UPS Battery Replacement and Refresh services
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-0269, 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 Small Businesses, with the following conditions: Any award resulting from this solicitation will be made using the following cascade set-aside order of precedence:
Any award under this solicitation will be made on a competitive basis first to an eligible Service Disabled Veteran Owned Small Business (SDVOSB) concern, provided that there is adequate competition among such firms.
If there is inadequate competition for award to a SDVOSB concern, award will be made competitively to a Veteran Owned Small Business (VOSB) concern, provided that there is adequate competition among such firms.
If there is inadequate competition for award to a VOSB, award will be made competitively to a Small Business concern.
Adequate competition shall be deemed to exist if:
At least two competitive offers are received from qualified, VetBiz-certified (if applicable), responsible business concerns at the tier under consideration; and
Award will be made at a fair and reasonable price IAW FAR 19.202-6.
The applicable NAICS for this procurement is: 811212.
Contract Line Items: Brand Name or Equal. (See below for salient characteristics in the SOW)
Manufacturer: APC/Schneider (for or equal offers, see salient characteristics below)
CLIN
Description
Quantity
Price
0001
Replace 12 batteries for UPS system located at the Birmingham OI&T Field Office. (see SOW below for details)
1 JB
$
0002
Replace all 32 batteries for the UPS system located at the Tuscaloosa OI&T Field Office. (see SOW below for details)
1 JB
$
0003
Revitalization services for the UPS system located at the Tuscaloosa OI&T Field Office. Service shall take place no later than July 31, 2017, and shall include 12-month Preventive Maintenance Agreement with Period of Performance (PoP): 08/01/2017-07/31/2018. (see SOW below for details)
1 JB
$
1004
12-month Preventive Maintenance Agreement for the UPS system located at the Tuscaloosa OI&T Field Office.
PoP: 08/01/2018-07/31/2019 (see SOW below for details)
12 MO
$
2004
12-month Preventive Maintenance Agreement for the UPS system located at the Tuscaloosa OI&T Field Office.
PoP: 08/01/2019-07/31/2020 (see SOW below for details)
12 MO
$
3004
12-month Preventive Maintenance Agreement for the UPS system located at the Tuscaloosa OI&T Field Office.
PoP: 08/01/2020-07/31/2021 (see SOW below for details)
12 MO
$
4004
12-month Preventive Maintenance Agreement for the UPS system located at the Tuscaloosa OI&T Field Office.
PoP: 08/01/2021-07/31/2022 (see SOW below for details)
12 MO
$
TOTAL
$
Products must include manufacturer s warranty.
To be considered for award, documentation must be provided that demonstrates the offeror is an authorized distributor for the batteries and components installed.
The Government will not accept gray market refurbished items. All items offered must be new.
Description of requirements for the items to be acquired:
STATEMENT OF WORK
Office of Information and Technology (OIT) UPS Service for the Birmingham Field Office located at 600 Beacon Parkway West, Rm 120, Birmingham, AL 35209, and for the Tuscaloosa Field Office located at 3701 Loop Road East, B-40, Tuscaloosa, AL 35404
GENERAL INFORMATION
Scope of Work: Uninterruptable Power Supply (UPS) Service is necessary to maintain the optimal operability of critical equipment necessary for the infrastructure of the server room of the Department of Veterans Affairs in Tuscaloosa and Birmingham, Alabama. The UPS requiring battery replacement service in Birmingham is one (1) APC Smart-UPS VT Rack mounted 20kVA 208V w/20 batteries (of which 12 need to be replaced), serial number PS1226330127 in Birmingham; and the UPS requiring battery replacement and revitalization service in Tuscaloosa is one (1) APC Symmetra PX 70kVA w/32 batteries, serial number PD0634360033.
VA s Office of Information & Technology requires a Contractor to provide 7x24 service during the battery replacement process for both sites, and 7x24 service for the revitalization services for Tuscaloosa, and resources necessary including test equipment, labor, materials, etc., for the deliverables described in this Statement of Work (SOW), except as many otherwise be specified.
Performance Period: This firm-fixed price contract shall be awarded so that the required work at both locations can be completed by July 31st, 2017.
CONTRACT AWARD MEETING
The Contractor shall not commence performance on the tasks in this SOW until the Contracting Officer has advised the contractor to begin performance.
GENERAL REQUIREMENTS
For every visit, the Contractor shall identify in writing all necessary work, approval for such work, and a report of completion.
SPECIFIC TASKS:
Description of Tasks: The Contractor shall perform the tasks below within the performance period stated in Section A.3 of this SOW.
Task One: The Contractor shall replace 12 batteries for the APC Smart-UPS VT rack mounted 20kVA 208V, SN: PS1226330127 located at the Birmingham OI&T Field Office, and remove all old batteries and properly dispose of them (to include disposing of 4 additional batteries which were replaced in April 2017). The Contractor shall include 7x24 service during the battery replacement process (see salient characteristics for APC Battery Removal service).
Task Two: The Contractor shall replace all 32 batteries for the APC Symmetra PX UPS, 208V, 70kVA, SN: PD0634360033 located at the Tuscaloosa OI&T Field Office, and remove all old batteries and properly dispose of them. The Contractor shall include 7x24 service during the battery replacement process (see salient characteristics for APC Battery Removal service).
Task Three: The Contractor shall provide revitalization services for the Tuscaloosa UPS. The Contractor shall include 7x24 service during the revitalization process (see salient characteristics for Revitalization service).
Task Four: The Contractor shall provide pricing for four, 12-month option periods for Preventive Maintenance agreement services, equal to the APC Advantage Ultra Service Plan with two (2) semi-annual preventive maintenance visits, for the Tuscaloosa UPS unit (see salient characteristics for the Advantage Ultra Service plan).
All parts and components removed and/or replaced shall be removed from the site and disposed of by the Contractor.
All replacement batteries shall be new, and shall include a 12-month warranty or the manufacturer s warranty, whichever is more advantageous to the Government.
Battery replacement service salient characteristics:
On-site service professional Contractor shall provide a one-time on-site visit of a field service engineer, trained to safely replace batteries without interrupting critical operations.
Approved Batteries Contractor shall install batteries that are designed to produce maximum run time for the specific system.
Environmental Regulatory Compliant Battery Removal and Disposal Contractor shall guarantee that the removal, trucking, and recycling of batteries adhere to all federal, state, and local environmental regulations.
System Configuration Contractor shall update the system with the new battery information and verify that the UPS system is functioning properly.
Coordinated battery shipment and engineer arrival Service shall include the coordination of batteries ordered along with the date and time that the service professional will be scheduled.
System inspection Contractor shall inspect the system condition visually and electronically to verify the bad battery location(s).
New Battery positioning Contractor shall move the new batteries from the shipping pallet location to the UPS system location
Old battery removal and new battery installation Contractor shall safely remove the old batteries, stage them and safely install the new batteries without interrupting critical operations.
System Reset, Configuration, and test Contractor shall update the system with the new battery information and verify the battery system is functioning correctly.
Waste Battery Relocation, Shipment Preparation, and Transit Contractor shall relocate all waste batteries from the UPS system location to the shipping dock. Contractor shall palletize the waste batteries for shipment, and load them onto the shipping truck. Contractor shall ship the waste batteries to the appropriate recycling and disposal location.
Hours Contractor shall perform services on-site during normal business hours. Should different scheduling be required, services shall be coordinated with the site POC.
Revitalization services salient characteristics:
All-inclusive service Service shall include the UPS components, on-site service labor, travel expenses, and disposal all at a fixed price.
New, Up-to-Date Manufacturer Parts All parts installed must be new.
System configuration Contractor shall update the system with new component information and verify that UPS is functioning properly.
One Year Service Contract Service must also include a one year service plan (see salient characteristics of Advantage Ultra Service Plan), including on-site service, parts, travel & labor, and two Preventive Maintenance visits.
Coordinated component shipment and engineer arrival Service shall include the coordination of components ordered along with the date and time that the service professional will be scheduled.
System inspection Contractor shall inspect the system condition visually and electronically, and determine which components need to be replaced.
New component positioning Contractor shall move the new components from the shipping pallet location to the UPS system location.
Old component removal and new component installation Contractor shall safely remove the old components, stage them, and safely install the new components without interrupting critical operations. Components replaced shall include, if applicable, Intelligence Modules, Static Switch, Power Modules, Power Display, Network Management Card, Switchgear Board, Battery Monitor Board, and System PSU.
System configuration and testing Contractor shall update the system with the new component information and verify the UPS system is functioning properly.
Used Component Relocation Contractor shall relocate all used components from the UPS System location to the shipping dock. Contractor shall palletize the used components for shipment, and load them onto the shipping truck. Contractor shall ship the used components to the appropriate recycling location.
Component Recycling and Disposal Contractor shall ship waste components to appropriate recycling and disposal locations.
Hours Contractor shall perform services on-site during normal business hours. Should different scheduling be required, services shall be coordinated with the site POC.
Advantage Ultra Service Plan salient characteristics:
Annual preventive maintenance visits shall provide a comprehensive visual, environmental, and electronic inspection of the UPS system to ensure that components are performing to defined technical and environmental specifications. Service shall include all labor and travel expenses with an available 24/7 scheduling option.
On-site remedial services Contractor shall dispatch a field engineer to provide repairs in the event of a problem. Parts, labor, travel, and priority access to spare parts shall be included. Contractor shall document the status of the UPS system upon arrival to the site (i.e. On-Line, On-Battery, Bypass, or other etc.) Contractor shall view event logs and display for alarms/information on the UPS. Contractor shall troubleshoot reported issues as required. Contractor shall replace any defective parts and repair the system as required. Contractor shall complete functional tests conducted after corrective action is taken. Contractor shall describe the defect/failure and explain the corrective action taken. A detailed report shall be provided.
Parts, travel, and labor shall be included.
Technical support Contractor shall provide escalation support to address system issues in a timely manner.
Remote monitoring Contractor shall provide 24/7 monitoring and real-time alert notification, in order to mitigate risk to system availability. Contractor shall schedule and deploy a field engineer to resolve system alerts quickly and efficiently. Contractor shall provide a detailed report including alert diagnosis and corrective actions initiated by the field engineer. In addition, the report shall provide a predictive tool to anticipate any potential issues with the system.
Site Report Contractor shall provide a detailed assessment and recommendation to proactively diagnose and prevent any potential risks to the system or operations.
Environmental inspection Contractor shall verify the system s surroundings to optimize the lifetime of the UPS system.
Visual inspection Contractor shall inspect the UPS system to ensure that all system components are clean and functioning properly.
Mechanical/Electrical inspection Contractor shall inspect all power and control wire termination points as well as all UPS system components.
Function Verification Contractor shall check UPS system event and alarm logs. Contractor shall verify that input, output and bypass voltage and current values are within designed specifications. Contractor shall verify transfer to on-battery operation and transfer to and from static bypass. Contractor shall check parallel operation performance.
Implement Updates Contractor shall verify and implement all required Field Advisories and Field Modifications. Contractor shall check all circuit board revisions and update as required.
Deliver documentation Contractor shall deliver a graphical site report documenting UPS system status and on-site activities. Contractor shall recommend any additional service activities as required resulting from the Preventive Maintenance activities listed above.
Hours Contractor shall perform services on-site during normal business hours. Should different scheduling be required, services shall be coordinated with the site POC.
GOVERNMENTS REPONSIBILIES:
The Government will provide access to Server Room and UPS during regular business hours Mon.-Fri. 8am-4:30pm, 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 any and all visits.
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):
See SOW above for details. Battery replacement services shall be performed no later than July 31, 2017. CLINs 1004-4004 will begin 12 months after the Preventive Maintenance Agreement from CLIN 0003 expires so as to not cause a gap in coverage.
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. SDVOSB Offerors must be verified in VIP: https://www.vip.vetbiz.gov/. Unverified SDVOSBs 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) does not apply.
Date and Time offers are due: May 30, 2017, 1700 EST. Questions are due by COB Wednesday, May 24, 2017. Any questions received after this date may not be answered.
Name and telephone number of the individual to contact for information regarding the solicitation:
Nathan Bradley
Contract Specialist
Department of Veterans Affairs, SAC-F
240-215-1627
Nathan.bradley2@va.gov
Nathan Bradley
nathan.bradley2@va.gov
240-215-1627
nathan.bradley2@va.gov
