SOLICITATION NOTICE
J -- Maintenance of PBX System
- Notice Date
- 11/7/2008
- Notice Type
- Presolicitation
- Contracting Office
- Environmental Protection Agency, Office of Acquisition Management, Region III, Contracts Branch (3PM10), Environmental Protection Agency, Contracts Branch, 1650 Arch Street, Philadelphia, PA 19103
- ZIP Code
- 19103
- Solicitation Number
- RFQ-PA-09-00004
- Response Due
- 11/21/2008
- Archive Date
- 12/21/2008
- Point of Contact
- Point of Contact, Denise Jones, Purchasing Agent, Phone (215) 814-5195<br />
- Small Business Set-Aside
- N/A
- Description
- NAICS Code: 811213 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 utilizing Simplified Acquisition procedures under FAR Part 13 and as supplemented with additional information included in this notice. Thissolicitation is issued under RFQ-PA-09-00004. This announcement constitutes the only solicitation; bids are being requested and a written solicitation will not be issued. This is a combined synopsis/solicitation for preventive maintenance on the NEC PBX system located in Philadelphia, PA and all associated software/ hardware/systems/batteries/telephone equipment. Depending on who the vendors are bidding on this SOW, a site survey may or may not be necessary. Term of coverage will be for a Base--January 1, 2009 through December 31, 2009 and two Option Years- January 1, 2010 through December 31, 2011. STATEMENT OF WORKThe contractor is to provide labor and materials for a firm-fixed price maintenance on the PointSpan system and should include all PBX hardware, current and upgraded software, battery operation, man-machine terminal operation and any other terminals connected to the system, telephone instruments as well as all other aspects associated with the operation of the Pointspan PBX system. Contractor must be PointSpan Certified. Maintenance is to be available to the EPA 24/7 and is to include the following: Unlimited telephone assistance with the contractors certified PointSpan technical support personnel. At any time (day/night; week/weekend) the EPA technician may contact support personnel for assistance via telephone. If a problem occurs which is of a non-emergency nature, and the EPA on-site technician is unavailable or cannot resolve the problem, the EPA Project Officer may request a PointSpan technician be dispatched to the site. This will be paid under the NTE line or separate order. Remote dial-in capability to monitor systems as necessary and to assist with technical support. The remote in place will be utilized to assist with technical support. Notification by means of Acall home@ or any/all major service effecting alarms. This is done by an in-place modem. If the contractor identifies problems that must be resolved immediately under TAL (Trouble Action Log), the contractor is to inform the EPA=s on-site technician or Project Officer of occurrence and remedy. The contractor is responsible for this monitoring via modem connection 24/7. Notify EPA technician of servicing affecting alarms. If the alarm cause can not be remedied by the EPA PBX on-site technician with the assistance via phone with the contractor, the EPA Project Officer may request that an PointSpan technician be dispatched on site. Remedies must be discussed between the contractor and EPA and upon determination and agreement, the necessary steps to resolve the issue will be taken. All conflicts will be escalated to the EPAs Project Officer prior to decision.The contractor is responsible to provide the EPA information bulletins (MIBs) and written notices concerning any changes to software or equipment, software upgrades or equipment operation on a regular basis. The contractor is to provide any PointSpan web site address (if available) that will assist in providing current and new information to the government. Emergency PointSpan personnel are to be dispatched and on site within four (4) hours of any system failure. Emergency system failure means that the system is considered under total failure and the remedy to resolve the problem can not be handled via modem or through phone technical support. This service and related travel is to be provided during work hours as well as evening/weekends. (Service to be available twice a year. If additional 4 hour emergency occurrences are necessary, they will be covered under the NTE line or under separate order.) If this situation should occur, PointSpan personnel are required to stay on-site until the system is up and running properly.Replacement/installation of parts associated with the PointSpan PBX system in order to maintain full redundant operation. (Parts to be procured under separate order). Price of new/refurbished equipment and warranty coverage are to be provided prior to purchase. Contractor will be on-site for new upgrades/installations at no cost to the Government. Replacement of equipment (phones, cards, cabinets, batteries, etc., new or refurbished) is to be procured through this contract or under separate order as deemed necessary by the Project Officer. Price and warranty coverage are to be provided prior to purchase. (See below for installation/upgrades). Provide assistance with software and/or equipment upgrades to the system as necessary. All repair (not of an emergency nature) and software upgrades requiring down time to the system will be done after 6:00 p.m. or on weekends unless otherwise specified by the EPA Project Officer and will be covered under this order. Note: If any other charges are required along with items under the NTE line, a cost breakout, (e.g., hourly rate, travel, etc.) must be provided. Periodic dialing and testing of all associated equipment for preventive maintenance. Report any problem activity to the EPA Technician or Project Officer. Although the contractor is not responsible to provide maintenance on the Gordon Kapes Site Monitor and Octel Voice Mail System, they are required to assist with troubling shooting integrations between the associated systems to the PBX if necessary. Perform Preventive Maintenance (PM=s) on all Batteries associated with the PBX Backup system. Provide assistance with any routing (NPA=s) or card resetting as necessary.Provide a current library/manuals of the PointSpan system and upgrades (either hard copy or via CD).In addition to list of equipment noted below the site utilizes two Wyse Terminals and ITE 12SD and ITE 30SD telephone sets. Additional Requirements:In the event that the on-site PBX EPA technician can not resolve troubles utilizing the unlimited phone assistance with the contractor or the contractor can not resolve via, the dial in modem or the two 4 hour emergency call in requests have been utilized, the Project Officer may request an PointSpan certified technician be dispatched to the site for assistance. EPA will have an option to request this via a separate line item not to exceed $2,500.00. Project Officer:Helen McCue215/814-5151Alternate:Donna Sutsko215/814-5616 Technical Asst:Michael Bispels215/814-5658PointSpan PBX and Associated Equipment Equipped With Port CardsQty 1 EITE (Integrated Terminal Equipment) - Digital Line CardPorts Per Card36Total Ports36 Qty 37 2ITE (Integrated Terminal Equipment) - Digital Line CardPorts Per Card 36Total Ports 1332 Qty 4 OPX (Off Premise Extension) - Analog Line CardPorts Per Card 16Total Ports 64 Qty 6 ST36 (Standard Telephone Equipment) - Analog Line CardPorts Per Card 36Total Ports 216 Qty 3 ST24 (Standard Telephone Equipment) - Analog Line CardPorts Per Card 24Total Ports 72 Qty 8 PRI (ISDN Primary Rate Interface) Ports Per Card 24Total Ports 192 Qty 1 BRI (ISDN Basic Rate Interface) Ports Per Card 24Total Ports 24 Qty 2 2WT (Wiring Trunk) Ports Per Card 12Total Ports 24 Qty 1 4WT (Wiring Trunk) Ports Per Card 12Total Ports 12 Total Ports: 1972 Other Seller Products To Be Supported:Qty 6 MSF (Multi-Service Function) CardsQty 1 DTI (Diagnostic Test Interface) Qty 1 EBC (Ethernet Bridge) CardQty 10 BXI (Bus Exchange Interface) CardsQty 5 DC Converter CardsQty 2 RNGPWR (Ring Power) CardsQty 1 C.ITOH 5000 PrinterQty 1 Intecom PDI (Programmable Data Interface) connected between PBX and C.ITOH 5000 PrinterQty 1 Intecom PDI (Programmable Data Interface) connected between PBX and Gordon Kapes Site Monitor ModuleQty 1 Intecom PDI (Programmable Data Interface) connected between PBX and Octel 250 Voice Mail Server.Qty 2 Intecom PDI (Programmable Data Interface) connected between PBX and 2 P.C.=s used as Man Machine Terminals.Qty 1 WYSE Terminal (WY-160-ES)Qty 1 WYSE Terminal (WY-325)Qty 1 Modem for PBX (Optima 336 V.34) Qty 1 Microframe / Sentinal 2000 Call Detail Recording Buffer BoxQty 2 MCU=s (Master Control Unit)Qty 1 SMM Module (System Maintenance Module)Qty 2 DIOM Module Backup Power SystemQty 1 Delta Inverter / Model ES148N202AB AQty 1 FLEXPOWER 3000 Charger/Rectifier (Four 3000 Watt AC to DC Converters) / SN: BE 4800207Qty 36 Batteries / Make: C+D / Model: TEL 12-90 / Battery Cabinet SN: 98040626 Submit the following information:1.) Company Name, Address, DUNS #, Contact Person; All interested parties must be registered in CCR. 2.) Pricing; Base and Option Years shall be priced separately for a 12-month period with a monthly rate. 3.) Technical capabilities to perform maintenance service; 4.) Three references for same/similar services performed in the last three years. Include reference name, a point-of-contact, address and phone number, list the contract dates with corresponding awarded dollar amount. For information regarding this solicitation, email your request to the ATTN: jones.denise-t@epa.gov by COB, Friday, November 14, 2008. The associated North American Industrial Classification System (NAICS) code for this procurement is 811213. This requirement is a Small Business Set Aside. Award will be made to the lowest price technically acceptable offerer. Email your quotation by 4:00 p.m. EST, Friday, November 21, 2008 to the ATTN: jones.denise-t@epa.gov. This solicitation and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-27. In accordance with 12.603(c)(2)(xii), the following FAR clauses are incorporated in this notice and any resultant contract through clause 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (Nov 2007):52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-41, 42.222-43, 52.222-48, 52.222-51, 52.225-1, 52.52.232.29, 52.232-30, 52.232-33. The following provisions are hereby incorporated by reference: 52.216-18 Ordering (Oct 1995); 52.212-1 Instructions to Offerors (June 2008);52.212-3 Representation & Certifications (June 2008); 52.212-4 Contract Terms and Conditions-Commercial Items (Oct 2008); 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (Oct 2008); 52.217-9 Option to Extend the Term of the Contract (Mar 2000);52.222-48 Exemption from Application of Service Contract Act Provisions (Nov 2007);CLAUSES 52.212-3 AND 52.222-48 MUST BE FILLED OUT IN THEIR ENTIRETY, SIGNED AND RETURNED WITH QUOTATION. The full text of these and any clauses may be accessed electronically at http://acquisition.gov/far/index.html.
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