J -- Environmental Control System Preventive and Remedial Maintenance Services

This is a combined synopsis/solicitation for commercial services prepared IAW the format in FAR Subpart 12.6, supplemented by information included in this notice. This announcement constitutes the only solicitation; offers are being requested and written solicitation will not be issued. HSFEMW-05-R-0026, issued as a Request for Proposal (RFP), is for the purchase of maintenance services to be performed on an Environmental Control System (ECS) located at the FEMA Mt. Weather Emergency Operations Center (MWEOC), Bluemont, VA. The solicitation document and incorporated provisions and clauses are those in effect under the Federal Acquisition Regulation. The procurement is unrestricted. One award will result from this solicitation via the issuance of a firm fixed price simplified acquisition/commercial services order. Services shall be provided at the Bluemont, VA location. The successful offeror shall possess a current Top Secret Facility Clearance and shall have Top Secret cleared qualified personnel available to perform the services. Period of performance is a base year, September 1, 2005 through August 31, 2006, with four consecutive Option Years, subject to availability of fiscal year funds. The resultant award document will contain: LINE ITEM 0001: Preventive Maintenance In Accordance With the Statement of Work, for the Base Contract Period (September 1, 2005 - August 31, 2006). $___________. NOTE: Preventive Maintenance shall be based upon a Monthly Preventative Maintenance Charge. LINE ITEM 0002: Estimated, Not-To-Exceed, On-Call Remedial Maintenance In Accordance With the Statement of Work, for the Base Contract Period (September 1, 2005 - August 31, 2006), Based Upon the Following Rates: $_________/Hourly Rate (To Include Labor & Travel Expenses) During the Principal Period of Maintenance. $___________/Hourly Rate (To Include Labor & Travel Expenses) Outside the Principal Period of Maintenance. NOTE: Contractor shall be reimbursed from this line item for costs associated with remedial maintenance. Hourly Rates only to be presented with quote. LINE ITEM 0003: Estimated, Not-To-Exceed, Spare/Repair Parts Required During the Base Contract Period, IAW Contractor's Submitted Product Price List. NOTE: Contractor shall be reimbursed from this line item for costs associated with spare/repair parts. Contractor is NOT required to price this Line Item. STATEMENT OF WORK: 1. GENERAL: (a) Contractor shall provide maintenance services described herein on the Environmental Control System (ECS) located at the FEMA Mt. Weather Emergency Operations Center (MWEOC). System components are described in Para. 3. Maintenance services requirements are listed in Paras. 4. and 5. (b) Equipment shall be kept in good operating condition and be maintained IAW the Original Equipment Manufacturer's (OEM) recommendations and as listed herein. Government personnel will not perform maintenance or attempt repairs to equipment while such equipment is under the purview of this contract unless agreed to by the Contractor or unless required due to an emergency. (c) Subject to security regulations the Government will provide the Contractor access to the equipment to perform maintenance services. Access requires a current, final Top Secret security clearance, based on a background investigation. Contractor personnel must also meet the requirements set forth in the DoD Industrial Security Manual for Safeguarding Classified Information. (d) Principal Period of Maintenance is defined as 7:00 AM through 4:30 PM, Monday thru Friday, excluding Federal Holidays. Outside the PPM is defined as all other times. 2: INITIAL INSPECTION: Within 14 calendar days from Notice of Award, an inspection shall be performed by the Contractor and the Government on the equipment to be maintained. The purpose is to ascertain the present condition of the equipment. The Contractor shall contact the Contracting Officer's Technical Representative (COTR), who will be identified at the time of award, to coordinate date and time for the inspection. Upon inspection completion, the Contractor shall prepare a written report assessing the condition of the equipment and any recommended repairs and/or replacements necessary to bring the equipment up to a condition acceptable to the Contractor for performing maintenance. The report shall be provided to the Contracting Officer and copy-furnished to the COTR within 14 calendar days after the date of inspection. The Contracting Officer shall determine how recommended repairs/replacements are to be accomplished. If the decision is made for the Contractor to perform the repairs/replacements, the Government will reimburse the Contractor for said repairs/replacements IAW the requirements for Remedial Maintenance in this contract. The Contractor shall not commence with these repairs/replacements until written notification from the Contracting Officer is given. 3. SYSTEM TO BE MAINTAINED: The ECS consists of three separate systems. System 1 is a Honeywell Excel 5000 Building Supervisor System. System 2 is a Honeywell EBI Building Manager System. System 3 is a Honeywell EBI Server System interfacing with an Alerton System. 3.1 SYSTEM 1: System 1 consists of a central control station, a remote control station and various remote control panels, all connected by a data network. Specific system information follows: (a) Central Control Station: The central control station consists of one (1) Dell Optiplex GX1 personal computer with Windows NT operating system, 500 MHZ processor, 6.4 GB hard drive and 128 MB RAM. It is provided with Honeywell Excel 5000 Building Supervisor (XBS) software and graphics option. It is equipped with the necessary interface equipment to communicate with the Remote Control Station and the Remote Control Panels listed below. (b) Remote Control Station: The remote control station consists of one (1) Dell Optiplex 590 personal computer with Windows NT operating system. It is provided with Honeywell XBS software with graphics option. (c) Remote Control Panels: The system has seventy-nine (79) remote control panels, all manufactured by Honeywell. These consist of two (2) each Series 1000 panels, nine (9) each Series 1200 panels, sixteen (16) each R7530 (S1500) panels, twelve (12) each XL100 panels, four (4) each XL500 panels, and two (2) Q7770 Zone Managers with thirty (30) W7751, XL10 controllers. (d) Data Network: The Delta 1000 type panels are connected to the central control station with dedicated Honeywell #AK3608 loop cable. This equipment uses three (3) transmission loops: Two (2) are four-wire DC type. The system has two (2) DC type channels and no tone type channels. Excel 5000 panels are connected to the central control station with a Honeywell C-bus cable. Maintenance of the dedicated communications circuits is included in this contract. (e) Hardware Points: There are a total of 1162 hardware points in the system. These consist of 504 analog input points, 172 analog output points, 269 digital input points, and 217 digital output points. 3.2 SYSTEM 2: System 2 consists of a central control station and various remote control panels, all connected by a data network. Specific information follows: (a) Central Control Station: The central control station consists of one (1) Dell Optiplex GX270 personal computer with Windows 2000 Professional SP4 with SQL Server operating system, 3.2 GHz processor, 80GB hard drive and 1GB RAM. It is provided with Honeywell EBI Building Manager software and graphics option, and equipped with the necessary interface equipment to communicate with the Remote Control Panels listed below. (b) Remote Control Panels: The system has 25 remote control panels, all manufactured by Honeywell. These consist of 10 each XL100 Panels, 4 each XL500 panels, 2 each XL50 panels, and 1 each Q7770 Zone Manager with 8 each W7751, XL10 Controllers. (c) Data Network: The remote control panels are connected to the central control station with Honeywell C-bus fiber optic/copper communications circuitry. Maintenance of the dedicated communications circuit is included in this contract. (d) Hardware Points: There are a total of 480 hardware points in this system. These consist of 146 analog input points, 43 analog output points, 25 digital input points, and 166 digital output points. 3.3 SYSTEM 3: System 3 consists of a central server with an attached workstation, and various remote control panels, all connected by a data network. Specific system information follows: (a) Central Control Station: The central control station consists of (1) Dell Power Edge 1800 Server with Windows 2000 Server SP4 operating system, Dual 2.8 GHz Xeon Processors, (2) 160 GB SATA hard drives with RAID 1 Configuration, and 2 GB DDR2 RAM. In addition a Dell PWS 370 Work Station with Windows 2000 Professional SP4 operating system, P4 2.8 GHz Processor, 80 GB SATA hard drive, and 1 GB DD$2 RAM is connected to the server. These units are provided with Honeywell EBI Building Manager Software and graphics option, equipped with the necessary interface equipment to the Remote Control Panels listed below. (b) Remote Control Panels: The system has 3 remote control modules, all manufactured by Alerton. These consist of 1 each BCM modules, 2 each VLX modules, and an Ethernet switch. (c) Data Network: The remote control modules are connected to the central control station with BACnet fiber optic communications circuitry. Maintenance of the dedicated communications circuit is included in this contract. (d) Hardware Points: There are a total of 70 hardware points in the system. These consist of 23 analog input points, 4 analog output points, 29 digital input points, and 14 digital output points. 4: PREVENTIVE MAINTENANCE (PM): 4.1: SCHEDULING: The Contractor shall schedule preventive maintenance tasks to assure a uniform and detailed method of performing preventive maintenance work. 4.2: MAINTENANCE PROCEDURES AND RECORDS: (a) All PM tasks shall be computer generated based on a program using each building's run time, on manufacturer's maintenance recommendations, and on no less than a ten year database of maintenance experience and manufacturer's specifications to assure uniform, detailed and all-inclusive method of defining PM tasks. (b) The Contractor shall control scheduling of the interval of PM and task functions to be performed by both calendar points and operating hours as pertinent to each piece of equipment. (c) As work is scheduled the Contractor shall issue to the mechanic on the job a computer-prepared service report detailing exactly what tasks to perform, time of performance, skill levels required and special tools and instrumentation needed to maintain the systems at optimum comfort and efficiency levels. (d) After each service call is completed a service report shall be furnished to the COTR for signature. (e) After each service call report is approved details from the completed service report shall be re-entered in the database to assure closed-loop performance control and continuous program updating. The Government shall have ongoing access to this file within 48 hours notification. (f) On a semi-annual basis, the Contractor shall advise and assist in determining improvements to the mechanical and control system that shall conserve energy and minimize utility expenditures. This shall include an initial energy management review with written recommendations; thereafter, providing semi-annual energy management audits. (g) All planned maintenance service under this agreement shall be performed during the Principal Period of Maintenance (PPM). 4.3: HARDWARE MAINTENANCE REQUIREMENTS: The Contractor shall maintain the previously listed system equipment and any new equipment installed as part of this contract, except as indicated. The maintenance tasks include, but are not limited to the following: (a) Transmission Power Supply: SEMI-ANNUAL - Perform current test. Verify peripheral standby power supply operation. Clean Interior. (b) Remote Control Panels: ANNUAL: Perform digital input test. Perform digital input test. Measure, record and adjust power supply voltages. MONTHLY: Check channel group points for proper operation. ANNUAL: Clean interior. Check condition and alignment of components. Perform analog command point test. Perform standby power test. Verify temperature readings at console using a calibrated thermometer at remote sensor. Check calibrations of analog outputs. Check and calibrate standard accessory devices. MONTHLY: Check all point status for proper operation. (c) Data Transmission Loops: SEMI-ANNUAL: Measure and record noise levels on lines. Measure and record signal levels on lines. Measure, record and adjust power supply voltages. MONTHLY: Check all point status for proper operation. (d) Field Tasks: ANNUAL: Test/calibrate analog inputs. Check/calibrate temperature sensors. Check/calibrate humidity sensors. Check groups for analog errors. Test/replace defective status contracts. 4.4: SOFTWARE MAINTENANCE REQUIREMENTS: The Contractor shall provide software maintenance on the ECS, which shall include: (a) Base Software Maintenance: The Contractor shall maintain the system software, application software, and energy management software. This shall include reviewing current data files to verify current applications programs are working properly. On-site evaluation and implementation of changes to improve system operation is also required. The Contractor must be able to provide complete backup for all software to minimize system downtime and improve system maintenance. (b) Software Upgrades: As the software manufacturer provides new revisions, the Contractor, as part of this agreement, must provide and be able to install them. Revisions should be provided to enhance current system performance and prevent system obsolescence. The Contractor shall install these revisions within 30 days of manufacturer's release. 5: REMEDIAL MAINTENANCE: (a) Remedial maintenance shall be performed upon notification by the Government to the Contractor that equipment is inoperable or unsuitable for operation. ( b) The Contractor shall maintain a 24-hour per day, seven day per week telephone contact or employ an answering service for notification by the Government of the need for remedial maintenance. The Contractor shall provide the COTR with the designated POC and the telephone number for notification purposes when need for remedial maintenance arises. (c) The Contractor shall be reimbursed IAW negotiated hourly rates identified in the price proposal for remedial maintenance performed. Cost of repair/replacement parts required during remedial maintenance shall be IAW the Contractor's submitted Project Price List. The Contractor will be reimbursed for the repair/replacement parts required during the performance of remedial maintenance accordingly. (d) There shall be no additional charge for remedial maintenance occasioned and requested during the time preventive maintenance is being performed by the Contractor; however, the Contractor will be reimbursed for any repair/replacement parts associated with remedial maintenance performed during the preventive maintenance period. (e) Upon notification that equipment is inoperative, the Contractor's personnel shall arrive at the Mt. Weather Emergency Operations Center within four hours. Except for causes beyond the control of the Contractor, if maintenance personnel fail to arrive at the facility within the 4 hour response period, the Contractor shall grant a credit to the Government equivalent to one-half hour for each hour in excess of the required response time (fractional hours will be rounded to the nearest half hour). (f) For each incident of remedial maintenance the Contractor shall furnish the COTR a Remedial Maintenance Report. The Report shall include: Date and Time Contractor was Notified by the Government. Date and Time of Arrival by Contractor Personnel at the Facility. Time Spent by the Contractor for Performance of Remedial Maintenance. Description of Remedial Maintenance Performed. List of Parts Repaired or Replaced, if Applicable. (g) Only new OEM parts, or parts of equal quality shall be used during all maintenance activities. (h) Diagnostic Errors: The Contractor shall be responsible for the costs of services and parts charged to the Government for remedial maintenance calls when the Contractor incorrectly diagnoses the malfunction as not pertaining to equipment maintained by the Contractor and such malfunction, in fact, pertained to Contractor-maintained equipment. However, the Government will make equitable payment to the Contractor when the Contractor is required to make a remedial maintenance call and no service is needed to be performed. 6: MAINTENANCE FACILITIES: (a) The Contractor is responsible for storing spare parts required for use by Contractor maintenance personnel. At no charge to the Contractor, the Government will provide adequate working space, including heat, telephone for local calls, light, ventilation, electric power, and outlets for the use of the Contractor's maintenance personnel. (b) The Contractor shall not be obligated to provide maintenance service on equipment located in unsafe or hazardous environments, or which has been rendered unsafe by alterations or connections to other than industry standard equipment. 7: LIABILITY FOR INJURY OR DAMAGE: The Contractor is not liable for any injury to Government personnel or damage to Government property arising from the use of equipment maintained by the Contractor unless such injury or damage is due solely to the fault or negligence of the Contractor. 8. INSPECTION OF EQUIPMENT UPON CONTRACT EXPIRATION: The Contractor maintained equipment will be inspected by the Government COTR upon termination or expiration of the contract. If the equipment is not in good mechanical and/or electrical condition, and is not operating properly as established by the manufacturer's specifications, the Contractor shall restore the equipment to a level suitable for maintenance or reimburse the Government for all costs associated with restoring the equipment to an acceptable level, if restoration is performed by other than the Contractor. END OF STATEMENT OF WORK. The provision at FAR 52.212-1, Instructions to Offeror's - Commercial Items, applies to this acquisition. The provision at FAR 52-212-2, Evaluation - Commercial Items, applies to this acquisition. NOTE: The offeror shall provide clear and convincing evidence the firm possesses a valid Top Secret Facility Clearance and has sufficient Top Secret cleared personnel (i.e., service technicians) to perform the work at the time of proposal submission. If evidence is not provided, the proposal will not be evaluated further, and the offeror will not be considered for award. TECHNICAL EVALUATION FACTORS FOLLOW, IN DESCENDING ORDER OF IMPORTANCE: A. Contractor shall document it has been in the ECS and DDC Installation and Maintenance business for at least five years and show demonstrated experience and competence in maintaining ECS and DDC equipment of the make and type listed. (B, C, & D are of equal importance) B. Contractor shall document demonstrated technical aptitude to understand the work to be accomplished, to include competent estimating personnel (number of years experience shall be documented). C. For its service technicians, Contractor shall document evidence of training for the specific make and type of equipment in this contract, and number of years experience in servicing the specific equipment. Minimum acceptable is two technicians having received the required training, with average of four years experience. D. Contractor shall document evidence of on-staff technical support to assist servicing technicians in hardware repairs (document number of engineers and/or senior technicians familiar with listed equipment; engineers shall have at least 5 years experience, senior technicians at least 10). (E, F, & G are of equal importance) E. Contractor shall document it has an adequate number of qualified technicians on duty or call to support the contract. Minimum acceptable is two. F. Contractor shall document how it maintains a 24-hour, 7-day per week telephone contact. G. Contractor shall document how it maintains replacement parts inventory capacity to correct malfunctioning equipment within a 72-hr. period. H. Contractor shall document its 4-hour response time capability for remedial maintenance. END OF TECHNICAL EVALUATION FACTORS. PRICE PROPOSAL shall provide costs for the base year and four option years. Provide two line items for each year; one for monthly preventive maintenance, and one providing loaded hourly labor rates for remedial maintenance during and outside the PPM including associated travel costs. For the base year and each option year the Government will insert an Estimated, Not-To-Exceed Line Item for spare/repair parts based on the Contractor's submitted price/products list. Contractor shall provide its current price/products list as part of its pricing proposal. PAST PERFORMANCE information shall be submitted with a minimum of three/maximum of five references to include a current POC and phone number for projects within the scope and complexity of this requirement. Past performance evaluations will examine how past performance validates expected performance and customer satisfaction parameters for the Government. Technical and past performance, when combined, are of greater importance than price. Firms shall include a completed copy of FAR 52.212-3, Offeror Representations and Certifications-Commercial Items with their response. FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition and the following clauses are incorporated: FAR 52.204-2, Security Requirements; FAR 52.217-9, Option to Extend the Term of the Contract; FAR 52.228-5, Insurance-Work on a Government Installation; FAR 52-232-18, Availability of Funds; HSAR (Homeland Security Acquisition Regulation) 228-70, Insurance; HSAR 237-70, Qualifications of Contractor Employees; HSAR 3052-42-72, Contracting Officer's Technical Representative. NOTE: FAR Provisions and Clauses are accessed at http://www.arnet.gov/far, and HSAR provisions and clauses are accessed at http://www.dhs.gov/interweb/assetlibrary/DHS_HSAR_With_Notice_04-01.pdf. FAR 52.212-5, Contract terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items, applies to this acquisition and the following additional FAR clauses apply: 52.203-6, 52.222-3, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.232-33. Successful offeror shall meet responsibility standards outlined at FAR 9.104-1. With their response, offerors shall also complete and provide FAR 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/or Office and Business Equipment-Contractor Certification. Written responses to this RFP shall be received NLT 3:00 PM/EDT, 07/06/2005 and addressed to FEMA, Mt. Weather Emergency Operations Center, 19844 Blue Ridge Mountain Rd., Bluemont, VA 20135, ATTN: Deborah McFarland, Bldg 413. Original and 1 copy of the response is required (but only one copy of repair/spare parts list is needed). Technical and/or administrative questions must be received NLT five business days following publication of this notice and emailed to Ms. McFarland at contact@example.gov or faxed to 540/542-2632. Amendments will be published in the same manner as the initial synopsis/solicitation.