J -- Maintenance for Back Up System

Requirement: The award for back up supply service maintenance will be a Firm Fixed Price type purchase order. The purchase order will consist of one base year, plus one option year, which will be exercised at the Department of Education's discretion. The offeror shall provide one electronic copy of their proposal, including 3 past performance references to deshonjla.blount@ed.gov and cc: james.hairfield@ed.gov by 10 am, E.S.T., on Monday, January 3, 2005. Each offeror will be evaluated on price, past performance, manufacturer certification, and the requirements set forth below. Vendor MUST be officially certified as APC's and Liebert's authorized UPS maintenance service provider. NOTE: FAR clause 52.215-1 is applicable to the submission of RFP. SCOPE OF WORK - UPS MAINTENANCE CONTRACT SECTION 1 - SCOPE OF WORK GENERAL - This contract is for the preventative maintenance, as well as repair and restoration to service of the UPS system in the Headquarters Data Center - encompassing the batteries, control system, inverter, chargers, and all appurtenant devices (the "UPS") - as manufactured and/or supplied by APC. Description * Two (2) APC Model DP380E-208V including 2 Intra Pack Battery Pack Model IP3E-96370-192-3-2D; 2 SL0901625 Service Bypass Panel; Contract Configuration (2) WONSITE4HR-SL-12, (6) WXBTONSITE-BT-15, (4) WPMV5X8-SL-12, (12) WXBTPMV5X8-BT-15. * One (1) Liebert Model AP367 (ID Number: UPS001DCG004023) including Battery Pack Model UPS12-270 (ID Number: BATT001S01DCG004023). PREVENTATIVE MAINTENANCE * The Contractor shall perform two (2) preventative maintenance visits ("PM Visit") per year (with the first visit occurring no earlier than 30 calendar days after start of the contract term) * Except as noted in paragraph "2.g", below, each such PM Visit shall be conducted during approved maintenance hours of the government, and upon establishment of an appointment therefore. For purposes of scheduling said appointment, the Contractor will contact Renaldo L. Harper, Production Manager, Phone (202) 245-6480, Email Renaldo.harper@ed.gov or any such person who shall be named in writing as the replacement point-of-contact. * The scope of such PM Visit shall include all such inspection, calibration, testing, and examination of the components of the UPS as recommended by the manufacturer (the "PM Scope"). * A document enumerating such PM Scope shall be provided as part of the response to the RFQ, and on the occurrence of each such PM Visit, a copy thereof, with the certification of performance by the technician, shall be provided to the Network Control Center Technician on duty. Within five (5) calendar days of each such visit, a copy shall be furnished by mail to DeShonjla Blount, Contract Specialist, Phone (202) 245-6203, Fax (202) 245-6280, Email Deshonjla.blount@ed.gov. * Any deficiencies or deviations from operation of the UPS in accordance with the manufacturer's specification observed during the PM Visit shall be immediately brought to the attention of the Network Control Center (NCC) Technician-on-duty who will summon the cognizant government Operations Manager. A remediation plan and schedule shall be established between the Contractor and the Operations Manager, and such plan shall be reduced to writing and a copy furnished to the Department of Education's Contracting officer. * Should the Contractor observe items that are not within the PM Scope, but which represent a risk to safe and reliable operation of the UPS, or are inconsistent with generally accepted industry practices, such observations shall immediately be brought to the attention of the NCC Technician-on-duty who will summon the cognizant government Operations Manager, and shall be documented in the written report of the PM Visit. * At least one PM Visit shall involve the transfer of operation to battery power with the AC mains disabled. REPAIR / RESTORATION * If at any time during the contract term or any extension thereof, the UPS shall cease to function, or such function shall, on the sole discretion of the government, be sufficiently impaired to warrant service, Contractor shall furnish all labor, parts, and materials as are required to restore UPS to service in accordance with manufacturer's product standards. * Said Repair and Restoration service shall be provided on a seven day, 24-hour basis. * Contractor shall provide a toll free number for contacting Contractor at any time to request such Repair and Restoration Service. Such number shall be answered by contractor personnel or a dispatch center at all times. * A service technician (qualified pursuant to the provisions of Section 2) shall either answer the call, or call the government representative back within 30 minutes of the initial call. (The "Response Time") * Contractor shall provide an Escalation Procedure and contact telephone numbers for supervisory personnel to be used in the event Response Time is not met. * A service technician (qualified pursuant to the provisions of Section 2) shall be on site ("On-site Time") at the location of the UPS within one hour after the earlier of the actual or obliged Response Time. * Repairs must be effected and Service Restored within four (4) hours of the On-Site Time ("Service Restoration Time"). * Contractor shall provide an Escalation Procedure and contact telephone numbers for management personnel to be used in the event Service Restoration Time is not met. PART AND MATERIALS * Contractor shall furnish all parts and materials as required to provide Preventative Maintenance, Repair and Restoration services as provided in contract. * All such parts and materials furnished shall be new, manufactured by the original equipment manufacturer, or manufactured to the specifications of the original equipment manufacturer. * Contractor shall maintain an inventory of such parts as are necessary to comply with the Service Restoration Time. Contractor may arrange with government to permit "on site" storage of Contractor parts at Contractor's sole risk and expense. SECTION 2 - QUALIFICATIONS * Contractor shall be certified by the Equipment Manufacturer as a factory maintenance and repair organization at time of contract award, and shall maintain such certification throughout the term of the contract or any extension thereof. Contractor shall furnish written proof of such certification prior to contract award, and shall provide written notice of any change in status thereof during the term of the contract or any extension thereof. * Personnel performing under the contract shall possess experience and skill applicable to the work performed, and shall have been factory trained by the equipment manufacturer on the maintenance of the equipment that is the subject of the contract. Evidence of such training shall be furnished prior to contract award, or during the term of the contract or any extension thereof. * Personnel performing under the contact shall be United States Citizens.