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FBO DAILY - FEDBIZOPPS ISSUE OF JUNE 14, 2018 FBO #6047
SOURCES SOUGHT

Z -- UPS and Battery Maintenance Contract for KC ROCC

Notice Date: 6/12/2018
Notice Type: Sources Sought
NAICS: 811310 — Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance
Contracting Office: Social Security Administration Office of Acquisition and Grants 1540 Robert M. Ball Building 6401 Security Blvd Baltimore MD 21235
ZIP Code: 21235
Solicitation Number: 28321318RI0000051
Response Due: 7/6/2018
Archive Date: 7/21/2018
Point of Contact: CROWLEY, TERRY
Small Business Set-Aside: Total Small Business
Description: SMALL BUSINESS SOURCES SOUGHT SYNOPSIS Solicitation Number: 28321318RI0000051 Notice Type: Sources Sought Classification Code:Z1AANAICS Code: 811310 Synopsis: The Social Security Administration (SSA) is conducting a market survey/sources sought to help determine the availability and technical capability of qualified small businesses, 8(a) qualified small businesses, small disadvantaged businesses, women-owned small businesses, veteran-owned small businesses, service disabled veteran-owned small businesses and Historically Underutilized Business Zone small businesses capable of providing the requirement below. This announcement is not a request for quotes, and the Government is not committed to issue a solicitation or award a contract pursuant to this announcement or based on responses to this announcement. Information received from this market research is only for planning purposes, and will assist the Government in its acquisition strategy. As such, the Government will not entertain questions concerning this synopsis, and will not pay any costs incurred in the preparation of information for responding to this market survey or the Government 冱 use of the information. Proprietary information must be clearly identified as proprietary information. The Government will not provide a debrief on the results of the survey. All information submitted will be held in a confidential manner and will only be used for the purpose intended. BACKGROUND The Social Security Administration uses two (2) Government-owned Eaton Uninterruptible Power Source (UPS) systems, Model 9135, with two associated battery strings of 240 for each unit. The UPS units are running in a parallel and have a Web-X card installed for monitoring purposes. The battery cells are PowerSafe DDM valve regulated batteries. The UPS monitoring is performed using Eaton 冱 Powervision software on a stand-alone Personal Computer (PC) with a workgroup hub and Digital Subscriber Line (DSL) connection. Battery monitoring is performed using Cellwatch software on a stand-alone PC with a workgroup hub and DSL connection. The UPS is used to support the Regional Operations Computer Center (ROCC), which is located in the Richard Bolling Federal Building. The ROCC supports SSA 冱 nationwide computer networks and the Voice Over Internet Protocol (VOIP) for multiple states. It is essential for the ROCC to have 24/7 continuous, uninterrupted power for these critical functions. The current system was purchased in 2003 and has been under warranty service and/or maintenance service agreement since it was installed. CONTRACTOR PERFORMANCE REQUIREMENTS The contractor shall provide all labor, equipment, materials, supervision, and tools necessary to perform preventive and remedial maintenance for two (2) Government-owned Eaton UPS units, model 9135 and associated battery strings of 240 batteries for each unit. Maintenance shall include maintenance for ordinary wear and tear to the UPS equipment, travel expense, replacement of all necessary parts with factory approved/certified replacement parts, adjustments and repairs. All corrective maintenance to the battery system shall be in accordance with the battery manufacturer 冱 warranty. The system is located at the Social Security Administration, Bolling Federal Office Building, 601 E. 12th Street, UPS Room; Basement Floor, Kansas City, Missouri 64106. The UPS system is continually operational and SSA has a strictly controlled and limited number of network shutdown periods with overnight maintenance windows. All routine testing and associated maintenance shall be scheduled in advance and utilize a 24/7 schedule. All maintenance and testing activity must be coordinated with and approved by the Kansas City UPS Contracting Officer Representative (COR), Deborah Case, CMR Project Manager, Bolling Federal Office Building, 601 E. 12th Street, Room 1065, Kansas City, MO 64106. Preventive maintenance will be planned with sufficient time for the service technicians to thoroughly test, inspect for worn parts, install firmware updates and calibrate the systems and software when needed so the UPS meets the manufacturer 冱 most current operating specification. The Government shall be notified prior to the system being placed in the by-pass mode, whenever applicable. Any routine service procedure (i.e. systems or programming change that necessitated a Computer Room shut down) requiring suspension of the UPS and By-pass service, will require a minimum of 90 days prior notice in writing to the COR to coordinate a schedule with the network shutdown periods. Any additional or emergency repairs, when needed, shall be performed on a 24/7 schedule with a 4 hour response timeframe. The contractor shall obtain and review all schematics, control logic, and operational/maintenance manuals necessary to perform the maintenance as described in this specification. Following any technician visit for maintenance, repair, or inspection, the contractor shall submit a service report, detailing the results of the visit. PREVENTIVE MAINTENANCE The contractor shall provide all necessary maintenance labor, documentation, factory approved/certified repair parts, maintenance supplies, tools, testing equipment, and other related services. The Contractor shall keep the equipment in excellent operation condition and provide a remote monitoring service for the UPS and Battery systems. Preventive and remedial maintenance shall be performed on the UPS and Battery Systems at the Social Security Administration UPS Room, Basement, Bolling Federal Office Building, 601 E. 12th Street, Kansas City, Missouri 64106. (1) General Requirements The contractor shall perform scheduled maintenance on covered equipment in accordance with the original equipment manufacturer (OEM) requirements. An annual preventive maintenance visit shall include the following items: Calibration of all metering and protective features. Functional testing of all transfer conditions. Inspection of online performance and equipment history. Examination of interfaces to other equipment. Visual check on batteries and battery environment. Written evaluation providing a record of equipment performance. Following the preventive maintenance inspection, the contractor shall fill out a maintenance service report, detailing the results of the inspection, and making specific recommendations toward future remedial action or upgrades. (2) Scheduling The Contractor shall provide a list of all the services to be performed and the frequency of these services as recommended by the OEM along with their specifications. Minimum level of OEM maintenance shall be per the manual. Regarding areas of conflicting or noted error, SSA will assign minimum level of service. Preventive maintenance (PM) requiring the shutdown of equipment shall be performed during Saturdays, Sundays, and Federal Government holidays on a 24/7 schedule and shall be coordinated to coincide with scheduled network shut down periods. Any scheduled work to the UPS requiring transfer to Maintenance By-Pass mode, shall be conducted at a time assigned by the COR. These times are normally during periods of minimal computer work performance in the Computer Room. This is usually Sundays, or early A.M. hours. All other services shall be provided Monday through Friday between the hours of 8:00 A.M. and 4:30 P.M. CST, excluding Federal Government holidays with prior consent of the COR. Maintenance of all equipment shall meet the current requirements of the Original Equipment Manufacturer (OEM). PM shall be coordinated with the COR at the location to assure the orderly and transparent conversion to manual By-Pass mode. If a mutually agreed upon schedule for the PM cannot be established, the Government reserves the right to specify the schedule for the performance of the PM. The contractor may schedule an appointment to conduct a performance check of the installed UPS systems and related battery systems. (3) UPS Systems Typical general checks that shall be performed during a preventive maintenance inspection procedure for the UPS shall include the current requirements of the OEM. All checks shall be performed in such a manner that there is no interruption to the UPS 冱 operating condition or to the critical load. The checks shall be performed, with advance consent of the COR, during off line operation or in an isolated or bypass mode. The checks should include the visual inspections, verification of operating parameters (internal, external and environmental), and review of the monitoring system parameters. (4) Battery System Battery system maintenance of SSA battery equipment shall include the tasks set forth in the current requirements of the OEM. These tasks shall include recording and reporting of pertinent battery system and environmental measurements, inspections of conditions, cleaning of all accessible surfaces, and a review of the Cellwatch System. (5) Annual Maintenance The annual maintenance procedure shall include all of the Preventive Maintenance items with the addition of the following: a. Measurements to be Recorded and Reported ｿMeasure and record the connection resistance of 100% of the inter cell/battery connections. b. Inspections of Condition ｿRe-torque any connection where the resistance is above 20% of the average. c. Cellwatch System Review ｿCellwatch Control System operation and functionality to be checked and reviewed thoroughly test, inspect for worn parts, install firmware updates and calibrate the systems and software when needed so the system meets the manufacturer 冱 most current operating specification. REMOTE MONITORING AND RESPONSE SERVICE The contractor shall provide a remote monitoring service for the UPS and Battery systems. This service shall utilize SSA 冱 existing DSL connection to the PC housed in the UPS room. Monitoring shall be done for major alarm conditions, provide remote diagnostics as possible, and dispatch a field service technician for problem resolution, when necessary. The contractor shall notify SSA 冱 COR or designated representative by phone when a major alarm occurs. ON CALL REMEDIAL MAINTENANCE The Contractor 冱 certified maintenance personnel shall arrive at the designated point within four (4) hours from the time (a) the Government notifies the contractor that remedial maintenance is required or (b) remote monitoring determines the need for onsite remedial maintenance. The Contractor shall provide the Government with a point(s) of contact and make arrangements to enable its maintenance representative to receive such notification. The Contractor shall submit the point of contact to Deborah Case, COR, Facilities Service Team, Bolling Federal Office Building, 601 E. 12th Street, Room 1065, Kansas City, MO 64106. NONCHARGEABLE MAINTENANCE ITEMS The items listed below are included in this scope and not chargeable separately to the Government: a. All parts determined to be defective are the responsibility of the Contractor. Any parts required due to the obvious fault or negligence of the Government can be chargeable items. b. Preventive and remedial maintenance, regardless of when performed. c. Time spent by maintenance personnel after arriving at the site awaiting arrival of additional maintenance personnel and/or delivery of parts, after service call has been commenced. d.Remedial maintenance found to be necessary during the PM regardless of when the maintenance is performed. e.Any additional test equipment necessary to evaluate and diagnose electronic malfunction problems, i.e. no display on the monitor, intermittent fault occurrence, etc. REPORTS Following each preventive maintenance visit shall issue a verbal report summarizing the condition of the battery systems and identifying any critical issues before leaving the site. A written report including specific recommendations toward future remedial action or upgrades shall be submitted to the COR within 5 business days. The report can be submitted to the COR in electronic format. Following each remedial maintenance visit, the Contractor shall furnish a malfunction incident report, preferably in electronic format, to the COR upon completion of each maintenance call. The report will be submitted within 5 business days. The report shall include as a minimum, the following: a. Date and time of notification of occurrence. b. Date and time of arrival on site. c. Type and model number(s) of machine(s) or item(s) d.Description of malfunction e.Detail, including serial number, of component or item in system needing repair. f. Description of repair and or parts replaced. h. Detail of any modifications to the system or component function. c. Date and time equipment was returned to successful operation. SPECIAL REQUIREMENTS (1)The Contractor shall have a technician available 24 hours a day, 7 days a week, 52 weeks a year. (2)All technicians must be factory trained and certified to work on SSA 冱 existing UPS equipment and systems. Proof of training and certification may be requested by SSA at the time of award. (3)All technicians sent to the site must have the Occupational Safety and Health Administration (OSHA), Institute of Electrical and Electronics Engineers (IEEE) and National Fire Protection Association (NFPA) tools, personal protection equipment and training to comply with arc flash and electrical safety so avoid creating unsafe conditions during their service visits. (4)The Contractor must supply parts which are factory approved or certified. (5)The Contractor must supply identifying information on their service personnel to SSA 冱 COR in advance of the service visits to facilitate building entry. This can be done on an annual or per-visit basis. Contractors without a valid GSA credential will be required to have valid state driver 冱 licenses to be allowed access into the building. (6)Parking inside the government facility may not necessarily be available to the contractor. (7)Drive-in authorization for tool and equipment loading and unloading can be arranged in advance of any visit by SSA 冱 representative. (8)Contractor personnel will be accompanied at all times by government personnel. (9)The contractor shall have an established quality assurance program of contact with the customer to ensure satisfaction and timeliness of the service provided. HEALTH AND SAFETY All work will comply with applicable requirements in latest edition of CFR 29, 1910 and 1926, in their entirety. All work will comply with all applicable Federal, state, and municipal health and safety requirements. Where there is a conflict between applicable regulations, the most stringent will apply. The contractor will assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of personnel during the execution of this contract. The contractor will hold the Government harmless for any action on its part, or that of its employees or subcontractors, which may result in illness or death. CONTRACTOR UTILIZATION OF GOVERNMENT FACILITIES While on Government premises, all Contractor personnel shall comply with the rules, regulations and procedures governing the conduct of personnel and the operation of this facility. Contractor personnel are required to have identification that shows their names with "passport" style photo, e.g., a Missouri driver's license. DAMAGE OR LOSS TO CONTRACTOR 儡 PROPERTY The Government shall not be responsible in any way for damage to, or loss of, the contractor 冱 equipment kept on Government property; or the contractor 冱 employees personal belongings brought onto Government premises, occasioned by fire, theft, accident, or otherwise. Period of Performance: The period of performance for completion of all work under this contract shall be from the effective date of contract award through the following: Base Year: September 20, 2018 through September 19, 2019 Option Year One: September 20, 2019 through September 19, 2020 Option Year Two: September 20, 2020 through September 19, 2021 Option Year Three: September 20, 2021 through September 19, 2022 Option Year Four: September 20, 2022 through September 19, 2023 This contract shall not exceed 66 months. The North American Industry Classification System (NAICS) code is 811310 and the size standard is $7.5m. Interested firms with the capability of providing the requirement, per applicable subcontracting rule limitations (e.g., those in FAR 52.219-3 and 52.219-14), shall submit capability statements that demonstrate their expertise in the above-described areas in sufficient detail, including any other specific and relevant information, so the Government can determine the firm 冱 experience and capability to provide the requirements. Failure to demonstrate the capability of providing the requirement in response to this market survey may affect the Government 冱 review of the industry 冱 ability to perform or provide these requirements. In addition to capability statements, firms must include this information in their responses: (1) organization name, address, email address of a point of contact who can verify the demonstrated capabilities, website address, and telephone number; (2) size and type of ownership/or company structure and socioeconomic designation for the organization [i.e. small business, small disadvantaged business, 8(a), etc.]; (3) vendor 冱 business experience; and (4) state if/if not registered in System for Award Management (SAM). Vendors must send written responses by July 6, 2018 to Terry Crowley, Contract Specialist at terry.crowley@ssa.gov. NO TELEPHONE CALLS PLEASE. Contracting Office Address: Richard Bolling Federal Building 601 E. 12th Street, 10th Floor, Post B-8 Kansas City, MO 64106 Place of Performance: Social Security Administration Mid-America Program Service Center 601 E. 12th St. Kansas City, MO 64106-2818 Primary Point of Contact: Terry Crowley Terry.crowley@ssa.gov
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/SSA/DCFIAM/OAG/28321318RI0000051/listing.html)
Record: SN04952409-W 20180614/180612230715-feb9376fb97cb206441ba3816c8f2696 (fbodaily.com)
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Z -- UPS and Battery Maintenance Contract for KC ROCC