J--UPS Maintenance (VA-18-922616)
Department of Veterans Affairs, Canandaigua VAMC | Published November 24, 2017 - Deadline November 29, 2017
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COMBINED SYNOPSIS/SOLICITATION UPS/BATTERY MAINTENANCE AT THE ALBANY VA MEDICAL CENTER
(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR part 13 and Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.
(ii) This solicitation is issued as a request for quote (RFQ). Request for Quote will be submitted through fedbizopps.gov on RFQ reference number 36C24218Q0078.
(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-88-1.
(iv) This procurement is being issued as a total Service Disable Veteran Owned Small Business set aside. The North American Industry Classification System (NAICS) code is 238210 (Electrical Contractors and Other Wiring Installation Contractors) with a Small Business size standard of $15.0 million.
(v) The Contractor shall provide pricing to provide UPS/Battery Maintenance. See Statement of Work Below:
(vi) The period of performance for this requirement is 01/01/2018 to 12/31/2018
STATEMENT OF WORK
UPS/BATTERY PREVENTIVE MAINTENANCE
General Scope of Work:
All parts and labor to perform annual UPS/Power conditioning preventive maintenance and semiannual battery preventive maintenance on UPS/power conditioning system(s) located at the Albany VA Medical Center, in main computer rooms D611 and A27/28. The government is contemplating the establishment of a base contract plus four (4) option years. Units are:
(2) Emerson NPOWER 80KVA Installed in 2009 (caps/batteries/fans replaced in 2017)
(2) APC 20KW Installed in 2010/2013
UPS Full Preventive Maintenance Service:
Annual Service: Perform temperature check on all breakers, connections, and associated controls. Repair and/or report all high temperature areas. Perform a complete visual inspection of the equipment including subassemblies, wiring harnesses, contacts, cables, and major components. Check air filters for cleanliness, (if applicable). Check module(s) completely for the following (if applicable): Rectifier and inverter snubber boards for discoloration. Check power capacitors for swelling or leaking oil. (if applicable). DC capacitor vent caps that have extruded more than 1 /8", (if applicable). Record all voltage and current meter readings on the module control cabinet or the system control cabinet. Measure and record harmonic trap filter currents, (if applicable). Check the inverter and rectifier snubbers for burned or broken wires. Check all nuts, bolts, screws, and connectors for tightness and heat discoloration. Check fuses on the DC capacitor deck for continuity (if applicable). With customer approval, perform operational test of the system including unit transfer and battery discharge. Calibrate and record all electronics to system specifications. Check or perform Engineering Field Change Notices (FCN) as necessary. Measure and record all low-voltage power supply levels. Record phase-to-phase input voltage and currents. Review system performance with customer to address any questions and to schedule any repairs.
Battery Inspection Service: Performed During the UPS Annual PM Service. Check integrity of battery cabinet (if applicable). Visual inspection of the battery cabinet and/or room to include: Check for NO-OX grease or oil on all connections (if applicable). Check battery jars for proper liquid level (if flooded cells). Check for corrosion on all the terminals and cables. Examine the physical cleanliness of the battery room and jars. Measure and record DC bus ripple voltage (if applicable). Measure and record total battery float voltage.
Semi-Annual Battery Service: Inspect the appearance and cleanliness of the battery and the battery room. Clean normal jar top dirt accumulation (to be done only with battery off line). Measure and record the total battery float voltage and charging current. Measure and record the overall AC ripple voltage. Measure and record the overall AC ripple current.
Visually inspect the jars and covers for cracks and leakage. Visually inspect for evidence of corrosion. Measure and record the ambient temperature. Verify the integrity of the battery rack/cabinet.
Measure and record 100% of the jar temperatures. Measure and record the float voltage of all jars. Measure and record all internal ohm readings. Provide a detailed written report noting any deficiencies and corrective action needed, taken and/or planned. Verify approval for Battery Life program.
Annual Service includes the above, plus: Re-tighten all battery connections to the battery manufacturer's specifications, if required. Refer to the manufacturer's literature to determine if re-tightening is required. Measure and record all battery connection resistances in micro-ohms, when applicable. Corrective Maintenance Performed as Required: Refurbish cell connections as deemed necessary by the detailed inspection report.
Provide all software updates as required and specified per manufacturer s directions for all UPS units in this SOW (where applicable)
VA Security C&A Security Requirements:
The computer rooms are considered secure areas and coordination with IT will need to be conducted. Each contractor entering the rooms will need to be escorted and sign in and out of the visitors log which is viewable by the Inspector General s office and the Information Security Officer and VA Police.
A full written report is required after completion of services. This report can be send electronically to the COR for the project.
Security Requirements: All employees of general contractor and subcontractors shall comply with VA security management program and obtain permission of the VA COR, be identified by the contract and employer, and restricted from unauthorized access.
Contractor vehicles shall be parked in designated areas of the campus. Request from the VA COR will be needed when picking up and dropping off materials and supplies, if necessary.
Performance Monitoring: Performance monitoring shall be conducted by the designated VA COR in accordance to OEM specific guidance; and all salient characteristics as described by this statement of work. VA COR shall inform the CO of any discrepancies. No payments shall be made before acceptance by designated VA COR representative occurs.
Place of Performance.
Albany-Stratton VA Medical Center
13 Holland Avenue
Albany, NY 12208
Period of Performance. 01/01/2018 to 12/31/2018. Vendor shall commence work within 15 days from notice to proceed by the COR.
Contracting Office Address:
VISN 2 Network Contracting Office - Canandaigua
400 Fort Hill Ave
Canandaigua, New York 14424
A site visit is encouraged and will take place on November 28, 2017 at 10:00 AM EST. Interested vendors are encouraged to meet at the Albany VAMC Building 1 Main Lobby 10-15 minutes prior to above referenced time. RSVP is required 24 hours in advance via email to email@example.com. This will be the only provided site visit.
(vii) Awardee shall coordinate with the VA COR prior to performance.
(viii) The provision at FAR 52.212-1, Instructions to Offerors-Commercial Items (MARCH 2016), applies to this acquisition. All offers must reference:
Solicitation number for this requirement as 36C24218Q0078.
Name, address and telephone number of offeror
Technical description of services to be performed in accordance with the Statement of Work
Terms of any express warranty
Acknowledgement of any solicitation amendments
Past performance information
A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation.
Offers that fail to furnish required representation or information, or reject the terms and conditions of the solicitation may be excluded from consideration.
The following provisions are included as addenda to FAR 52.212-1:
52.204-16 Commercial and Government Entity Code Reporting (July 2016)
52.204-17 Ownership or Control of Offeror (July 2016)
52.204-20 Predecessor of Offeror (July 2016)
852.209-70 Organizational Conflicts of Interest (JAN 2008)
852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)
852.270-1 Representatives of Contracting Officers (JAN 2008)
(ix) The provision at FAR 52.212-2, Evaluation Commercial Items (OCTOBER 2014), applied to this acquisition.
All successful offerors are required to be, and show proof of being, an Emerson Authorized Service Repair Company and APC service repair company. This is a non-negotiable factor and checks will be conducted to verify prospective vendors OEM authorization to work on the equipment.
(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:
Award shall be made to the contractor whose quotation offers the lowest priced technically acceptable to the government, considering technical capability, past performance, and price. The government shall evaluate information based on the following evaluation criteria:
Technical capability to meet all of the requirements of the SOW, please provide a maximum 5 page capability statement. Offers for partial requirement will not be evaluated and will be deemed non-responsive upon receipt.
Price: Vendor s price must be fair and reasonable as determined by Contracting Officer s price analysis.
Past Performance: Identify at least three references, preferably federal agency contracts, including contract number, dates of performance, points of contact, and telephone numbers, whereby you have provided the same or similar services, of the magnitude described in this solicitation. References will be considered in the evaluation process. Offerors should send their listed private sector references a letter, authorizing the reference to provide past performance information to the Government.
The contractor s past performance will be evaluated based on the following: reliability, cost, order accuracy, delivery/timeliness, quality, business relations, personnel, customer support, and responsiveness. Relevant past performance information shall include key personnel who have relevant experience, predecessor companies, and subcontractors who will perform major or critical elements of this solicitation. The contracting office will also review performance history in PPIRS. Offerors without relevant past performance or for whom past performance information is not available, will receive a neutral rating.
(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).
(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.
This requirement includes options executed under FAR 52.217-8. The government will evaluate prices for the option under FAR 52.217-8 by using the last year s option prices to calculate the price for six months of efforts, and adding that amount to the base and other option years to arrive at the total.
(x) The provisions at FAR 52.212-3, Offeror Representations and Certifications-Commercial Items applies to this acquisition. * All firms or individuals submitting a quote shall include a completed copy of this provision, OR have current Representations and Certifications in the System for Award Management (SAM - https://www.sam.gov). Representations, Certifications, and SAM must be current at award. IF NOT CURRENT AND/OR YOU DO NOT SUBMIT A COMPLETED COPY OF THIS PROVISION, YOUR QUOTE WILL BE CONSIDERED NON-RESPONSIVE.
(xi) The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. The following clauses are included as addenda to FAR 52.212-4:
52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (APR 2014)
52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011)
52.217-8 Option to Extend Services (NOV 1999)
52.217-9 Option to Extend the Term of the Contract (MAR 2000)
52.228-5 Insurance-Work on a Government Installation (JAN 1997)
CL-120 Supplemental Insurance Requirements
52.232-18 Availability of Funds (APR 1984)
52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013)
852.203-70 Commercial Advertising (JAN 2008)
852.232-72 Electronic Submission Of Payment Requests (NOV 2012)
852.237-70 Contractor Responsibilities (APR 1984)
001AL-11-15- A Limitations on Subcontracting Monitoring and Compliance (JUNE 2011)
852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside (DEC 2009)
(xii) The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Order- Commercial items, applies to this acquisition.
52.219-28, Post Award Small Business Program Representation (Jul 2013)
52.222-3, Convict Labor (June 2003)
52.222-21, Prohibition of Segregated Facilities (APR 2015)
52.222-26, Equal Opportunity (APR 2015)
52.222-50, Combating Trafficking in Persons (MAR 2015)
52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011)
52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008)
52.232-34, Payment by Electronic Funds Transfer Other than System for Award Management (Jul 2013)
52.222-41, Service Contract Labor Standards (MAY 2014)
52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014)
52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015).
(xiii) The Service Contract Act of 1965 does apply to this procurement; the applicable wage determination is attached to this combined synopsis/solicitation
(xv) This is an open-market total Service Disable veteran Owned Small Business set-aside combined synopsis/solicitation for UPS/Battery Maintenance at the Upstate New York VA Healthcare System, Albany Campus as defined herein. The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:
"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."
"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"
The Quoter shall list exception(s) and rationale for the exception(s).
Submission shall be received not later than 12:00 PM EST, Friday, December, 08, 2017. The government shall only accept electronic submissions via email, please send all quotations to Juan.Cobas@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). RFI s will not be accepted after Monday December 04, 2017 @ 2:00pm EST.
(xvi) Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to Juan Cobas, Contract Specialist, 585-393-7731; Juan.Cobas@va.gov.
See attached document: P07 WD Albany County.
See attached document: Statement of Work ATS Maintenance