SPECIAL NOTICE
J -- Maintenance of Vaults and Retraction System
- Notice Date
- 4/24/2014
- Notice Type
- Special Notice
- NAICS
- 541330
— Engineering Services
- Contracting Office
- National Archives and Records Administration, NAA, Acquisitions Division, 8601 Adelphi Road, Room 3340, College Park, Maryland, 20740-6001, United States
- ZIP Code
- 20740-6001
- Solicitation Number
- NAMA-14-Q-0046
- Archive Date
- 5/24/2014
- Point of Contact
- Cynthia D. Jones, Phone: 301-837-1860, Santo C Plater, Phone: 301-837-2059
- E-Mail Address
-
cynthia.jones@nara.gov, santo.plater@nara.gov
(cynthia.jones@nara.gov, santo.plater@nara.gov)
- Small Business Set-Aside
- N/A
- Description
- It is the intent of the National Archives and Records Administration (NARA) to enter into a sole source, firm fixed price order with Diebold, Inc., 5995 Mayfair Road, North Canton, OH, 44720-1597, for annual maintenance of the Charters Vaults and the Integrated Automated Retraction Systems. The proposed contract action will be conducted in accordance with FAR Part 12, Acquisition of Commercial Items. The NAICS code is 541330. The period of performance is date of award through 12 months with four option periods of 12 months each. The anticipated award date is May 19, 2014. The proposed contract action is for services for which the Government intends to solicit and negotiate with only one source under the authority of FAR 6.302, only one responsible source and no other supplies or services will satisfy agency requirements. Interested persons may identify their interest and capability to respond to the requirement or submit proposals no later than 4:00 PM ET May 9, 2014. This notice of intent is not a request for competitive proposals. However, all proposals received after the date of publication of this synopsis and prior to 4:00 PM ET May 9, 2014, will be considered by the Government. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. The Government will not be responsible for any costs incurred in responding to this notice. Direct any questions regarding this announcement in writing to Ms. Cynthia Jones no later than 12:00 PM ET May 5, 2014. Points of Contact: Cynthia Jones, Contract Specialist, 301-837-1860, cynthia.jones@nara.gov; Santo Plater, Contracting Officer, 301-837-2059, santo.plater@nara.gov; Place of performance: National Archives and Records Administration, 700 Pennsylvania Avenue, NW, Washington, DC 20408 See attachment 1 - Justification for Other Than Full and Open Competition See attachment 2 - Performance Work Statement Attachment 1 I. IDENTIFICATION OF THE AGENCY AND THE CONTRACTING ACTIVITY, AND SPECIFIC IDENTIFICATION OF THE DOCUMENT AS A "JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION" See Page 1 II. NATURE AND/OR DESCRIPTION OF THE ACTION BEING APPROVED NARA seeks to make a sole source purchase from Diebold, Inc. for an annual service agreement for the RXC Conservation Laboratory for the Vaults for the Charters of Freedom and the Integrated Automated Retraction Systems in order to keep the systems in the best working condition, thereby ensuring the continuous display of the Charters of Freedom. The contract term is for a twelve (12) month base period plus four (4) one-year option periods. This system, which was developed by Diebold, Inc. and its subcontractor Dematic (formerly HK Systems) is peculiar to this contractor, since they designed and installed The Charters Vaults and the Integrated Automated Retraction Systems. III. A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET THE AGENCY'S NEEDS (INCLUDING THE ESTIMATED VALUE) To ensure continuous display of the Charters of Freedom to the American people, preventive maintenance of the Charters Vault and the Integrated Automated Retraction System is to be provided quarterly during a 12-month period, during non-business hours when the Charters of Freedom are not on display. Response to emergency service calls is to be within 2 hours of notification by telephone or email. Price is to be inclusive of all parts and labor. A written report must be submitted to NARA following each maintenance visit. NARA has the option of purchasing any upgrades that may be required in an amount not to exceed $ per year. IV. AN IDENTIFICATION OF THE STATUTORY AUTHORITY PERMITTING OTHER THAN FULL AND OPEN COMPETITION. 41 U.S.C. 3304(a)(1) -"Only One Responsible Source" as implemented by FAR 6.302-1. V. A DEMONSTRATION THAT THE PROPOSED CONTRACTOR'S UNIQUE QUALIFICATIONS OR THE NATURE OF THE ACQUISITION REQUIRES USE OF THE AUTHORITY CITED This acquisition meets the authority of FAR 6.302-1 which states that this authority may be used "when the supplies or services required by the agency are available from only one responsible source,...or from only one or a limited number of responsible sources, and no other type of supplies or services will satisfy agency requirements, full and open competition need not be provided for." A Sources Sought/Request for Information Notice was posted on Federal Business Opportunities from March 19, 2014 - March 26, 2014 for this requirement. No responses were received. Diebold, Inc., designed, fabricated, and installed the Charters Vault and Integrated Automated Retraction Systems and has maintained these systems for the past 10 years. As a unique installation, the system is considered proprietary. While the service parts are not considered proprietary, certain parts may be custom to the design of the system and not available on the open market. Products that are designed and manufactured by Diebold are considered proprietary and therefore the documentation is protected. For these reasons, Diebold, Inc. must be the source of the service agreement. A different company would not be able to supply custom parts or service for the hardware, software, mechanical systems, or Vault structure, all of which are integrated into NARA's programs and protocols that help to assure daily exhibition of the Charters of Freedom. VI. A DESCRIPTION OF EFFORTS MADE TO ENSURE THAT OFFERS ARE SOLICITED FROM AS MANY POTENTIAL SOURCES AS IS PRACTICABLE, INCLUDING WHETHER A NOTICE WAS OR WILL BE PUBLICIZED AS REQUIRED BY SUBPART 5.2 AND, IF NOT, WHICH EXCEPTION UNDER 5.202 APPLIES. A Sources Sought/Request for Information Notice was posted on Federal Business Opportunities from March 19, 2014 - March 26, 2014 for this requirement. No responses were received. The Charters Vault and Integrated Automated Retraction that provides secure storage for and permits daily display of the Charters of Freedom, was custom designed, manufactured, and installed by Diebold, Inc. for NARA. The system is considered proprietary and parts that are custom to the design of the system are not available on the open market. Only Diebold is able to provide the custom parts, repairs, preventive maintenance, and application and user support required to keep the Charters Vault and Integrated Automated Retraction System functioning at peak performance. No other companies could service this installation and system as demonstrated by the proprietary nature of the system and the lack of responses to the Sources Sought/Request for Information Notice. VII. A DETERMINATION BY THE CONTRACTING OFFICER THAT THE ANTICIPATED COST TO THE GOVERNMENT WILL BE FAIR AND REASONABLE The total estimated value is $ for a five-year period of performance plus up to an additional $ if upgrades are purchased. The estimate was developed using historical data. The cost for each option period were multiplied by a 5% escalation factor. The Independent Government Cost Estimate is inclusive of all expected costs during the five year period of performance. VIII. A DESCRIPTION OF THE MARKET RESEARCH CONDUCTED (SEE PART 10) AND THE RESULTS OR A STATEMENT OF THE REASON MARKET RESEARCH WAS NOT CONDUCTED A Sources Sought/Request for Information Notice was posted on Federal Business Opportunities from March 19, 2014 - March 26, 2014 for this requirement to solicit interest from other possible vendors. No responses were received. Since Diebold, Inc. custom designed, fabricated, and installed the Charters Vault and Integrated Automated Retraction Systems and has maintained these systems for the past 10 years, Diebold, Inc. must be the source of the service agreement. A different company would not have access to proprietary documentation or proprietary parts for the hardware, software, mechanical systems, or Vault structure, all of which are integrated into NARA's programs and protocols that help to provide secure storage and daily exhibition for the Charters of Freedom. IX. ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL AND OPEN COMPETITION. SEE FAR 6.303-2(a)(9) Diebold, Inc. designed, fabricated, and installed the Charters Vault and the Integrated Automated Retraction System, which is a unique installation. The system is proprietary and the documentation is therefore protected. Parts that were custom designed for the system are not available on the open market. Diebold is the only supplier of service for this system. X. A LISTING OF THE SOURCES, IF ANY, THAT EXPRESSED, IN WRITING, AN INTEREST IN THE ACQUISITION N/A XI. A STATEMENT OF THE ACTIONS, IF ANY, THE AGENCY MAY TAKE TO REMOVE OR OVERCOME ANY BARRIERS TO COMPETITION BEFORE ANY SUBSEQUENT ACQUISITION FOR THE SUPPLIES OR SERVICES REQUIRED N/A XII. CONTRACTING OFFICER CERTIFICATION THAT THE JUSTIFICATION IS ACCURATE AND COMPLETE TO THE BEST OF THE CONTRACTING OFFICER'S KNOWLEDGE AND BELIEF. See Page 1. Attachment 2 PERFORMANCE WORK STATEMENT Maintenance Agreement for Charters Vault and Retraction System 1.0 INTRODUCTION Statement of Need NARA seeks a maintenance agreement for the RXC Conservation Laboratory for the Vaults for the Charters of Freedom and the Integrated Automated Retraction Systems. This agreement is needed to keep the systems in the best working condition, thereby ensuring the continuous display of the Charters of Freedom. The contract term is for a twelve (12) month base period plus four (4) one-year option periods. This system, which was developed by Diebold, Inc. and its subcontractor Dematic (formerly HK Systems), was installed in 2003. The Integrated Automated Retraction Systems control the display of the Charters in the Rotunda and their safe storage within the Charters Vaults. 2.0 BASIC REQUIREMENTS 2.1 This Performance Work Statement is for a maintenance agreement for the Charters Vaults and the Integrated Automated Retraction System. 2.2 Equipment Qty Equipment 4 Vaults 3 Integrated Automated Retraction Systems 2.3 General Requirements - Maintenance visits, support services, emergency services, and assessment of needed upgrades 2.3.1 Maintenance visits Preventive maintenance is to be provided quarterly during a 12-month period, during non-business hours when the Charters of Freedom are not on display. 1. Perform four quarterly preventative maintenance visits during contract period (one per quarter) of the Charters Vaults and the Integrated Automated Retraction System to ensure the Charters can be safely displayed and stored. 2. Provide a written report of the preventative maintenance work performed within one week of each visit to the NARA Point of Contact (POC). 3. At a minimum, for the three vaults and document shuttles, inspect, maintain, and, as necessary, repair or replace the following components: 3.1 Shuttle system a. shuttle operation and condition b. aisle MIA controls c. aisle E-Stop controls d. beacons e. warning horn f. horizontal sync flag sensors g. horizontal sync flags h. floor anchors 3.2 Electrical system a. electrical enclosures b. interface board c. AC operating voltage d. air filters e. circuit boards f. indicator lights 3.3 Door drive system a. drive motor b. brake c. door guide rollers d. encoder e. wire rope f. couplings g. locking pins 3.4 Shuttle and shuttle drive system a. shuttle plates b. shuttle chains c. rollers/slide bearings d. sprocket teeth, shafts, thrust washers, etc. e. encoder timing belt f. shuttle top plate g. torque limiting clutch 3.5 Lubrication a. door gear reducer b. shuttle gear reducer c. shuttle chains 3.6 Vault doors a. lock and locking mechanism b. door operation and floor clearance c. door stops and integrated components 2.3.2 Support Services 1. Technical support via telephone and internet - Monday through Friday (excluding Federal Holidays) from 8:00 a.m. to 6:00 p.m. Eastern Time (normal hours for Conservation Laboratory staff), within 8 hours for non-critical issues. 2. Response via telephone or email 24/7, including Federal Holidays, within 2 business hours for emergency issues (for example, if the Retraction System is not operational). 2.3.3 Emergency Services 1. Response to emergency service calls is to be within 2 hours of notification by telephone or email. 2. After determination by contractor and NARA of nature of emergency, contractor shall be on site within 24 hours of notification. Price is to be inclusive of all parts, labor, and travel expenses. All persons who enter the Charters vaults must sign a non-disclosure agreement regarding the security systems in use. 2.3.4. Given age of software and hardware since initial installation (2000), contractor is to provide an assessment of any needed upgrades and associated costs. The assessment shall be submitted to the NARA POC by September 30, 2014. 3.0 PLACE OF PERFORMANCE Service is to be provided at the following location: National Archives and Records Administration 700 Pennsylvania Avenue, NW Washington, DC 20408-0001 Entrance for contractor personnel and equipment will be the 7th Street loading dock. Arrangements will be made in advance by the NARA POC. NARA Point of Contact for this Order: Name: TBD Phone: Email: 4.0 PERIOD OF PERFORMANCE The period of performance will be for a base year plus four one-year option periods. 5.0 HOURS OF OPERATION Quarterly preventive maintenance must be undertaken during non-business hours, beginning at 5:15 p.m. or later, Eastern Time, Monday through Friday, unless mutually agreed upon by the NARA POC and the contractor. Emergency visits, such as failure of mechanical or software systems, will be scheduled as needed by the NARA POC and coordinated with the contractor. 6.0 TASKS AND DELIVERABLES The deliverables are discussed in paragraph 2.3 above. The Government will not reimburse the contractor for any travel cost incurred as a result of the services performed under this contract.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/NARA/NAA/AC/NAMA-14-Q-0046/listing.html)
- Place of Performance
- Address: National Archives and Records Administration, 700 Pennsylvania Avenue, NW, Washington, District of Columbia, 20408, United States
- Zip Code: 20408
- Zip Code: 20408
- Record
- SN03348253-W 20140426/140424235415-48258426d8bd2f65f483c4ee9370c1aa (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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