Purchas eof Communications Equipment

MOD-1 The Response date is hereby changed to: April/19/2013 at 7:00am est This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the ONLY solicitation and no other solicitation document will be issued. This solicitation is issued as a Request for Quote number RFQ HSCG44-13-Q-PC4015. This number is for tracking purposes only. Solicitation documents and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-65. This procurement will be processed in accordance with FAR Part 16. The North American Industry Classification System (NAICS) is 517919. The SBA size standard is 25M. This is Not a Small Business Set-Aside, due to this acquisition being a Sole Source Procurement it is not anticipated that there will be 2 or more qualified Small Business Concerns to provide pricing for this requirement IAW 19.502(a). The USCG Command Control and Communications Engineering Center (C3CEN) Portsmouth. Va. 23703 intends to purchase on a non-competitive basis by awarding a Firm Fixed Price IDIQ Purchase Order Contract to SHIPCOM LLC for the purchase of Not To Exceed (NTE) 20 Each of Syllabic Rate Squelch Devices, (NTE) 20 Each Spare Parts Kits, and one (1) Each Technical Manual with a Base Period of Performance (POP) of one (1) year with the option of three (3) one year options IAW Statement of Work. This purchase is for USCG C3CEN 4000 Coast Guard Blvd. Portsmouth, VA 23703. The Coast Guard does not own nor can they obtain specifications or other technical data for these Services. Requests for drawings and specifications will be disregarded. The proposed contract action resulting from this synopsis/solicitation for commercial items is the Governments intention to solicit and negotiate with only one source under the authority of FAR 6.302-1 & 13.106-1(b). Interested persons/parties may identify their interest and capability to respond to the requirement or submit proposals. This notice of intent is not a request for competitive quotations/proposals. However, all quotations/proposals received within 5 days after date of publication of this synopsis/solicitation will be considered by the USCG/Government. Any Contractors that are authorized suppliers of SHIPCOM LLC are encouraged to provide a Firm Fixed Price quote. A determination by the USCG/Government not to compete with this proposed contract based upon responses to this notice is solely within the discretion of the USCG/Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement, and for informational purposes for future acquisitions. The contractor for this proposed Sole Source contract is: SHIPCOM LLC. Cage Code: 3DWT4. A SAMS/BINCS Contractor Verification Information search was conducted on Mar/8/2013 by the Contracting Officer listed below. This is Considered to be a Sole Source Acquisition. See attached Justification for Other Than Full and Open Competition (JOTFOC) Document below. *PLEASE NOTE* Interested Offeror's are to provide Firm Fixed Price Proposals IAW Statement of Work by APR/19/2013 @ 7:00AM EST VIA MOD-1. FIRM FIXED Price Proposals may be submitted on company letterhead stationery and must include the following information: Cost Breakdown, Unit Price, Extended Price, Total Price, Payment Terms, discount offered for prompt payment, Company DUNS and Cage Code. Email quotes to the POC Beverly A. Turman-Dawson, Acquisition Specialist, [email protected]. The Anticipated Award Date for the Purchase Order Contract is APR/22/2013 VIA MOD-1; this date is approximate and not exact. Schedule B Indefinite Delivery Indefinite Quantity (IDIQ) Not to Exceed (NTE) 20 Each Syllabic Rate Squelch Devices, and (NTE) 20 Each Spare Parts Kits, and 1 Each Technical Manual, Over the four (4) Year Period of this Contract. Individual Delivery Orders will be issued for All additional Quantities ordered after the initial purchase issued on date of award. Initial Purchase (Line Items 1 - 3) Line Item 1: 1 Each of - Syllabic Rate Squelch Devices, Model # SRSS-V3 _______________________ Line Item 2: 1 Each of - Spare Module Kits(s), Part # SCPK-V3 ____________ Line Item 3: 1 Each of - 1 Each Technical Manual _______________________ Note: For Additional Items beyond the Initial Purchase of Line Items 1-2 Line Item 4 will be utilized (Base year) Line Item 4: Base Period: 3/22/2013 - 3/21/2014: _______________________ Line Item 5: Option Year 1: Start: 3/22/2014 End: 3/21/2015 ________________________ Line Item 6: Option Year 2: Start: 3/22/2015 End: 3/21/2016 ________________________ Line Item 7: Option Year 3: Start: 3/22/2016 End: 3/21/2017 ________________________ NOTE: The Government is not obligated nor required to purchase additional items or Exercise any Option Period of the awarded contract. The government intends to award a contract resulting from this solicitation to the responsible bidder proposal conforming to the solicitation which will be most advantageous and BEST VALUE to the Government, price and other factors considered. DELIVERY: Units, regardless of the quantity shall be delivered 180 days after receipt of order (ARO). SHIPPING: All equipment shall be shipped at the Contractors expense to the Government's receiving location: Attention: LT R.S Todd C3CEN 4000 Coast Guard Blvd. Portsmouth, VA 23703-2199 The following clauses are incorporated by reference, entire clause(s) available at http://www.arnet.gov/far; The Following FAR Provisions apply to this Acquisition: Clauses Incorporated By Reference: 52.203-3 Gratuities Apr 1984 52.209-6 Protecting Government's Interest When Subcontracting With Contractors Debarred, Suspended, or Proposed for Debarment Dec 2010 52.216-18 Ordering Oct 1995 Fill in: Any supplies to be furnished under this contract shall be ordered by issuance of delivery order by the contracting representative. Such orders shall be issued from Date of contract award - 3/21/2017. Delivery within 180 days after receipt of order (ARO) 52.216-19 Order Limitations Oct 1995 Fill in: 20 Each of Syllabic Rate Squelch Devices, and 20 Each Spare Module Kits(s) 52.216-22 Indefinite Quantity Oct 1995 FAR 52.212-1 Instructions to Offerors-Commercial Items (JUN 2008), FAR 52.212-2 Evaluation-Commercial Items (JAN 1999) - award will be made to the Offeror proposing the Overall Best Value to the Government considering, Price, Technical Capability. FAR 52.212-3 Offeror Representations and Certifications-Commercial Items (AUG 2009) to include Alt I (APR 2002). These certifications must be included with quote and can be accessed and downloaded via FedBizOps with this RFQ. Contractors are encouraged to submit through http://orca.bpn.gov FAR 52.212-4 Contract Terms and Conditions -Commercial Items (June 2010). FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (August 2011). OPTIONS: 52.217-5 Evaluation of Options (July 1990) Except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s). End of Clause 52.217-9 Option to Extend the Term of the Contract (March 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 48 months. End of Clause FAR 52.252-2 Clauses Incorporated by Reference (Jun 1998), the full text of the clause may be accessed electronically at Internet address http://www.arnet.gov/far; A Data Universal Numbering System (DUNS) Number is the primary identifier in FAR 52.204-7 Central Contractor Registration (CCR) (Jul 2006). Contractors are located and identified in CCR by their DUNS number. To facilitate payment via Electronic Funds Transfer - CCR, contractors should be registered in the CCR. A DUNS Number can be obtained via www.dnb.com and CCR registration can be obtained via www.ccr.dlis.dla.mil End of Clause The following Clauses and others as indicated by the Contracting Officer as applicable shall apply to the awarded contract. FAR 52.222-3 Convict Labor (JUN 2003) (E.O. 11755) FAR 52.222-19 Child Labor-Cooperation with Authorities and Remedies (AUG 2009) (E.O. 13126) FAR 52.222-21 Prohibition of Segregated Facilities (FEB 1999) FAR 52.222-26 Equal Opportunity (MAR 2007) (E.O. 11246), FAR 52.222-35 Equal Opportunity for Special Disable Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (SEPT 2006) (38 U.S.C. 4212), FAR 52.222-36 Affirmative Action for Workers with Disabilities (JUN 1998) (29 U.S.C. 793), FAR 52.222-37 Employment Reports on Special Disabled Veterans and Veterans of the Vietnam Era, and Other Eligible Veterans (SEPT 2006) (38 U.S.C. 4212), FAR 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) (E.O. 12722, 12724, 13059.13067,13121, and 13129) FAR52.232-33 Payment by Electronic Funds Transfer-Central Contractor Registration (OCT 2003) (31 U.S.C. 3332) End of Clause The following clauses are incorporated by reference, entire clause(s) available at http://www.arnet.gov/far; NOTICE TO OFFERORS CONCERNING REPRESENTATIONS AND CERTIFICATIONS: This solicitation contains FAR Clause 52.204-7, Central Contractor Registration and FAR Provision 52.204-8, Annual Representations and Certifications. In accordance with FAR 4.1201 prospective contractors are required to submit annual representations and certifications via the Online Representations and Certifications Application (ORCA) at http://orca.bpn.gov. Please ensure completion prior to submission of your quote. Also note that paragraph (b) of FAR 52.204-8, applies. The Following FAR Provision applies to Line Item 5-7 only of this Acquisition: FAR 52.232-18 Availability of Funds Funds are not presently available for this contract. The Government's obligation under this contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are made available to the Contracting Officer for this contract and until the Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer. End of Clause SYLLABIC RATE SQUELCH STATEMENT OF WORK 1.0 GENERAL: Syllabic Rate Squelch Prototype and Production 1.1 SCOPE: This effort provides for the initial procurement of one (1) Pre-production Syllabic Rate Squelch (SRS) unit (part# SRSS-V3), one (1) Spare Parts Kit (part# SCPK-V3), and associated technical documentation. The SRS units will be utilized for installations at the two USCG Communications Area Master Stations (CAMS) and Communication Station (COMMSTA) Kodiak. In addition to the initial procurement, the anticipated total procurement is expected to include as many as twenty (20) Syllabic Rate Squelch units and twenty (20) Spare Parts Kits over the life of the contract. The Spare Parts Kit will include two (2) Squelch Modules (part# SCSM-V3) plus one (1) Power Module (part# SCPM-V3). Each SRS unit shall be capable of providing noise reduction to at least eight (8) communications circuits, with each RF subassembly (Squelch Module) dedicated to a single circuit. Each RF subassembly shall be interchangeable to all others within the SRS unit. 1.2 BACKGROUND: Due to high noise levels encountered by Coast Guard watch standers while monitoring High Frequency (HF) communications circuits, a requirement for a noise filtering device was established. The Coast Guard worked with a vendor that was experienced in building communications filtering/squelch devices. The vendor developed a prototype SRS unit that would remove excessive noise from HF communications circuits using a squelch device designed to respond to certain speech characteristics. Following rigid testing and evaluating of the capabilities of the prototype, two of these units were installed as a pilot installation at COMMSTA Kodiak. Based on the results of this pilot installation, a determination has been made to move forward with production installations at COMMSTA Kodiak and the two CAMS facilities. 1.3 CONTRACTOR PERSONNEL: 1.3.1 Conflict of Interest. The Contractor shall not employ any person who is an employee of the United States Government if that employment would, or would appear to cause a conflict of interest. 1.4 PERIOD OF PERFORMANCE: The period of performance for this contract is for 1 Base Year + (3) 1 Year Options from the date of award. 1.5 PLACE OF PERFORMANCE: The primary place of performance for this effort will be the Contractor's facility. 1.6 TRAVEL: This Contract is specifically for equipment, thus no contractor travel is expected. 1.7 DHS Enterprise Architecture Compliance All solutions and services shall meet DHS and USCG Enterprise Architecture policies, standards, and procedures. Specifically, the contractor shall comply with the following Homeland Security Enterprise Architecture (HLS EA) and Coast Guard Enterprise Architecture (CGEA) requirements: • All developed solutions and requirements shall be compliant with the HLS EA and CGEA. • All IT hardware or software shall be compliant with the HLS EA Technical Reference Model (TRM) Standards and Products Profile. • Description information for all data assets, information exchanges and data standards, whether adopted or developed, shall be submitted to the DHS Enterprise Data Management Office (EDMO) for review and insertion into the DHS Data Reference Model and Enterprise Architecture Information Repository. • Development of data assets, information exchanges and data standards will comply with the DHS Data Management Policy MD 103-01 and all data-related artifacts will be developed and validated according to DHS data management architectural guidelines. • Applicability of Internet Protocol Version 6 (IPv6) to DHS-related components (networks, infrastructure, and applications) specific to individual acquisitions shall be in accordance with the DHS Enterprise Architecture (per OMB Memorandum M-05-22, August 2, 2005) regardless of whether the acquisition is for modification, upgrade, or replacement. All EA-related component acquisitions shall be IPv6 compliant as defined in the U.S. Government Version 6 (USGv6) Profile National Institute of Standards and Technology (NIST) Special Publication 500-267) and the corresponding declarations of conformance defined in the USGv6 Test Program. 2.0 GOVERNMENT TERMS & DEFINITIONS: 2.1 COTR - Contracting Officer Technical Representative 2.2 C3CEN - Command, Control, and Communications Engineering Center 2.3 DHS - Department of Homeland Security 2.4 FTR - Federal Travel Regulations 2.5 NTIA - National Telecommunications Information Agency 2.6 SFLC - Surface Forces Logistic Command (formally ELC) 2.7 USCG - United States Coast Guard 2.8 BER - Beyond Economical Repair 3.0 GOVERNMENT FURNISHED RESOURCES/PROPERTY: It is NOT anticipated that Government furnished resources be used in performance of this follow on contracts. Government furnished property takes the form of USCG owned facilities, hardware and interface cabling where the equipment may be installed. If elected, these resources shall be negotiated as part of the follow on task orders. No Government furnished resources / property is required. 4.0 CONTRACTOR FURNISHED PROPERTY: The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources/property specified in this work statement. 5.0 REQUIREMENTS: 5.1 PROVISION OF EQUIPMENT YEAR: The Contractor shall provide Syllabic Rate Squelch units and Module Spare Kits as identified in the following table, when procured as part of this task order. Equipment Name Part Number Initial Quantity Future Quantities Syllabic Rate Squelch units SRSS-V3 1 Up to 20 Spare Parts Kit(s) SCPK-V3 1 Up to 20 Technical Manual 1 0 ` Contractor provided Equipment is to be tested in all operational modes prior to delivery; insuring that each delivered material item meets or exceeds the Manufacture's advertised operational specifications. The Equipment test results are to be recorded on test data sheets which are to be with the equipment prior to shipment. The Contractor will ship the identified Equipment following the details contained in paragraph 5.2. 5.2 SHIPPING: All Contractor Furnished Equipment provided under this task shall be shipped at the Contractors expense to the Government's receiving location at the following address: Attention: LT R. S. Todd C3CEN 4000 Coast Guard Blvd Portsmouth, VA 23703-2199 6.0 REFERENCES. National Telecommunications and Information Administration, Manual of Regulations and Procedures for Federal Radio Frequency Management (Redbook), September 2009 http://www.ntia.doc.gov/osmhome/redbook/redbook.html 6.1 SPECIFICATIONS: The SRS unit shall fit into a 19 inch equipment rack, no more than three rack spaces in height and no more than 10 inches in depth. The SRS unit shall be built with one RF subassembly per communications circuit monitored. The unit shall have the ability to sample un-squelched audio from each SSB HF receiver at levels ranging from -10 to -20 DBM. RF Subassemblies shall be replaceable with power still applied to the overall unit, so as not to interrupt other frequency monitoring if one subassembly were to be replaced. Additionally, each RF subassembly shall include a bypass mode switch, which will enable the operator to instantly allow the unfiltered audio signal to circumvent the squelch circuitry of the device without being altered. A failure of the RF subassembly shall not terminate or degrade the signal, but allow it to pass through unfiltered. Visual indications of both syllabic audio presence and electrical power in the RF subassembly circuit are required, as is visual indication of electrical power (i.e. 120 VAC, 60Hz) input to the power supply. Protection mechanisms (e.g. fuses, circuitry, etc.) shall be used in each RF subassembly. Power supply protection from momentary over voltage and over current conditions shall be built into the system. The SRS unit shall have an operator enabled built in test feature to ensure the RF subassembly is functioning properly. The entire unit shall be easily powered up or down. Each RF subassembly shall have a DB-25 connector to accommodate all inputs and outputs to/from that subassembly. 6.1.1 Equipment/Systems to which interfaced: The SRS unit interfaces with the following equipments: - A variety of equipments with 600 ohm balanced or unbalanced loads. 6.2 Requirements: Table 1 lists SRS unit salient features and requirements. Table 1 # of HF Receive circuits connected Minimum of 8 HF communications circuits input Frequency Bandwidth Audio (20Hz - 20Khz) Characteristic Impedance 600 - Ohms Switch Contact Type Solid State Signal Connections DB25 female Signal Connector Location Rear Size No greater than 3 RU / 5.25-inch Height X 19-inch Rack Mount Width X 10-inch Depth (including female DB-25 connectors). Front Panel Color Fed Std 595B-26440 (semi-gloss gray) Humidity 90% Maximum (non-condensing) Storage Temperature -20 degrees C to +75 degrees C Operating Temperature: 0 degrees C to +50 degrees C Cooling Convection AC Power Requirements 120 VAC, 60 HZ Over Current Protection Fused / Integrated RF Subassembly replacement Hot Swap Redundant Monitored Local Display LED Rack Mounting 19- inch with Chassis-Track Chassis Slides (Rack Slide Rails to be included) Self Test Local Weight <55lbs 6.2.1 The Pre-production Unit and technical manual will be delivered concurrently, as part of the first purchase order under this Contract. The technical manual and any other technical documentation shall be provided in electronic format with the allowance for the Coast Guard to manage and duplicate as needed. 6.2.3 The contractor shall provide off-site technical assistance as required to enable the USCG personnel to setup, test, configure, and operate the Syllabic Rate Squelch equipment. This offsite assistance shall be provided via telephone and/or e-mail during contractor's normal business hours and be available through the initial installation of the equipment at Communications Master Stations Atlantic and Pacific and Communications Station Kodiak. 6.2.4 Installation and routine maintenance of this equipment will be accomplished by USCG personnel and / or, other 3rd party contractors. 6.2.5 Equipment Installation, maintenance and troubleshooting; such as, circuit card / module removal and replacement and disassembly within the scope of normal maintenance and expansion procedures, shall not void the manufacturer's warranty. 6.2.6 Manufacturer's Warranty: Manufacturer Defects and Workmanship for parts and labor for Two (2) Years from Government Acceptance and Operational Check, at the Government Delivery Point. 6.2.7 User Documentation: Provide Operators Manual with each Syllabic Rate Squelch unit. 6.2.8 Parts Support and Service: Manufacture's Parts Support and Service as well as spare parts for all equipment procured under this contract shall be made available for a period of 5-years from the first procurement contract award, under this CONTRACT. 6.2.9 Provide pricing for the following items: 6.2.9.1 Syllabic Rate Squelch unit. 6.2.9.2 Spare Module Kit 6.2.9.3 Standard RF subassembly 6.2.9.4 Standard chassis 6.2.9.5 Power Supply Module 6.2.10 Provide pricing for the following "Optional data items". 6.2.10.1 Illustrated Parts Breakdown, drawings and artwork for re-procuring of the internal circuit cards, modules and internal wiring. 7.0 DELIVERABLES. Project Plan Equipment Tracking Data New Equipment Performance Test Results JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION (1) Agency, Contracting Activity The United States Coast Guard Command, Control, & Communications Engineering Center (C3CEN), Portsmouth, VA. (2) Nature and/or description of the action being approved. This piece of equipment is needed for noise reduction in high frequency (HF) radio watchstander booths where multiple HF receivers are being monitored simultaneously. The ability to apply noise reduction via squelch circuitry on each individual HF channel is required, as is the ability for the watchstander to monitor audio activity within the device, electrical power present, and status that the device is working for each individual channel. (3) A description of the supplies or services required to meet the agencys needs (including total estimated value): The proposed acquisition is an IDIQ Contract with one base year and three option years to procure up to: Initial Purchase of : 1 each of: SRSS-V3 Squelch Device (Up to 20 Each over the 4 year period) Initial Purchase of: 1each of: Spare Parts Kit SCPK-V3 Squelch Device (Up to 20 Each over the 4 year period) Initial Purchase of: 1 each of: Technical Manual in electronic format Estimated value of all items (4 Yrs) : 130,000.00 (4) Statutory Authority permitting other than full and open competition. The statutory authority permitting other than full and open competition is 10 USC 2304(c)(1) as implemented by the Federal Acquisition Regulation (FAR) Subpart 6.302-1 entitled "Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements." Section (ii) "Supplies may be deemed to be available only from the original source in the case of a follow-on contract for the continued development or production of a major system or highly specialized equipment, including major components thereof, when it is likely that award to any other source would result in-(AA) Substantial duplication of cost to the Government that is not expected to be recovered through competition..." is directly applicable. (5) Contractor's Unique Qualifications Demonstration That the Nature of the Acquisition Requires Use of the Authority Cited: The US Coast Guard tasked C3CEN with developing a method for one watch-stander to affectively monitor multiple HF receivers. While researching capabilities, SHIPCOM was determined to be the only vendor that manufactured a Syllabic Rate Squelch System (SRSS). In addition, SHIPCOM's SRSS was the most acceptable means to satisfy the operational requirement and the only SRSS-like system in use by commercial communication services. Substantial additional development costs and delays would be incurred if another vendor was awarded the contract. SRSS is proprietary equipment SHIPCOM LLC is the OEM that can provide this product and these items. Conventional amplitude squelch circuits used in receivers operate on the principal that the amplitude of a received signal must exceed a pre determined threshold before the squelch circuit will un-mute the receiver allowing audio to the speaker. While this method works well for VHF and above, it is unsuitable for ‘our' use on HF. The static noise found in the HF bands causes the operator to set the ‘adjustable' squelch circuit to respond to a higher amplitude in order to eliminate the static noise. A noise compensated Syllabic Rate Squelch System (SRSS) circuit minimizes this problem by achieving a high sensitivity to voice signals while at the same time being insensitive to the type of noise typical on an HF circuit. (6) A description of efforts made to ensure that offers are solicited from a many potential sources a practicable. Requirement shall be posted on to FEDBIZOPS. The posting will include verbiage that any Offeror that feels that they can provide items that meet this requirement as stated may provide a quotation, and the Government will consider all offers. (7) A determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable. It is anticipated that the purchase cost for these items will be the same or less than the General Public would pay for the same items in the Commercial Market place. (8) Market Research We have performed market research via the internet, phone and meetings, and found NO other products that perform similar functions. (9) Any other facts supporting the use of full and open competition None at this time (10) A listing of sources, if any, that expressed, in writing, an interest in the acquisition. No other parties have expressed interest at this time. (11) Removing Barriers to the Competition None at this time (12) Contracting officer certification that the justification is accurate and complete to the best of the contracting officer's knowledge and belief. This justification is accurate and complete to the best of my knowledge and belief. The anticipated cost to the Government is determined to be fair and reasonable. James A. Lassiter Contracting Officer (13) Evidence that any supporting data is complete and accurate by the technical or requirements personnel. I certify this procurement meets the Government's minimum need and that the supporting data, which forms a basis for this justification, is complete and accurate to the best of my knowledge and belief. Technical Representative CDR Steve Long