Amendment 0001 This Amendment 0001 revises the start date for the maintenance of the TQS System to 2/1/19. Attachment A Amendment 0001 (revised 8/7/17 one (1) page) is attached to this amendment and replaces the original Attachment A. There are no other changes to this solicitation. End Amendment 0001 **************************************************************** This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR Subpart 12.6 and 13 as supplemented with additional information included in this notice. This solicitation is being issued as a Request for Quotations (RFQ) under the authority of FAR Subpart 13.5, Simplified Procedures for Certain Commercial Items as solicitation number RFQ-PA-17-00014. Award will be made using Simplified Acquisition Procedures in accordance with FAR Part 13. Anywhere in this solicitation where the term ¿Bid¿, ¿Offer¿, or ¿Proposal¿ is used, it is hereby changed to read ¿Quote.¿ Anywhere in this solicitation where the term ¿Bidder¿ or ¿Offeror¿ is used, it is hereby changed to read ¿Quoter.¿ This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This solicitation is issued as unrestricted. The associated North American Industrial Classification (NAICS) code is 811219 and the business size standard is $20.5 million. Preventive Maintenance and Remedial Repair Service for Region 3 Waters Laboratory Instrumentation At Ft. Meade, MD Laboratory Performance Work Statement (PWS) The USEPA Region 3 Laboratory, known as the Office of Analytical Services and Quality Assurance (OASQA) provides analytical services to analyze environmental samples for metals analysis. The environmental samples are from the air, water, soil and sediment collected by EPA¿s field inspectors and supports their efforts to monitor and enforce EPA¿s regulations. OASQA uses its state of the art instrumentation to provide timely metals analyses. The environmental samples have regulatory set expiration times for the different chemical tests we perform, requiring the analytical instruments/equipment to be well kept and in good working condition at all times throughout the year. In addition, OASQA also supports criminal investigations that require additional levels of scrutiny on our data, work processes and equipment/instrument used for such testing. OASQA is accredited under the NELAP program. Maintaining working instrumentation is essential to keep our accreditation status and serve our clients in a timely manner. SECTION 1- SCOPE: The Contractor shall furnish the necessary personnel, replacement parts, consumables, travel, materials, equipment, services and facilities, except as otherwise specified herein, and otherwise perform all activities necessary for, or incidental to, the performance of the work set forth in the requirements listed below for the instruments/equipment identified in Attachment A (1 page). SECTION 2 ¿ CONTRACTOR REQUIREMENTS: 1. The contractor shall only provide technicians/service personnel that possess current certifications from the Original Equipment Manufacturer (OEM), and as required by the applicable OEM Warranties on the instruments/equipment. The contractor provided certified personnel must maintain their certification and skill level to perform preventive maintenance (PM) and remedial repair service on the instruments/equipment listed in, Attachment A and as described in this PWS throughout the effective period of the subsequent purchase order. 2. The Contractor shall provide technical advice and instructions by telephone within a maximum of four (4) business hours to answer questions and resolve problems encountered in analytical applications of the instrumentation listed in Attachment A. These questions and problems may involve a diagnosis of hardware and software malfunctions and assistance in proper interpretation and use of the software systems: including instructions on procedures to follow when using the software systems to properly acquire and record data from the instruments/equipment; to manipulate data; and to arrive at the qualitative and quantitative data reports as required. 3. The Contractor shall provide unlimited on-site service response for remedial repair services, as described herein, to ensure minimal down time. The on-site service response for remedial repair services shall be within a maximum of two (2) business days of the initial service call placed by the CO or COR on the instrumentation specified in Attachment A. Remedial repair service includes the diagnosis and correction of instrument malfunctions and failures. The Contractor shall cover the cost of all replacement parts, with the exception of consumables, for each covered service event. 4. PM service calls must be performed annually on items listed in Attachment A and, be completed within one month of the scheduled time requested by the COR for each instrument. PMs shall be performed in accordance with the OEM specifications. The Contractor shall cover the cost of all replacement parts, including any consumables normally required for a standard PM service event. 5. The Contractor shall maintain, or have access to an inventory of replacement parts and such tools and instruments as are necessary to properly and efficiently maintain the instrumentation listed in Attachment A for the life of the contract. All parts replaced shall be new / genuine replacement parts which meet the OEM specifications. Replacement parts shall be delivered on-site within 24 hours or one business day following a request, or delivered directly to the Contractor. If a part cannot be replaced with 24 hours of the on-site visit, a loaner must be supplied. Parts removed, for which replacement is made, will become the property of the Contractor. The replaced part shall be the same as was previously installed in the instrument or the currently available equivalent. 6. The Contractor shall provide, install, and maintain updates of the data processing software, together with operating manuals (on-line or hard copy) describing and explaining the software and its applications. The Contractor shall also provide bulletins that identify and describe discovered software defects and recommended work-arounds. The laboratory will require three (3) software support plans (4 beginning in September, 2018). Refer the list of equipment in Attachment A. 7. The contractor shall offer automated qualification protocols on the systems listed in Attachment A. This shall include remote monitoring and diagnostics with a platform capable of accessing instrument diagnostics remotely. 8. Upon completion of the remedial repair, or PM service call, the Contractor shall provide a detailed briefing to the appropriate lab staff detailing the work performed, nature of the problem (if applicable), items repaired, and exhibit full operational capability of the instrument being serviced. 9. Within two (2) business days of the visit, the Contractor shall provide to the COR an electronic document detailing the work that was performed. a. The following data elements shall be included and available upon request: i. Agency name, address, and purchase order number ii. Instrument manufacturer, model, serial number, and EPA barcode iii. Vendor name and contact information iv. Specify included and excluded coverage (including PM) v. Reason for service call and repair description 10. The Contractor shall provide the services set forth above between 0900 and 1700 EST, Monday through Friday, excluding federal holidays. The Contractor shall not perform work under this contract unless Government personnel are present at the Government facility while the Contractor is performing the service. 11. The Contractor shall provide a primary point of contact who is to be contacted to schedule PM and remedial repair services and/or request phone support. The point of contact information shall include: ¿ Name ¿ Mailing address ¿ Telephone number ¿ Fax number ¿ Email address SECTION 3 - DEFINITIONS: 1. PM: includes software updates, cleaning, calibration, adjusting, replacement or restoration of parts, inspecting and testing procedures designed to reduce product failure and/or extend useful product life. All work is to be done in accordance to OEM procedures required to return the instrument to OEM operational and design specifications. a. For all liquid chromatograph (LC) systems, the Contractor shall inspect internal connectors for proper contact and placement; verify pumping systems; verify operation of all fans; verify chromatographic performance, detector response and operating pressures and perform all maintenance according to the current LC and detector and operating manuals to the Project Officer. b. The Contractor shall also perform LC checkouts consisting of reestablishing normal operating conditions, checking and recording the detector offset, and injecting the Project Officer¿s chemical standard or sample. For all LC/mass spectrometer (LC/MS) systems, the Contractor shall clean the mass spectrometer ion source; check for evidence of mechanical pump oil leakage; drain and replace mechanical pump oil; replace the replace sample cone, clean the desolvation chamber; clean all fans; and perform a system post-check consisting of pumping the LC/MS system back down, performing a leak check, and performing all applicable tuning and calibration. c. The Contractor shall perform PM on the equipment listed in Attachment A once during each year of the contract. The COR will schedule the performance of the PMs. 2. Remedial Repair Service: includes the diagnosis and correction of instrument and/or software malfunctions and failures required to return the instrument to OEM operational and design specifications. Remedies may consist of temporary procedures to be followed by the Government while a permanent remedy is being sought. Remedial maintenance shall commence during coverage hours until the instrument is operational. If the Contractor determines that additional parts and/or repair personnel are required, service shall be interrupted and shall resume as soon as these parts and/or personnel are available. The additional parts and/or personnel shall be available within 24 hours. 3. Consumables: items/products which are periodically replaced in order for the instrumentation to perform its intended function. Consumables are consumed or damaged during use and must be routinely replaced. These include items such as tubing, standards, solvents, gases, filters, lamps, pump oil, etc. SECTION 4 - EXCLUSIONS: PM and remedial repair service do not include refinishing the instrument or furnishing materials for that purpose: electrical work or ventilation exhaust equipment external to the equipment; maintenance of accessories, attachments or other items not specified in the contract and remedial maintenance due to facility inadequacies. SECTION 5 ¿ EXPECTATIONS 1. The Contractor shall use reasonable care to avoid damage to any Government property. 2. The Contractor is responsible for proper disposal of removed parts for which replacements are made. 3. The Contractor shall comply with all applicable hazardous waste disposal requirements and environmental management procedures for the facility. SECTION 6 ¿ USEPA CONTRACTING OFFICER REPRESENTATIVES (COR): The COR will be named at time of award. Only the Contracting Officer or the designated COR is authorized to initiate PM and remedial repair service calls. PERIOD OF PERFORMANCE: The start date will be provided at time of award. The base period will be for one year from the start date. The Government anticipates a one-year base period with four (4) one-year option periods. SCHEDULE: CLIN 0001 ¿ Base Period: $_________ (monthly price) x 12 months = $__________ CLIN 1001 ¿ Option Period 1: $_________ (monthly price) x 12 months = $__________ CLIN 2001 ¿ Option Period 2: $_________ (monthly price) x 12 months = $__________ CLIN 3001 ¿ Option Period 3: $_________ (monthly price) x 12 months = $__________ CLIN 4001 ¿ Option Period 4: $_________ (monthly price) x 12 months = $__________ APPLICABLE CLAUSES AND PROVISIONS: The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-95, January 19, 2017. The following provisions and clauses are hereby incorporated by reference and shall apply to this solicitation and shall apply accordingly to the subsequent award. The provisions and clauses can be found at www.acquisition.gov/far. FAR 52.212-1, Instructions to Offerors - Commercial Items (Jan 2017) - The NAICS code for this procurement is 811219 and the business size standard is $20.5 million. FAR 52.212-2, Evaluation - Commercial Items (Oct 2014) (a) The Government will award a purchase order resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation represents the best value to the Government, price and other factors considered. The following factors shall be used to evaluate quotes: Price, Technical, and Past Performance. Technical includes the contractor's ability to meet the requirements of the PWS. (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). The Government intends to award on an all or none basis. FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (Jan 2017) FAR 52.212-4, Contract Terms and Conditions-Commercial Items (Jan 2017) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (Jan 2017) - Note that the following FAR clauses are cited within this clause: 52.203-6, Restriction on Subcontractor Sales to the Government (Sep 2006), with alternate I (Oct 1995) (4 U.S.C 4704 and 10 U.S.C 2402). 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2016) (Pub. L. 109-282) (31 U.S.C. 6101 note). 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Aug 2013) (31 U.S.C. 6101 note). 52.219-6, Notice of Total Small Business Set-Aside (Oct 2015) (15 U.S.C. 644). 52.219-8, Utilization of Small Business Concerns (Nov 2016) (15 U.S.C. 637(d)(2) and (3)). 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) (15 U.S.C. 632(a)(2)). 52.222-3, Convict Labor (June 2003) (E.O. 11755). 52.222-19, Child Labor-Cooperation with Authorities and Remedies (OCT 2016) (E.O. 13126). 52.222-21, Prohibition of Segregated Facilities (Apr 2015). 52.222-26, Equal Opportunity (Sep 2016) (E.O. 11246). 52.222-35, Equal Opportunity for Veterans (Oct 2015) (38 U.S.C 4212). 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) (29 U.S.C. 793). 52.222-37, Employment Reports on Veterans (Feb 2016)(38 U.S.C. 4212). 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496). 52.222-50, Combating Trafficking in Persons (Mar 2015) (22 U.S.C. chapter 78 and E.O. 13627). 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) (E.O. 13513). 52.225-3, Buy American Act-Free Trade Agreements-Israeli Trade Act (May 2014) (41 U.S.C. chapter 83, 19 U.S.C. 3301 note, 19 U.S.C. 2112 note, 19 U.S.C. 3805 note, 19 U.S.C. 4001 note, Pub. L. 103-182, 108-77, 108-78, 108-286, 108-302, 109-53, 109-169, 109-283, 110-138, 112-41, 112-42, and 112-43). 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury). 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Jul 2013) (31 U.S.C. 3332). 52.239-1, Privacy or Security Safeguards (Aug 1996)(5 U.S.C 3332). 52.222-51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment-Requirements (May 2014) (41 351, et seq.). - End of 52.212-5 52.217-8, Option to Extend Services (Nov 1999). 52.217-9, Option to Extend the Term of the Contract (Mar 2000). 52.225-4, Buy American-Free Trade Agreements ¿Israeli Trade Act Certificate (May 2014). EPAAR 1552.211-79, Compliance with EPA Policies for Information Resources Management. (Jul 2013). EPAAR 1552.233-70, Notice of filing requirements for agency protests. (JUL 1999). NOTES TO QUOTERS: All quotes are to be submitted via email to Ryan Parker at
[email protected]. Quotes are due by 3:00 pm local time Philadelphia, PA on August 10, 2017. The following information shall be submitted with your quote: 1. Monthly price quote completed per the Schedule for the period of performance. 2. A narrative that demonstrates the contractor's ability to meet the Technical Requirement along with personnel qualifications/ documentation to support the narrative. 3. Completed FAR provision 52.212-3. If you have completed representations in the System for Award Management (SAM), confirmation that the representations are available through SAM is acceptable. 4. Completed FAR provision 52.222-48. If you have completed the representations in System for Award Management (SAM) for 52.212-3(k), confirmation that the representations are available through SAM is acceptable. 5. Completed FAR provision 52.225-4 as applicable. 6. Evidence that your firm has previous experience, the financial resources, and administrative resources as herein specified to perform the type, magnitude, and quality of work specified. 7. Evidence that the proposed technicians/service personnel possess current certifications from the OEMs and have experience in the service being proposed and have been trained on the currently available instrumentation. 8. Quoters shall provide a minimum of three (3) references with their quote. The references should for contracts of similar size, complexity and scope. The references shall include the company / agency name, contract number, address, contact person, telephone number, fax number, e-mail address, if available, and number of year¿s contractor has serviced the referenced account. All questions regarding this solicitation shall be submitted in writing via email to Ryan Parker at
[email protected] Failure to submit a complete quote, including the 8 items listed in the Notes to Quoters above, by the time and date established for receipt of quotes may result in the quote not being considered.