research laboratories. The complex consists of the Warren G. Magnuson Clinical Center (Magnuson Center) that covers 661,600 sq. ft. and the Mark O. Hatfield Clinical Research Center (Hatfield Center) that covers 698,263 sq. ft. The Magnuson Center is fifty years old and had a substantial addition completed in 1981 which is called the Ambulatory Care Research Facility (ACRF). The ACRF is a fourteen-floor structure which houses clinics and research laboratories on twelve floors. The first and second levels of the ACRF houses clinical services including diagnostic radiology, nuclear medicine and PET, surgery, transfusion medicine and laboratory medicine. The Hatfield Center opened in 2005 and houses the inpatient units, day hospitals, additional clinics, admissions, pharmacy, social work, rehabilitation medicine departments, staff use areas, support areas and research laboratories. The Hatfield Center is a seven-story structure with a central large open atrium at the core of the building that connects four separate sectors that house occupants. Patients are housed on levels 1, 3, 5 and 7 on the southeast, southwest, northeast and northwest sectors of the facility. Levels 2, 4, and 6 are interstitial mechanical space except for small clusters of offices on the east and west elevator lobbies and atrium portions of the facility. Research laboratories are located on levels B3, B2, 1, 3 and 5. The laboratories lead to the southeast and southwest patient care units through distally placed elevator lobbies. 2. SCOPE OF WORK The types of patients treated at the Clinical Center range from those who are incapacitated to those who are ambulatory. The aquariums were installed for patients, guests and staff of the Clinical Center and are intended to provide a sense of comfort in a research hospital setting. Maintenance agreements on aquariums have been in place in the Clinical Center since September 2000. The responsibility of the contractor is to arrange healthy aquariums and maintain the livelihood and environment of the fish that inhabit the aquariums. Currently, the Clinical Center requires maintenance on seven (7) aquariums, three (3) days a week. 3. DESCRIPTION OF AQUARIUM MAINTENANCE A. Fish ? Contractor shall supply the number and type of fish in each aquarium?s inventory upon contract award and maintain the inventory throughout the period of performance ? Contractor shall supply food for fish ? Contractor shall feed fish three (3) days per week ? Contractor shall promptly remove and replace any dead fish within 12 hours of notification and within four (4) hours of weekly inspection ? Contractor shall provide care and medicine for sick fish B. Water Changes ? Contractor shall extract 10-15% of tanks volume of water and replace every two (2 ) weeks ? While replacing water, simultaneously ?vacuum? the substrate (gravel, sand, etc.) ? Contractor shall inspect water parameters (chorine, chloramines, phosphates, silicate, silicid acid) in tank and replacement water and administer water treatment if required before returning fish to aquariums ? The contractor shall examine water chemistry at the same time that the water exchange occurs. Maintain the stability of vital parameters (ph, nitrates, nitrites, carbon hardness or salinity) ? Contractor shall clean the aquarium walls every two (2) weeks ? Contractor shall provide an optimal and steady temperature for aquarium water C. Filtration ? Filter inserts shall be exchanged every two (2) weeks for aquarium sizes (140 ? 400 gallons) and every four (4) weeks for aquarium sizes (60 -100 gallons) ? Contractor shall rinse filter inserts every two(2) weeks with the extracted water ? The filter shall be cleaned once a month using the water extracted from the tank during water change D. Equipment ? Contractor shall inspect tubing, connections, air stones, skimmers and other parts for proper operation three (3) days per week ? Contractor shall clean aquarium top three (3) days per week ? Contractor shall examine expiration dates printed on the boxes and bottles of the aquarium supplies used. Do not use after the imprinted date ? Contractor shall provide tops (covers) for each of the aquariums ? Contractor shall provide lighting fixtures and use appropriate lighting for each aquarium to meet needs of the set-up and inhabitants ? Contractor shall inspect lighting fixtures three (3) days per week and replace any blown bulbs, tubes or other light source. In addition, tube lighting shall be replaced every 6 months ? Contractor shall provide filters for all aquariums ? Contractor shall supply water heaters and replace broken or worn out heaters ? Contractor shall inspect water pumps three (3) days per week and replace malfunctioning pumps ? Contractor shall ensure aquariums have sufficient oxygen to support the fish ? Contractor shall perform technical checks on aquariums three (3) days per week to test for electrical or mechanical failure ? Contractor shall be on call for emergency services such as power outages 24 hours a day, seven days a week and on-site to provide emergency service within two (2) hours of notification E. Location of Aquariums Aquarium Size Location Type Water 400gl Rectangular CRC- Admissions Saltwater 60gl Hexagonal ICU ? 2nd Floor, Room 2N262 Saltwater 60gl Tube connected Magnuson ? Radiology Saltwater 100gl Rectangular Magnuson ? Radiology Freshwater 140gl Octagonal Magnuson - Phlebotomy Freshwater 160 gl Rectangular ACRF ? 8th Floor Freshwater 160gl Rectangular ACRF ? 13th Floor Oncol/Derm Freshwater TOTAL= 7 4. CONTRACTOR REQUIREMENTS A. Hours of Service: The routine services shall be provided three (3) days per week; on-site emergency service will be provided within two (2) hours of notification; and on-call emergency service will be provided twenty-four (24) hours per day, seven (7) days per week, including holidays, and even during government closures, to service aquariums in an emergency such as malfunctioning equipment. B. Staffing: The Contractor shall provide sufficient staffing to service the aquariums in the Clinical Center. Staff must have substantial experience with providing aquarium maintenance in a hospital or other healthcare setting. C. Reporting Requirements: The Contractor shall be responsible for the following reporting requirements: 1. Weekly Activity Reports: a. Submit to Project Officer a detailed report of service performed at each location. Must include the following: ? Detailed information stating what type of maintenance was performed at each location ? Date maintenance was performed at each location ? Length of time from service to completion ? Time of completion for each maintenance activity b. The Contractor shall be required to create and maintain a legible log at each location to record maintenance activity. A copy of the log shall be left with the Admissions Desk upon completion of service. The log shall indicate the following: ? Date and time contractor arrived to perform maintenance ? Type of maintenance performed ? Time maintenance was completed ? Signature of contractor 2. Required Reporting Schedule All weekly reports for the previous week are due by Monday of the current week. 3. Complaint Resolutions: The Project Manager shall inform and work with the Project Officer on all complaints and/or issues that arise. When a complaint is presented to the contractor, a written response shall be sent to the Project Officer within three (3) business days. 4. Requests for System or Process Change: The Contractor shall receive approval from the Project Officer if he/she wishes to change any systems or processes under which they operate. This is to ensure that the change will meet adequate safeguards and is feasible. Advance notification shall be provided to the users of the service. 5. GOVERNMENT RESPONSIBILITIES: The Government will furnish the facilities where services are to be performed at the Clinical Center. In addition, the following equipment and services will be provided to the contractor for use in direct performance of the contract: Equipment Services Equipment: ? Seven (7) Aquariums Service: ? Cost associated with aquarium relocation ? Cost associated with damage to aquariums caused by the government or general public ? Cost associated with purchase of new aquariums 6. PERIOD OF PERFORMANCE This requirement covers the base year period of January 1, 2007 through December 31, 2007 with two (2) Option years Option Year 1 (January 1, 2008 through December 31, 2008) Option Year 2 (January 1, 2009 through December 31, 2009) FAR Clause 52-217-9 Option to Extend the Term of the Contract ? In accordance with this clause to extend the term of the Purchase Order the following terms will apply: a. The Government may extend the term of this contract by written notice to the contractor within 60 days; provided that the Government gives the contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. b. If the Government exercises this option, the extended contract shall be considered to include this option clause 7. CUSTOMER SERVICE Evidence of excellent interaction with government personnel and the general public is critical to the mission of NIH. The contractor shall provide customer service that: ? Promotes respect for all customers through use of verbal courtesies ? Acknowledges and clarifies verbal messages to ensure mutual understanding ? Treats customers with dignity and respect to better understand needs and requests 8. QUALITY CONTROL AND MONITORING Quality Control will be monitored by conducting and reviewing periodic customer satisfaction, surveys, review of weekly contractor reports. The Contractor and the NIH Clinical Center will review performance of the maintenance services for timely reporting and meeting the terms and conditions of the contract. This will be accomplished through semi-annual status/progress meetings between NIH Clinical Center personnel responsible for managing and administering this contract (Contracting Officer and Project Officer). At these meetings the Government will convey problems/difficulties reported by contract users and recommended solutions will be discussed and mutually agreed to between the Government and Contractor. The Contracting Officer will be kept fully informed by any contract performance problems so that appropriate action may be taken. Monitoring and Surveillance The Contractor and the Project Officer will review performance of the aquarium maintenance services for reporting and meeting customer service under the terms and conditions of the contract. This shall be accomplished through semi-annual status/progress meetings between the NIH Clinical Center personnel responsible for managing and administering this contract (Contracting Officer and Project Officer). These meetings with the Government shall convey problems/difficulties reported by contract users and recommended solutions shall be discussed and mutually agreed to between the Government and the Contractor. The Contracting Officer shall be kept fully informed by any contract performance problems so that appropriate action may be taken. Aquarium Maintenance Technical Evaluation Criteria 1. Understanding the Objective of the Services - 30 points The offeror shall demonstrate its understanding of the Government?s requirements through a description of its capabilities to furnish the services as described under the heading Description of Aquarium Maintenance in the Statement of Work. The description shall include an operational plan that addresses all the requirements in the Statement of Work. Demonstrate your ability to handle all scheduled and non-scheduled requests for service. Include a proposed implementation program for executing the requirements and achieving the objectives of the service. 2. Past Performance - 20 points The offeror?s proposal should include past performance references which will demonstrate experience in providing services called for in this solicitation. Experience (as described by the offeror) in managing and supporting services similar to those described in the Statement of Work will be evaluated. Particularly important are: a) experience in and b) how successful that experience was. Offerors will be required to submit a list of contracts completed during the past three years with acceptable performance and all contracts currently in process in managing and supporting services similar/same to those described in the Statement of Work. Include names of organizations, contact names and telephone numbers for any contracts held in the past three years 3. Quality Assurance - 15 points Offeror shall provide an outline of their quality control program. Describe the methodology for identifying deficiencies in the quality of services performed. 4. Personnel - 15 points The offeror shall describe the general background, organizational structure, lines of authority and qualifications of essential officials and management staff. 5. Evaluation of Price - The Government reserves the right to deduct points if the proposed pricing method for ?other expenses? is adjudged to be excessive. This deduction will not exceed a total of 10 points. It is noted that points are merely a guide for source selection and the mathematical outcome is not necessarily determinative of the award. The prices offered in each proposal shall be totaled and compared. Points shall be awarded according to the following formula: LOWEST TOTAL EVALUATED PRICE x 20 Points = Number of OFFEROR?S TOTAL EVALUATED PRICE Points to be assigned SUMMARY: Total Evaluated Price + Technical Evaluation = Total Evaluated Basic Cost/ Price Information The business proposal must contain sufficient information to allow the Government to perform a basic analysis of the proposed cost or price of the work. The elements should include the basic award pricing information along with the option periods solicited in the RFQ. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). 9. INVOICE INSTRUCTIONS Requirements shall include: ? One invoice per month (itemized) for all services contracted at the Clinical Center ? List out service performed within the month ? Dates worked ? Exact hours worked ? Bill Rate per Hour ? Subtotal for each service ? Total for entire invoice (1) Invoices shall be submitted concurrently as follows: a. An original to the following designated payment office. National Institutes of Health Division of Financial Management Chief, Accounts Payable Section 2115 East Jefferson St. Room 4B32 Bethesda, Maryland 20892-8500 b. One copy to the Administrative Officer at : National Institutes of Health Clinical Center Attn: Chiquita Bennett-Clark 10 Center Drive, MSC 1166 Building 10 (CRC), Room 1-5649 Bethesda, Maryland 20892 c. Inquiries regarding payment of the invoices should be directed to the designated payment office, attention: Chief, Accounts Payable Branch, (301) 496-6088. The Governemnt will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The Governemnt will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option (s). A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. The resulting contract will incorporate FAR Clause 52.252-2 (Clauses Incoprporated by Reference). NOTE: Contractor shall be registered with Central Contractor Register (CCR) in order to receive an award.