SOLICITATION NOTICE
D -- Annual Maintenance and Repair Contract
- Notice Date
- 1/8/2010
- Notice Type
- Presolicitation
- Contracting Office
- Environmental Protection Agency, Emergency Response Service Center, 1200 Pennsylvania Ave., Nw, Washington, DC 20460
- ZIP Code
- 20460
- Solicitation Number
- RFQ-DC-10-00080
- Response Due
- 1/15/2010
- Archive Date
- 2/15/2010
- Point of Contact
- Point of Contact, Elaine Scott, Purchasing Agent, Phone (202) 564-4478
- E-Mail Address
-
U.S. Environmental Protection Agency
(Scott.Elaine@.epa.gov)
- Small Business Set-Aside
- N/A
- Description
- NAICS Code: 811213 The U.S. Environmental Protection Agency on behalf of Region 9 - Environmental Response Team (ERT) - West, and in accordance with the Federal Acquisition Regulation (FAR) Part 13 - Simplified Acquisition Procedures requests qutoes from interested vendors on the followingStatement of Work (SOW): STATEMENT OF WORK (SOW) FOR NEC IPX PBX SYSTEMMAINTENANCE/REPAIR SERVICES 1. SCOPEa.The Contractor shall provide personnel that are fully qualified and trained on the NEAX IPX PBX equipment. The contractor shall perform maintenance support services and other ancillary maintenance support services needed for the equipment. Maintenance/emergency service shall be performed by the contractor, as required, 24 hours per day, seven days per week, including holidays. Maintenance/repair services shall be performed on-site at the La Plaza Complex, Building "C" (LPC), Room 514, 4220 South Maryland Parkway, Las Vegas, Nevada 89119. b. This EPA facility has a separate air conditioning and a Uninterruptible Power Source (UPS) for the PBX equipment/room. 2. DEFINITIONS a. Basic Maintenance: All remedial maintenance performed during principal period of maintenance, including system/equipment updates, installations, and routine preventive maintenance. b. Customer Engineer(s) (CE): Contractor employee(s) directly responsible for hands-on maintenance/repair of the equipment. c. Down Time: That period of time during which a piece of equipment is not in a usable and/or functional operating condition due to a failure, incomplete installation, missing parts or any other reason. d. Engineer-In-Charge: Contractor employee (maintenance technician) assigned responsibility for coordinating and directing all maintenance activities under this contract. e. Equipment: An all-inclusive term that refers to individual machines or to a complete system or subsystem. Does not include telephones which are not covered under this contract. f. Equipment Failure: A malfunction in the equipment that prevents it from properly operating. The failure may be partial or total. If the equipment is not 100% functional as required in the manufacturer's specifications, it shall be considered in an "Equipment Failure" condition g. In-Service Periods: Those times during which the equipment is operational and functionally capable of providing service to the users. h. Machine: Any individual unit, including modules, which can be identified by make, model, and/or serial number. i. Maintenance Diagnostic Routines: Software programs used to test the equipment and isolate/repair equipment failures. j. Occasional Failure: Random failures that inconvenience the user/operator, but do not allow isolation or repair efforts. k. Preventive Maintenance: That maintenance performed by the Contractor which is designed to keep the equipment/machines in proper operating condition and is performed on a scheduled basis. l. Technical Manager (TM): The EPA staff member who is assigned as the monitor and/or technical representative for this contract. m. Prime Time: Monday through Friday, from 6:00 am to 6:00 pm daily, excluding Government holidays. n. Principal Period of Maintenance (PPM): Prime time. The length of this time shall be determined by the Government requirements and the Government reserves the right to change this requirement by providing written instructions to the Contractor and 30 days written notice. o. Remedial Maintenance: The maintenance performed that is a result of equipment failure and, therefore, unscheduled. p. Response Time: The period of time between the moment the Contractor's personnel are notified of the need for service and the time the CE arrives at the equipment failure and begins to work on the problem. q. Secondary Time: The period(s) from 6:00 pm to 6:00 am Monday through Friday. r. Site Manager (SM): An individual other than the site CE(s) who shall have the authority to act for the Contractor and who shall represent the Contractor in discussions with the TM. s. Spare and Replacement Parts: All hardware, including systems, subsystems, modules and component parts, held in reserve to maintain the in-service equipment in good operating condition. t. System and/or Subsystem: The total complement of individual machines that require operation as an integrated group. u. Tertiary Time: All periods of time not included above. v. Vital Failure: Any failure that causes an entire telephone system to be out of service and not functional (no useful work can be done on the equipment). 3. PERFORMANCE REQUIREMENTS a. General (1) All service received 24 hours a day, seven days per week, including holidays, herein, as part of the fixed monthly charge shall include labor, the cost of instrumentation, tools, maintenance diagnostic routines, travel, repair parts, (preventive maintenance, acquisition and installation of field changes, whenever performed) or any other associated repair cost. Each CE shall be furnished with all parts, tools and instruments required to perform the maintenance service on-site at LPC. b. Need for Service Notification and Response: so that the Government may be assured that maintenance personnel will be available, the contractor shall: (1) Provide EPA one point of contact for reporting request for service, (2). Assure that this point of contact can be reached by ERT-W by calling a no-cost/toll free telephone number, (3). Assure that request for calls will be answered by the designated point of contact, 24 hours a day, seven days a week, (4). Assure that the staff assigned to repair/support the ERT-W equipment shall be available to respond to request for service, and that service personnel shall arrive on-site at LPC within one hour of an EPA/ERT-W request for service. c. Preventive Maintenance (PM): (1) PM on the equipment shall be performed on a regular basis as required by the equipment manufacturer specifications. PM shall only be performed during secondary or Tertiary Time. d. Remedial Maintenance: (1) Remedial maintenance shall be performed after receipt of notification that the equipment has failed. (2) Vital failures:(a) The existence of a vital failure shall be for the determination of the TM. Upon such determination, the maintenance technician shall be promptly notified. (b) Vital failures shall be the subject of immediate attention by the CE(s) and shall be repaired within 24 (twenty-four) hours. The contractor shall keep the equipment in good working order and provide and install all hardware and/or software updates and/or engineering field changes required to maintain the telephone system/equipment in good working order. e. Reports (1) All work performed on the equipment shall be recorded on a maintenance action reporting form and a copy shall be provided to the ERT-W TM. The contractor's service maintenance technician personnel shall provide a separate report for each equipment failure/ service call and shall describe the work performed. A copy of the reports shall be kept in a service log book in the ERT-W NEAX system room (LPC 514). At a minimum, the following data shall be available on each service report: (a) Date and time of the service request,(b) Failed Equipment location,(c) Name of person requesting service (EPA contact) (d) Contact phone number/extension,(e) Type and Description of equipment failing,(f) Serial number and property tag of failed equipment (if available),(g) Description of failure,(h) Summary of work performed on equipment to correct the failure,(j) Signature of service maintenance technician performing work,(k) Time equipment returned to In-Service condition,(l) Signature of equipment EPA representative accepting unit(s) back in-service,(m) Reports shall be delivered to the Government project officer (each incident). (2) When any service work is suspended or completed, the Contractor's service maintenance technician shall make note of the time and date on each service report. The report is the primary record of the Contractor's performance and will be one of the methods used to monitor the Contractor's compliance with the specifications of this contract. f. Maintenance Documentation (1) Maintenance documentation for all equipment at ERT-W is available and current. The Contractor shall maintain the document(s) current during the term of the contract and shall not remove the Government owned/provided documentation from LPC room 514. The Contractor shall deliver all documentation to the Government in good order upon the expiration of the contract. Documentation shall be audited by the Government at the start and end of this contract. All cost to replace missing documentation at the end of this contract shall be at the contractor's expense. g. Installation of System/Equipment Updates (Field Changes/Engineering Changes): (1) The Contractor shall provide/install system updates as required to keep the telephone equipment in good working order, and as recommended by the equipment manufacturer(s), to maintain the equipment at the most current level. These updates shall include hardware, software, firmware or any component required. Updates shall be acquired and installed as part of the base maintenance agreement. The fixed monthly charge includes the contractor acquiring and installing field changes. h. Spare and Replacement Parts: (1) The Contractor shall maintain an inventory that enables keeping the ERT-W NEC PBX in good working order. The inventory shall be kept in good order and in quantities that shall ensure minimum down time of equipment waiting for purchase of replacement parts. Only new or standard parts of equal quality shall be used in effecting the repair. i. System/Equipment Changes (Additions and Deletions): (1) The Government reserves the right to change the list of equipment supported by this contract as equipment is installed and de-installed. 4. OTHER CONTRACTOR RESPONSIBILITIES a. During the performance of the requirements of this contract the Contractor shall not deliberately place the equipment in a failure mode without the prior consent of the TM. b. Upon completion of each repair task, the Contractor shall remove all extraneous material and clean up the work area. The contractor shall keep the NEAX room a clean and safe working environment. c. The primary function of this contract is maintenance for hardware and system level software. MACs and wiring plant is performed by another contractor. The Contractor shall provide any and all access required to the listed equipment in Schedule A, to the EPA contractor staff assigned the responsibility for support of the house wiring plant, hand set installation and Moves Adds and Changes (MACs). The contractor shall provide access to contractor staff responsible for the MACs to the PBX maintenance PC system, commonly called the maintenance administration terminal (MAT). d. The Contractor shall provide the Government all information required to perform MACs and hand-set termination and installation and shall cooperate with the contractor staff responsible for performing the MACs.e. The Contractor shall follow ERT-W security and access control policies and procedures. f. The contractor shall not make toll calls and charge them to the Government. All toll charge calls required by the contractor are at the contractor's expense. 5. GOVERNMENT RESPONSIBILITIES a. The Government will provide adequate space for spare parts and adequate work space in the PBX room. Heating, cooling, lighting, ventilation, electrical outlets, and one telephone will be provided within the PBX area. The Government will provide the contractor's personnel access to the PBX System equipment to perform maintenance service. b. The Government represents that the equipment to be maintained at La Plaza Building Room 514, is in good working condition(s) on the effective date of any contract award. c. Government Federal staff of a designated group of contractor staff will perform and/or provide all moves, adds and changes (MACs). Using either Federal staff or one of its operations contractors shall solely be determined by the Government. The staff providing these MAC services shall be fully trained and qualified on the equipment listed in Attachment II. d. The Government will perform and/or provide all station equipment (hand set) termination support using either Federal staff or one of its operations contractors. e. The Government will not perform hardware or system level software maintenance on the equipment listed in Attachment II. f. Period of Performance for this contract begins February 1, 2010 and ends January 31, 2011.6. RESTRICTIONS a. Government-furnished space, facilities, and materials shall only be used by the Contractor in the performance of the duties specified by this contract. Neither the space nor material shall be used by the Contractor to conduct any other business nor shall the Contractor's employees or agents use the space or facilities for private or personal reasons.Please submit quotes via email to: scott.elaine@epa.gov no later than 2 PM EST, January 15, 2010. All questions and/or comments may be forwarded to the same email address. NO PHONE CALLS will be accepted regarding this requirement. The determination not to compete this requirement is at the discretion of the Contracting Officer in accordance with FAR 13.106-1(b).
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