Vibration Chamber System Maintenance & Calibration

Sources Sought Notice

This notice is issued by the U.S. Government to gather information from potential vendors regarding their capabilities to provide maintenance and calibration services for Multi Shaker Vibration Chamber Systems. The government is currently considering a sole-source award but is seeking market information to support a potential competitive procurement. This notice is not a request for proposals or quotes.

The services required include:

• Personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and non-personal services for Vibration Chamber System Maintenance & Calibration.

• Developing, fabricating, reconfiguring, and installing subsystems.

• Performing maintenance as per the Preventative Maintenance Program for the Multi-Shaker system.

• Specific services include:

  • Extended Warranty on Jaguar Systems (2580-1325 and 2560-1368)
  • Jaguar Controller Software Updates
  • Jaguar Controller Calibration (Onsite)
  • Jaguar Preventative Maintenance
  • Shaker Preventative Maintenance
  • Jaguar Controller Technical Support
  • Phone Support
  • Twice-yearly visits for regular maintenance.
  • Provision of Shaker parts, Slip Table parts, Vertical System parts, and Jaguar Controller parts.
  • Two emergency call-outs for repair.
  • Potential purchase of backup parts/rollover money.

• The proposed sole source contract type will be determined after market research.

• NAICS Code: 811310

• Size Standard: $8M

Interested parties are requested to provide a statement of interest (not to exceed 20 pages) via email by February 23rd, 2026, 2:00 PM MST.

Responses should include:

1. Firm details (name, POC, contact info, CAGE code, UEI, NAICS code, business size, and small business status/certifications).
2. Capabilities regarding salient characteristics and information on equal to items.
3. Interest in competing as a prime contractor and any subcontracting/joint venture plans.
4. Information on commercial availability, pricing, delivery schedules, terms, and warranties.
5. Detailed previous experience (prime or subcontractor) on similar requirements.
6. Identification of any actions unnecessarily restricting competition.
7. Recommendations to improve the approach/specifications/draft PWS/PRS.

• All businesses (large and small, including 8(a), Small Disadvantage, HUBZone, SDVOSB, WOSB) are encouraged to respond.

• Information gathered will help support a potential set-aside.

• This is a Sources Sought Notice ONLY and not a Request for Quote, IFB, or RFP.

• The government will not pay for information or administrative costs incurred in response to this notice.

• Telephone inquiries will not be accepted.

• Receipt of submissions will not be acknowledged, and no feedback will be provided.

Statement of Work (SOW) / Performance Work Statement (PWS)

This document outlines the performance requirements and standards for contractor service related to the Multi-Shaker System, focusing on preventative maintenance and service.

• Perform required preventative maintenance on Multi-Shaker System components according to the Spectral Dynamics Preventative Maintenance Program.

• Provide qualified and experienced Spectral Dynamics Shaker System Technicians for disassembly, assembly, service tests, inspections, and preventative maintenance.

• Perform preventative maintenance and service after 1000 hours of operation or six (6) months, whichever comes first.

• Provide all necessary parts and materials for preventative maintenance, including filters, leads, hoses, clamps, oils, lubricants, fluids, pumps, wires, seals, and connectors as per the manual.

• Provide an inventory list of all service parts and materials used for each maintenance and service performed, including model/part numbers and quantities.

• All preventative maintenance procedures must be performed IAW the Spectral Dynamics Preventative Maintenance Program for Multi-Shaker System.

• A 100% Acceptable Quality Level (AQL) is required for all services.

• Performance will be documented in Contractor Performance Assessment Reporting System (CPARS).

• Not explicitly stated in this document, but implied to be related to the opportunity record.

• Incentives: Proactive identification of issues, exceptional skill, timely and accurate reporting, and identifying cost-saving alternative parts can lead to "Very Good" or "Exceptional" ratings in CPARS.

• Disincentives: Failure to meet AQL requires re-performance at no cost, documented as "Marginal" or "Unsatisfactory" in CPARS. Use of unqualified technicians will result in an "Unsatisfactory" rating and potential stop-work orders. Deductions may apply for missing parts. Inaccurate or late reporting will result in "Marginal" ratings and require correction.

Statement of Work (SOW) / Performance Work Statement (PWS)

To procure services for the maintenance and calibration of a Multi-Shaker vibration system and its subsystems.

• Perform preventative maintenance and calibration on the Multi-Shaker system and Jaguar Vibration Controllers.

• Provide extended warranty coverage for both Jaguar Systems.

• Perform software updates for Jaguar Controllers every six months.

• Conduct onsite calibration of Jaguar Controllers every six months.

• Provide technical and phone support for the Vibration System and Controllers.

• Perform regular maintenance visits twice per contract year.

• Provide all necessary parts, filters, oils, and seals for maintenance.

• Offer two emergency call-outs for repairs per contract year.

• Manage and maintain Government-furnished property (GFP).

• All work must be performed by qualified, experienced Spectral Dynamics Shaker System Technicians.

• Preventative maintenance to be performed IAW the Spectral Dynamics Preventative Maintenance Program.

• Services to be performed after 1000 hours of operation or six months, whichever comes first.

• Quality Acceptance Level (AQL) for all tasks is 100%.

• Specific tasks include inspections, cleaning, adjustments, and replacement of defective parts.

• Period of Performance: One (1) Base Year (2026) and four (4) 12-month option periods.

• Place of Performance: Dugway Proving Grounds, Utah, specifically at the WDTC applicable buildings.

• Contractor must develop and maintain a Quality Control Plan (QCP).

• Contractor personnel must meet specific security requirements, including background checks and potential security clearances.

• Compliance with safety regulations (EM 385-1-1) and environmental compliance is required.

• Various training requirements for contractor personnel (e.g., AT Level I, OPSEC, iWATCH, TARP).

• Contractor must provide a Property Management System (PMS) plan.

• Contractor must not use Government-owned tools, materials, or parts without prior approval.

• Contractor must provide all necessary vehicles and equipment, with company name prominently displayed.