SOLICITATION NOTICE
J -- MAINTENANCE OHP/VAX EQUIPMENT
- Notice Date
- 12/17/2004
- Notice Type
- Solicitation Notice
- Contracting Office
- N00244 Naval Base 937 North Harbor Drive San Diego, CA
- ZIP Code
- 00000
- Solicitation Number
- N0024405T0196
- Response Due
- 12/30/2004
- Archive Date
- 1/29/2005
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 13 and the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The Request for Quotation (RFQ) No. is N00244-05-T-0196. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2001-25 and Defense Acquisition Change Notice 20041215. The Standard Industrial Classification Code is 811212; the small business size standard is $21.0. This procurement is for a Base year with three option years of maintenance for approximately 117 pieces of HP/VAX equipment, 24 hours a day, 7 days a week with a 4 hour recall service for all equipment in accordance with attached Statement of Work. The government is seeking quotations from qualified bu! sinesses that have experience with the repairs and access to parts and materials. The Government intends to award a Single Award Firm Fixed Price purchases order for the required services. All prospective vendors can request a copy of the equipment listing from the Contract Specialist. The provision at FAR 52.212-1, Instructions to Offerors - Commercial Items applies. Addendum to FAR 52.212-1, Paragraph (b)(5): Offers shall provide an express warranty which at a minimum shall be the same warranty terms, including offers of extended warranties, offered to the general public. Express warranties shall be included in the contract. Clause 52.212-4, Contract Terms and Conditions - Commercial Items applies as well as the following addendum clauses: FAR 219-1, Small Business Program Representations; FAR 52.219-6, Notice of Total Small Business Set-Aside; FAR 52.211-5, Material Requirements. 52-217-9 Option to Extend the Term of the Contract. 52.232-18, Availability of Funds. The ! clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items applies with the following applicable clauses for paragraph (b): FAR 52.222-26, Equal Opportunity; FAR 52.222-35, Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era, FAR 52.222-36, Affirmative Action for Workers with Disabilities; FAR 52.222-37, Employment Reports on Disabled Veterans and Veterans of the Vietnam Era. DFARS 252.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items, applies with the following clauses applicable for paragraph (b): DFARS 252.225-7001, Buy American Act and Balance of Payment Program; and DFARS 252.225-7012, Preference for Certain Domestic Commodities; and FAR 52.211-6, Brand Name or Equal. OFFERORS ARE REQUIRED TO COMPLETE AND INCLUDE A COPY OF THE FOLLOWING PROVISIONS WITH THEIR PROPOSALS: FAR 52.212-3, Offeror Repr! esentation and Certifications - Commercial Items. The government intends to make a single award to the responsible offeror whose offer is the most advantageous to the government considering price and price-related factors. Provision 52.212-2, Evaluation - Commercial Items, applies with paragraph (a) completed as follows: Award will be made to the offeror that meets the solicitation's minimum criteria for technical acceptability at the lowest price. (option 1) To be determined technically acceptable, the offeror must meet the requirements as per the statement of work Note: The full text of the Federal Acquisition Regulations (FAR) can be accessed on the Internet at www.arnet.gov.far or www.deskbook.osd.mil; Defense Federal Acquisition Regulation Supplement (DFARS) can be accessed on the Internet at www.dtic.mil/dfars. Parties responding to this solicitation may submit their quote in accordance with their standard commercial practice s (e.g. on company letterhead, formal quote! form, etc.) but must include the following information: 1) Company's complete mailing and remittance addresses, discounts for prompt payment, if any (e.g. 1% 10 days), anticipated delivery / availability of product / s, the company's CAGE code, Dun & Bradstreet Number, and Taxpayer ID number. In addition, if you are quoting on a comparable commercial item, product literature must be included. All FAR certifications and representations specified above must also accompany your quote. IMPORTANT NOTICE: DFARS 252.204-7004 "Required Central Contractor Registration" applies to all solicitations issued on/or after 06-01-98. Lack of registration in the CCR database will make an offeror/quoter INELIGIBLE FOR AWARD. Please ensure compliance with this regulation when submitting your quote. Call 1-888-227-2423 or visit the Internet at http://www.ccr.gov for more information. Quotes must be received no later than 1:00 PM, local time. 30 December 2004, and will be accepted via fax 562-62! 6-7275 or via e-mail cindy.tafoya@navy.mil . Quotes submitted as an attachment to an e-mail should be sent in Word Version 6.0 or higher. STATEMENT OF WORK 1. SCOPE OF SERVICE REQUIRED: Maintenance services include preventive, remedial, and per call maintenance. The Contractor shall perform the maintenance services specified herein, for the indicated Government owned equipment. Specific systems and equipment are shown in Attachment (1). The Contractor will be required to show evidence of the ability to obtain, and have available, sufficient spare parts to assure compliance to requirements in section 5. Due to the criticality of the system to be supported, response time on maintenance calls must be strictly adhered to. 2. LOCATION OF EQUIPMENT: Det D ? Naval Satellite Operations Center Detachment Delta, Bldg 400, Module 18 Schriever AFB Colorado Springs, CO HQ ? Naval Satellite Operations Center 661 13th St. Point Mugu NAWC, CA 3. GENERAL REQUIREMENTS a. RIGHT OF INSPECTION: Government reserves the right to inspect the equipment listed in the equipment list, or any portion thereof, at any time during contract performance, to insure the equipment is being maintained at the OEM level. This inspection shall be at no cost to the Contractor. If at any time the Government determines the equipment or component is not being maintained at the OEM level, the monthly maintenance allowance for that equipment shall be temporarily stopped. The Government shall notify the Contractor in writing within five (5) calendar days. The Contractor shall have no more than five (5) calendar days from date of receipt of notification to bring the equipment back to OEM operating specifications and shall certify same. The monthly Maintenance costs shall be reinstated upon receipt and verification of the certification by the Government. b. DISCONTINUANCE OF MAINTENANCE: Maintenance may be discontinued by the Government on thirty (30) calendar days written notice, or shorter notice when agreed to by the Contractor such notice to become effective thirty (30) calendar days from the date verbal or written notification is received by the Contractor, whichever is the earliest. However, the Government may extend the original date by written notice to the Contractor, provided such notice is furnished at least ten (10) calendar days prior to the expiration of the original date; a minimum extension of twenty (20) days is required. c. ADDITION OF EQUIPMENT: Contractor shall be required to maintain any new equipment added to systems under this contract and to maintain these new systems and equipment if the Contractor is already maintaining like or similar items from the same or another vendor. Similar equipment is equipment that has common characteristics and comparable function and operation. If used equipment is added to this contract, it will be maintained by the Contractor if the OEM, or the contractor, certifies that the equipment is eligible for OEM maintenance. If the equipment is ineligible for OEM maintenance, but can be brought up to OEM acceptable maintenance levels, the Contractor shall submit a cost proposal to bring the equipment to this level. If the Government elects to bring the equipment to that level, the Contractor shall be required thereafter to maintain that equipment. d. REMOVAL OF EQUIPMENT: The Government may delete equipment at any time during the period of performance of this contract and reduce the contract by the price of that item. e. NOTIFICATION REQUIREMENTS: Contractor will be notified in writing by the Government at least thirty (30) days in advance of any additions or deletions of equipment to be maintained under this contract. f. POINT OF CONTACT: The contractor will provide the government with a local or toll free telephone number for service calls. This phone number shall have a low frequency of use and shall be available 24 hours per day, 7 days per week, for placement of service calls. The government has the responsibility to provide the point of contact with as much information as possible to allow the proper selection of personnel and equipment to dispatch to the system site. Government personnel authorized to request service will be designated in writing to the contractor. 4. Hardware Maintenance a. PRINCIPAL PERIOD OF MAINTENANCE (PPM): The PPM shall be from 0800 hours to 1700, local time, Monday through Friday, excluding Federal and contractor holidays. All preventive maintenance shall be performed during the PPM. (All maintenance performed during the PPM, whether remedial or preventive, shall be at the basic contract price, and shall include all parts and labor.) b. PREVENTIVE MAINTENANCE: Preventive Maintenance (PM) shall be performed during the Principal Period of Maintenance (PPM). PM shall include replacement of expendable parts, running diagnostic programs according to all applicable service manuals, lubricating, cleaning, and making corrective adjustments as necessary in accordance with the OEM's specifications. The performance of the PM shall be scheduled on a mutually agreeable basis so as not to interfere with the government's operation. The frequency, duration and quality of PM shall be equal to, or exceed, that provided under the OEM's standard commercial maintenance contracts. The government has the right to defer scheduled PM for up to two weeks. Equipment failure during this deferred period will not be considered in downtime calculations. i. EQUIPMENT AVAILABILITY: Contractor shall perform preventive maintenance in accordance with the OEM recommended procedures. Equipment shall be maintained so as to sustain a 99% availability level, unless otherwise specified. ii. PREVENTIVE MAINTENANCE PERIOD: Preventive maintenance will be performed at the period recommended by the OEM. In the event the equipment has been modified and documentation of the modification is not yet available, maintenance shall be in accordance with instructions issued by the Government. iii. EQUIPMENT REMOVAL: Equipment shall not be removed from the Government installation for maintenance or repair without prior Government approval. c. REMEDIAL MAINTENANCE: Remedial maintenance to provide necessary repairs, shall be on call and furnished as per individual schedules. The Contractor shall respond to a remedial maintenance call with a returned call within thirty (30) minutes and arrive on site prepared to perform required service within four(4) hours. The Contractor shall provide the Government with a designated point of contact, plus an alternate, to receive remedial maintenance calls, and shall ensure their availability. The Contractor shall perform remedial maintenance as necessary for proper equipment performance. Such service is to include inspection, evaluation, cleaning, testing, adjustment and repairs to assure performance of equipment or component in accordance with OEM specifications and return said equipment to proper operating status. d. PER-CALL MAINTENANCE:(Outside PPM) Contractor shall provide per call maintenance service when requested, for equipment upgrades/installations and service not covered under this contract. Per-Call maintenance is defined as Remedial maintenance required during periods outside of the PPM and will be charged at the contractor's current hourly rate, for labor only. e. SITE VISIT REPORT: Contractor is responsible for providing and maintaining a site management log at each location. The format of the site management log may vary. The contents must, at a minimum, include the following: 1. A dated entry for every preventative maintenance action to include a description of any action taken to rectify problems identified during preventive maintenance. 2. A dated entry for every remedial maintenance action to include a detailed description of any parts replaced or required. f. FIELD MODIFICATIONS: Government is to be notified in writing within thirty (30) calendar days of all Field Change Orders (FCO) and Engineering Change Orders (ECOs), as promulgated by the OEM. All FCOs/ECOs are to be installed in accordance with the Governments request and at no additional cost. The Contractor shall schedule the installation at a time mutually agreed to by the Contractor and the Government. Installation of FCO's and ECO's includes updating all diagnostic routines and documentation and briefing the government and designated representatives on any operational changes. g. MALFUNCTION INCIDENT REPORTS: Government shall use a contractor provided form to report date and time of notification and a description of equipment malfunction. The Contractor shall complete the incident report by including the following: 1. Date and time notified. 2. Date and time of arrival. 3. Type, serial number and model number of each equipment worked on. 4. Time spent for repairs. 5. Description of malfunction(s). 6. General description of repairs and parts replaced. 7. Comments as to cause of malfunction(s). 8. Name of technician performing maintenance. 9. Time and date system returned to government. h. NON CHARGEABLE MAINTENANCE ITEMS: There shall be no additional charges for: 1. Replacement parts, unless such parts are required due to the fault or negligence of the Government. 2. Time spent by maintenance personnel after arrival on site, for per call maintenance, and awaiting the arrival of additional maintenance personnel and/or delivery of parts, etc., after a service call has commenced. 3. Labor performed during a one hour period beyond the PPM (for those items with 8 hour per day covered maintenance), providing the contractor was given timely notification of the failure and was given access to the equipment for the purpose of effecting repairs. If after the one hour grace period, the repair is not completed, the contractor shall notify the Government which shall then have the option of terminating work until the next PPM period or continue the repairs charged from that point at the fixed hourly labor rate outside the PPM. 4. Remedial maintenance required within a 48 hour period following initial repair due to a recurrence of the same malfunction. 5. Remedial maintenance required on any equipment when the scheduled PM for that equipment preceding the malfunction had not been performed, unless PM was omitted at the government's request or the contractor was denied access to the equipment. 5. MAINTENANCE RESPONSIBILITIES a. RESPONSIBILITIES OF THE GOVERNMENT: i. EXCLUSIVE EQUIPMENT RIGHTS: Government personnel will not perform maintenance or attempt repairs to equipment while such equipment is under the purview of this contract unless agreed to by the Contractor or unless the contractor fails to respond within the reasonable time established within this contract. ii. ACCESS: Subject to security regulations, the Government will permit access to the equipment that is to be maintained. iii. FACILITIES: Government will provide heat, light, ventilation, power, an area for the storage of his spare parts to be used on government equipment covered under this contract, and a phone available for local calls. Contractor personnel will be permitted to use government phones for local, toll free or credit card calls, or to initiate collect calls. These facilities will be provided at no charge to the Contractor. b. RESPONSIBILITIES OF THE CONTRACTOR: i. GENERAL RESPONSIBILITIES: Contractor shall provide all necessary services as specified herein at the contracted for prices, to keep the equipment maintained to OEM specifications. No repairs will be permitted on the individual printed circuit modules, except for temporary emergency repairs previously approved by the government. Any module supplied as replacements shall be equal to the module being replaced and must be new, or with government approval, is equal to new in performance. All replacement parts and assemblies must be at the current OEM ECO levels. In no case shall the contractor use any replacement parts in repairing equipment which would result in the original equipment manufacturer refusing to support the equipment. Maintenance coverage will be provided by fully trained and competent, maintenance personnel. Personnel who are "in training" will not be utilized except as observers and helpers to qualified personnel. Maintenance coverage shall not include electri! cal work external to the equipment, or installation or removal of accessories, attachments, or other such devices not specified in equipment/maintenance lists. It shall not include repair of damage resulting from accident, transportation between Government sites, neglect, misuse (unless caused by the contractor), failure of electrical power or air conditioning or humidity control, or causes other than ordinary use, except that such repair may be provided on an Per call basis, priced separately, if agreed to by the Contractor. All cables interconnecting maintained equipment are not excluded and are considered part of the equipment being maintained. ii. MAINTENANCE PERSONNEL: Contractor will utilize only fully trained and certified maintenance personnel with at least two (2) years? experience. In the case of newer equipment, the experience should equal fifty (50) percent of the time the equipment has been on the market. Any replacement personnel shall meet the same requirements. iii. PREVENTIVE MAINTENANCE PLAN: Contractor shall provide a Preventive Maintenance Plan which shall include all equipment requiring preventive maintenance, and will indicate the frequency and duration of preventive maintenance on each item. iv. MAINTENANCE CREDIT: 1. MAINTENANCE DOWNTIME CREDITS: If any equipment listed on the Equipment List remains inoperative, due to a malfunction through no fault or negligence of the Government, for a period of six (6) consecutive hours, or a total of twelve (12) hours during a 24 hour period, the contractor shall grant a credit to the Government, for each hour of downtime, in the amount of 1/30 of the total Monthly Charge for the maintenance of such equipment(s). Downtime shall begin when the Government makes a bona fide attempt to contact the Contractor's representative at the prearranged contact point, and shall end when the equipment is restored to the government in good operating condition. For maintenance credit due for equipment malfunction, the total number of creditable hours shall be accumulated during the month and adjusted to the nearest half-hour. During a period of downtime the Government may use operable equipment, when such action does not interfere with remedial maintenance. Downt! ime credits shall accrue simultaneously and in addition to response time credit until such time as the Contractor responds as defined in the clause "Remedial Maintenance". Under no circumstances will credits in any given month exceed the Total Monthly Charge of this contract. 2. RESPONSE TIME CREDITS: The amount of creditable hours (for failure to arrive within the response time designated in section 5.c) shall be accumulated for the month and adjusted to the nearest one half-hour. The amount of credit for each hour in excess of the specified response time shall be computed at the rate of 1/30th of the monthly charge for the systems involved. The total credit during any month shall not exceed the total monthly charge. v. FIELD MODIFICATIONS: Contractor will be required to provide on site field modifications based upon Government or manufacturer sponsored modifications. Such modifications to equipment maintained by contractor, including/safety related modifications, not of a substantial nature and not resulting in model redesignation, shall not be the basis of additional maintenance charges for that equipment on which the modifications have been made. Installation of a field engineering change includes updating all diagnostic routines and documentation, briefing the Navy Technical Representative on any operational changes, and briefing the contracts management officer of any changes effecting the terms and conditions of the contract. vi. SPARE PARTS, TOOLS, AND INSTRUMENTS: Contractor shall maintain the OEM specified spare parts, tools, and diagnostic equipment on site to properly and efficiently maintain the equipment to assure compliance with section 5.b.i. Contractor shall use only new standard parts or parts of equal quality unless prior approval has been granted by the Contractors Technical Representative. This means that the part may be new off the production line, or refurbished and returned by the manufacturer to the new parts stock with no distinction made between the refurbished part and a part which is newly manufactured and never used. Defective parts that have been replaced shall become the property of the Contractor, unless owned by the government. The Contractor shall maintain an adequate supply of the most critical spare parts, available within sixty (60) calendar days after contract award. Evidence of the tentative agreements with parts suppliers, in order to meet the requirement stated ! above, shall be included in the technical proposal. In no case shall the Contractor use any replacement parts in repairing equipment which would result in the original equipment manufacturer refusing to support the equipment. The Contractor shall also be responsible for providing and maintaining a complete set of current diagnostic maintenance routines normally used for testing and repairing equipment listed in Section B. vii. SECURITY CLEARANCE: Contractor shall ensure that any employee responding to a scheduled preventive maintenance call, or a remedial maintenance call, has a current industrial security clearance of SECRET or higher. viii. DOCUMENTATION: Before beginning maintenance on a system, the contractor shall have on hand the current level of maintenance documentation issued by the OEM. This documentation will be the property of the contractor, and the contractor shall keep all maintenance documentation current. 6. RELOCATION OF EQUIPMENT a. INSIDE/OUTSIDE SERVICE AREA: In the event a piece of equipment being maintained under this contract is moved to another location within the same geographical service area, the terms and conditions of this contract shall continue to apply. Geographical service area is defined as within a 50-mile radius of the original site. If the equipment(s) must be moved outside the Contractor's designated service area, then the continued applicability of this contract shall be subject to negotiation. Additional costs shall be the basis of an equitable adjustment. b.TERMS OF EQUIPMENT RELOCATION: Government shall give at least thirty (30) calendar days written notice to the Contractor of its intention to move the equipment, except in emergencies. Maintenance charges shall be suspended on the day the equipment is dismantled in preparation for shipment. Maintenance charges shall be reinstated on the day that the contractor competes reassembly.
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