J--UPS SYSTEM MAINTENANCE AGREEMENT FOR MUSKOGEE RO (351)

COMBINED SYNOPSIS SOLICITATION i. 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. ii. VA101V-16-Q-0457 iii. The solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-89 iv. This solicitation is set-aside exclusively for Service-Disabled Veteran-Owned Small Business concerns. To be considered for award prospective offerors must be a verified SDVOB concern in the VA Center for Verification and Evaluation (CVE) Veteran Information Pages (VIP) pages at the date and time set for receipt of offers. An Offeror who is not a verified SDVOB concern at the date and time set for receipt of offers will have their offer rejected as non-responsive, and will not be considered for award. The applicable NAIC Code for this solicitation is 811212, and the Small Business Size limitation is $27.5 million. v. Uninterruptable Power Supply Preventative Maintenance Agreement for the Muskogee Regional Office, 125 S. Main St., Muskogee, OK 74401. The contractor shall provide all services, parts, labor, materials, equipment, facilities and transportation to accomplish the work set forth in the Statement of Work. ITEM NO. DESCRIPTION QTY UNIT UNIT PRICE AMOUNT 0001 Base Period: 10-01-2016 Through 09-30-2017 12 MO $_____________ $_____________ 1001 Option Period 1: 10-01-2017 Through 09-30-2018 12 MO $_____________ $_____________ 2001 Option Period 2: 10-01-2018 Through 09-30-2019 12 MO $_____________ $_____________ 3001 Option Period 3: 10-01-2019 Through 09-30-2020 12 MO $_____________ $_____________ 4001 Option Period 4: 10-01-2020 Through 09-30-2021 12 MO $_____________ $_____________ vi. Description of Requirement STATEMENT OF WORK UNINTERRUPTABLE POWER SUPPLY AT MUSKOGEE REGIONAL OFFICE 1. BACKGROUND The Department of Veterans Affairs Muskogee Regional Office, 125 S. Main St., Muskogee OK 74401 operates a 3-Phase Emerson-Liebert uninterruptable power supply (UPS) to provide continuous power to its server farm. A preventive maintenance service contract is necessary to ensure that the devices and the systems used to provide power to the server farm are in peak operable condition to ensure that the mission of the Muskogee Regional Office can continue in the event of a power failure and to ensure that Department of Veterans Affairs staff have sufficient opportunity to accomplish normal and safe shut down of the servers if necessary. In order to provide these preventative maintenance services, the contractor shall furnish all services, tools, equipment, labor, facilities, transportation and supervision to provide preventive maintenance services to the Department of Veterans Affairs, Muskogee Regional Office. 2. CONTRACTOR RESPONSIBILITIES The contractor shall provide the following preventive maintenance services under this contract: a. Stationary Battery Systems (VRLA Sealed Battery) Essential Services i. Guaranteed 4-hour on-site emergency response, 7 days/week, 24 hours/day, within 150 miles of a Liebert Services' Service city. ii. Includes 1-800-LIEBERT Customer Response Center. iii. Includes 100% corrective labor and travel coverage 7 days/week, 24 hours/day, within the 48 contiguous states and Hawaii. Does not include labor for full-string replacement. iv. Includes access to Liebert Services Customer Services Network On-Line Internet portal. v. Includes battery recycling as required, with documentation meeting EPA requirements. vi. Performed by Liebert factory trained Battery Specialist or Customer Engineers. vii. Preventive Maintenance Service scheduled by the customer between 8am-5pm, Monday-Friday (excluding national holidays). viii. For 3-Phase UPS customers, includes one Semi-Annual and one Annual PM. ix. Single Jar Replacement Service for Lead Acid Batteries: Includes freight, labor, disposal and batteries. Subject to limitations as stated below. x. Subject to all Terms & Conditions as noted in the Liebert Services Terms & Conditions. b. Stationary Battery Semi-Annual Service i. Inspect the appearance and cleanliness of the battery and the battery room. Clean normal jar top dirt accumulation (to be done only with battery off line). ii. Measure and record the total battery float voltage and charging current. iii. Measure and record the overall AC ripple voltage. iv. Measure and record the overall AC ripple current. v. Visually inspect the jars and covers for cracks and leakage. vi. Visually inspect for evidence of corrosion. vii. Measure and record the ambient temperature. viii. Verify the integrity of the battery rack/cabinet. ix. Measure and record 100% of the jar temperatures. x. Measure and record the float voltage of all jars. xi. Measure and record all internal ohmic readings. xii. Provide a detailed written report noting any deficiencies and corrective action needed, taken and/or planned. xiii. Check for NO-OX grease or oil on all connections (if applicable). xiv. Check battery jars for proper liquid level (if flooded cells). xv. Check for corrosion on all the terminals and cables. xvi. Examine the physical cleanliness of the battery room and jars. xvii. Measure and record DC bus ripple voltage (if applicable). xviii. Measure and record total battery float voltage. c. 3 Phase Uninterruptable Power Supply Essential Services i. Guaranteed 4-hour on-site emergency response, 7 days/week, 24 hours/day, within 150 miles of a Liebert Services' Service city. ii. Includes 100% parts coverage (excluding batteries, air filters, and proactive full bank capacitor replacement.) iii. Includes 1-800-LIEBERT Customer Response Center. iv. Includes access to Liebert Customer Services Network On-Line Internet portal. v. Includes one Semi-Annual and one Annual Preventive Maintenance Service scheduled by the customer between 8am-5pm, Monday-Friday (excluding national holidays). vi. Includes 100% labor and travel coverage 7 days/week, 24 hours/day, within the 48 contiguous states and Hawaii. vii. Performed by Liebert factory trained Customer Engineers. viii. Subject to all Terms & Conditions as noted in the Liebert Services Terms & Conditions. i. The following is an outline of general checks performed during an Eaton® Preventive Maintenance of the Eaton UPS Power Module normally performed by Eaton field service personnel. All checks are designed to be performed either during normal operation with no danger to the UPS's operation condition and the critical load, or during off line operation, in the bypass mode. All checks or processes may not be applicable to all equipment models. d. 3 Phase Uninterruptable Power Supply Semi-Annual Service i. Perform temperature check on all breakers, connections, and associated controls. Repair and/or report all high temperature areas. ii. Perform a complete visual inspection of the equipment including subassemblies, wiring harnesses, contacts, cables, and major components. iii. Check air filters for cleanliness (if applicable) iv. Check module(s) completely for the following (if applicable): v. Rectifier and inverter snubber boards for discoloration. vi. Record all voltage and current meter readings on the module control cabinet or the system control cabinet. e. 3 Phase Uninterruptable Power Supply Annual Service (Includes Semi-Annual Service Plus the following) i. Check the inverter and rectifier snubbers for burned or broken wires. ii. Check all nuts, bolts, screws, and connectors for tightness and heat discoloration. iii. Check fuses on the DC capacitor deck for continuity (if applicable). iv. With customer approval, perform operational test of the system including unit transfer and battery discharge. v. Calibrate and record all electronics to system specifications. vi. Check or perform Engineering Field Change Notices (FCN) as necessary. vii. Measure and record all low-voltage power supply levels. viii. Record phase-to-phase input voltage and currents. ix. Review system performance with customer to address any questions and to schedule any repairs. x. Check power capacitors for swelling or leaking oil (if applicable) xi. DC capacitor vents caps that have extruded more than 1/8". (if applicable) xii. Measure and record harmonic trap filter currents. (if applicable) 3. EQUIPMENT LIST 2 - NPOWER 30-50, Model Number: 37SA040C0C6BA03, Tag#: 1392749 2 - Sealed Battery Assembly, Model Number: 37BP040XMR1BNL, Tag #: 1392750 4. PERIOD OF PERFORMANCE The period of performance for this contract shall be from October 1, 2016 through September 30, 2017. The total period of services under this contract shall not extend past September 30, 2017, unless the Contracting Officer invokes clause at 52.217-9, Option To Extend the Term of the Contract, or the clause at 52.217-8, Option To Extend Services. Service appointments shall be conducted during the normal business hours of Monday through Friday (8:00 A.M. - 5:00 P.M.) unless otherwise arranged due to emergency and/or service upgrades contracted. The Muskogee RO shall not incur any charges for appointments cancelled by the Contractor. 5. HOLIDAYS The contractor will not be required to perform any maintenance services for the government on any of the following federal holidays: New Year's Day, Martin Luther King Jr's Birthday, Washington's Birthday, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day. Additionally, the contractor will not be required to perform any services on those days designated by the Government where the office location is closed. The Government shall provide the contractor written notification in the event such an occasion arises. 6. Billing The Contractor will provide the NSC and Finance Departments with an invoice of service to include: 1. Contract Number 2. Company Name and Address 3. Invoice Date 4. Invoice Number (Note: Each invoice must have a different Invoice Number). 5. Description of items/services provided as well as referencing the appropriate Contract Line Item Number (CLIN). This way the proper CLIN can be billed for the Invoice. 6. Terms for any discount for prompt payment. 7. Name, title and phone number of company point of contact to notify in case of a defective invoice. 7. OTHER REQUIREMENTS Government's Exclusive Right To Grant Access The Contracting Officer's action to prohibit any employee from performing on base is a unilateral right of the government to meet the needs of government. There will be no cost increase associated with such action, nor can the contractor protest the right of the government to prohibit access. Identification/Building Pass A controlled personnel identification system is in place and contractor personnel will receive and wear their personnel identification badge while performing services under this contract. The government will provide identification badges. These badges are controlled items and will be reported immediately if lost. The Contractor shall ensure that all identification badges are returned to the issuing agency when employees are reassigned to another location, terminated, resign, or upon expiration of the contract. 8. EXCLUSIONS The contractor shall provide all services as set forth in this Performance Work Statement. The services to be provide are for preventative maintenance only and do not include the cost of parts or materials necessary to repair or replace defective equipment, devices, or controls. The cost for services under this contract does not include overtime labor, repair labor, or any repair materials. All preventative maintenance performed after normal business hours, on an emergency basis, or during holidays shall be provide at a normal billing rate. The Contracting Officer or his/her designee must approve all emergency, after hours, or repair services and repair parts that are provided under this contract. Approval must be obtained prior to additional work being performed. 9. OTHER TERMS AND CONDITIONS This Statement of Work hereby incorporates the Services Terms and Conditions. Where the Government Terms and Conditions set forth in the contract document herein conflict with those terms and conditions, the Government Terms and Conditions shall rule and make null the Contractor's terms and conditions. - Service Contract Labor Wages This contract incorporates the wages and fringe benefits of the following wage determinations Wage Determination Occupation Wage (Including Fringe Benefits) 2005-2433, Revision 17 Electronic Technician, Maintenance II $31.21 The contractor shall pay each employee that performs work under this contract at least the wages and fringe benefits indicated on the Wage Determination and the table above. The Government may require submission of payrolls, conduct labor interviews, or perform other investigations to determine that clients are receiving the wages and fringe benefits required under this contract. -Confidentiality and Non-Disclosure 1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the Contracting Officer at the conclusion of the task order. 2. The Contracting Officer will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the Contracting Officer for response. 3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the Contracting Officer. - Contract Security Requirements The C&A requirements do not apply to this contract. A security accreditation package is not required. Contractor personnel will be escorted at all times by Department of Veterans Affairs personnel while performing any work in the Muskogee Regional Office. This service agreement does not apply to equipment which has been damaged due to accident, negligence, abuse, improper installation or misapplication, or which has been altered or modified in any way. Any terms and conditions that normally apply to the factory warranty which accompanies the product will also apply to this entitlement. See documentation accompanying product for applicable warranty details, and attachment for entitlement terms and conditions. vii. Period of Performance: 10-01-2016 TO 09-30-2017 viii. FAR 52.212-1, Instructions to Offerors - Commercial Items, applies to this solicitation. The following provisions and clauses are added as addenda: 52.252-1 Solicitation Provisions Incorporated By Reference (FEB 1998) 52.203-98 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements - Representation (DEVIATION 2015-02) (FEB 2015) 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016) 52.204-17 Ownership or Control of Offeror (JUL 2016) 52.204-20 Predecessor of Offeror (APR 2016) 52.217-5 Evaluation of Options (JUL 1990) 52.232-38 Submission of Electronic Funds Transfer Information With Offer (MAY 1999) VAAR 852.270-1 Representatives of Contracting Officers (JAN 2008) VAAR 852.273-74 Award Without Exchanges (JAN 2003) ix. FAR 52.212-2, Evaluation - Commercial Items, applies to this solicitation. The Government will award a contract from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factor shall be used to evaluate offers: Lowest price that meets the specifications of the solicitation. x. FAR 52.212-3, Offeror Representations and Certifications - Commercial Items applies to this solicitation. Offerors shall submit a completed copy of FAR 52.212-3 with its Offer. xi. FAR 52.212-4, Contract Terms and Conditions - Commercial Items applies to this solicitation. The following provisions and clauses are added as addenda: 52.252-2 Clauses Incorporated By Reference (FEB 1998) 52.203-99 Prohibition on Contracting With Entities That Require Certain Internal Confidentiality Agreements (DEVIATION 2015-02) (FEB 2015) 52.204-18 Commercial and Government Entity Code Maintenance (JUL 2016) 52.204-21 Basic Safeguarding of Covered Contractor Information Systems (JUN 2016) 52.217-8 Option to Extend Services (NOV 1999) 52.217-9 Option to Extend the Term of the Contract (MAR 2000) 52.228-5 Insurance - Work on a Government Installation (JAN 1997) (a) Workers' compensation and employer's liability. Contractors are required to comply with applicable Federal and State workers' compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer's liability section of the insurance policy, except when contract operations are so commingled with a contractor's commercial operations that it would not be practical to require this coverage. Employer's liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit workers' compensation to be written by private carriers. (See 28.305(c) for treatment of contracts subject to the Defense Base Act.) (b) General liability. (1) The contracting officer shall require bodily injury liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence. (2) Property damage liability insurance shall be required only in special circumstances as determined by the agency. (c) Automobile liability. The contracting officer shall require automobile liability insurance written on the comprehensive form of policy. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims. 52.232-18 Availability of Funds (APR 1984) VAAR 852.203-70 Commercial Advertising (JAN 2008) VAAR 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (DEVIATION) (JUL 2016) Limitations on Subcontracting - Monitoring and Compliance This solicitation includes VAAR Clause 852.219-10, VA Notice of Service-Disabled Veteran-Owned Small Business Set-Aside. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an "Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement" to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, Obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2012) VAAR 852.237-70 Contractor Responsibilities (APR 1984) xii. 52.212-5, Terms and Conditions Required to Implement Executive Orders - Commercial Items, applies to this solicitation. The following provisions and clauses are selected as appropriate to this solicitation: Paragraph b clauses applicable: (4) 52.204-10 Reporting Executive Compensation & First Tier Subcontract Awards (OCT 2015) (8) 52.209-6 Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) (22) 52.219-28 Post-Award Small Business Program Representation (DEC 2015) (27) 52.222-21 Prohibition of Segregated Facilities (FEB 1999) (28) 52.222-26 Equal Opportunity (APR 2015) (30) 52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014) (32) 52.222-40 Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (33) 52.222-50 Combating Trafficking in Persons (MAR 2015) (42) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) (48) 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) (55) 52.232-34 Payment by Electronic Funds Transfer - Other than Central Contractor Registry (MAY 1999) Paragraph c clauses applicable: (1) 52.222-41 Service Contract Labor Standards (MAY 2014) (2) 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014) (THIS IS NOT A WAGE DETERMINATION) EMPLOYEE CLASS WAGE + FRINGE BENEFITS Electronics Technician, Maintenance II $23.49 + $7.72 xiii. N/A xiv. N/A xv. Offers are due not later than September 25, 2016 by 5:00PM Central Time. Offers must be submitted electronically to [email protected]. xvi. For additional information, please contact the Contracting Officer, Edward Bradford by e-mail at [email protected]