SPECIAL NOTICE
J -- Intent to Award Sole Source
- Notice Date
- 9/5/2019
- Notice Type
- Special Notice
- NAICS
- 561621
— Security Systems Services (except Locksmiths)
- 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
- NARA-883103-19-Q-00116
- Archive Date
- 10/5/2019
- Point of Contact
- Cynthia D. Jones, Phone: 301-837-1860, Santo E. 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
- Special Notice It is the intent of the National Archives and Records Administration (NARA) to enter into a sole source, firm fixed price order with Diebold Nixdorf, 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 561621, Security Systems Services. The period of performance is date of award through 12 months with four option periods of 12 months each. The anticipated award date is September 30, 2019. 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 12:00 p.m. eastern time on September 20, 2019. 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 12:00 p.m. eastern time on September 20, 2019, 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 p.m. eastern time on September 11, 2019. Points of Contact: Cynthia Jones, Contract Specialist, 301-837-1860, cynthia.jones@nara.gov; Santo E. 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 JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION FAR 6.302-1 Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements (41 U.S.C. 3304(a)(1)) National Archives and Records Administration 8601 Adelphi Road College Park, MD 20740-6001 Annual Maintenance Agreement with Diebold Nixdorf, Inc. for Maintenance of the Charters Vault and Integrated Automated Retraction System Technical Requirements Certification: I hereby certify that this justification for other than full and open competition is made in good faith, that the supporting data and information are accurate and complete to the best of my knowledge and belief, and that I would not be making this request if it were feasible to fully compete this requirement. I further certify this request is not the result of lack of advanced planning or a desire to expend funds while those funds are still available. 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 award a sole source award for Diebold Nixdorf, Inc. for an annual maintenance agreement for the Vaults for the Charters of Freedom and the Integrated Automated Retraction Systems. The maintenance agreement will keep the systems in the best working condition, thereby ensuring the continuous display of the Charters of Freedom. III.A DESCRIPTION OF THE SUPPLIES OR SERVICES REQUIRED TO MEET THE AGENCY'S NEEDS (INCLUDING THE ESTIMATED VALUE). The annual maintenance agreement will include quarterly preventative maintenance, technical and telephone support services, emergency services, a base year purchase of critical spares, an annual option to purchase critical spares, and an annual option to purchase upgrades that may be required. The maintenance agreement will be for a base year plus four, 12-month option years. The total estimated value of this requirement is $--- for a five-year period of performance. The cost estimate includes an option for $ -- per year for upgrades, an option for $-- a year for the purchase of critical spares, and 50% of the estimated option year IV cost. 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." See II above. V.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. The Charters Vault and Integrated Automated Retraction provides secure storage for and permits daily display of the Charters of Freedom. Diebold Nixdorf, Inc., and its subcontractor Dematic, custom designed, fabricated, and installed the Charters Vault and Integrated Automated Retraction Systems. 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 Nixdorf are considered proprietary and therefore the documentation is protected. For these reasons, Diebold Nixdorf, Inc. must be the source of the maintenance 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. Only Diebold Nixdorf 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. A Notice of Intent to Sole Source will be posted on Federal Business Opportunities for the required 15 days. VII.A DETERMINATION BY THE CONTRACTING OFFICER THAT THE ANTICIPATED COST TO THE GOVERNMENT WILL BE FAIR AND REASONABLE The anticipated cost of this new effort is estimated to be $--- for the base year plus four option years. The cost for each option year was increased by 3.5%. The cost estimate was developed using historical data. The anticipated cost of this new effort is considered fair and reasonable. VIII.A DESCRIPTION OF THE MARKET RESEARCH CONDUCTED AND THE RESULTS OR A STATEMENT OF THE REASON MARKET RESEARCH WAS NOT CONDUCTED. Market Research was not conducted because Diebold Nixdorf, Inc., and its subcontractor Dematic, custom designed, fabricated, and installed the Charters Vault and Integrated Automated Retraction Systems. Diebold Nixdorf, Inc. is the only contractor 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. IX.ANY OTHER FACTS SUPPORTING THE USE OF OTHER THAN FULL AND OPEN COMPETITION. SEE FAR 6.303-2(a)(9) Diebold Nixdorf, 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 Nixdorf, Inc. is the only contractor 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. 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 BACKGROUND INFORMATION 1.1 The National Archives and Records Administration (NARA) is an independent Federal agency that helps safeguard and preserve our nation's history by overseeing the management of all Federal records. The stories of our nation and our people are told in the records and artifacts cared for in NARA facilities around the country and people can discover, use, and learn from this documentary heritage. The mission is to ensure ready access to the essential evidence that documents the rights of American citizens, the actions of Federal officials, and the national experience. 1.2NARA requires a maintenance agreement 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 following equipment will be serviced under the maintenance agreement: QuantityEquipment 3Vaults 3Integrated Automated Retraction Systems 2.0SCOPE OF WORK 2.1Preventative Maintenance 2.1.1The Contractor shall perform preventative maintenance on the Charters Vaults and the Integrated Automated Retraction System to ensure the Charters can be safely displayed and stored. Preventative maintenance shall be performed quarterly during each year of the order. 2.1.2All persons who enter the Charters vaults shall sign a non-disclosure agreement regarding the security systems in use. 2.1.3The Contractor shall provide a written report of the preventative maintenance work performed during each preventative maintenance visit. Reports shall be submitted to the Contracting Officer's Representative (COR) within seven (7) business days after each preventative maintenance visit. 2.1.4The Contractor shall, at a minimum, inspect, maintain, and replenish parts stock for the three vaults, Security Room G6 control panel, and document shuttles. 2.1.5The Contractor shall repair or replace the following components as necessary: •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 •Electrical system a. electrical enclosures b. interface board c. AC operating voltage d. air filters e. circuit boards f. indicator lights g. fuses h. all controllers •Door drive system a. drive motor b. brake c. door guide rollers d. encoder e. wire rope f. couplings g. locking pins •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 •Lubrication a. door gear reducer b. shuttle gear reducer c. shuttle chains •Vault doors a. lock and locking mechanism b. door operation and floor clearance c. door stops and integrated components 2.2Support Services 2.2.1The Contractor shall provide technical support via telephone and internet - Monday through Friday (excluding Federal Holidays) from 8:00 a.m. to 6:00 p.m. eastern time. The Contractor shall respond within 8 hours for non-critical issues. 2.2.2The Contractor shall provide a response via telephone or email 24/7, including Federal Holidays, within two (2) business hours for emergency issues (for example, if the Retraction System is not operational). 2.2.3The Federal Government holidays are New Year's Day, Martin Luther King Jr.'s Birthday, Inauguration Day, Presidents' Day, Memorial Day, July 4th, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, and Christmas Day. 2.3Emergency Services 2.3.1The Contractor shall provide response to emergency service calls by telephone or email within two (2) hours of notification. 2.3.2After determination by Contractor and NARA of nature of emergency, Contractor shall be on site within 24 hours of notification. 2.4Optional Upgrades 2.4.1 If upgrades are required, Contractor shall notify the COR. The Contractor shall provide the COR with a written cost estimate. 2.4.2Upgrades shall not be made and parts shall not be purchased without written approval from a NARA Contracting Officer. The COR is not authorized to approve upgrades. 2.4.3If upgrades are approved, they will be priced separately and added to the order via a modification signed by a NARA Contracting Officer. Any upgrade or purchase in advance of receiving a signed modification is at the Contractor's risk. 2.5Purchase of Critical Spares 2.5.1 After the initial base year purchase of critical spares, if critical spares are required, the Contractor shall provide the COR with a written cost estimate. 2.5.2Critical spares shall not be purchased without written approval from a NARA Contracting Officer. The COR is not authorized to approve the purchase of critical spares. 2.5.3If critical spares are required, they will be priced separately and added to the order via a modification signed by a NARA Contracting Officer. 2.5.4 See Attachment 3 for list of critical spares to be purchased during base year of the order. 2.5.5See Attachment 8 for complete list of critical spares. 3.0 PLACE OF PERFORMANCE AND CONTRACTING OFFICER'S REPRESENTATIVE (COR) 3.1Service shall be performed 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 shall be made in advance by the COR. 3.2The Contracting Officer's Representative (COR) for this order is: Name: TBD Telephone: Email: 4.0 PERIOD OF PERFORMANCE 4.1The period of performance will be for a base year plus four, 12-month option periods. 5.0HOURS OF OPERATION 5.1Quarterly preventive maintenance and upgrades shall be undertaken during non-business hours, Monday through Friday, beginning at 5:15 p.m. eastern time, or later, unless mutually agreed upon by the COR and the Contractor. 5.2Emergency visits, such as failure of mechanical or software systems, will be scheduled as needed by the COR and coordinated with the Contractor. 6.0TASKS AND DELIVERABLES 6.1The deliverables are discussed in paragraph 2.0 above. 6.2The Government will not reimburse the Contractor for any travel cost incurred as a result of the services performed under this order.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/NARA/NAA/AC/NARA-883103-19-Q-00116/listing.html)
- Place of Performance
- Address: National Archives and Records Administration, Washington, District of Columbia, 20408, United States
- Zip Code: 20408
- Zip Code: 20408
- Record
- SN05432949-W 20190907/190905231242-b12bf3bfcd11750597627ffc24fbeb61 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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