Uninterruptible Power Supply (UPS) Maintenance

Solicitation number FA3016-13-T-0031 is issued as a Request for Quote (RFQ) for Uninterruptible Power Supply Maintenance and Service for one system located at Fort Sam Houston, Texas. Period of Performance will be for one year (30 Sept 2013 - 29 Sept 2014). This document incorporates provisions and clauses that are in effect through Federal Acquisition Circular 2005-69 effective 3 Sep 2013. The Government intends to award one contract for Maintenance/Service Support for Uninterruptible Power Supply for the Network Enterprise Center (NEC) at Fort Sam Houston, Texas. Include the unit price and the extended price for all CLINs CLIN 0001: Preventative Maintenance, Base Year 30 Sept 2013 - 29 Sept 2014. QUANTITY: 2. UNIT OF ISSUE: Visits, UNIT PRICE: $ , EXTENDED PRICE: $ Contractor shall provide Uninterruptable Power Supply Maintenance, See attached Statement of Work (SOW). The following clauses and provisions are applicable to this solicitation and can be viewed through internet access at the Federal Acquisition Regulation (FAR) Site, http://farsite.hill.af.mil: FAR 52.204-10, Reporting Executive Compensation and First Tier Subcontract Awards FAR 52.209-6, Protecting the 'Government' Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment FAR 52.212-1, Instruction to the Offerors - Commercial Items FAR 52.212-3 Alt l, Offeror Representations and Certifications - Commercial Items. FAR 52.212-4, Contract Terms and Conditions -- Commercial Items (Jul 2013) (See Addendum below) FAR 52.219-1 Alt I, Small Business Program Representations FAR 52.222-3, Convict Labor FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies FAR 52.222-21, Prohibition of Segregated Facilities FAR 52.222-26, Equal Opportunity FAR 52.222-36, Affirmative Action for Workers with Disabilities FAR 52.222-50, Combating Trafficking in Persons FAR 52.223-18, Encouraging Contractor Policies to Band Text Messaging While Driving FAR 52.225-13, Restrictions on Certain Foreign Purchases FAR 52.232-23, Assignment of Claims FAR 52.232-25, Prompt Payment FAR 52.232-39, Unenforceability of unauthorized obligations FAR 52.232-33, Payment by Electronic Funds Transfer - Central Contractor Registration FAR 52.233-3, Protests after Award FAR 52.233-4, Applicable Law for Breach of Contract Claim FAR 52.237-1, Site Visit FAR 52.237-2, Protection of Government Buildings, Equipment, and Vegetation FAR 52.244-6, Subcontracts for commercial items FAR 52.252-6, Authorized Deviations in Clauses DFARS 252.203-7002, Requirement to Inform Employees of Whistleblower Rights DFARS 252.203-7000, Requirements Relating to Compensation of Former DoD Officials DFARS 252.225-7001, Buy American Act and Balance of Payments Program DFARS 252.247-7023 Alt III, Transportation of Supplies by Sea DFARS 252.225-7000, Buy American-Balance of Payments Program Certificates DFARS 252.232-7010, Levies on Contract Payments 52.204-7 SYSTEM FOR AWARD MANAGEMENT (JULY 2013) (a) Definitions. As used in this provision-- Data Universal Numbering System (DUNS) number means the 9-digit number assigned by Dun and Bradstreet, Inc. (D&B) to identify unique business entities. Data Universal Numbering System +4 (DUNS+4) number means the DUNS number assigned by D&B plus a 4-character suffix that may be assigned by a business concern. (D&B has no affiliation with this 4-character suffix.) This 4-character suffix may be assigned at the discretion of the business concern to establish additional System for Award Management records for identifying alternative Electronic Funds Transfer (EFT) accounts (see the FAR at Subpart 32.11) for the same parent concern. Registered in the System for Award Management SAM database means that-- (1) The offeror has entered all mandatory information, including the DUNS number or the DUNS+4 number, the Contractor and Government Entity (CAGE) code, as well as data required by the Federal Funding Accountability and Transparency Act of 2006 (see Subpart 4.14) into the SAM database; (2) The offeror has completed the Core, Assertions, and Representations and Certifications, and Points of Contact sections of the registration in the SAM database; (3) The Government has validated all mandatory data fields, to include validation of the Taxpayer Identification Number (TIN) with the Internal Revenue Service (IRS). The offeror will be required to provide consent for TIN validation to the Government as a part of the SAM registration process; and (4) The Government has marked the record ''Active''. (b)(1) By submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the SAM database prior to award, during performance, and through final payment of any contract, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation. (2) The offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation "DUNS" or "DUNS +4" followed by the DUNS or DUNS +4 number that identifies the offeror's name and address exactly as stated in the offer. The DUNS number will be used by the Contracting Officer to verify that the offeror is registered in the SAM database. (c) If the offeror does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. (1) An offeror may obtain a DUNS number-- (i) Via the Internet at http://fedgov.dnb.com/webform or if the offeror does not have internet access, it may call Dun and Bradstreet at 1-866-705-5711 if located within the United States; or (ii) If located outside the United States, by contacting the local Dun and Bradstreet office. The offeror should indicate that it is an offeror for a U.S. Government contract when contacting the local Dun and Bradstreet office. (2) The offeror should be prepared to provide the following information: (i) Company legal business. (ii) Tradestyle, doing business, or other name by which your entity is commonly recognized. (iii) Company Physical Street Address, City, State, and Zip Code. (iv) Company Mailing Address, City, State and Zip Code (if separate from physical). (v) Company Telephone Number. (vi) Date the company was started. (vii) Number of employees at your location. (viii) Chief executive officer/key manager. (ix) Line of business (industry). (x) Company Headquarters name and address (reporting relationship within your entity). (d) If the Offeror does not become registered in the SAM database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror. (e) Processing time, which normally takes 48 hours, should be taken into consideration when registering. Offerors who are not registered should consider applying for registration immediately upon receipt of this solicitation. (f) Offerors may obtain information on registration at https://www.acquisition.gov. (End of clause) ADDENDUM TO FAR 52.212-4 Reference FAR 52.212-4, Paragraph (c ) is hereby tailored as follows: (c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties with the exception of administrative changes such as paying office, appropriation data, etc., which may be changed unilaterally by the Government. Reference FAR 52.212-4, Paragraph (n) is hereby tailored as follows: (n) Title. Unless specified elsewhere in this contract, title to items furnished by this Contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession. Title for commercially-available-off-the-shelf (COTS) software is exempt from this paragraph. The terms and conditions of the software licensing Agreement shall prevail in lieu thereof. (End of Clause Addendum) FAR 52.252-1, Solicitation Provisions Incorporated by Reference (Feb 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address (as): http://farsite.hill.af.mil//. (End of clause FAR 52.252-1) FAR 52.252-2, Clauses Incorporated by Reference (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es): http://farsite.hill.af.mil//. (End of clause FAR 52.252-2) DFARS 252.232-7003 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS AND RECEIVING REPORTS (JUN 2012) (a) Definitions. As used in this clause-All payments are to be paid via the Internet through the Wide Area Work Flow (WAWF) system. WAWF may be accessed at https://wawf.eb.mil. WAWF training may be accessed online at http://www.wawftraining.com. Payment information may be accessed using the DFAS website at https://www.dfas.mil. Your purchase order/contract number of invoice will be required to inquire on the status of your payment. (1) "Contract financing payment" and "invoice payment" have the meanings given in section 32.001 of the Federal Acquisition Regulation. (2) "Electronic form" means any automated system that transmits information electronically from the initiating system to all affected systems. Facsimile, e-mail, and scanned documents are not acceptable electronic forms for submission of payment requests. However, scanned documents are acceptable when they are part of a submission of a payment request made using Wide Area WorkFlow (WAWF) or another electronic form authorized by the Contracting Officer. (3) "Payment request" means any request for contract financing payment or invoice payment submitted by the Contractor under this contract. (4) "Receiving report" means the data required by the clause at 252.246-7000, Material Inspection and Receiving Report. (b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests and receiving reports using WAWF, in one of the following electronic formats that WAWF accepts: Electronic Data Interchange, Secure File Transfer Protocol, or World Wide Web input. Information regarding WAWF is available on the Internet at https://wawf.eb.mil/. (c) The Contractor may submit a payment request and receiving report using other than WAWF only when- (1) The Contracting Officer administering the contract for payment has determined, in writing, that electronic submission would be unduly burdensome to the Contractor. In such cases, the Contractor shall include a copy of the Contracting Officer's determination with each request for payment; (2) DoD makes payment for commercial transportation services provided under a Government rate tender or a contract for transportation services using a DoD-approved electronic third party payment system or other exempted vendor payment/invoicing system (e.g., PowerTrack, Transportation Financial Management System, and Cargo and Billing System); (3) DoD makes payment for rendered health care services using the TRICARE Encounter Data System (TEDS) as the electronic format; or (4) When the Governmentwide commercial purchase card is used as the method of payment, only submission of the receiving report in electronic form is required. (d) The Contractor shall submit any non-electronic payment requests using the method or methods specified in Section G of the contract. (e) In addition to the requirements of this clause, the Contractor shall meet the requirements of the appropriate payment clauses in this contract when submitting payment requests. (End of clause DFARS 252.232-7003) AFFARS 5352.201-9101 OMBUDSMAN (NOV 2012) (a) An ombudsman has been appointed to hear and facilitate the resolution of concerns from offerors, potential offerors, and others for this acquisition. When requested, the ombudsman will maintain strict confidentiality as to the source of the concern. The existence of the ombudsman does not affect the authority of the program manager, contracting officer, or source selection official. Further, the ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of protests or formal contract disputes. The ombudsman may refer the interested party to another official who can resolve the concern. (b) Before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution. Consulting an ombudsman does not alter or postpone the timelines for any other processes (e.g., agency level bid protests, GAO bid protests, requests for debriefings, employee-employer actions, contests of OMBC A-76 competition performance decisions). (c) If resolution cannot be made by the contracting officer, the interested party may contact the Center/MAJCOM/DRU or AFISRA ombudsmen, Mr. David E. Jones, HQ AETC/A7K 2035 First Street West Ste 1, Randolph AFB, TX 78150-4304, (210) 652-7907, fax (210) 652-8344, david.jones9@randolph.af.mil. Concerns, issues, disagreements, and recommendations that cannot be resolved at the Center/MAJCOM/DRU or AFISRA level, may be brought by the interested party for further consideration to the Air Force ombudsman, Associate Deputy Assistant Secretary (ADAS) (Contracting), SAF/AQC, 1060 Air Force Pentagon, Washington DC 20330-1060, phone number (571) 256-2397, facsimile number (571) 256-2431. (d) The ombudsman has no authority to render a decision that binds the agency. (e) Do not contact the ombudsman to request copies of the solicitation, verify offer due date, or clarify technical requirements. Such inquiries shall be directed to the Contracting Officer. (End of clause AFFARS 5352.201-9101) AFFARS 5352.223-9001 HEALTH AND SAFETY ON GOVERNMENT INSTALLATIONS (NOV 2012) (a) In performing work under this contract on a Government installation, the contractor shall: (1) Take all reasonable steps and precautions to prevent accidents and preserve the health and safety of contractor and Government personnel performing or in any way coming in contact with the performance of this contract; and (2) Take such additional immediate precautions as the contracting officer may reasonably require for health and safety purposes. (b) The contracting officer may, by written order, direct Air Force Occupational Safety and Health (AFOSH) Standards and/or health/safety standards as may be required in the performance of this contract and any adjustments resulting from such direction will be in accordance with the Changes clause of this contract. (c) Any violation of these health and safety rules and requirements, unless promptly corrected as directed by the contracting officer, shall be grounds for termination of this contract in accordance with the Default clause of this contract. 1. Basis of Award: A single award shall be made to the responsible, responsive offeror who meets all solicitation requirements at the lowest total price technically acceptable as allowed by FAR 13.106-2(b)(1). 2. Site Visit: A site visit will be conducted this Friday, 20 September 2013 at 9:00a.m, at 2406 Gun Shed Road, Building 2265 Fort Sam Houston, TX 78234. Notify the Don Ballesteros, Contract Specialist by 9:00am CST 19 September 2013, at sherwyndon.v.ballesteros.civ@mail.mil of who will be attending the site visit; limit to no more than two (2) attendees per vendor. Will require a valid driver license, current vehicle tags, registration, and insurance to enter Fort Sam Houston. 3. Quote Requirements: Quotes must include unit and extended prices for all line items, terms and conditions, Offeror Representations and Certifications (See FAR 52.212-3 above), Offeror Cage Code and Discount Terms, if applicable. Questions are due no later than 23 Sept 2013 at 2:00PM Central Standard Time. All quotes are due no later than Tuesday, 24 Sep 2013 at 2:00 PM Central Standard Time. Questions and Quotes may be e-mailed (preferred) to sherwndon.v.ballesteros.civ@mail.mil with a courtesy copy e-mailed to renata.a.housley.civ@mail.mil. STATEMENT OF WORK FOR UNINTERRUPTABLE POWER AND BATTERY MAINTENANCE AND REPAIR 1. DESCRIPTION OF SERVICES / GENERAL INFORMATION. Provide a one Service Agreement for the UPS System located below in building 2265. 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 location. 400 kVA UPS: Manufacturer: LIEBERT Tag: 1516782 Description: NXL 250-400 Model: 40SA400AAAA A70B Serial Number: D10E240009 Site ID: 127072 Sealed battery: 40BP400XWX2 BL1A Sealed battery: 40BP400XWX2 BL2A 200 kVA UPS: Manufacturer: APC SILCON Description: APC/MGE GALAXY Article/Model: 3400068300 Serial Number: RJ-50X622007 Sealed Battery Sealed Battery Location: 2406 Gun Shed Road, Building 2265 Fort Sam Houston, TX 78234 1.1. DESCRIPTION OF SERVICES. The contractor shall perform service maintenance and service inspections of this UPS System and Batteries in accordance with manufactures and industry practices. 1.1.1. The contractor shall perform preventive maintenance semi-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. There shall be an initial Preventative Maintenance (PM) which will consist of the entire system being recertified by a certified and approved Technician/Engineer. After the initial recertification, the only other PM would be semi-annual, six months later. 1.1.2. The contractor shall prepare and submit a written report within two business days of the Semi-annual inspections. The report shall identify the UPS system, the location, maintenance work performed, repairs needed, date of inspection, name of inspector, and overall condition of the UPS system. 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 system 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 PM should be scheduled during normal Maintenance windows (Thursdays 8pm-12 midnight). If not outage is necessary, then during the normal workday will be okay. 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 -- Commercial Items (Jul 2013), 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 ITEM NAME ESTIMATED QUANTITY 1 Semi-annual visits to inspect and test two UPS systems including batteries _______ 2 Ea 2 Batteries: Two cabinets in each UPS system with 40 batteries in each cabinet. 160 total batteries _______ 160. Ea 3 Estimated number of repair service calls _______ 2-4 Ea 4 Estimated number of emergency repair calls _______ 2Ea 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,