SOLICITATION NOTICE
J -- Preventive Maintenance of PBX Systems
- Notice Date
- 5/7/2008
- Notice Type
- Presolicitation
- Contracting Office
- Environmental Protection Agency, Office of Acquisition Management, Region III, Contracts Branch (3PM10), Environmental Protection Agency, Contracts Branch, 1650 Arch Street, Philadelphia, PA 19103
- ZIP Code
- 19103
- Solicitation Number
- RFQ-PA-08-00011
- Response Due
- 5/21/2008
- Point of Contact
- Point of Contact, Denise Jones, Purchasing Agent, Phone (215) 814-5195
- Small Business Set-Aside
- N/A
- Description
- NAICS Code: 811213 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 utilizing Simplified Acquisition procedures under FAR Part 13 and as supplemented with additional information included in this notice. Thissolicitation is issued under RFQ-PA-08-00011. This announcement constitutes the only solicitation; bids are being requested and a written solicitation will not be issued. This is a combined synopsis/solicitation for preventive maintenance on the NEC PBX system(s) and all associated software/ hardware/systems/batteries/telephone equipment. Depending on who the vendors are bidding on this SOW, a site survey may or may not be necessary. Term of coverage will be for a Base--August 1, 2008 through July 31, 2009 and two Option Years- August 1, 2009 through July 31, 2011. STATEMENT OF WORKThe contractor is to provide labor and materials for a firm fixed price preventive maintenance contract on the NEC PBX systems(s) including hardware, current and upgraded software, battery operation, and any other terminals connected to this system (e.g., Octel Voice Mail Integrated System). Although the contractor is not responsible to provide maintenance on the Octel Voice Mail System, they are required to assist with trouble-shooting integrations between the associated systems to the PBX if necessary. Contractor will also provide assistance with any routing (NPAs) or card resetting as necessary. All parts and labor charges associated with the repair and/or replacement of any defective components or software within the system are to be included. Contractor is responsible to provide the EPA information bulletins and written notices concerning any changes or upgrades on equipment or software. Maintenance/Service for NEC/PBX Telephone Equipment located at two locations. This equipment is to be maintained by an authorized NEC distributor. Addresses of two locations and equipment are listed below:Environmental Science Center701 Mapes Road, Fort Meade, MD NEC 2400 IMX112 Analog Station Ports384 Digital Station Ports16 Analog Trunk Ports 48 Digital Trunk Ports 250 DTP 16D-1 Digital Set20 DTP 34D-1 Digital Sets1 Analog Set6 Dterm Series I Digital Sets1 MAT Terminal with CPU/monitor (including programming and computer support of hardware and software) Chesapeake Bay Program Office 410 Severn Avenue, Annapolis City Marina, Annapolis, MD NEC 2400 ICS176 Analog Station Ports80 Digital Station Ports32 Analog Trunk Ports24 Digital Trunk PortsRectifier and Batteries (4) 30 DTP 16D-1 Digital Sets4 Dterm Series I Digital Sets35 ETE 16D-2 Digital Sets45 Analog Sets 1 MAT Terminal with CPU/monitor (including programming and computer support of hardware and software w/Windows 95 platform.Maintenance is to include all DO, DID, POTS, TIEs, Paging Announcement, ISDN BRI/PRI, CCIS's. All maintenance and/or repair calls shall be performed by an NEC certified technician. Service is to include unlimited technical support via telephone, email, or fax 24/7. Routine service requests calls and preventive maintenance are to be made/responded to during normal working hours 8:00 a.m. - 5:00 p.m. Emergency service requests or those that cannot be handled via telephone, if approved by the COR, must be responded to within a 4 hour time frame which may include the need to dispatch a certified NEC technician to the site. Emergency dispatch service under this agreement is to be available twice per year. Additional 24 hour emergency service will be covered under the NTE line and must be approved by the COR prior to dispatch. An inventory of spare parts shall be stored on site or readily available within 24 hours. A signed service report is required and should include date, description and total cost (if applicable). If the PBX is irreparable at either site, a new unit will be supplied within 48 hours. All parts/labor/software upgrades are to be included with this maintenance agreement. Any software upgrades to make system current must be provided and installed within 30 days. All upgrades shall be coordinated with the COR and on-site Technician and in most cases, must be installed during non-business hours (see NTE line). Service is also to include disruption of systems due to power outages. Batteries should be tested annually and replaced under this agreement if needed. Minimal background checks are required for all contractors who will be on site to perform maintenance. Upon award of Purchase Order, a teleconference/site visit should be scheduled with COR. COR: Mary PriceSupport Services Specialist410/305-2647 Alternate:Helen McCueSupport Services Specialist215/814-5151 On-Site Technician: Ray ButtsTelecommunications Technician410/305-2729 NTE: If the government has utilized the two emergency service requests covered under this agreement and has an additional requirement, this instance will be coordinated by the COR under separate agreement and will not exceed $3000 without Contracting Officer approval. This shall also apply to any installations/upgrades of systems requiring a certified NEC technician to be on site after normal business hours. All areas not covered under the scope of the maintenance will be billed under separate cover and must be approved by the COR prior to performance. Submit the following information:1.) Company Name, Address, DUNS #, Contact Person;All interested parties must be registered in CCR. 2.) Pricing; Base and Option Years shall be priced separately for a 12-month period with a monthly rate indicated for each site. 3.) Technical capabilities to perform maintenance service; 4.) Three references for same/similar services performed in the last three years. Include reference name, a point-of-contact, address and phone number, list the contract dates with corresponding awarded dollar amount. For information regarding this solicitation, email your request to the ATTN: jones.denise-t@epa.gov by COB, Wednesday, May 14, 2008. The associated North American Industrial Classification System (NAICS) code for this procurement is 811213. This requirement is full, open and unrestricted. Award will be made to the lowest price technically acceptable offerer. Email your quotation by 4:00 p.m. EST, Wednesday, May 21, 2008 to the ATTN: jones.denise-t@epa.gov This solicitation and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-24. In accordance with 12.603(c)(2)(xii), the following FAR clauses are incorporated in this notice and any resultant contract through clause 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (Nov 2007):52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.225-1, 52.52.232.29, 52.232-30, 52.232-33, 52.222-41, and 52.222-43. The following provisions are hereby incorporated by reference: 52.216-18 Ordering (Oct 1995); 52.216-22 Indefinite Quantity (Oct 1995); 52.212-1 Instructions to Offerors (Nov 2007); 52.212-4 Contract Terms and Conditions-Commercial Items (Feb 2007); 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (Nov 2007); 52.212-3 Representation & Certifications (Nov 2007); 52.222-48 Exemption from Application of Service Contract Act Provisions (Nov 2007); and 52.217-9 Option to Extend the Term of the Contract (Mar 2000); 52.222 48 Exemption from Application of Service Contract Act Provisions for Contracts for Maintenance, Calibration, and/or Repair of Certain Information Technology, Scientific and Medical and/or Office and Business Equipment Contractor Certification. (Nov 2007) CLAUSES 52.212-3 AND 52.222-48 MUST BE FILLED OUT IN THEIR ENTIRETY, SIGNED AND RETURNED WITH QUOTATION. The full text of these and any clauses may be accessed electronically at http://acquisition.gov/far/index.html.
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