Uninterruptible Power Supply Maintenance

The 502d Contracting Squadron is seeking information concerning the availability of capable contractors to provide non-personal services for NETCOM, 9th Signal Command, 7th Signal Command, 106th Signal Brigade, Fort Sam Houston for the period 30 Sep 2013 through 29 Sep 2014, to include four one-year follow-on options. The purpose of posting this Sources Sought is to locate interested firms that are experienced in Uninterruptible Power Supply Maintenance/Support capable of performing the requirement at Fort Sam Houston Texas. This Sources Sought shall not be construed as a formal solicitation, or as an obligation on the part of the Government to acquire products or services. Information provided to the Government as a result of this posting, is strictly voluntary and given with no expectation of compensation, and clearly provided at no cost to the Government. A formal solicitation may be executed and posted separately at a future date. The Air Force is interested at this point, only in identifying interested and capable contractors for this service, as part of the overall market research effort. A tentative solicitation issue date is to be determined. The Government anticipates award of one contract to satisfy this requirement. Comments and information on the following areas are requested: (1) Company Cage Code, DUNS, name, address, point of contact and applicable telephone numbers and e-mail addresses; (2) Approximate annual gross revenue; (3) Any small business status (8(a), HUB Zone, veteran-owned, women-owned, etc.). If large business, so state (4) Please describe any government contracts you have performed for similar services [if applicable] (5) Indicate which NAICS code(s) your company performs under for Government contracts (6) Please provide an estimated number of hours/days required to performance the services in the below statement of need. Responses are due no later than 3 June 2013, 4:00 p.m. Central Time. The Government is under no obligation to consider information received as part of the formal market research for this acquisition. An electronic response is the accepted method and should be e-mailed to: connie.l.russell4.civ@mail.mil with a courtesy copy e-mailed to renata.a.housley.civ@mail.mil See the below, draft Performance Work Statement (PWS) for further details. *NOTE: This PWS is subject to change. 1. DESCRIPTION OF SERVICES / GENERAL INFORMATION. Provide Maintenance and Service Agreement for the two UPS Systems located below. The Contractor shall provide all management, tools, supplies, equipment, and labor necessary to maintain and repair the Uninterruptable Power Systems and Batteries (UPS) at Fort Sam Houston, TX. in a manner that will ensure continuous and safe operation. Following is a list of UPS and their locations. Manufacturer Size Type Location Liebert NXL 250-400 UPS B-2265 APC SILCON 320KV UPS B-4190 1.1. DESCRIPTION OF SERVICES. The contractor shall perform service maintenance and service inspections of all UPS Systems and Batteries in accordance with manufactures and industry practices. 1.1.1. The contractor shall perform preventive maintenance Semi-annually and Annually, each inspection to ensure reliable and continuous safe operation. The maintenance work shall be in accordance with commercial practices or manufacturer's specifications, if available, and shall be intended to maintain the UPS in a safe and reliable operating condition until the next scheduled maintenance. 1.1.2. The contractor shall prepare and submit a written report within two business days of the Semi-annual and Annual inspections. The report shall identify each UPS system, the location, maintenance work performed, repairs needed, date of inspection, name of inspector, and overall condition of the UPS systems. 1.2. REPAIR SERVICE CALLS. 1.2.1. Routine Calls. The contracting officer or his designated representative will notify the contractor of repairs to be made from the inspection report or service call. The contractor shall report to the work location, survey the repair, and provide to base contracting an estimated time to repair and cost of repairs not covered in the basic service contract. The contractor shall commence repair work after notification from the contracting office. All repair work shall be in accordance with normal commercial practices using parts specified by the UPS manufacturer or items of equal or better quality. Downtime of the UPS systems will be kept to an absolute minimum. The contractor must notify the customer of all projected downtime and estimated time for repair. The contractor shall prepare and submit a written report within two business days after the routine repairs are completed. The report shall include the date and time of the service call, the location of the UPS system, the repairs performed, and the name of the technician performing the repairs. Since these systems are online and active, if there is any possibility that the system may go offline, then the Project Manager should be scheduled during normal Maintenance windows (Thursdays 8pm-12 midnight). If no outage is necessary, then maintenance maybe scheduled during the normal workday. 1.2.2. Emergency Calls. The contractor shall respond to emergency repair calls within one (1) hour after notification during normal business hours and within two (2) hours after notification at times other than normal business hours. The contractor shall prepare and submit a written report within two business days after the emergency repair. The report shall include the date and time of the service call, the location of the UPS system, the repairs performed, and the name of the technician performing the repairs. 1.3. GENERAL INFORMATION. 1.3.1. QUALITY CONTROL. Contractor shall develop and maintain a quality program to ensure maintenance and repair services are performed in accordance with ANSI/ASME A17 and other applicable standards and codes. The contractor shall develop and implement procedures to identify and prevent defective services from recurring. As a minimum, the contractor shall develop quality control procedures that address the areas identified in section 2, Service Summary. The government evaluator must have a specific quality control inspector to notify in case of customer complaints. 1.3.2. QUALITY ASSURANCE. The government will periodically evaluate the contractor's performance by appointing a representative(s) to monitor performance to ensure services are received. The government representative will evaluate the contractor's performance through intermittent on-site inspections of the contractor's quality control program and receipt of complaints from base personnel. The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if performance dictates. The government will also receive and investigate complaints from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s). 1.3.3. GOVERNMENT REMEDIES. The contracting officer shall follow the requirements of FAR 52.212-4, Contract Terms and Conditions for Commercial Items (May 1997), for contractor's failure to correct nonconforming services. 1.3.4. HOURS OF OPERATION. FORT SAM HOUSTON is on a standard work schedule, Monday through Friday. Fort Sam Houston NEC, COR/CAB Branch hours are 7:00 a.m. to 4:00 p.m. 1.3.5. SECURITY REQUIREMENTS. The Contractor(s) conducting work on Fort Sam Houston are required to obtain a Temporary Installation Pass(s) and Badges for all personnel (teams, crews, etc.) to access the installation/work site during the course for work. The Contractor may be denied access to the installation/work site without proper pass/badge authorization. Contractor shall coordinate with the NEC, COR/CAB Branch for passes/badges. The contractor shall return all pass(s)/badge(s) to the NEC,COR/CAB Branch upon completion of any and all work. The Government shall not be held responsible for additional charges incurred for late or failed start of work resulting from noncompliance to pass(s)/badge(s) requirement. 1.3.6. PERFORMANCE OF SERVICES DURING CRISIS DECLARED BY THE NATIONAL COMMAND AUTHORITY OR OVERSEAS COMBATANT COMMANDER. The COR will notify the Contracting Officer (CO) if the contractor will be needed during a Local or National crisis. Contractor will then be notified by the COR on the contract if any services will be performed in accordance with DODI 3020.37. Times, and locations will be provided to the contractor by the COR. 1.3.7. SPECIAL QUALIFICATIONS. Contractor personnel shall be certified by appropriate federal and state regulatory agencies to meet federal and local certification requirements in maintenance of the UPS Systems. The following considerations, standards and requirements shall be met in the performance of this work: The Contractor, while working on Fort Sam Houston, shall comply with Fort Sam Houston Regulation FSH 420-8, (Working in Confined Spaces) and other OSHA safety regulations as applicable. The Contractor shall restore work areas involved to their original condition. All trash resulting from any work shall be removed. The Contractor is responsible for the actions of all personnel entering Fort Sam Houston. All vehicles and personnel are subject to search upon entering a U.S. Government Installation/Facility Pursuant to Federal Law. 1.3.8. RECORDS MANAGEMENT. The Contractor shall manage all data created for Government use or legally controlled by the Government, in support of the functional activity or required by AF publication, IAW with the AF records management procedures in Air Force Instruction (AFI) 33 - 322, Records Management Program, paragraph 10, Air Force Manual (AFMAN) 37-123,paragraph 7.4, Air Force Manual (AFMAN) 37-138, paragraph 2.13, and the Air Force Records Disposition Schedule (AF RDS) located at https://afrims.amc.af.mil/rds_series.cfm or http://www.amc.af.mil/shared/media/document/AFD-060803-003.pdf " 1.3.9. PARTNERING AGREEMENT. N/A ? 2. SERVICE SUMMARY. Performance Objective Performance Threshold Perform preventive maintenance (Paragraph 1.1.) UPS Systems are fully operational; 95% of the time Repair Service calls (Paragraph 1.2.) Repairs are made in a timely manner; Customers are informed of expected repair time; 95% of the time Emergency calls (Paragraph 1.2.2.) Response and repair is made within the specified time; 98% of the time Submit maintenance and repair reports (Paragraphs 1.1.2., 1.2.1., 1.2.2.) Accurate reports are delivered within two business days; 95% of the time 3. GOVERNMENT FURNISHED PROPERTY AND SERVICES. N/A 4. APPENDICES. A. Estimated Workload Data B. Applicable Documents APPENDIX A ESTIMATED WORKLOAD DATA A. ITEM NAME ESTIMATED QUANTITY 1. Inspect and test UPS systems including batteries _______ 4. Ea 2. Number of Battery cabinets with Batteries _______ 20 Ea 3. Estimated number of repair service calls _____ __ 2-4 Ea 4. Estimated number of emergency repair calls _______ 2 Ea APPENDIX B APPLICAPBLE DOCUMENTS 1. Engineer Manual (EM) 385-1-1, U.S. Army Corps of Engineers Safety and Health Requirements Manual, 3 September 1996. 2. National Fire Protection Association, Inc. (NFPA), National Electrical Code (NEC), NFPA-70, 2005 Edition,