J--Uninterruptible Power Supply system repair and overhaul (urgent)

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. Solicitation # VA-241-11-RQ-1282 is issued as a request for Quotation. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2001-27. This solicitation is set-aside for small business. North American Industry Classification Code (NAICS) 238290 applies to this requirement. The government intends to award a firm fixed price contract under Simplified Acquisition Procedures (SAP). Period of performance, which will occur at WEST HAVEN VA MEDICAL CENTER, 950 Campbell Ave. West Haven, CT 06516, shall be from 30 September 2011 until 29 September 2011. CLIN 0001, Base Year, X EA UPS Servicing for September 30th, 2011 to September 29th, 2012 CLIN 0002, Option Year 1, X EA UPS Servicing for September 30th, 2012 to September 29th, 2013 CLIN 0003, Option Year 2, X EA UPS Servicing for September 30th, 2013 to September 29th, 2014 CLIN 0004, Option Year 3, X EA UPS Servicing for September 30th, 2014 to September 29th, 2015 CLIN 0005, Option Year 4, X EA UPS Servicing for September 30th, 2015 to September 29th, 2016 Statement of Work: The VA Connecticut has a comprehensive Uninterruptable Power Supply (UPS) battery backup and control system that is relied upon for mission critical, and life safety medical equipment. These systems are used to power life support (worst case), or typically for critical lab "stat" test devices for direct patient care in the hospital. The hospital cannot function without 100% integrity confidence in these devices working correctly. The following systems need to be upgraded, updated, and wholesale replaced; if technically warranted to be at risk. Current tests show that these devices are all at risk for imminent random failure during hospital generator tests monthly, or during community brown out, or hospital power outage failures. This equipment must be covered by a comprehensive testing routine. Maintenance Items on: Quantity Price Three breaker Bypass cabinets with two added circuit breakers FE973-CDP-225-480K 2______ Mitsubishi 9800D 150KVA 480-480 UPS 2______ Battery Cabinets for UPS model 2______ Mitsubishi 2033D 50KVA UPS 1______ Battery Cabinet Model 1MC6-40P120-50B3 1______ Three Breaker Bypass cabinet 1______ 1 Year Full service contract on all components of this system above (not including batteries). Two Preventative Maintenance inspection and maintenance events per year. Include option years. Only proven credentials (training certificate) individuals will be allowed to work on the system. Certificates to be provided (emphasize LOCK-OUT, TAG-OUT safety). Purchase Items: Replacement Fan on 150KVA UPS Mitsubishi 9800D, Price ______ Full service contract on all components of above fan-cooling system. One Preventative Maintenance inspection and maintenance event per year for one year. Battery replacement for the 150KVA UPS system to include a) Model F1AMM 12FLX500 batteries; Quantity 40 b) Removal of old batteries (40) c) EPA disposal of said removed batteries, with records d) UPS service engineer with proven credentials on site for installation. e) Two year warrantee on said new batteries (typical of Lead acid), and eight year prorated warranty with written terms. f) All labor, shipping, and travel costs for installation included. Price ______ Battery replacement for the 50KVA UPS system to include a) Model FIAMM 12 FLX400 batteries; Quantity 40 b) Removal of old batteries (40) c) EPA disposal of said removed batteries, with records d) UPS service engineer with proven credentials on site for installation. e) Two year warrantee on said new batteries (typical of Lead acid), and eight year prorated warranty with written terms. f) All labor, shipping, and travel costs for installation included. Price ______ Total Price quotation for 1 year of the above items of goods and services: __________ Quality Assurance: Only brand new parts of know industry quality standards shall be used in any installation. All service is to be pre-scheduled (by vendor with agreement by customer) to have minimal impact on existing Medical Care functions. Ideally service can be conducted during the work day of 8am to 5pm. Installation event is to be requested and coordinated through the designated Contracting Officer Technical` Representative (COTR). Monitoring of the event will include quality control acceptance performance evaluation including 'Powersure Readings Report'. All services are to be covered within the scope of the contract as applicable to parts replacement/ repair and PM performance. All services need to be coordinated and monitored by the COTR and results reviewed will be deemed completed upon validation of QC performance. Incomplete or non-compliant data results will result in an incomplete status. All persons servicing the device shall be able to provide proof of competency, as shown by training conducted on said system. Proof shall be provided upon demand, and be immediately sent via fax, upon demand. It is anticipated that any hospital regulatory inspections ( JCAH, etc.) will have the vendor providing proof that they meet industry standards of quality, and traceable standards, as used to calibrate this device-system; at the time of the event. Technicians servicing the system will be able to provide proof that they meet the standards of Information, and Background Security, and Hospital Environment Safety as required of all systems service in a Federal Government facility, or a regulated hospital environment. All updates will be provided by the vendor during this installation. Installation event is to be requested and coordinated only through the designated Contracting Officer Technical Representative (COTR), so as to be assured that it is covered within the scope of the contract, and so that records are available for inspection by accrediting organizations. Any services not coordinated by the COTR will not be considered completed, and will be considered to fail to meet the terms of the contract. Security Procedures: All laws and policies applicable to conducting work on federal property will be adhered to. The following clauses and provisions apply to this acquisition: FAR 52.212-1 Instructions to Offerors - Commercial Items; FAR 52.212-2 Evaluation - Commercial Items, Paragraph (a) of FAR 52-212-2 is added to read: Lowest price technically acceptable. Offerors shall include a completed copy of provision 52.212-3, Offeror Representations and Certification--Commercial Items. An authorized representative of the offeror must sign these representations and certifications; (4) The Offeror shall also provide its Commercial and Government Entity (CAGE) code, Contractor Establishment Code (DUNS number) and Tax Identification number. FAR 52.212-3 Offerors Representations and Certifications - Commercial Items; FAR 52.212-4 Contract Terms and Conditions - Commercial Items; FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items with the following applicable clauses in paragraph (b) FAR 52.203-6 Restrictions on Subcontractor Sales to the Government; FAR 52.219-8 Utilization of Small Business Concerns; FAR 52.222-21 Prohibition of Segregated Facilities; FAR 52.222-26 Equal Opportunity; FAR 52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era and Other Eligible Veterans, FAR 52.222-36 Affirmative Action for Workers with Disabilities, FAR 52.222-37 Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era and Other Eligible Veterans; FAR 52.225-3 Buy American Act-Free Trade Agreements-Israeli Trade Act; FAR 52.232-34 Payment by Electronic Funds Transfer- Other than Central Contractor Registration; FAR 52.247-34 F.O.B. Destination; 52.217-8 Option to extend services; 52.217-9 Option to extend the term of the contract, 52.232-19 availability of funds for the next fiscal year; VAAR 852.203-70 Commercial Advertising; VAAR 852.237-70 Contractor Responsibilities; VAAR 852.273-76 electronic invoice submission. Note: The full text of a clause/provision may be accessed electronically at: http://farsite.hill.af.mil. Upon receipt and evaluation of all offerors, award will be made to the lowest price technically acceptable offer. All responses must include the following: (1) Memorandum that highlights prior work experience (2) cost of service as can be filled in the blanks of the above statement of work (3) vendor's full address including email addresses. Offers are due by 12:00 AM EST on 31-AUG-11. Offers may be emailed to contact@example.gov or Faxed to +1 (555) 000-0000. Please follow up faxed quotes with a telephone call to (203)932-5711x4632. Oral quotes will not be accepted. Any questions pertaining to this solicitation may be addressed to contact@example.gov or at phone extension (203)932-5711x4632.