NEC NEAX 2400 Private Branch Exchange (PBX) License/Support

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This acquisition is in accordance with FAR Part 13. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This is solicitation number EOSPR0RP004 and is issued as a request for quotation (RFQ). This requirement is a 100% Small Business Set-Aside with a primary NAICS of 811213, size standard of $7.0M. Title: NEC NEAX 2400 Private Branch Exchange (PBX) License/Support Price: This is a proposed Firm Fixed Price contract type SOLICITATION CLOSING DATE: All quotes must be received by 13:00 EDT, Friday, July 24, 2009. Preferred delivery method is via email: [email protected] Please send ALL questions, comments or concerns in regards to this solicitation through EMAIL at [email protected] Required Items: NEC NEAX 2400 Private Branch Exchange (PBX) License/Support as detailed below: TASKINGS 1) (Task 1) Provide maintenance coverage to include all parts, labor, materials, travel and components necessary to maintain and keep operational PBX system located in Building 801, Saufley Field, Pensacola, FL. This PBX system requires maintenance coverage commencing 1 October 2009 through 30 September 2010. a. Maintenance coverage must be such that the PBX system remains in operational order 24 hours a day, seven days a week and to restore service on an emergency basis or a routine basis. b. Emergency basis means the vendor shall arrive on-site (as directed when the trouble call is placed) within two (2) hours of receipt of trouble call. Operational service must be restored to malfunctioning PBX within an additional 12 hours. c. Routine basis means the vendor shall arrive on-site (as directed when the trouble call is placed) within 10 hours of receipt of call. Operational service must be restored to the malfunctioning PBX within an additional 24 hours. d. All replacement components must be NEC-certified components. e. The maintenance technician must be NEC-certified. 2) (Task 2) Account Manager Service. a. The contractor shall provide to DFAS TSO Pensacola the name and telephone number of an account manager who will monitor the DFAS TSO Pensacola account and provide assistance as needed. The contractor will notify the DFAS TSO Pensacola administrative point of contact named in Paragraph 6.0 below when or if the name and telephone number of the applicable account manager changes. DELIVERABLES 1) The contractor shall deliver maintenance coverage as specified in Task 1. 2) The contractor shall deliver contract administration service as detailed in Task 2. LIST OF COMPONENTS Description Quantity NEC 2400 Integrated Multimedia Exchange System (IMS) 1 Analog Central Office Trunk Cards 3 Digital Ports 64 Analog Ports 568 T1 Cards 3 48V Rectifier 2 Attendant Console 1 Analog 8-port Trunk Card 1 NEC 2400 16 LCBJ Analog Station Card 4 NEC 2400 ICS 16 Port digital Station Card 2 NEC 2400 8 Circuit Trunk Card 1 NEC 2400 CCIS “D” Channel Controller Card 1 NEC 2400 24DTG T1 Card 1 Front End/Switch/Power Source 1 NOTE: FY10 will include 12-months maintenance coverage on the above components. GOVERNMENT FURNISHED INFORMATION AND EQUIPMENT 1) In accordance with Chapter 3 of DFAS Regulation 8400.1-R, personally owned workstations, laptop computers, software and printers, including computers connected to the DISP, will not be connected to the DFAS Enterprise Local Area Network (ELAN). This prohibition is a security requirement to protect the ELAN from the spread of malicious logic (viruses and Trojan Horse programs) and to protect sensitive but unclassified (SBU) information from being compromised. Contractors performing duties in a DFAS facility may be provided DFAS owned workstations and printers. If the awarded contract specifies that the contractor is responsible for providing its employees with workstations and printers, these devices must have ELAN connection approval in writing from the Infrastructure Services Organization, Director of Infrastructure Management. Approval for connection to the ELAN is contingent on the contractor-furnished equipment meeting all stipulations cited in paragraphs C3.3.2.1 through C3.3.2.9 of Chapter 3 of DFAS Regulation 8400.1-R dated November 2003. 2) The contractor will notify the DFAS LAN support personnel prior to permanently removing any previously connected workstations from DFAS property. Laptop computers, which are taken home by contractors, will not be erased until the person is permanently removed from the DFAS project or the laptop is being removed from DFAS ELAN service. The Government personnel will zero the disk drive(s) using Government approved (Ghost 7-pass) software. This ensures that DFAS licensed software and sensitive but unclassified and privacy act protected information is not removed from Government control. 3) Copies of DFAS Regulation 8400.1-R are available from the Government TA The Period of Performance (POP) will be: October 1, 2009 through September 30, 2010. Basis For Brand Name Requirement: The parts, materials, and components required for the instant acquisition must be completely compatible with the existing PBX infrastructure in order to support mission operations during the normal operation of the PBX system. If the Government does not acquire equipment that is completely compatible with the current equipment, the Government may not have operable PBX telecommunication equipment and potentially will not meet the mission essential requirements at DFAS-PE. NEC certified parts, materials, and components are the only parts that will work in a NEC PBX. There is currently no other manufacturer of NEC compatible parts that meet the Government’s requirements. NEC Compatible equipment is only available from NEC Authorized Distributors that is built to the manufactures specifications. If compatible equipment is not utilized, the PBX equipment would not function properly and would require the Government to replace the entire PBX telecommunication system (which has not met its end of life cycle) in order to maintain mission essential operations. The estimated cost to replace the PBX system is $100,000.00 to $250,000.00 and a new system would also result in the loss of $325,000.00 already invested in the current system. Additionally DFAS-PE is scheduled to close under BRAC on 20 Nov 2010 and an investment in a new PBX system is not feasible as the new equipment will not have met its end of life cycle prior to the closure of DFAS-PE. Having an unauthorized service provider maintain and service the current Government-Owned equipment may provide a short term financial savings, but these short term savings will put the Government at risk for the failure of the PBX system, and the possibility of extended downtime, which would limit the Government’s ability to provide adequate service to our customers. Service performed by a non-authorized maintenance provider would place the Government in the position of potentially not being able to meet mission essential requirements due to the inoperable PBX telecommunication equipment. An unauthorized technician does not have access to the required material, parts, and components required to maintain the NEC PBX or NEC technical support experts at NEC. Whereas, NEC Authorized Technicians have the ability to obtain NEC technical support experts who are capable of solving issues and problems with the PBX system that the NEC Authorized technician can not solve on-site and have immediate access to NEC certified parts, materials, and components required to maintain the NEC PBX system. This extended technical support offered by NEC Corporation is integral in keeping the PBX system operational and restoring the PBX system in an emergency. This extended technical support is only available to NEC Authorized Distributors with NEC Certified Technicians. Additionally if the PBX is not operational, DFAS-PE will not have access to incoming and outgoing calls that are integral to the mission essential requirements of DFAS-PE. The Government has determined that Only NEC Authorized Distributors with NEC Certified Technicians are capable of supporting and meeting the requirements of the instant acquisition and the instant acquisition shall be processed in as “Brand Name” basis as detailed above. Competition shall be requested from NEC Authorized Distributors with NEC Certified Technicians. Provisions and clauses: The solicitation document and incorporate provisions and clauses are those in effect through Federal Acquisition Circular FAC 2005-34, Effective 01 July 2009. The Defense Priorities and Allocations System (DPAS) assigned rating is DO-C9. The Government intends to include the following DFAS, FAR and DFARS clauses and provisions, either by reference or in full text in the resulting award. NOTE: The FAR and DFARS clauses may be accessed in full text at http://farsite.hill.af.mil/. DFAS Clauses are available by contacting the Point of Contact. FAR 52.212-1, Instruction to Offerors-Commercial (June 2008); FAR 52.212-2, Evaluation Commercial Items (June 1999); FAR 52.212-3, Offeror Representations and Certifications- (June 2008) NOTE: Offerors are to complete when returning their offer; FAR 52.212-4, Contract Terms and Conditions- Commercial Items (Feb 2007); FAR 52.212-5, Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial items (Aug 2007); FAR 52.217-8 Option to Extend Services (Nov 1999); FAR 52.252-2 Clauses Incorporated by Reference (Feb 1998); FAR 52.252-6 Authorized Deviations in Clauses (Apr 1984); DFARS 252.232-7003 Electronic Submission of Payment Requests (Mar 2007); DFARS 252.204-7003 Control of Government Personnel Work Product (APR 1992); DFARS 252.212-7001 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items (SEP 2008); DFARS 252.232-7010, Levies on Contract Payments (Dec 2006); DFAS 252.223-9000 Environmentally Preferable products (Oct 2007); DFAS 252.232-9000 Wide Area Work Flow (WAWF) Instructions (Nov 2007). DAS 52.39-9000 Representation of Compliance with the Electronic and Information Technology Accessibility Standards (May 2003); DAS 52.39-9001 Accessibility of Electronic and Information Technology (May 2003); DFAS DCG 204.2 Replacement of Paper Document Distribution Electronic Document Access (EDA) INVOICES: Shall be submitted via Wide Area Workflow (WAWF) to a WAWF acceptor that will be identified in the resulting contract. Reference DFAS Clause 252.232-9000. Offerors should include a copy of the provision at FAR 52.212-3 Offeror Representations and Certifications with offer. BASIS FOR AWARD: The basis for award selection is Lowest Price Technically Acceptable. The Government will award to the offeror whose proposal is determined to be technically acceptable at the lowest price, determined to be Fair and Reasonable. Award will be made to a single offeror. Payment: Invoices shall be submitted to the COR/GPOC (Acceptor) as a 2-in-1 or Combo invoice via the internet using the Government provided Wide Area Work Flow (WAWF) Receiving/Acceptance System at https://wawf.eb.mil (reference, clause 252.232-7003 applies). When the 2-in-1 or Combo invoice is received by the COR/GPOC via WAWF, the COR/GPOC will review the document and, if it is correct, accept it electronically and forward it for payment. Web Base Training is available at www.wawftraining.com and for more information go to www.dod.mil/dfas and click the e-commerce link. Other applicable clauses are: DFAS52.232-9000 (WAWF), and DFAS 52.223-9000 (Environmentally Friendly Products). CCR: Ensure that you provide your cage code and company name when responding. Note that in order to do business with the Government, companies must be registered in the CCR (Central Contract Registration). You also must have an assigned Cage Code that can be obtained when you do your CCR registration. The web site is www.ccr.gov. Offeror Information: Cage Code: __________________ Company Name: ______________ Point of Contact: ______________ Telephone Number: ____________ Email Address: ________________ TIN (Taxpayer Identification Number): ________________ DUNs Number: ___________________________________ Business Size/Classification: _____________________ Date: ______________________ Remittance Address (List if Applicable): _________________________ _________________________ _________________________ _________________________ Offers are due by 13:00 EDT on 24 July 2009. Facsimile and e-mail quotes are acceptable and preferred Offers may be submitted by mail and forwarded to: Point of Contact: Stephen Heath DFAS Contract Services Directorate 3990 E. Broad Street Bldg. 21, Room 2B218 Columbus, OH 43213-1152 Phone Number: 614-693-5571 Fax Number: 614-693-5674 E-mail address: [email protected]