Inspection, Maintenance and Testing of Radio Communication Systems

This is a combined synopsis/solicitation for commercial items prepared in accordance FAR Part 12; Acquisition of Commercial Items shall be used as supplemented with additional information included in this notice. This requirement is being solicited as a 100% Set-Aside for Small Business. The United States Coast Guard (USCG) Base Support Unit Elizabeth City intends to award Inspection, Maintenance and Testing of Radio Communication Systems. This announcement constitutes the only solicitation. Quotations are being requested under number HSCG81-10-Q-PEB127. The NAICS code is 811213. The small business size standard for this NAICS code is $7 million. See below for the specific performance specifications. Delivery shall be FOB Destination to the U.S. Coast Guard Elizabeth City, 1664 Weeksville Road, Bldg 97, Elizabeth City, North Carolina. This resultant contract from this solicitation will be firm fixed price. The solicitation document, incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 05-08. The following clauses and provisions apply to this acquisition: 52.212-1 Instructions to Offerors Commercial Items. The provision at 52.212-2 Evaluation Commercial Items; the evaluation criteria are as follows: (1) Price, (2) Qualified technician with accredited certification on all equipment & services to meet the requirements stated herein, (3) Estimated time required to complete work, (4)Past Performance. Evaluation factors (2) thru (4) combined are equal to (1). The contract award will be offered to the best value offer made to the Government, considering price, qualified technician, Estimated time required to complete work, Past Performance, Security Clearance and Maintenance Availability Evaluate. In addition, all offerors must submit a completed form FAR clause 52.212-3, Offeror Representations and Certifications Commercial Items. This clause may be downloaded, free of charge, at http://www/arnet.gov/far. Offerors who fail to submit a completed FAR 52.212-3 may be considered nonresponsive and will not be considered in the evaluation. All Offerors must be registered with the Central Contractors Registry (CCR) per FAR-7, Central Contractor Registration. Offerors who are not registered with CCR may be considered nonresponsive and will not be considered in the evaluation. The contractor will be required to provide along with price, a delivery schedule, sufficient technical literature, past performances information, completed FAR 52.212-3, and Offeror name, address, point of contact name, phone number, email address, fax number, tax identification number and DUNS number. Relevant Past performance information should be three references within the last five (5) years. Provide Company's name, point of contact, telephone number, fax number and email address. This information must be current. FAR 52.212.-4 Contract Terms and Conditions Commercial Items and 52.212-5 Contract Term and Conditions Required to implement Statutes or Executive Orders-Commercial Items. In paragraph (B) of 52.212-5, the following apply: 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.225-1, 52.225-13, 52.223-6 and 52.247-34. Additional FAR Clauses applicable to this requirement: 52.203-6 (Alt 1), 52.222-19, 52.229-3, 52.232-8, 52.246-2, 52.246-4 and 52.246-16. All clauses and provisions referenced in this announcement may be accessed at the following website: http://www.arnet.gov/far. No Numbered Notes are included in the solicitation. The date and time set for receipt of offer is June 10, 2010, no later than 2:00PM, Eastern time. Offer shall be submitted to: U.S. Coast Guard Elizabeth City, CWO Gayla Flucas, Contracting Officer, 1664 Weeksville Road, Building 35, Elizabeth City, NC 27909-5006. All questions regarding this solicitation shall be submitted in writing to the Contracting Officer state above at fax (252) 335-6540 or Email: [email protected] . The Alternate POC is SKC Shawn Tolson at (252) 335-6434 (work). All responsible sources may submit a quote which shall be considered by the agency. Inspection, Maintenance and testing of Radio Communication system. 1. SCOPE: This performance specification is to provide all supervision, labor, equipment and materials to perform the following work associated with the repair maintenance and service of currently installed communications equipment. This shall include Provide preventive and routine maintenance service to all Base Support Unit Elizabeth City owned and operated radio communications equipment. All communications equipment is to be maintained in accordance with the manufacturers recommended routine maintenance procedures and the provisions of this specification. 1. Provide diagnostic and evaluation services for all equipment requiring more than minor adjustment to achieve full normal operations. The Contractor shall respond to and diagnose the nature of the malfunction or reported problem and provide a cost proposal for the most cost effective remedy to the Contracting Officers Technical Representative (COTR). 2. GENERAL: The Contractor shall act as, or provide a, Project Manager who shall conduct overall management coordination and be the central point of contact with the COTR for performance of all work under this contract. The Project Manager and any person designated to act for him shall have full authority to take prompt action in matters pertaining to Contractor administration of this contract. The Contractor shall provide names, addresses and telephone numbers of the project manager and alternatives in writing to the Contracting Officer within 7 calendar days after date of award. Also the Contractor shall provide written notice to the Contracting Officer 24 hours in advance of any change of Project Manager or alternate. 3. QUALIFICATIONS & CHARACTER OF WORK: The Contractor shall furnish in writing to the contracting officer evidence of being an Authorized Motorola Service Station and be a Certified Service Station. The contractor shall also furnish in writing evidence of qualifications for each of his maintenance and service employees with bid submittal. Technician’s qualifications shall consist of as a minimum the following: Certified Electronics Technician with a journeyman cert in either Wireless Communications or USMSS issued by Electronics Technicians Association International. General Radiotelephone Operators License (GROL) issued by the Federal Communication Commission. 4. Identification of Employees ; Each Contractor employee shall wear a visible, identifying badge (supplied by the Contractor), on the outside of their clothing which shall include as a minimum, the person’s name, recent photograph, and name of the Contractor’s firm. The Contractor shall ensure that his personnel wear the badge in plain view at all times when performing work under this contract. 5. Conduct of Personnel: The Contractor is responsible for the performance and conduct of his employees at all times while at BSU Elizabeth City. The Contractor may be requested by the Contracting Officer to remove from the job site any employee for reasons of misconduct or security. The removal of such a person shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the service in a timely manner. 6. Quality Control (QC): Quality Control is a Contractor responsibility. The Contractor shall establish and maintain efficient and effective QC to ensure conformance to contract requirements. 7. Inspection and Acceptance: The COTR will accomplish inspection and acceptance of all work. Schedule of Work 1. General: All work shall be as directed and coordinated with USCG BSU personnel. Contractor must notify COTR at least 10 business days in advance of any shutdown or testing of communication systems that could affect normal operations. The Contractor shall provide the required services between normal work hours of 0800 and 1630 Monday through Friday, except on Federal holidays. Work scheduled outside of normal work hours shall be approved by COTR. 2. Routine Maintenance Work : Routine Maintenance work will be conducted at Base Support Unit Elizabeth City. If the contractor is required to take any equipment to his shop for repairs, the contractor shall notify the COTR of the requirement. The COTR will then initiate a DD-1149 to transfer of property to the contractor until the item is returned to the Coast Guard. 3. Discrepancy Response : The Contractor shall be notified of the failure of any equipment by the COTR and shall respond to such notice within 72 hours. The contractor shall repair the unit within 7 business days of the initial notification; the contractor will notify the COTR in writing of any delays and the anticipated length of the delay. 4. Government Facilities and Utilities Electrical power and water are available on the site. The Contractor will be permitted to utilize these utilities in performing the work, provided that the existing systems are not overloaded. Telephone services will not be available for use by the Contractor. 5. Materials and Locations The Contractor shall not store any highly flammable materials in the work area. Special precautions shall be taken to ensure construction materials and debris does not enter the airfield, runways, or Taxiways. Contractor is required to comply with local VOC laws and regulations. All subject Material Safety Data Sheets shall be available upon request. 6. Existing Site Conditions/Site Visit The Contractor is expected to satisfy himself as to the existing conditions and the work to be performed. A Site visit is scheduled for June 3, 2010 from 1pm to 3pm and can be arranged with David Aydlett (COTR) @ 252-335-6870. 7. Liability of Contractor: The Contractor will be responsible for any damages incurred upon government property while performing the duties required to perform this task. 8. Safety: The Contractor is wholly responsible for work site safety. The Contractor shall implement a safety program that protects the lives and health of personnel in the construction area, prevents damage to property, and avoids work interruptions. To accomplish this end, the Contractor shall provide appropriate safety barricades, signs, signal lights, etc. as well as complying with the requirements of all Federal, State and Local safety laws, rules and regulations. 9. Deliverables: Daily Reports: The Contractor shall provide Daily activity reports for detailing all work performed to the COTR. Discrepancy Report: The Contractor shall submit a discrepancy report detailing any discrepancies found during routine maintenance activities, Report shall include a recommended course of action, and a cost proposal to correct the discrepancies found. The discrepancy report shall be provided to the COTR. Diagnostic & Evaluation Report: For each of the ten (10) diagnostic & evaluation site visits the contractor shall provide a detailed report citing the reported problem, the actions taken to diagnose the issue, the evaluation of conditions found, the recommended remedy, and price proposal for the needed repairs. The Diagnostic & Evaluation report shall be provided to the COTR. Submittals: The following list of submittals required for approval defines the specific minimum requirements for this contract. Project Manager, Work Experience, Company Qualifications and Technician Qualifications. List of similar government Contracts & Points of Contact completed within past five (5) years. Site Restoration and Clean Up: Upon completion of any work, the Contractor shall clean up the job site, returning it to a state of cleanliness equal to or exceeding that in which it was found. The Contractor shall properly dispose of any trash, extra materials, dirt, debris, or other litter that remains. There will be no final acceptance of the contract until the appearance of the job site is approved by the Contracting Officer’s Technical Representative. In addition to manufacturer prescribed maintenance provide an annual inspection of all portable radio units: Verify proper radio functionality, programming, and channel assignments. Inspect the antennae and verify battery performance, report all discrepancies to the COTR. The government will provide replacement portable antennae and batteries. In addition to manufacturer prescribed maintenance provide an annual inspection of all installed base station and vehicle mounted mobile radio systems: Verify proper programming and channel assignments. Open and inspect all connections. Ensure both center conductor and braid make a proper crimped or soldered connection. Replace or repair connector if needed. Inspect all cable runs from radio to antennae mount for cuts, crushing, or other damage. Report damage requiring replacement to the COTR. Sweep all antennas to verify VSWR performance, and/or measure VSWR and forward and reflected power between the radio and antenna cable. Note all discrepancies and report them to the COTR. In addition to manufacturer prescribed maintenance provide an annual inspection of all Repeater systems: Verify proper programming and operability. Perform the 12dB SINAD sensitivity test as per the Motorola Quantar service manual and tune the pre-selector if necessary to meet a specified 0.25 uV sensitivity. Adjust the squelch as necessary to avoid excessive noise in the event of keying the repeater. Sweep all antennas to verify VSWR performance, and/or measure VSWR and forward and reflected power between the radio and antenna cable. Note all discrepancies and report them to the COTR. Verify that forward and reverse Duplexer output power meets required specifications. Verify installed UPS performance and serviceability. Provide evaluation and diagnostic services: Contractor shall evaluate all reported system deficiencies and take corrective measures on any issue that only require minor adjustment. For discrepancies requiring more than minor adjustment the Contractor shall submit a detailed cost proposal for the recommended solution to the COTR. Cost proposals shall itemize all costs associated with the repair. Contractor shall provide up to ten (10) evaluation and diagnostic site visits at no additional charge to the government.