PREVENTIVE MAINTENANCE AND REPAIR OF MOTOR EQUIPMENT, LOW SPEED ELECTRIC VEHICLES AND TRAILERS
ID: RFP-2025-25109Type: Solicitation
Overview

Buyer

ENERGY, DEPARTMENT OFENERGY, DEPARTMENT OFALLIANCE SUSTAINABLE ENRGY-DOECONTRGolden, CO, 80402, USA

NAICS

Outdoor Power Equipment Retailers (44423)

PSC

MAINT/REPAIR/REBUILD OF EQUIPMENT- GROUND EFFECT VEHICLES, MOTOR VEHICLES, TRAILERS, AND CYCLES (J023)

Set Aside

Total Small Business Set-Aside (FAR 19.5) (SBA)

Original Source

https://sam.gov/opp/029cf7bf1e8544fabd4dcb2eb68f485b/view
Timeline
    Description

    The Department of Energy's National Renewable Energy Laboratory (NREL) is seeking proposals for a subcontract focused on the preventive maintenance and repair of motor equipment, low-speed electric vehicles, and trailers at its campuses in Colorado. The selected subcontractor will be responsible for providing all necessary personnel, labor, management, tools, and services to ensure that maintenance and repairs are conducted in accordance with manufacturer specifications, including engine oil changes, hydraulic fluid replacements, and comprehensive asset inspections. This opportunity is crucial for maintaining the operational efficiency and sustainability of NREL's specialized fleet, with an estimated annual funding of $75,000 over a potential five-year period. Interested small businesses must submit their proposals by December 31, 2024, and direct inquiries to Steve Cummock at steve.cummock@nrel.gov.

    Point(s) of Contact
    Steve Cummock
    steve.cummock@nrel.gov
    Files
    Title
    Posted
    1 - SOW - Preventive Maintenance and Repair of Motor Equipment.pdf
    The Statement of Work (SOW) defines the requirements for the preventive maintenance and repair of motor equipment, low-speed electric vehicles, and trailers at the National Renewable Energy Laboratory (NREL) campuses in Colorado. NREL, managed by The Alliance for Sustainable Energy, focuses on renewable energy technologies and requires a subcontractor to ensure timely maintenance and repairs of their fleet. Services include annual preventative inspections per manufacturer guidelines, as well as on-demand repair services with specified response and completion times. Subcontractors must submit inspection reports within three business days, provide repair estimates and maintain detailed service records. Personnel qualifications are outlined, requiring technicians to have at least 10 years of experience with heavy equipment. Safety and adherence to NREL’s environmental standards are paramount, with all personnel needing identification and proper training. Working hours align with NREL’s business schedule, and services occur across three specified locations. The document emphasizes the importance of achieving performance standards while ensuring compliance with safety regulations. Overall, the SOW serves as a detailed guide for subcontractor responsibilities, ensuring effective maintenance operations at NREL facilities.
    2 - Sample Subcontract - Preventive Maintenance and Repair of Motor Equipment.pdf
    The document outlines a subcontract agreement between Alliance for Sustainable Energy, LLC and an unnamed subcontractor for the management and operations services at the National Renewable Energy Laboratory (NREL), under the Department of Energy contract DE-AC36-08GO28308. This subcontract includes the provision for preventive maintenance and repair of motor equipment and low-speed electric vehicles, with a total ceiling amount of $375,000, divided into several $75,000 option periods extending over a potential five-year performance timeline. Specific payment and invoicing terms, including labor hour rates and reimbursement for authorized expenses, are detailed. The subcontract emphasizes adherence to safety, compliance with the Service Contract Labor Standards, and mandates for reporting and documentation. The rights and responsibilities of both parties are spelled out, including conditions for modification and auditing. The overarching purpose aligns with federal RFPs and grants aimed at sustainable energy solutions, reinforcing commitments to efficient management of energy resources and operational integrity within federal projects. The structure of the document supports clear contractual obligations while ensuring compliance with federal regulations.
    3 - LHE FUP Hybrid Proposal Form.xlsx
    The file comprises a Cost Proposal Form focusing on the submission requirements for labor hour and expense or fixed unit price hybrid subcontract bids within a federal RFP context. It outlines the necessary components that offerors must include in their proposals, such as a pre-approved escalation rate, details of labor categories and rates, cost justification for each element, and a breakdown of fixed unit prices that encompass all labor and associated materials, equipment, and costs as defined in the Statement of Work (SOW). Offerors are also required to validate the accuracy of their formulas and provide necessary documentation supporting their proposed costs, such as payroll records or contracts. The structure of the document is methodical, with tabs dedicated to various categories of costs and calculations, including an overview of fixed unit prices per month and per unit for different scenarios. This detailed approach ensures transparency and accuracy in the bidding process while aligning with federal requirements for contract proposals.
    4-Attachment - Notice of Intent.docx
    The document is a Notice of Intent from an organization indicating their plan to submit a proposal in response to Request for Proposal (RFP) No. RFP-2025-25109, issued by the National Renewable Energy Laboratory. The RFP focuses on the “Preventive Maintenance and Repair of Motor Equipment, Low Speed Electric Vehicles and Trailers.” The organization plans to attend a pre-proposal conference and has provided spaces for their details, including name, address, contact person, and other relevant information. The intent to submit a proposal suggests interest in the federal contract aimed at enhancing maintenance services for specialized vehicles and equipment, aligning with the government’s objectives for sustainability and operational efficiency. This document signifies an organizational commitment to participate in the competitive proposal process.
    5-EXHIBIT A.pdf
    The document outlines a list of various types of equipment and their corresponding series numbers in relation to government procurement initiatives. Specifically, it includes Low-Speed Electric Vehicles (LSEV) and a range of other vehicles and machinery, such as trailers, golf carts, utility vehicles (UTVs), wheeled loaders, agriculture tractors, and garden riding mowers. Each piece of equipment is assigned a unique series number ranging from 00 to 11, indicating its classification. The structured format suggests a systematic approach to categorizing these items, likely to facilitate procurement processes, whether for federal grants, RFPs, or state and local projects. This information would assist agencies and organizations involved in tendering processes by clarifying the types of equipment available for purchase or lease, aligning with budget and operational needs.
    6 - SCA WD 2015-5419_REV 27_07-22-2024.pdf
    The document appears to be a corrupted or malformed text with multiple encoding issues, rendering it incomprehensible and lacking coherent information related to government requests for proposals (RFPs), federal grants, or local/state RFPs. Thus, it lacks a clear topic, key ideas, and supporting details that can be summarized meaningfully. In normal circumstances, such documents would provide essential information about funding opportunities, application processes, and project requirements relevant to government solicitations, ultimately guiding organizations in submitting proposals for financial assistance or project participation. However, the effectiveness of this document in conveying the necessary information is severely impaired by the data corruption, limiting any analytical approach towards identifying specific objectives, initiatives, or guidelines that would typically accompany governmental documentation in these contexts. In summary, without substantive content to analyze or summarize, this document fails to meet the expectations associated with federal or state RFPs and grants documentation.
    Amendment 1 - TQ answers.pdf
    The document is an amendment to the solicitation No. RFX-2025-25109 issued by the National Renewable Energy Laboratory (NREL) for the preventive maintenance and repair of various types of motor equipment, low-speed electric vehicles, and trailers located at NREL campuses. The amendment, dated December 18, 2024, clarifies inquiries regarding the specific makes and models of equipment involved. The document includes a comprehensive list detailing various equipment types, including low-speed electric vehicles (GEM and Polaris), trailers from multiple manufacturers, golf carts (Club Car, Cushman, Yamaha), utility vehicles (Bobcat, John Deere, Kubota), loaders (Bobcat), tractors (John Deere), and riding mowers (EGO). This list aims to assist potential offerors in assessing parts and labor costs for scheduled maintenance by providing essential information that was previously lacking. Overall, the purpose of this amendment is to facilitate transparency and ensure that all interested bidders have the information necessary to submit their proposals accurately, thereby maintaining the integrity of the solicitation process.
    RFP - Preventive Maintenance and Repair of Motor Equipment.pdf
    The National Renewable Energy Laboratory (NREL) has issued a Request for Proposals (RFP) for a subcontract focused on the "Preventive Maintenance and Repair of Motor Equipment, Low Speed Electric Vehicles, and Trailers." This RFP, numbered RFP-2025-25109, emphasizes a competitive selection process based on the lowest price coupled with technical acceptability. The proposal submission deadline is December 31, 2024, with inquiries due by December 13, 2024. NREL encourages proposals from small businesses across various certifications, including HUBZone, Service-Disabled Veteran-owned, and Woman-owned businesses. The anticipated subcontract is for 60 months with an estimated yearly funding of $75,000. Offerors must demonstrate relevant past performances, particularly in small engine maintenance and low-speed electric vehicle projects. Additionally, they need to provide evidence of qualified staff and their compliance with safety and labor standards. The evaluation involves assessing the completeness of submissions, followed by a price evaluation of technically acceptable offers. All proposals should adhere to specified formatting and procedural guidelines to be considered eligible for award. This RFP reflects NREL's commitment to sustainable practices while providing opportunities for small business participation in federal projects.
    SAM Post Narrative - Preventive Maintenance and Repair of Motor Equipment.pdf
    The National Renewable Energy Laboratory (NREL) issued RFP number RFP-2025-25109 seeking proposals for preventive maintenance and repair services for motor equipment, low-speed electric vehicles, and trailers across its campuses. The RFP is structured competitively, classified under NAICS Codes 444230 and 811411. Proposals are due by December 31, 2024, following a notice of intent submission by December 20, 2024. Contractors must have a bona fide office within 100 miles of NREL or demonstrate the capability to perform required services. The selected subcontractor will manage and ensure adherence to manufacturer specifications for preventive maintenance and repairs. Services include engine oil and filter changes, hydraulic fluid replacements, and thorough asset condition inspections. Submission requirements include a technical proposal, pricing terms valid for 90 days, and certifications regarding organizational conflicts of interest. This RFP reflects NREL’s commitment to maintaining a sustainable operational environment while seeking qualified contractors to provide essential maintenance services efficiently and in compliance with federal standards and regulations.
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