MAINTENANCE SERVICE AND SUPPORT, IN-ROW COOLING SYSTEM
Type of document: Contract Notice
Country: United States
MAINTENANCE SERVICE AND SUPPORT, IN-ROW COOLING SYSTEM
Department of the Army
6001 COMBAT DR ABER PROV GRD MD 21005-1846
Sandra J. Kennedy, Phone 4438614740, Email firstname.lastname@example.org
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 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. Incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-72. The solicitation number for this requirement is W91ZLK-17-T-0023. This requirement is being solicited as restricted to 100% small businesses. The associated North American Industry Classification System (NAICS) Code is 811310, the Small Business Size Standard is $7.5 mil. The Government intends to award a Firm-Fixed Price purchase order.
This procurement will be evaluated as lowest price technically acceptable and in accordance with the Performance Work Statement shown listed below.
PERFORMANCE WORK STATEMENT (PWS)
1. GENERAL: The U. S. Army Public Health Center (APHC) requires continued maintenance and support of four APC In-Row Cooling Units (HVAC heat exchangers). This contract will include technical support, software updates and on-site hardware support. Without this maintenance plan, APHC risks losing primary cooling to the entire data center resulting in a total shutdown of all APHC servers and services.
1.1 Description of Services/Introduction: The Contractor shall provide all equipment, supplies, transportation, tools, and materials necessary to perform maintenance and support services as defined in this PWS.
1.2 Background: APHC data center consists of over 12 server racks of equipment that require HVAC support to ensure the continuous operation of our data center and mission.
• Provide the APHC with extended hardware and software support and maintenance to include all parts and labor.
• Provide the APHC with 24 hours a day, 7 days a week on-site maintenance services. Requests for service must be answered within 8 hours of initial request.
Hardware Serial Numbers:
UK1030210317, UK1030210327, UK1033310339, UK1031210921
(a) Provide technical support via phone or Contractor’s online service request system to resolve product problems and failures. . APHC will require a form of tracking with a ticket or case number system and will be given a unique tracking number at the time service is requested.
As developments or milestones are attained within the trouble shooting process this information will be updated within the Contractor’s tracking system.
(b) Provide the APHC with access to software updates for the duration of the maintenance contract.
It is the responsibility of the APHC to ensure that the system is configured and implemented correctly for the enterprise. Administration and deployment of the software is also the responsibility of APHC Technical personnel.
(c) Provide the APHC with on-site hardware support may be required under this maintenance plan. Coordination and escorting will be provided by the APHC (CIO) Administrators.
1.4 Period of Performance: The period of performance shall be 12 months from date of award with two 12 month Option Years.
1.5 General Information:
1.5.1 Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the Contract.
1.5.2 Quality Assurance: The Government shall evaluate the Contractor’s performance under this Contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan primarily focuses on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).
1.5.3 Federal Holidays: APHC will not be open during normal recognized Federal Holidays, however if service is required outside of normal operating dates and times the Contractor personnel shall attempt to contact the COR or TPOC by phone before attempting to travel to equipment location. If Contractor personnel are unsuccessful on 3 consecutive attempts to contact the COR or TPOC and or gain access to the equipment requiring maintenance, Contractor personnel shall notify the KO who will advise on the next course of action.
1.5.4 Hours of Operation: The Contractor is responsible for maintenance and support 24 hours a day, 7 days a week, including holidays. Normal hours of operation are between the hours of 0800 (8 AM EST) to 1630 (4:30 PM EST) Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. If service is required outside of normal operating dates and times, APHC will notify the Contractor via telephone or online service request system. The Contractor personnel shall attempt to contact the COR or TPOC by phone before attempting to travel to equipment location. If Contractor personnel are unsuccessful on 3 consecutive attempts to contact the COR or TPOC and or gain access to the equipment requiring maintenance, Contractor personnel shall notify the KO who will advise on the next course of action.
The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.
1.5.5 Place of Performance: The work to be performed under this Contract will be performed at Aberdeen Proving Ground – Building E-1930 Edgewood Area, Edgewood, MD.
1.5.6 Type of Contract: The Government will award a Firm Fixed Price (FFP) contract.
1.5.7 Security Requirements: This Contract is subject to AR 25-2 paragraph 4-1.
22.214.171.124 PHYSICAL Security: The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. The Contractor will be escorted when onsite by the APHC Information Management Division (IMD) staff and at the close of each work period, Government facilities, equipment, and materials shall be secured.
1.5.8 Privacy Act: Work on the Contract defined by this PWS may require that personnel have access to privacy and/or proprietary information. The Contractor shall not use, disclose or reproduce personnel or proprietary data, other than as required in the performance of this procurement action. Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section 552a and as minimum, where applicable, the following regulations:
• AR 25-2 Information Systems Security
• Federal Privacy Act
1.5.9 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in Contract Administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor’s performance and notifies both the Contracting Officer (KO) and Contractor of any deficiencies; coordinate availability of Government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.
1.5.10 Government Ownership: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.
1.5.11 Materials and Equipment: Materials, parts, and components shall be obtained and/or furnished by the Contractor to the extent necessary and not otherwise provided by the Government.
All replacement parts supplied by the Contractor shall be quality Original Equipment Manufacturer (OEM) parts or certified quality reconditioned OEM parts so that the performance is equivalent to that of a new part. Contractor or personally owned equipment shall not be connected to the Government network or utilized for processing or storing Government owned information.
The Contractor shall give due consideration to tools the Government currently uses and for which possesses licenses to operate to capitalize on existing Government investments. If the Contractor identifies tools which will facilitate the successful accomplishment of this Contract, the Contractor shall identify the item and provide a complete justification, with an estimated cost. The Government shall make the final decision as to whether or not the tools are necessary to the efficient execution of the Contract requirements.
1.5.12 Travel: The Contractor is responsible for all travel to job site as required.
1.5.13 Notification of Required Repairs: Contractor personnel shall receive notification that maintenance is required for both critical and non-critical items via telephone or web submission of a trouble ticket. The maintenance request shall include the name and telephone number of the COR or Technical POC (TPOC).
1.5.14 Response Time: It is the responsibility of the Government to ensure that Contractor personnel have access to equipment on which maintenance is requested. Contractor personnel shall attempt to contact the COR or TPOC by phone before attempting to travel to equipment location. If Contractor personnel are unsuccessful on 3 consecutive attempts to contact the COR or TPOC and or gain access to the equipment requiring maintenance, Contractor personnel shall notify the KO who will advise on the next course of action.
1.5.15 Time to Repair: Equipment shall be repaired and restored to normal operating conditions in full compliance with appropriate technical specifications: All equipment will be restored to full and normal operating condition within 24 continuous hours following notification to the Contractor that maintenance is required.
Contactor has 8 hours to respond to requests for support. If parts are necessary for onsite hardware repair Contractor will provide them to job site Next Business day.
Should Contractor personnel be unable to restore equipment to normal operating condition within 24 hours of notification of existing problem, the Contractor is required to provide sufficient assistance either with “specialized” Contractor personnel or Authorized Manufacturer personnel to provide problem resolution at no additional cost to the Government. This assistance shall be provided within the required time to repair.
1.5.16 Service Records: The Contractor shall maintain and secure service records that document service requirements and maintenance actions taken to satisfy each service request to include itemized list of parts replaced. These records shall be furnished to the Government COR within five business days of work completion.
1.5.17 Anti-Terrorism and Operational Security (AT/OPSEC): The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. The APHC (IMD) Contract staff will be responsible for coordinating vendor maintenance. The APHC (IMD) Contract staff will contact the vendor for support and identify the specific individual who will arrive on-site to perform the maintenance.
All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable and annually thereafter. The Contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the Contracting Officer, if a COR is not assigned, within 05 calendar days after completion of training by all employees and subcontractor personnel. AT level I awareness training is available at the following website:
Contractor and all associated Sub-contractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in Contractor security matters or processes.
Contractor and all associated Sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by Government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.
1.5.18 Accounting of Contract Services: Cost for Providing Accounting for Contract Services – APG 5152.237-4900, Contractor is required to provide data on Contractor manpower (including Subcontractor manpower) for performance of this Contract. The cost, if any, for providing this data shall be entered into the space provided at the appropriate CLIN. If no direct cost is associated with providing the data, enter “No Cost”.
The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL contractor manpower (including Sub-contractor manpower) required for performance of services provided under this contract. The Contractor is required to completely fill in all the information in the format using the following web address:
The required information includes:
• Contracting Office, Contracting Officer (KO), Contracting Officer’s Technical Representative (COTR) or also known as the Contracting Officer’s Representative (COR);
• Contract Number, including task and delivery order number;
• Beginning and ending dates covered by reporting period;
• Contractor name, address, phone number, e-mail address, identity of Contractor employee entering data;
• Estimated direct labor hours (including sub-contractors);
• Estimated direct labor dollars paid this reporting period (including Sub-contractors);
• Total Payments (including Sub-contractors);
• Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each Sub-contractor if different);
• Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information);
• Locations where Contractor and Sub-contractors perform the work (specified by zip code in the United States and nearest City, Country, when in an overseas location, using standardized nomenclature provided on website);
• Presence of deployment or contingency contract language, and,
• Number of Contractor and Sub-contractor employees deployed in theater this reporting period (by country).
• As part of its submission, the Contractor will also provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year.
Instructions, including the Contractor and Subcontractor User Guides, are available at the CMRA (Contractor Manpower Reporting Application) website at:
For further assistance, email the CMRA Help Desk at email@example.com
Reporting period will be the period of performance not to exceed 12 months ending 30 September of each Government fiscal year and must be reported by 31 October of each calendar year.
INSTRUCTIONS to OFFERORS:
****IT IS IMPORTANT TO READ THE ENTIRE SUBMISSION INSTRUCTIONS******
Bids are to be submitted in the following format:
$ _________Maintenance, Repair and Technical support as per PWS. Base year.
Period of Performance (POP) will be for one year from date of award or as stated within the purchase order.
CLIN 0002: $ Not separately priced – Base Year Contractor Manpower Reporting Application
Accounting for Contract Services
The Accounting for Contract Services/Contractor Manpower Reporting requirement has been added to the statement of work, and contractor is required to provide data on contractor manpower (including subcontractor manpower) for performance of this contract. The cost, if any, for providing this data shall be entered into the space provided at this CLIN. If no direct cost is associated with providing the data, enter -No Cost.
This applies to CLINs 0002, 1002 and 2002.
$_________Maintenance, Repair and Technical support as per PWS. Option year one (1)
CLIN 1002: $ Not separately priced – Option year one (1) Contractor Manpower Reporting Application
$_________Maintenance, Repair and Technical support as per PWS. Option year Two (2)
CLIN 2002: $ Not separately priced – Option year two (2) Contractor Manpower Reporting Application
The following provisions and clauses will be incorporated by reference:
52.212-1 Instruction to Offerors Commercial Items
52.212-2, Evaluation Commercial Items
The contract will be awarded to the Lowest Price Technically Acceptable (LPTA). The technical evaluation will be a determination based on information furnished by the vendor. The Government is not responsible for locating or securing any information which is not identified in the offer. The Government reserves the right to make an award without discussions.
252.212-7000, Offeror Representations and Certifications Commercial Items
52.212-4 Contract Terms and Conditions Commercial Items and Addendum
52.217-5 Evaluation of Options
Except when it is determined in accordance with FAR 17.206(b) not to be in the Government’s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s).
52.223-11 Ozone Depleting Substances
52.247-34 FOB Destination
252-211-7003 Item Identification and Valuation
52.212-5, Contract terms and Conditions Required to Implement Statutes or Executive Orders- Commercial Items (JAN 2013) applies to this acquisition. The following additional FAR clauses cited in this clause are applicable:
52.203-6, Restrictions on Subcontractor Sales to the Government, with Alternate I (41 U.S.C 253S and 10
52.216-31 Time-and-Materials/Labor Hour Proposal Requirements-Commercial Item Acquisition
52.219-8, Utilization of Small Business Concerns
52.219-14 Limitations on Subcontracting
52.222-19 Child Labor Cooperation with Authorities and Remedies
52.222-21 Prohibition of Segregated Facilities
52.222-26 Equal Opportunity
52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era and Other Disabled
52.222-36 Affirmative Action for Workers with Disabilities
52.222-37 Employment Reports on Disabled veterans and Veterans of the Vietnam Era
52.225-13 Restrictions on Certain Foreign Purchase
52.232-33 Payment by Electronic Funds Transfer Central Contractor Registration
252.212-7001 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items (MAR 2013) applies to this order. The following additional DFAR
clauses cited in the clause are applicable:
252.203-7000 Requirements Relating to Compensation of Former DoD Officials
252.223-7008 Prohibition of Hexavalent Chromium
252.225-7012 Preference for Certain Domestic Commodities
252.225-7015 Preference of Domestic Hand and Measuring Tools
252.225-7021 Trade Agreements
252.225-7035 Buy American- Free Trade Agreements- Balance of Payments Program Certificate
252.225-7036 Buy American- Free Trade Agreements- Balance of Payments Program
252.227-7015 Technical Data- Commercial Items
252.232-7003 Electronic Submission of Payment Requests and Receiving Reports
252.243-7002 Requests for Equitable Adjustment
EXEMPTION CERTIFICATE FROM MARYLAND RETAIL SALES AND USE TAX (OCT 2012) ACC-APG
5152.229-4900 Exemption Certificate No. 30005004 covers exemption from Maryland Retail Sales and Use Tax.
The full text of FAR and DFAR references may be accessed electronically at this address:
The AMC-Level Protest Procedures are accessible via the Internet at:
www.amc.army.mil/amc/commandcounsel.html. If Internet access is not available, contact the Contracting Officer or HQ, AMC, to obtain the AMC-Level Protest Procedures.
ADDITIONAL INFORMATION AND SUBMISSION PROCEDURES:
1) Acceptance shall be at destination.
2) Shipping shall be FOB Destination to Aberdeen Proving Ground, MD.
3) Performance of services will be at Aberdeen Proving Ground, MD. All contractor representatives needing access to the installation shall be US Citizens.
4) Provide the following detailed information with the quote:
a. Point of contact name and complete contact information
b. CAGE code
c. DUNS number
5) Quotes are to be submitted in the format stated within this solicitation, by the date noted with the detailed information as requested.
6) All questions must be submitted via email to firstname.lastname@example.org by 31 Jul 2017 at 10:00 a.m, Eastern time.
7) All Quotations must be signed, dated, and submitted in the format stated via email to email@example.com by 11 August 2017 at 10:00 a.m. Eastern Time. Place the solicitation number within the subject line of the email.
8) Partial quotes will not be evaluated by the Government.
9) Award will be made on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards for non-cost factors in accordance with FAR 15.101-2.
10) All quotations from responsible sources will be fully considered.
11) Vendors who are not registered in the System for Award Management (SAM), www.sam.gov, database prior to bid submission will not be considered. Vendors may register with SAM online at the website link provided.
12) The solicitation number must be listed on the subject line of all communications.
*****TELEPHONE REQUESTS WILL NOT BE HONORED**************