Smithsonian Institution's Office of Facilities Maintenance and Reliability Asset Management, Reliability, and Maintenance (AMR&M) Facilitation and Development Contract
Amendment 0004 is incorporated into this solicitation proposal due date remanin 1/12/2022 at 3:00pm eastern standard time and incorporates response to questions Amendment 0003 is incorporated into thi... Amendment 0004 is incorporated into this solicitation proposal due date remanin 1/12/2022 at 3:00pm eastern standard time and incorporates response to questions Amendment 0003 is incorporated into this solictation proposal is due date is revised to 01/12/2022 at 3:00pm eastern standard time and incorporates response to a question Amendment 0002 is incorporated into this solicitation the proposal due date is been revised to 12/15/2021 and incorporates responses to questions attached. Amendment 0001 is incorporated into this solicitation. Proposal due date remains unchanged 11/15/2021 3:00pm eastern standard time, Instructions are added related to contractors requirements/responsibilities with respect to COVID-19 PROJECT INFORMATION: This announcement is for the selection and award of an Asset Management, Reliability, and Maintenance (AMR&M) Facilitation and development contract that would provide the assessment, planning, program development, resource support for the implementation of an Asset Management, Reliability, and Maintenance program at Smithsonian Institution’s facilities located in the Washington D.C area. The targeted types of facilities range from office, research, zoological, museum, and storage. The facilities portfolio for this program is comprised of 21 buildings all located within a 60 mile radius of the National Mall, with a combined foot print of 11,228,000 gross square feet and a facilities asset inventory 22,545 assets. Project may be expanded to include additional properties at a future point. Objective: To provide assessment, consultation, planning, program development, resource support for the implementation of an Asset Management & Reliability program to transform and standardize OFMR’s current maintenance program and structure across the portfolio of properties into a program that is aligned to the precepts of ISO 5500x Asset Management – Management Systems standard. The project includes providing resources, subject matter expertise, instructional training, on site deployment of procedures and processes that are the industrial standard best practices to support an asset management and reliability system incorporating the key foundational pillars of; Reliability Engineering, Asset Condition Management, Work Execution, Reliability Leadership, Asset Management and the respective elemental processes of each. This scope of work includes the development business processes, planning and programming of procedures, guidance, documents, studies, recommendations, facilitation, concept proposals, reference guides, checklist, training materials, and all materials, resources required to augment staffing. Background: The Smithsonian Institution (SI) founded in 1846 is the largest museum and research complex in the world, consisting of 19 museums, 9 research centers, and a Zoological Park. The Smithsonian is open for visitation 364 days a year and annually welcomes millions of visitors into our historic facilities. The Office of Facilities Management and Reliability (OFMR) performs day to day facilities management; providing operations and maintenance services to ensure that the SI Facilities provide a safe environment for our visitors, and collections. The maintenance program is charged with the life cycle support for a wide range of facility systems comprised of sophisticated building automation systems, controlling the complex electrical, steam, water, mechanical, subsystems all of which provide around the clock environmental and utilities needs of our facilities. As often found in historic organizations the maintenance program of the Smithsonian Institution has developed from multiple independent programs shaped and developed over decades by the staff of the facilities they served. As the maintenance program has transitioned from 20 some programs managed by multiple organizations, into the current single maintenance organization of today. This transition has not been unifying overall as independent methods, systems, and processes still exist throughout the organization and standardized processes for “One OFMR” has not been achieved. Program Development Considerations: The Asset Management and Reliability Program design should be respectful of the budgeted funding and existing site resources as the program changes are implemented, developing the required infra-structure by augmenting where required and building in house talent, development processes, and human resources to develop and deploy standards of practice for a best in class program. This undertaking will re-envision Asset Management & Reliability systems across the SI facilities portfolio creating foundational elements focused on each phase of an assets life cycle needs. The foundational elements of reliability engineering, asset criticality, risk analysis, failure modes and effects analysis, failure code development, preventative maintenance optimization, maintenance planning and scheduling to core skills development and certification program to qualify OFMR staff as subject matter expertise in foundational elements concepts. Per the scope of work in the attachments Services: The contractor shall provide subject matter experts in Asset Management processes and technical discipline involved in maintenance services and asset reliability. Perform systems evaluation, gap assessments, consultation, preparation of pre-project studies, planning and programming documents and concept design, value stream mapping of processes, development of standards, staff augmentation and training (E-learning, Blended, and Classroom), procedural documents for the complete program to achieve the equivalency of ISO 5500x compliance. The company’s team of resources shall include at the minimum, the expertise in the following Asset, Maintenance, and Reliability foundational pillars and elemental processes. Foundational Pillars and Elemental processes Reliability Engineering Criticality Analysis Reliability Strategy Development Root Cause Analysis Capital Project Management Reliability Centered Design Asset Condition Management Asset Condition Information Vibration Analysis Fluid Analysis Ultrasonic testing Infrared thermal imaging Motor Testing Alignment and balancing Machinery lubrication Work Execution Preventive Maintenance, Predictive Maintenance, Maintenance Planning and Scheduling MRO Spare Parts Management CMMS system / processes Defect Elimination Operator Driven Reliability Reliability Leadership Executive Sponsorship Operational Excellence Human Capital Management Competency Based learning Reliability Road Map Asset Management Reliability Strategy and Plans Corporate Responsibility Strategic Asset Management Plan Risk Management Asset Knowledge Asset life cycle management Decision Making Key Performance Indicators Continuous Improvement The above services and expertise may be provided by the prime or by subcontractors and meet the experience requirements listed below. In addition, the contractor shall be required to prepare presentations and project submissions of the proposed programs for review by SI/ SF / OFMR senior leadership and their staff, The Contractors Project Leader will be expected to attend and participate in videoconferencing and on-site meetings in Washington, D.C., often at short notice, in connection with the services described herein. SME (Subject matter Experts) Experts used in the assessment, analysis, and evaluation of processes will have an industrial certification equivalent to Certified Asset Management Assessor (CAMA) issued by PEMAC -Asset Management Association of Canada, SMRP -Society for Maintenance and Reliability Professionals, AMP – Asset Management Professionals, or 5 years verifiable experience conducting value stream mapping, and refining processes. SMEs providing leadership implementation support will have an applicable certification in maintenance program management equivalent to that of a Certified Maintenance Reliability Professional from SMRP -Society for Maintenance and Reliability Professionals, AMP or Maintenance Manager, Reliability or Maintenance Engineering Certification from an institution of higher education such as (UT RMIC) or 5 years verifiable experience SMEs for Maintenance Planning and Scheduling will have certification equivalent to Planning and Scheduling certification from an institution of higher education such as (UT RMIC) or 3 years verifiable experience maintenance plans and schedules in an industrial facilities environment. Contractor Supervision responsible for staff augmentation: will have an applicable certification in maintenance program management equivalent to that of a Certified Maintenance Reliability Professional from SMRP -Society for Maintenance and Reliability Professionals, AMP or Maintenance Manager, Reliability or Maintenance Engineering Certification from an institution of higher education such as (UT RMIC) or 5 years verifiable experience. Sr Technicians – On site staff augmentation: will have an verifiable certification / training in function assigned from an institution of higher education / training such as (Lincoln Tech, etc ) and 3 years verifiable experience. Jr Technicians – On site staff augmentation: will have a verifiable work experience in function assigned. 2 - year verifiable experience. SMEs providing training / coaching must have 2 years verifiable experience as a technical trainer SME for Vibration analysis will have industrial certification equivalent to a CAT/Level-3 certification compliant to ISO 18436-2, and/or ISO/IEC 17024 or 3 years verifiable experience leading a successful vibration program. SME for Ultrasound Analysis will have industrial certification equivalent to a CAT/LEVEL-2 certification compliant to ISO 18436-8 and/or ISO/IEC 17024 or 3 years verifiable experience leading a successful ultrasound program. SME for Thermography Analysis will have industrial certification equivalent to a CAT/LEVEL-3 Master Thermographer certification compliant to ISO 18436-7 and/or ISO/IEC 17024 or 3 years verifiable experience leading a successful thermography program. SME for Fluid Analysis will have industrial certification equivalent to a CAT/Level -2 certification compliant to ANSI/ASNT CP-105 and CP-189 of the American Society for Non-Destructive Testing or ISO18346-5 or 3 years verifiable experience leading a successful fluid analysis program. SME for Lubrication Program will have industrial certification equivalent to a CAT/Level-2 certification compliant to ANSI/ASNT CP-105 and CP-189 of the American Society for Non-Destructive Testing or ISO18346-5 or MLT 55.1, or 2 years verifiable experience leading a successful lubrication program. SME for Precision Maintenance Practices - Alignment & Balancing Program will have 3 years verifiable experience industrial experience leading a successful Alignment and balancing program. SME for Motor Circuit Analysis will have industrial experience performing MCA and 3 years verifiable experience leading a successful MCA program. SME for EAMS/CMMS system analyst will have industrial experience 3 years verifiable experience leading EAMS/CMMS system integration of Asset management requirements such as master list, asset information, criticality, failure defect, work execution management, etc processes into workflows SME for Expeditor – Expeditor will have 2 years industrial experience with MRO spares operations for parts research, stocking levels, lead times, parts kitting, BOMs, etc. All areas described are approximate; specific areas will be denoted within the solicitation documents. Total period of performance allowed for program implementation will be 1 year base contract, with 9 option years from date of Notice to Proceed. Phases and options will be implemented as funding is available for each of the various phases, options, and rollout of program support With first year funding available in the 1.2 to 1.6-million-dollar range and estimated 1 million dollars in annual funding there after Estimated cost range is between $ 6,000,000 and $10,000,000 based on SI estimates This RFP consist of the following Standard form 1442 Sections A-M REQUEST FOR CLARIFICAITONS It is desired that all questions/clarifications be sent in, sequentially numbered for example first questions 1,2,3, second set of questions 4, 5, 6, etc. in word format to powellwb@si.edu. It is requested that all questions be sent in no later than 10/31/2021 no later than 3PM EST. Proposals are to be sent as follows: (1) one original hardcopy binder, (3) three copies of the original, (1) one flash drive are required to be submitted. The Technical and Pricing proposals must be in separate pdfs/packages. If any pricing information is on the Technical Proposal, you will be disqualified. An offeror's hard copies and electronic proposals meeting the requirements of this RFP must be received no later than 3pm ET on November 15, 2021 to be considered. Please see the solicitation below for more details regarding submission requirements. Hardcopy original, copies and Flash Drives should be delivered via FedEx, UPS, and Courier to the address below: For USPS: Smithsonian Institution Office of Contracting MRC 1200 Attn: B Powell PO BOX 37012 Washington, DC 20013-7012 Fed Ex UPS or courier send to following address: Smithsonian Institution Office of Contracting Attn: B Powell 600 Maryland Ave. SW, Suite 500E Washington, DC 20024 THE PROPOSAL DUE DATE IS November 15, 2021 AT 3:00PM EST. The subcontracting goals for this project are: 40% with small business concerns. At least 6% of total planned subcontracting dollars shall be placed with Small disadvantaged businesses (SDB), including Historically Black Colleges and Universities or Minority Institutions; 6% with Women-owned small businesses (WOSB); 3% shall be placed with Hub-zone Small Businesses (HubSB), 3% with Veteran-owned small businesses (VOSB); and 3% with Service Disabled Veteran-owned small businesses (SDV). The NAICS code for this project is 541611 with small busines standard of $16,500,000 annual revenue Bidders shall provide detail of their ability to meet the minimum qualification requirements as set forth in qualification package attached Total period of performance per scope of work is base year and nine option years for phasing of work from date of Notice to Proceed.
Data sourced from SAM.gov.
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