UPS Preventive Maintenance
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This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The Government reserves the right to make no award from this solicitation.
The solicitation number is: VA119A-17-Q-0154 and it is issued as a request for quotation (RFQ).
The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-95.
This solicitation is set-aside for Veteran Owned Small Business (VOSB).
The applicable NAICS for this procurement is: 811219.
Price/Cost schedule:
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001
Uninterruptable Power Supply (UPS) Preventive Maintenance:
Mitsubishi 9833 A Uninterrupted Power Supply (UPS) - Serial Number: 02-GHUEQ1-03
Contract Period: Base
POP Begin: 05-01-2017
POP End: 04-30-2018
1.00
LT
_________
_______
1001
Uninterruptable Power Supply (UPS) Preventive Maintenance:
Mitsubishi 9833 A Uninterrupted Power Supply (UPS) - Serial Number: 02-GHUEQ1-03
Contract Period: Option 1
POP Begin: 05-01-2018
POP End: 04-30-2019
1.00
LT
_________
_______
2001
Uninterruptable Power Supply (UPS) Preventive Maintenance:
Mitsubishi 9833 A Uninterrupted Power Supply (UPS) - Serial Number: 02-GHUEQ1-03
Contract Period: Option 2
POP Begin: 05-01-2019
POP End: 04-30-2020
1.00
LT
_________
_______
3001
Uninterruptable Power Supply (UPS) Preventive Maintenance:
Mitsubishi 9833 A Uninterrupted Power Supply (UPS) - Serial Number: 02-GHUEQ1-03
Contract Period: Option 3
POP Begin: 05-01-2020
POP End: 04-30-2021
1.00
LT
_________
_______
4001
Uninterruptable Power Supply (UPS) Preventive Maintenance:
Mitsubishi 9833 A Uninterrupted Power Supply (UPS) - Serial Number: 02-GHUEQ1-03
Contract Period: Option 4
POP Begin: 05-01-2021
POP End: 04-30-2022
1.00
LT
_________
_______
GRAND TOTAL
_______
Description of requirements for the items to be acquired:
STATEMENT OF WORK
GENERAL INFORMATION
Uninterruptable Power Supply (UPS) service maintenance agreements are necessary to maintain the optimal operability of critical equipment necessary for the infrastructure of the server room of the Department of Veterans Affairs (VA) Office of Information & Technology (OIT) in Salt Lake City, UT. The UPS requiring such service maintenance agreement is:
Mitsubishi 9833 A Uninterrupted Power Supply (UPS), S/N# 02-GHUEQ1-03
SCOPE OF WORK
The Contractor shall provide all necessary labor, tools, materials, parts and supervision for preventive maintenance visits; same-day on-site emergency response, 7 days/week, 24 hours/day that includes 100% labor and travel coverage; 24 hours/ 7 days a week telephone technical support, testing equipment and all resources necessary to provide a high level preventive maintenance service without voiding any warranties.
PERFORMANCE DETAILS
Performance Period: The period of performance is one year base and four (4) one year option periods.
Place of Performance: Tasks under this SOW shall be performed in the server room located at 550 Foothill, Salt Lake City, UT. The following work may be performed at remote locations: billing activities, coordination of onsite work and scheduling, documentation reports without prior approval of the COR. Work may require weekends and or evenings and/or federal holidays in addition to a normal workweek (M-F), as directed by Contracting Officer (CO) and Contracting Officer Representative (COR).
D. CONTRACT TYPE
This is Firm-Fixed Price (FFP) contract.
E. CONTRACT AWARD MEETING
The Contractor shall not commence performance on the tasks in this SOW until the Contracting Office has conducted a kick off meeting or has advised the contractor that a kick off meeting is waived.
F. GENERAL REQUIREMENTS
For every visit, the Contractor shall identify in writing all necessary work, approval for such work, and a report of completion.
G. SPECIFIC TASKS
Task One: The Contractor shall provide an initial recertification visit/inspection of the unit in conjunction with the initial activation (base period only).
Task Two: The Contractor shall provide (2) annual full preventative maintenance visits for the Mitsubishi 9833 A UPS scheduled during normal business hours, Monday Friday , 8:00 am 4:30 pm. Each preventative maintenance visit will include all parts, labor and travel costs (excluding the cost of batteries) and will also include the following:
Annual Systems Checks
Physical Inspections
Internal/external visual inspection of UPS cabinet for signs of dirt and other foreign material
Visual inspection of internal components for signs of deterioration and or damage
Visual inspection of internal wiring signs of looseness, deterioration and or damage
Visual inspection of environment for signs of impact to proper UPS operation
Electrical Inspections
Verification of proper software versions and all adjustable parameters
Verification of proper control power supply values
Verification of proper converter/rectifier operation
Verification of proper inverter operation
Verification of proper cooling fan operation
Verification of proper static/internal maintenance by-pass operation
Verification that system voltages and currents are within specifications
Verification of proper display of system values
Review event/fault history menus
Check battery voltages and report individual battery condition
System Operational Check
Verification of proper inverter forward & reverse manual transfer operation
Verification of proper inverter forward & reverse automatic (fault) transfer operation
Verification of proper external maintenance by-pass operation
Verification of proper emergency (back up) mode of operation (after battery check only)
Verification of proper operation of peripheral products
Verification of proper operation of emergency power off (EPO) test
Verify UPS is supporting critical load and no alarms are present
Follow Through
Document and advise customer of all findings
Review equipment operation and event/fault history with customer.
Make adjustments or take corrective action where possible
Develop a remedial action plan with customer to address major issues
Task Three: The Contractor shall provide 24 hour, seven (7) days a week telephone technical support and shall return all phone calls within one hour.
Task Four: The Contractor shall provide 8 hour emergency response time, 7 days/week, 24 hours/day that includes 100% labor and travel coverage.
H. SCHEDULE OF DELIVERABLES
The Contractor shall deliver documentation in electronic format, unless otherwise directed by the COR.
TASKS
DELIVERABLE DESCRIPTION
DUE DATE
One
The Contractor shall provide an initial recertification visit/inspection of the unit in conjunction with the initial activation (base period only).
Date to be scheduled and coordinated with COR
Two
The Contractor shall provide two (2) annual full preventative maintenance visits for the Mitsubishi 9833 A UPS scheduled during normal business hours, Monday Friday, 8:00 am 4:30 pm. This agreement will include all parts, labor and travel costs (excluding the cost of batteries)
Date to be scheduled and coordinated with COR
Three
The Contractor shall provide 24 hour, seven (7) days a week telephone technical support and shall return all phone calls within one hour.
As needed
Four
The Contractor shall provide 8 hour emergency response time, 7 days/week, 24 hours/day that includes include all parts, labor and travel costs (excluding the cost of batteries)
As needed
I. GOVERNMENT RESPONSIBILITIES
The Government will provide access to Server Room and UPS to the authorized Contractor staff during normal business hours Monday Friday, 8:00--am-4:30 pm, and during non-regular hours during emergencies and when necessary. The Government will provide electrical power and light during visits. The Government will provide an escort during all and any visits.
The Contractor shall request other Government documentation deemed pertinent to the work accomplishment directly from the Government officials with whom the Contractor has contact. The Contractor shall consider the COR as the final source for needed Government documentation when the Contractor fails to secure the documents by other means. The Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.
CHANGES TO STATEMENT OF WORK
Any changes to this SOW and associated tasks shall be authorized and approved through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.
SECURITY:
VAAR-852.273-75 SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMAITON TECHNOLOGY RESOURCES
The contractor and their personnel shall be subject to the same Federal laws, regulations, standards, and VA policies as VA personnel, regarding information and information systems security. These include, but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available for the Department of Commerce s National Institute of Standards and Technology (NIST). This also includes the use of security configurations available from NIST s Web site at http://checklists.nist.gov.
To ensure that appropriate security controls are in place, Contractors must follow the procedures set forth in VA Information and Information System Security/Privacy Requirements for IT Contracts located at the following Web site: http://www.iprm.oit.va.gov
Date and place of delivery (FOB Destination)
The provision at FAR 52.212-1, Instructions to Offerors Commercial, applies to this acquisition.
The provision at FAR 52.212-2, Evaluation Commercial Items, does not apply to this acquisition. Offers will be evaluated LPTA.
Offerors are advised to include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications Commercial Items, with the offer.
The clause at FAR 52.212-4, Contract Terms and Conditions Commercial Items, applies to this acquisition.
The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items, applies to this acquisition. Incorporated clauses required by statute and executive order will be included in the purchase order.
Any additional contract requirements or terms and conditions: FAR 52.211-6, FAR 52.217-8, FAR 52.217-9, FAR 52.219-1, FAR 52.219-27, FAR 52.232-40, FAR 52.247-34, VAAR 852.203-70, VAAR 852.232-72. VOSB Offerors must be verified in VIP: https://www.vip.vetbiz.gov/. Unverified VOSBs will be considered non-responsive and offers will not be evaluated. All Contractors MUST be registered in SAM.gov to do business with the federal government and annually ensure the information is current at https://www.sam.gov/
The Defense Priorities and Allocations System (DPAS) do not apply.
Date and Time offers are due: April 21, 2017, 1200 EST.
Name and telephone number of the individual to contact for information regarding the solicitation:
Renaldo Williams
Contract Specialist
Department of Veterans Affairs, SAC-F
240-215-1638
renaldo.williams2@va.gov
Renaldo Williams
renaldo.williams2@va.gov
240-215-1638
renaldo.williams2@va.gov
