PRESOL | 70 | IT Software and Hardware Maint. Support to be acquired on a sole source basis (Innovative Interfaces, Inc.) for Nimitz Library, USNA Annapolis, MD covering 36 month POP.

FBO DAILY ISSUE OF SEPTEMBER 11, 2011 FBO #3578
SOLICITATION NOTICE

70 -- IT Software and Hardware Maint. Support to be acquired on a sole source basis (Innovative Interfaces, Inc.) for Nimitz Library, USNA Annapolis, MD covering 36 month POP.

Notice Date: 9/9/2011
Notice Type: Combined Synopsis/Solicitation
NAICS: 541512 — Computer Systems Design Services
Contracting Office: N00189 NAVSUP Fleet Logistics Center Norfolk Philadelphia Office 700 Robbins Avenue, Building 2B Philadelphia, PA
ZIP Code: 00000
Solicitation Number: N0018911Q2274
Response Due: 9/16/2011
Archive Date: 10/1/2011
Point of Contact: Jay F. Gardner 215-697-9601 Jay F. Gardner
E-Mail Address: :
Small Business Set-Aside: N/A
Description: Note: This requirement will be synopsized including the solicitation in accordance with FAR 13.501(a)(1)(iv). JUSTIFICATION AND APPROVAL FOR USE OF SOLE SOURCE 1. Contracting Activity. The requiring activity is the United States Naval Academy (USNA) Annapolis, MD; the contracting activity is the NAVSUP Fleet Logistic Center (FLC) Norfolk. 2. Description of the Action Being Approved. The use of other than full and open competition is to award a new purchase order on a sole source basis to Innovative Interfaces, Inc. (III) of Emeryville, CA, Large Business (LB) concern. The instant requirement is to provide hardware/software maintenance support for the III integrated library system located at the Nimitz Library, U.S. Naval Academy Annapolis, MD. This represents a follow on to purchase order N00189-10-P-Z821 which was also awarded to III on a sole source basis. The proposed period of performance will consist of 36 months encompassing a base period of twelve months commence 01 October 2011 and continuing through 30 September 2012 plus two, one year options. The software maintenance portion of the requirement consists of approximately 90 % of the total requirement with the remaining 10% consisting of hardware maintenance support. 3. Description of Supplies and Services. The Nimitz Library requirement includes standard hardware maintenance, software maintenance, software upgrades, modifications and enhancements to the integrated library system. All future software upgrades, releases and enhancements must be compatible with current hardware and software configurations or the Library system will fail to operate. The only firm who has access to this software is the sole source provider, III. No other firm has the capability of meeting all of the Library 冱 minimum needs which are considered mission critical to USNA. 4. Statutory Authority Permitting SOLE SOURCE. Section 4202 of the Clinger-Cohen Act of 1996 - a sole source acquisition under the authority of the test program for certain commercial items, as implemented by FAR 13.501(a). 5. Rationale Justifying Use of Cited Statutory Authority. The Nimitz Library 冱 System operates 24 hours per day, seven days per week supporting in-house users during library hours (100 hours per week), as well as users who access over the NADN network, via Internet VPN. Resolution of application software problems can be obtained only from the sole source provider, III, the only firm who has exclusive access to the software codes. Furthermore, III has designed its software to function optimally only on specific brands and models of hardware. IIII has confirmed that they will not support any hardware or operating system software that is not purchased through III due to the cost and performance risks involved. Without the umbrella support provided by III, the various inter-related components of the Nimitz Library system would be severely limited to meet the needs of the academic community which is considered mission critical to USNA. Extensive Market Research conducted by the requiring activity reveals that there are not any known sources capable of meeting all of existing hardware and software configurations of the Nimitz Library system. The Nimitz Library currently owns and licenses approximately $500 K in hardware and software support from III. Without the services of III, the value of this investment would diminish daily and the software would be rendered unusable within months. The only alternative to the Government would be to install an entirely new system which would cause a significant duplication of costs. The cost to replace the integrated library system currently in use at Nimitz Library would be in excess of $300 K. This includes cleaning records and transferring data from the present system to any new system, re-engineering system interfaces, making work flow modifications, retraining staff, etc. In the interim, the academic community would be severely impacted during the conversion. Based on the foregoing, this alternative solution is not considered viable based on cost considerations and the mission critical needs of USNA. 6. Description of Efforts Made to Solicit Offers from as Many Offerors as Practicable. This requirement will be synopsized in the NECO/FEDBIZZOPS including the solicitation in accordance with FAR 13.501(a)(1)(iv). Based on Market Research, III is the only source who can meet all of USNA 冱 minimum needs. 7. Determination of Fair and Reasonable Cost. The Contracting Officer has determined the anticipated cost to the Government of the supplies/services covered by this J&A will be fair and reasonable. 8. Actions to Remove Barriers to Future Competition. For the reasons set forth in Paragraph 5, NAVSUP FLC Norfolk has no plans at this time to compete future contracts for the types of services covered by this document. If another potential (brand name) source emerges, NAVSUP FLC Norfolk will assess whether competition for future requirements is feasible. 9. Contracting Point of Contact The point of contact at NAVSUP FLC Norfolk is Jay F. Gardner, Code 260.1B, at DSN 442-9601, commercial (215) 697-9601 or by e-mail at jay.gardner@navy.mil. The solicitation which includes the Pricing Schedule and the PWS is as follows: CLINDescriptionQtyU/IUnit Price Ext Amt Lot I - Base Period 12 MO 0001Information Technology Hardware and Software Maintenance Support IAW PWS for the Base period of 01 October 2011 through 30 September 2012 Lot II - Option Year One 12 MO 0002Information Technology Hardware and Software Maintenance Support IAW PWS for Option Year One of 01 October 2012 through 30 September 2013 Lot III - Option Year Two 12 MO 0003Information Technology Hardware and Software Maintenance Support IAW PWS for Option Year Two of 01 October 2013 through 30 September 2014 Total Lots Combined - (CLIN 0001-0003) Performance Work Statement SECTION 1 GENERAL 1.1 Scope of Work: The Contractor shall provide all necessary personnel, materials, equipment, labor and supervision to provide maintenance support services for the Innovative hardware and software located at Nimitz Library, U.S. Naval Academy, Annapolis, MD (herein called the Library). The monthly maintenance charges shall include the required diagnostic, remedial and preventive hardware maintenance, software maintenance and support, standard system releases and software upgrades, replacement parts and the inbound shipment thereof, and travel. 1.1.1 The Contractor shall provide, as options and at additional cost, hardware and software to develop or modernize the Library system, such as necessary to update the existing character-based library software modules to support web-based �thin client � technology. 1.2 Official Maintenance Hours: 1.2.1 Diagnostic maintenance service: Full remote diagnostic maintenance service shall be provided for Innovative system hardware and software during the continuous period, 24 hours per day, 7 days per week, 365 days per year. 1.2.2 Remedial maintenance, Hardware and Software: During the eleven consecutive hours between 0900 EST and 2000 EST, Monday through Friday, at minimum, hardware and software remedial maintenance support services shall be provided. 1.2.3 Preventive maintenance, Hardware and Software: During the nine consecutive hours between 0800 EST and 1700 EST, Monday through Friday, at minimum, hardware and software preventive maintenance support services shall be provided. The official maintenance hours shall be in force daily. If the Contractor should alter the maintenance service hours offered to the general public to hours more advantageous to the Government than the official maintenance hours listed herein, the Government reserves the right to alter these official maintenance hours at no additional cost. 1.3 Personnel: The Contractor shall provide a sufficient number of personnel possessing the skills, knowledge and training to satisfactorily perform the services required by this contract. Personnel performing work under this contract shall remain employees of the Contractor and will not be considered employees of the Government. 1.3.1 Conflict of Interest: The Contractor shall not employ any employee of the U.S. Naval Academy or Department of Defense, either military or civilian, if such employment would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of Defense unless such person receives prior approval, in writing, from the Contracting Officer prior to the employee 冱 contract start date. SECTION 2 DEFINITIONS 2.0 As used throughout this contract, the following terms shall have the meaning set forth below. Definitions contained in this section apply to all work requirements under the contract. 2.1 Standard Definitions: 2.1.1 Contract Administrator: The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual, normally working in an appropriate contracting or procurement career field, advises on all technical contractual matters. 2.1.2 Contracting Officer (CO): A person duly appointed with authority to enter into and administer contracts on behalf of the Government. 2.1.3 Contractor: The Contractor, its subsidiaries and affiliates, joint ventures involving the Contractor, or any entity which the Contractor may have merged with or any individual or entity that assisted or advised the Contractor in the preparation of a proposal under this solicitation. 2.2 Technical Definitions: 2.2.1 Diagnostic Maintenance: Diagnostic Maintenance consists of those actions performed in order to identify the cause of a hardware or software problem that prevents the equipment or systems services from being fully operational. 2.2.2 Preventive Maintenance: Preventive maintenance consists of those actions performed on a scheduled basis, required to prevent fully operational equipment or systems services from becoming functionally impaired or inoperative. 2.2.3 Remedial Maintenance: Remedial maintenance consists of those actions required to return inoperative or functionally impaired equipment or system services to a fully operational condition. 2.2.3.1 Ship-in Maintenance (Remedial): Ship-in maintenance consists of the replacement of defective plug-in or screw-in components by shipment of replacement parts for in-house installation. 2.2.4 Software Modification (Upgrade): A modification of the licensed software to remedy software 彙ugs � and bring the licensed software into conformance with the software specifications and product description. Such improvements are related to operating performance but do not change the basic function of the software or the general file size. Software modifications are provided by the manufacturer at no additional charge. 2.2.5 Software Release: A separate (new) software version containing product enhancements and additional functions integral to the operation of the existing system software which is provided by the manufacturer to the Government and to all licensed users at no additional cost as part of the monthly maintenance fees. 2.2.6 Software Product (New): A software product or module containing product enhancements incidental to, but fully compatible with the operation of the existing system software, such as additional databases or product interfaces, which are offered by the manufacturer to licensed users as an option and at additional cost. SECTION 3 CONTRACTOR FURNISHED ITEMS 3.0 GENERAL: The Contractor shall furnish all property and services which are necessary to perform the requirements of this contract. Contractor furnished property and services shall be compatible with existing Government systems and equipment. The Government will not be held responsible for any loss, theft, damage or vandalism of any Contractor property provided in connection with this contract. 3.1 Contractor shall provide only new standard parts or parts equal in all respects to new parts. The Contractor shall provide replacement of defective plug-in or screw in components by prompt shipment for in-house installation. The Government will return defective components to the Contractor. Parts which have been replaced shall become property of the Contractor. SECTION 4 SPECIFIC TASKS � MAINTENANCE 4.0 Contractor Responsibilities: The Contractor shall provide diagnostic, remedial and preventive maintenance services for designated equipment, hardware and software. The Contractor shall furnish a point of contact to receive requests for maintenance support services, including toll-free telephone number(s) and e-mail. The Contractor shall respond to requests for hardware and/or software maintenance support within two (2) hours. 4.1 Diagnostic maintenance service: The Contractor shall have the capability to perform maintenance and diagnostics through a dial-up port arrangement and through an Internet connection provided by the Library. The Contractor technician shall help the Government operator to determine whether the malfunction is caused by hardware, software, or operator error. If the problem can be solved through dial-up port or Internet, it will be done at that point; if not, the Contractor shall be required to begin remedial maintenance within four (4) hours and to expend their best efforts to return the software and/or equipment to operational status within twenty-four (24) hours of notification. 4.1.1 The contractor will respond to any problems reported by the Library to the contractor 冱 voicemail service no later than 1130 EST on Saturday or 1230 EST on Sunday and begin efforts to return the software and/or equipment to operational status within twenty-four (24) hours of notification as described in paragraph 4.1 above. 4.2 Hardware Maintenance: 4.2.1 Remedial Maintenance: The Contractor shall provide on-call remedial maintenance during the full maintenance service hours as specified in Section 1.2.2 within a maximum two (2) hour response time and shall initiate replacement shipment notification for defective components as specified in Section 3.1 within twenty-four (24) hours of notification. 4.2.2 Preventive Maintenance: The Contractor shall perform any required preventive maintenance to include inspecting, cleaning, lubricating, adjusting and repairing the equipment, replacing defective parts and installing engineering change orders in accordance with Section 4.2.4. Preventive maintenance actions shall be performed at a frequency equal to that recommended by the original equipment manufacturers of all equipment. Preventive maintenance shall be performed during normal business hours, Monday through Friday between the hours of 0800 EST and 1700 EST, by appointment, during periods which do not interfere with the academic and operational missions of the Library. If a mutually agreeable schedule for preventive maintenance cannot be established, the Government reserves the right to specify the schedule for performance of preventive maintenance. 4.2.3 Included Services: There shall be no additional charge for: Replacement parts, unless parts are required due to the fault or negligence of the Government. Preventive maintenance, regardless of when performed. Remedial maintenance which was requested during the principal period of maintenance (and any extension thereof as specified in the contract) regardless of when maintenance is performed. Time spent by maintenance personnel after arrival at the site awaiting the arrival of additional maintenance personnel and/or delivery of parts, etc. after a service call has commenced. Remedial maintenance required on any machine when the scheduled preventive maintenance for the machine preceding the malfunction had not been performed, unless preventive maintenance was omitted at the Government 冱 request or the Contractor was denied access to the equipment. Remedial maintenance required within a 24-hour period due to a recurrence of the same malfunction. 4.2.4 Engineering Changes: The Contractor shall be required to provide any Original Equipment Manufacturer sponsored engineering changes to the Contracting Officer or his duly authorized representative. All changes required to correct safety hazards shall be offered by the Contractor. The Contractor shall offer all such changes in writing to the Contracting Officer. The Contracting Officer shall accept or reject offered changes in writing. Accepted changes shall be applied within thirty (30) calendar days of written acceptance by the Contracting Officer to all items of equipment of systems requiring accepted changes. 4.2.5 Operable Equipment: If requested by the Government, the Contractor shall certify that an item of equipment dropped from maintenance support be operable at the time of notification to drop the item from the contract. In the event of cancellation and or termination of the contract, the Contractor shall be required to certify that all equipment covered by the contract is operable at the time of cancellation/termination. 4.3 Software Maintenance: 4.3.1 Remedial Maintenance: The Contractor shall provide remedial maintenance services for the system software by means of physical, telephone dial-in or secure Internet access to the system during those hours specified in Section 1.2.2 of this contract, or any modifications thereof. All corrections or modifications shall be accomplished at the fixed monthly charges. 4.3.2 Preventive Maintenance/Upgrades: Upgrades and new releases and supporting documentation thereto of the software licensed to the Library shall be installed at no cost to the Library as long as the equipment currently being used as the Innovative computer system has been determined by the Contractor to be sufficient and/or compatible for the load and operation of such new release or upgrade. If the equipment is deemed not to be sufficient for the installation of a new release or upgrade to the software, then the Government shall be responsible for the cost of such new equipment as may be required for such software upgrade. If the Government declines to upgrade its hardware to accommodate the upgrade and/or enhancement to the software, then the Government shall remain at its then current software release. When the Government receives upgrades or new releases, software support for the new version shall be provided at current maintenance list prices. The Contractor shall inform the Government of the release of new products or features for the system which may be acquired by the Government from the Contractor at the then prevailing market price, less Government discount. 4.4 Innovative Millennium System Expansion Option: The Government shall have the option to purchase certain hardware and software products for the purpose of modernizing the existing Library system, such as Encore, PathFinder Pro and Research Pro, supporting software and the hardware upgrade necessary to operate and support them. If the Government exercises its option to purchase these or similar packages or portions thereof, the cost of maintaining the additional hardware and software shall be added to the monthly maintenance agreement established under this contact at current maintenance list prices and under the same terms and conditions. Maintenance on added items shall commence on the first day after the thirty (30) day installation warranty expires. 4.5 Add/Delete Items: The Contracting Officer retains the right to add or drop an item from the maintenance plan at any time during the contract period. Maintenance will not be required on dropped items beginning thirty (30) days after the Contractor is notified in writing or by email that the item(s) will be dropped. Maintenance on added items shall commence on the first day after the thirty (30) day installation warranty expires, at such charges as shall be negotiated for each instance. 4.6 Government Responsibilities: The Government agrees to take reasonable care of the equipment. Government personnel shall not perform maintenance or attempt repairs to equipment covered by this contract unless agreed to by the Contractor. The Government shall permit access to the equipment as necessary and shall provide sufficient time for Contractor-sponsored modifications to be accomplished outside the normal preventive maintenance hours. On reasonable notice and at Contractor expense, the Government will permit the Contractor physical, telephone dial-in or secure Internet access to the system to correct software bugs and carry out modifications to the system for the purpose of maintaining the system.
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/DON/NAVSUP/FISCDETPHILA/N0018911Q2274/listing.html)
Place of Performance: Address: USNA, Nimitz Library, Annapolis, MD; Zip Code: 21402
Record: SN02570572-W 20110911/110910001019-e484eacf8d43e711dda7db0e6ee6ae91 (fbodaily.com)
Source: FedBizOpps Link to This Notice
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70 -- IT Software and Hardware Maint. Support to be acquired on a sole source basis (Innovative Interfaces, Inc.) for Nimitz Library, USNA Annapolis, MD covering 36 month POP.