SOLICITATION NOTICE
J -- Preventative Mainteance UPS Systems
- Notice Date
- 6/2/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 423610
— Electrical Apparatus and Equipment, Wiring Supplies, and Related Equipment Merchant Wholesalers
- Contracting Office
- Department of Veterans Affairs;James A. Haley Veterans Hospital (90C);13000 Bruce B. Downs Blvd;Tampa FL 33612
- ZIP Code
- 33612
- Solicitation Number
- VA24810RQ0466
- Response Due
- 6/11/2010
- Archive Date
- 6/21/2010
- Point of Contact
- Candace Renn
- E-Mail Address
-
ct
- Small Business Set-Aside
- N/A
- Description
- PLEASE READ THIS ENTIRE NOTICE CAREFULLY AS IT CONSTITUTES THE ONLY NOTICE THAT WILL BE ISSUED. This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in FAR Subpart 12.6 under FAR Part 13 Simplified Acquisition Procedures and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation for VA-248-10-RQ-0466, issued as a Request for Quotes (RFQ), quotes are being requested and a written solicitation will not be issued. This notice and incorporated provisions and clauses are those in effect through the Federal Acquisition Circular 2005-41. This requirement is restricted to 100% Small Business concerns. The North American Industry Classification Systems (NAICS) code is 423610, and size standard is 100 Employees. PAPER COPIES OF THIS SOLICITATION WILL NOT BE AVAILABLE AND TELEPHONE REQUESTS FOR COPIES WILL NOT BE HONORED. DESCRIPTION/SPECIFICAT1ONS/WORK STATEMENT Preventive Maintenance and Repair Uninterruptible Power Supply Systems GENERAL: The James A. Haley Veterans' Hospital (JAHVH), 13000 Bruce B. Downs Blvd, Tampa FL has a requirement to provide Preventative Maintenance (PM) and Repair for uninterruptible Power Supply (UPS) systems located throughout the hospital. Contract will be for a base and four option years estimated to begin July 1, 2010. SCOPE: The contractor shall furnish all labor, transportation, parts, materials and tools necessary to provide Preventative Maintenance (PM) and Repair for seven identified Uninterruptible Power Supply (UPS) Systems located at the JAHVH, 13000 Bruce B. Downs Blvd., Tampa, Florida in accordance with the paragraphs below. QUALIFICATIONS OF EQUIPMENT SERVICING PERSONNEL 1.Contractor shall have an established business, with an office and full time staff to include a "fully qualified" Field Service Engineer (FSE) and a "fully qualified" FSE who will serve as backup. 2."Fully qualified" is based upon training and experience in the field. For training, the FSE(s) has successfully completed a formalized training program of the equipment listed below. For field experience, the FSE(s) has a minimum of two years experience with respect to scheduled and unscheduled preventive and remedial maintenance of UPS System equipment listed below. 3.The FSE(s) shall be authorized by the contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSE(s). The contractor shall provide written assurance to the competency of their personnel and a list of credentials of approved FSE(s) for each make and model of equipment the contractor services at the JAHVH. The Contracting Officer (CO) may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any JAHVH equipment. The CO and/or Contracting Officer's Technical Representative (COTR) specifically reserves the right to reject contractor's personnel and refuse them permission to work on the JAHVH equipment. 4.If subcontractors are used, they shall be approved in advance by the CO. The contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. SERVICES TO BE PROVIDED 1.ON-CALL REPAIR a.All repairs will be performed during the normal Veterans Administration (VA) business hours (8:00 am - 5:00 pm) Monday through Friday, except Federal holidays, unless otherwise specified. Contractor may work outside normal business hours by arrangement with the COTR if such services are provided without additional charge to the Government. Any overtime charges must be approved by the COTR or designee prior to the initiation of overtime work. b.A technical maintenance representative shall respond by telephone to the VA within one (1) hour of the original service call. The contractor shall arrive on-site for repairs within two (2) business hours from the original service call. The equipment and all sub-systems shall be restored to fully operational status within twenty-four (24) business hours (three days) of the original call. All on site visits will be authorized by the COTR only. c.JAHVH will not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE(s), all operational and technical documentation (e.g., operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. Any charges for parts, manuals, tools, or software required to successfully complete scheduled Preventive Maintenance (PM) or repairs are included within this contract and it's agreed upon price unless specifically stated in writing otherwise. 2.SCHEDULED PREVENTATIVE MAINTENANCE a.The contract shall include two (2) comprehensive scheduled PM inspections to be performed in March and September. A mutually agreeable time for inspections will be scheduled through the COTR. b.The contractor shall perform PM Service to ensure that equipment listed in schedule functions in conformance with the latest published edition of National Fire Protection Association (NFPA-99), Occupational Safety & Health Administration (OSHA), Center for Devices & Radiological Health (CDRH). The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COTR at the completion of the PM. PM procedures will be submitted to the COTR for approval prior to the initiation of this service contract. c.PM Services shall include but not be limited to the following: "Each manufacturer's specifically recommended checks to be performed on their particular types of equipment "Cleaning of equipment "Reviewing operating system diagnostics to ensure the system is operating according to manufacturer's specifications "Calibrating and lubricating the equipment "Performing remedial maintenance of non-emergent nature "Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail, or become worn "Inspecting all cables and bushings and replacement as necessary "Measuring, adjusting and calibrating as necessary for optimal performance "Inspecting and replacing where indicated electrical wiring and cables for wear and fraying "Inspecting and replacing where indicated all mechanical components including but not limited to patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, for mechanical integrity, safety, and performance "Returning the equipment to full and proper operating condition "Providing documentation of service performed d.Parts and assemblies will be repaired or replaced as necessary. An electrical safety inspection will be done at the time of the Preventive Maintenance and results will be documented. SPECIAL INSTRUCTIONS 1.Contractor Check-In: The contractor's representative will report to the COTR, Mr. William Hagen or alternate, Electric Shop Phone: (813) 972-2000 ext 2169, prior to performance of service. On approved overtime, contractor shall report to Police Dispatch. 2.Documentation: At the conclusion of each Repair or Scheduled PM visit, the contractor shall provide a written service report indicating the date of service, model, serial number, Bar Code (EE #), and location of equipment serviced, name of service representative, hours worked, and services performed and/or parts replaced. Reports will be delivered to COTR, Electric Shop, for signature when work is complete. During non-standard hours, reports will be taken to Police Dispatch for signature. 3.Exclusions: Consumable parts and supplies are not covered under this contract. 4.Inspection of Equipment: Any site visit shall be coordinated in advance with the COTR, Mr. William Hagen or alternate, Electric Shop Phone: (813) 972-2000 ext 2169. LIST OF UPS EQUIPMENT LOCATED IN JAHVA HOSPITAL 1.Manufacturer: Active Power - Clean Source2. Manufacturer: Exide/Powerware Type: DC Flywheel Type: Static UPS Model Number: CS2 Model Number: 80 Serial Number: N/A Serial Number: EV423ZBA04 Equip. Entry Number: N/A Equip. Entry Number: 48693 Location: Basement Bldg 1, Room BB-015 Location: Basement Bldg 1, Room BB-015 3.Manufacturer: Chloride Power4. Manufacturer: Active Power Type: Static UPS, 150 KVA Type: Static UPS Model Number: C31501S0 Model Number: Series 150 UPS 100 Serial Number: 0832-6136 Serial Number: MICL02969 Equip. Entry Number: N/A Equip. Entry Number: 48694 Location: Basement Bldg 1 Location: Bldg 39, Room A-110 5.Manufacturer: Powerware + Plus6. Manufacturer: Argus Type: Static UPS Type: Static UPS Model Number: 36124 Model Number: 025-484-20 Serial Number: ET214A00212 Serial Number: 43674-01-001 Serial Number: ET214R00212 RO Number: 101535 Equip. Entry Number: 41923 Equip. Entry Number: N/A Location: Tunnel to Bldg 30, NHCU Location: Tunnel to Bldg 30, NHCU 7.Manufacturer: APC Type: Static UPS Model Number: SUVTPF15KB4F Serial Number: PS0809141797 Equip. Entry Number: 75090 Location: Emergency Dept Bldg 1, Room GE-005 COMPLIANCE. Contractor shall be fully responsible for compliance with all VA, local, state, and Federal environmental/occupational safety laws, rules and regulations. Contractor shall follow life and safety codes, and take necessary actions to avoid conditions that may be hazardous to the health and safety of hospital personnel and patients. Contractor shall be responsible for meeting all applicable OSHA and VA guidelines for safe working processes. WORKING HOURS. Work shall be performed on weekdays, excluding Federal holidays, during the hospital's regular weekday working hours of 8:00 a.m. - 5:00 p.m. Federal holidays observed may be exchanged for contractor observed day, only on a one-for-one basis, requested by the contractor and subject to approval by the Contracting Officer. ACCESSABILITY AND SECURITY. Contractor shall keep in mind and, to the extent applicable, follow practices that ensure the security and safety of JAH Veterans Hospital facilities, equipment and personnel. To this end, accessibility to all work areas will be provided by the COTR. No keys will be issued to Contractor employees. CONTRACTOR EMPLOYEES. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. Example: wearing of distinctive clothing such as uniform, badges, patches, etc. ESCORT AND JAMES A. HALEY SECURITY POLICE CHECK-IN. Contractor personnel shall check in and out with VA Police dispatch located in the front entrance of the Main Hospital. Access to work areas and performance monitoring will be provided by the COTR. PARKING. It is the responsibility of contractor personnel to park only in designated parking areas. Parking information is available from the VA police and COTR. The VA will not invalidate or provide reimbursement for parking violations of the contractor's personnel under any circumstances. SMOKING. Smoking within VA Healthcare System facilities is not permitted and is only permitted at designated areas. LANGUAGE. Contractor personnel are expected to use appropriate and courteous language. Obscene language is not permitted. NOISE AND DISRUPTION. Contractor is required to continuously consider impact to the medical center in completing required work. Any operation causing excessive noise or vibration shall be coordinated in advance with the COTR. Also, movement of equipment, supplies, and waste through occupied areas, corridors, and elevators must be planned and scheduled with the COTR to minimize disruption to hospital operations. CELLULAR PHONES. Cellular phones are acceptable inside the building, except for posted critical care areas. INVOICING - Submitted monthly in the arrears to the VA Payment Center Austin TX. Commercial items FAR provisions and clauses 52.212-1 Instructions to Offerors-Commercial Items, Addendum: 52.233-2 Service of Protest; 852.233-70 Protest Content; 852.233-71 Alternative protest 52.212-2 Evaluation - Commercial Items; 52.212-3 Offeror Representations and Certifications-Commercial Items, 52.212-4 Contract Terms and Conditions and Addendum: 52.217-8 Option to Extend Services (15 days); 52.217-9 Option to Extend the Term of the Contract (15) (30) and (2) respectively; 52.224-1 and 52.224-2 Privacy Act; 52.232-18 Availability of Funds; 852.270-1 Representatives of Contracting Officers; 852.70-4 Commercial Advertising Commercial Items, and 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Orders, including clauses incorporated by reference under Section b, (1),(10),(17-19) (21-22),(24) (26), (31) (34) and (40) apply to this solicitation. 52.252-2 Clauses incorporated by Reference (Feb 1998) Commercial Items, apply to this solicitation, and may be found at http://acquisition.gov/comp/far/ Note: Far 52.212-1 and Far 52.212-4 are incorporated into this announcement by reference. Offerors must be registered in Central Contractor Registration (CCR) data base located at http://www.ccr.gov. Offerors must submit with their quotes, a completed copy of FAR 52.212-3, Offeror Representations and Certifications-Commercial Items or have completed them at https://orca.bpn.gov/. ****RFQ ELECTRONIC SUBMISSIONS: ALL interested parties may submit a quote which will be considered by this agency. All interested parties must provide three submissions by the RFQ due date: Technical Document(s), Past Performance Form, and Price Quote Worksheet in response to this RFQ solicitation. Interested Parties must request these documents by email to Candace.Renn@va.gov and who fail to complete and submit the requirements below may be considered non-responsive. LATE SUBMISSIONS WILL NOT BE ACCEPTED. RFQ Reference # VA-248-10-RQ-0466 ****TECHNICAL: Submit capabilities according to evaluation criteria listed below. ****PAST PERFORMANCE: Interested parties shall request Government's Past Performance Form and submit no more than three Past Performance references. Information provided must demonstrate both recent and relevant past performance. Recent is defined as within the last three years. Relevant is defined as work similar in complexity and magnitude of the work described in the SOW. The Government may also consider information obtained through other sources. Past performance information will be utilized to determine the quality of the contractor's past performance as it relates to the probability of success of the required effort. All Past Performance information shall be submitted using the Government's Past Performance Form to Candace.Renn@va.gov ****PRICE QUOTES: Interested Parties shall request worksheet and submit pricing to Candace.Renn@va.gov, (813-972-7541). CLINS 0001 through 0007 are applicable to this RFQ. ****QUOTE EVALUATION and CONTRACT AWARD: The Government will award a contract resulting from this solicitation to the responsible party whose quote conforming to this RFQ solicitation will be most advantageous to the Government, price and other non-price factors considered. The following shall be used to evaluate quotes: In accordance with FAR 52.212-2 -- Evaluation -- Commercial Items (Jan 1999) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Technical Capability Past Performance Price Technical and past performance when combined is approximately equal to price The Government is more concerned with obtaining technical capability and past performance, than in making an award to the firm with the lowest overall price to the Government. The Government intends to make a single award for the entire requirement as written in the SOW. (b) Options. 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). Specific Instructions Regarding Technical Proposal Preparation: a.To provide a basis for sound evaluation by the government, the offeror must submit a complete technical proposal. The information provided shall be concise, factual, and complete. Proposals will be considered only from offerors that are regularly established in the business and in the judgment of the government are deemed financially responsible and able to show evidence of experience. b.The technical proposal submitted in response to this solicitation must include: 1. Technical Capability/Qualifications - "Company Background "Certification of Small Business "Copy of all current licenses/certifications "Evidence of Insurance Liability "Evidence that your company has the specialized equipment and personnel required for this type of services 2. Past Performance "Examples of similar works performed "No more than three work related references with email addresses, telephone numbers and address to verify them. "Letters of recommendations 3.Price - Request Schedule of Services from Candace.Renn@va.gov ****TYPE of CONTRACT: Firm Fixed Price ****PERIOD of PERFORMANCE: One year from contract start with 4 option years ****PLACE of PERFORMANCE: James A. Haley VA Hospital, Tampa FL ****DELIVERY AND ACCEPTANCE: FOB Destination ****Estimated Start Date: July 1, 2010 ****RFQ QUESTIONS: All inquiries must be via email, and all questions and responses will be posted to the FEDBIZOPS website as an amendment to this original announcement. Questions concerning this solicitation MUST be submitted via email no later than June 7, 2010, 9:00 am Eastern Standard Time (EST). ****RFQ DUE DATE: Responses to this RFQ, technical, past performance and price, shall be via electronic submission to Candace.Renn@va.gov on or before June 11, 2010 at 3:00 pm EST.
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