NAICS Code: 811213 This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 utilizing Simplified Acquisition procedures under FAR Part 13 and as supplemented with additional information included in this notice. This solicitation is issued under RFQ-PA-08-00009. This announcement constitutes the only solicitation; bids are being requested and a written solicitation will not be issued. This is a combined synopsis/solicitation for preventive maintenance on the NEC PBX system(s) and all associated software/ hardware/systems/batteries/telephone equipment. Depending on who the vendors are bidding on this SOW, a site survey may or may not be necessary. Term of coverage will be for a Base--May 1, 2008 through April 30, 2009 and two Option Years-May 1, 2009 through April 30, 2011. STATEMENT OF WORK The contractor is to provide labor and materials for a firm-fixed price preventive maintenance on the NEC PBX system(s) and including all PBX hardware, current and upgraded software, battery operation, man-machine terminal operation and any other terminals connected to the system, telephone instruments as well as all other aspects associated with the operation of the NEC PBX system(s). Maintenance is to include the following: Unlimited telephone assistance with the contractors certified NEC technical support personnel. At any time (day/night; week/weekend) the EPA technician may contact support personnel for assistance via telephone. If a problem occurs which is of a non-emergency nature, and the EPA on-site technician is unavailable or cannot resolve the problem, the EPA Project Officer may request a NEC technician be dispatched to the site. If technical problems are discussed by on-site technician via phone with the contractor, the EPA Project Officer may request that an NEC technician be dispatched on site. Remedies must be discussed between the contractor and EPA and upon determination and agreement, the necessary steps to resolve the issue will be taken. All conflicts will be escalated to the EPA=s Project Officer prior to decision. The contractor is responsible to provide the EPA information bulletins and written notices concerning any changes to software or equipment, software upgrades or equipment operation on a regular basis. Emergency NEC personnel are to be dispatched and on site within 8 hours or the next business day. Emergency system failure means that the system is considered under total failure and the remedy to resolve the problem can not be handled via modem or through phone technical support. This service and related travel is to be provided during work hours as well as evening/weekends. (Service to be available twice a year. If additional 8 hour emergency occurrences are necessary, they will be covered under the NTE line or under separate order.) Replacement/installation of parts associated with the NEC PBX system (excluding phone instruments) Contractor will be on-site for new upgrades/installations at no cost to the Government. Provide assistance with software and/or equipment upgrades to the system as necessary. All repair (not of an emergency nature) and software upgrades requiring down time to the system will be done after 6:00 p.m. or on weekends unless otherwise specified by the EPA Project Officer and will covered under this order. Note: If any other charges are required along with items under the NTE line, a cost breakout, (e.g., hourly rate, travel, etc.) must be provided. Although the contractor is not responsible to provide maintenance on the Octel Voice Mail System, they are required to assist with troubling shooting integrations between the associated systems to the PBX if necessary. Provide assistance with any routing (NPA=s) or card resetting as necessary. The NEC PBXs are located at the following addresses: Environmental Science Center 701 Mapes Road Fort Meade, MD 20755 Equipment: 112 analog Station Ports 384 Digital Station Ports 16 Analog Trunk Ports 48 Digital Trunk Ports Rectifier and Batteries and Chesapeake Bay Program 410 Severn Avenue Annapolis City, Marina Annapolis, MD 21401 Equipment: 176 Analog Station Ports 80 Digital Station Ports 32 Analog Trunk Ports 24 Digital Trunk Ports Rectifier and Batteries 2 MAT Terminals (including programming and computer support of hardware and software) Additional Requirements: In the event that the on-site PBX EPA technician can not resolve troubles utilizing the unlimited phones assistance with the contractor or the contractor can not resolve via, the dial in modem or the two 8 hour emergency call in requests have been utilized, the Project Officer may request an NEC certified technician be dispatched to the site for assistance. EPA will have an option to request this via a separate line item not to exceed $3,000.00. All DO, DID, TIEs, Paging Announcement ISDN BRI/PRI, CCIS to be included. Service is to be provided on a 24/7 average basis. Average emergency response is to be within 4 hours. All parts/labor/upgrades are to be included with maintenance. All areas not covered under the scope of the maintenance will be billed under separate cover and must be approved by the WAM/PO prior to performance. Minimal background checks are required for all contractors who will be on-site to perform maintenance. Submit the following information: 1.) Company Name, Address, TIN #, DUNS #, Contact Person; 2.) Pricing; Base and Option Years shall be priced separately for a 12-month period with a monthly rate indicated for each site. 3.) Technical capabilities to perform maintenance service; 4.) Three references for same/similar services performed in the last three years. Include reference name, a point-of-contact, address and phone number, list the contract dates with corresponding awarded dollar amount. The associated North American Industrial Classification System (NAICS) code for this procurement is 811213. This requirement is Small Business set-aside. Award will be made to the lowest price technically acceptable offerer. Email your quotation by 4:00 p.m. EST, Monday, March 31, 2008 to the ATTN:
[email protected] This solicitation and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-20. In accordance with 12.603(c)(2)(xii), the following FAR clauses are incorporated in this notice and any resultant contract through clause 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (Nov 2007): 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.225-1, 52.52.232.29, 52.232-30, 52.232-33, 52.222-41, and 52.222-43. The following provisions are hereby incorporated by reference: 52.204-3 Taxpayers Identification (Oct 1998); 52.216-18 Ordering (Oct 1995); 52.216-22 Indefinite Quantity (Oct 1995); 52.212-1 Instructions to Offerors (Nov 2007); 52.212-4 Contract Terms and Conditions-Commercial Items (Feb 2007); 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (Nov 2007); 52.212-3 Representation & Certifications (Nov 2007); 52.222-48 Exemption from Application of Service Contract Act Provisions (Nov 2007); and 52.217-9 Option to Extend the Term of the Contract (Mar 2000). CLAUSES 52.212-3 AND 52.222-48 MUST BE FILLED OUT IN THEIR ENTIRETY, SIGNED AND RETURNED WITH QUOTATION. The full text of these and any clauses may be accessed electronically at http://acquisition.gov/far/index.html.