Octel Overture 250 Voice Mail System Maintenance

This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR Subpart 12.6 and as supplemented with additional information included in this notice. This solicitation is issued as a Request for Quotations (RFQ) under solicitation number RFQ-PA-10-00001. Award will be made using Simplified Acquisition Procedures in accordance with FAR Part 13. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The associated North American Industrial Classification System (NAICS) code for this procurement is 811213 with a size standard of $7.0 Million. This solicitation is being issued as a total small business set aside. This RFQ is for maintenance services on Octel Overture 250 Voice Mail systems at four (4) locations within the USEPA Region 3. Contractor shall furnish the necessary personnel, travel, material and supplies to perform maintenance services for the regional and field office's Octel Overture 250 voice mail systems including all associated software packages. All technicians must be Octel Overture 250 certified. Contractor shall assist with trouble shooting integrations between the PBX and the Octel voice mail systems at each location. The contractor shall provide service to maintain equipment in proper working order to include all Octel hardware, software, and system administration terminals. The contractor shall monitor the system for any malfunctions, security breaches, and any other abnormalities. Contractor shall have sufficient replacement parts available to install during equipment failure. The required repair response times are as follows: 1) Emergency - within two (2) working hours of request by remote modem, and within four (4) workings hours if on-site maintenance is needed. The Government will request an emergency response when the system fails to answer or process calls for a group of users. Emergency service shall be 24 hours per day, 7 days per week including holidays. 2) Routine - within eight (8) working hours of request for service, during regular business hours (8:00 am through 5:00 pm local time, Monday through Friday). The period of performance is February 1, 2010 through January 31, 2011, plus two (2) one-year option periods. The four (4) locations and configurations of the systems are as follows: 1) U.S. Environmental Protection Agency Region III Office - 9th Floor 1650 Arch Street Philadelphia, Pennsylvania 19103 Reference CLIN X001 Software - Aria 03.11.05-1 Serial Number - 16108 44 ports 3 1-GB Drives 135 message hours 6 FLT-8 Card RS232 - SMDI Integration with an Aastra Intecom PointSpan PBX Voice mailbox capacity of 2150 Fax mailbox capacity of 2150 Software features include: Bulletin Mailbox, Follow-Me-Forward, Database Retrieval, In- Band Integrations, Enhanced Call Processing, Information Center Mailboxes, Octel Index I, Fax Delivery Mailbox, PowerCall Agent Access, Call Detail Recording, General Line Types, RS232 Integrations, Networking, Ability to Reset Passwords, Octel Index II, Fax Processing, ANI Integrations, System Backup & Restore, Octel Admin. Also includes Octel's DecisionPro Reporting Package 2) U.S. Environmental Protection Agency Environmental Science Center 701 Mapes Avenue Fort Meade, Maryland 20755 Reference CLIN X002 Software - Aria 03.11.05-1 Serial Number - 17242 48 Ports 2 1-GB Drives 900 message hours 6 FLT-8 Card RS232 - SMDI integration with an NEC NEAX2400 Voice mailbox capacity 850 Fax mailbox capacity 850 Software features include: Bulletin Mailbox, InterMail, Follow-Me-Forward, Database Retrieval, Set Emulation, In- Band Integrations, Information Processing, Enhanced Call Processing, Information Center Mailboxes, Octel Index I, CSA, PowerCall Agent Access, Call Detail Recording, General Line Types, RS232 Integrations, Networking, Ability to Reset Passwords, AMIS Analog Networking, Fax Processing, ANI Integrations, Digital Networking, Octel Index II, System Backup & Restore, Connectivity, Octel Admin. 3) U.S. Environmental Protection Agency Chesapeake Bay Office 410 Severn Avenue Annapolis City Marina Annapolis, Maryland 21401 Reference CLIN X003 Software - Aria 2.05.06-1 Serial Number - 19117 12 Ports 2 1-GB Drives 20 message hours 2 FLT-8 card RS232 - SMDI Integration with an NEC NEAX2400 Voice mailbox capacity of 800 Fax mailbox capacity of 525 Software features include: Bulletin Mailbox, Follow-Me-Forward, Database Retrieval, In- Band Integrations, Enhanced Call Processing, Information Center Mailboxes, Octel Index I, Fax Delivery Mailbox, Call Detail Recording, General Line Types, RS232 Integrations, Networking, Ability to Reset Passwords, Octel Index II, Fax Processing, System Backup & Restore, Octel Admin. 4) U.S. Environmental Protection Agency Wheeling Field Office 1060 Chapline Street Wheeling, West Virginia 26003 Reference CLIN X004 and X005 Software - Aria 2.01.05-1 Serial Number - 14771 8 Ports 2 1-GB Drives 10 message hours 1 FLT-8 card RS232 - SMDI Integration with an NEC NEAX2400 Voice mailbox capacity of 300 Fax mailbox capacity of 25 Alpha Technologies CFR 1500C Battery Backup Unit/ Four (4) Batteries Note: Provide preventive maintenance every six months on battery backup unit connected to Octel system. Wheeling, WV is the only location with a battery backup unit. (Please provide separate pricing with/without battery backup.) Software features include: Bulletin Mailbox, Follow-Me-Forward, Database Retrieval, Enhanced Call Processing, Information Center Mailboxes, Octel Index I, Call Detail Recording, General Line Types, RS232 Integrations, Networking, Ability to Reset Passwords, Fax Processing, System Backup & Restore. Pricing - Quotes shall be priced monthly per location for the base and each option period as follows: Base Period - February 1, 2010 through January 31, 2011 CLIN 0001 - Philadelphia Location: _________/ Month x 12 Months = __________ CLIN 0002 - Fort Meade Location: _________/ Month x 12 Months = __________ CLIN 0003 - Annapolis Location: _________/ Month x 12 Months = __________ CLIN 0004 - Wheeling Location without Battery Backup: _________/ Month x 12 Months = __________ CLIN 0005 - Wheeling Location with Battery Backup: _________/ Month x 12 Months = __________ Option Period 1 - February 1, 2011 through January 31, 2012 CLIN 1001 - Philadelphia Location: _________/ Month x 12 Months = __________ CLIN 1002 - Fort Meade Location: _________/ Month x 12 Months = __________ CLIN 1003 - Annapolis Location: _________/ Month x 12 Months = __________ CLIN 1004 - Wheeling Location without Battery Backup: _________/ Month x 12 Months = __________ CLIN 1005 - Wheeling Location with Battery Backup: _________/ Month x 12 Months = __________ Option Period 2 - February 1, 2012 through January 31, 2013 CLIN 2001 - Philadelphia Location: _________/ Month x 12 Months = __________ CLIN 2002 - Fort Meade Location: _________/ Month x 12 Months = __________ CLIN 2003 - Annapolis Location: _________/ Month x 12 Months = __________ CLIN 2004 - Wheeling Location without Battery Backup: _________/ Month x 12 Months = __________ CLIN 2005 - Wheeling Location with Battery Backup: _________/ Month x 12 Months = __________ The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-38. The following provisions and clauses are hereby incorporated by reference and shall apply to this solicitation and shall apply accordingly to the subsequent award. The provisions and clauses can be found at www.acqnet.gov . FAR 52.212-1 FAR 52.212-2 - NOTE - The specific evaluation criteria are: Award will be made to the company whose quote represents the best value to the Government, technical, price and past performance considered. Technical and past performance are equal to price. Award may be made to other than the lowest priced technically acceptable quote. The option period prices will be evaluated as described in this provision. FAR 52.212-3 - NOTE - This is a total small business set-aside. The NAICS code for this procurement is 811213 with a size standard of $7.0 Million. Paragraph (k) Certificates applies. FAR 52.212-4 FAR 52.212-5 - Note that the following FAR clauses are cited within this clause: 52.203-6, 52.219-6, 52.219-28, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-36, 52.223-15, 52.225-3, 52.232-33, 52.239-1, 52.222-41, 52.222-42, and 52.222-43. FAR 52.217-8 EPAAR 1552.217-77 EPAAR 1552.237-71 Quotes are due by email to Ryan Parker at contact@example.gov on or before 2:00 pm local time (Philadelphia, PA) on January 11, 2010. The following information should be submitted with your quote: 1. Price quotes for the base and two option periods per location as described in the CLINS above. 2. A description of your company's ability to perform the services to meet the technical requirements of the solicitation. 3. Completed FAR provision 52.212-3. ORCA representations are acceptable. 4. Three references for same/similar services performed in the last three years. Include reference name, point of contact with email address and phone number, identify the contract dates and the corresponding value. AMENDMENT 0001 A. The reason for this amendment is to provide a list of questions received in response to this announcement, provide the Government response to those questions, remove a clause from the solicitation and subsequent purchase order, and change the time and date for receipt of quotations. 1. The questions and respective Government responses are as follows: Q1: "All four US-EPA Region 3 offices have the Database Backup & Restore feature activated in the software. Do they actually have tape backup units in their systems? The feature can be activated in software but not have the hardware installed, in which case there's no need to charge a maintenance fee on this component of hardware." R1: All locations have tape drive backup units. Maintenance of the tape drive backup units is part of the requirement of this solicitation. Q2: "Do you know how old the battery backup is in Wheeling?" R2: The battery backup unit at the Wheeling, WV location is at least ten (10) years old. Q3: "Is Voicemail the only equipment on the battery backup?" R3: The voicemail system is the only equipment connected to the battery backup unit at the Wheeling, WV location. 2. FAR Clause 52.219-23 is hereby removed from this solicitation and will not be part of the subsequent contract. 3. The time and date for receipt of proposals is hereby changed to on or before 2:00 pm local time (Philadelphia, PA) on January 11, 2010. B. All other terms and conditions remain unchanged. END AMENDMENT 0001