A28 Notice of D-25-NE-0046 SAM.gov telephone.pdf

RFQ #: D-25-NE-0046

Special Notice Subject: Telephone System Maintenance Posted Date: May 23, 2025 Response Due Date: May 30, 2025 @ 12:00 pm Eastern Standard Time (EST) Place of Performance: El Paso, TX

The Drug Enforcement Administration (DEA) intends to award a sole source firm fixed purchase order to Condor Consulting Group for the renewal of a one year telephone system maintenance agreement. This acquisition will be conducted IAW FAR Part 6. THIS SYNPOSIS IS PUBLISHED FOR INFORMATIONAL PURPOSES ONLY AND IS NOT A REQUEST FOR COMPETITIVE OFFERS. Vendors that feel they can provide the services and meet the Government's requirements detailed above, may submit a capability statement which will be considered by agency.

The Government may reject all offers received in response to this solicitation, if doing so is in the best interest of the Government.

LINE 0001: Quarter 1 Labor Hours QTY: 1 Price: ___________

LINE 0002: Quarter 2 Labor Hours QTY: 1 Price: ___________

LINE 0003: Quarter 3 Labor Hours QTY: 1 Price: ___________

LINE 0004: Quarter 4 Labor Hours QTY: 1 Price: ___________

Basis of Award: Award is ALL or NONE/Brand Name Only. No telephone or fax requests will be accepted.

As this is not a request for competitive quotes, the government encourages all interested parties who believe they can provide the services to contact Jose Marin via email at jose.l.marin@dea.gov by Friday, May 30, 2025 by 12:00PM, EST and reference number D-25-NE-0046 and submit a written response describing their ability to provide the service.

A determination by the Government not to compete this proposed contract acquisition based upon responses to the notice is solely within the discretion of the Government. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement.

This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted.

mailto:jose.l.marin@dea.gov

EL PASO INTELLIGENCE CENTER

TELEPHONE SYSTEM

1 STATEMENT OF WORK

Drug Enforcement Administration Department of Justice

STATEMENT OF WORK

FOR

TELEPHONE SYSTEM MAINTENANCE

I SUMMARY

The Contractor shall provide the required labor, materials, equipment, tools, and supervision necessary to complete the work at the El Paso Intelligence Center (EPIC) as described and instructed in this Statement of Work. EPIC is located inside Ft. Bliss, within the City of El Paso, El Paso County, Texas, at 11339 SSG Sims Street, 79918.

II CONTRACTOR TASKS

A. General

The work to be performed includes, but is not limited to:

1. Telephone system maintenance, changes, moves, additions, deletions, programming software release/upgrades, repairs, 24-hour monitoring, technical support, and training.

2. Quarterly site visits for system maintenance, current software updates, and to download a system back-up to a USB drive or back up tape drive.

3. Scheduled and emergency repair and/or replacement of equipment to maintain a reliable and stable Telephone System.

4. For this contract, a total of 96 work hours (8 labor hours per month) shall be used to price the quote. Unused hours shall roll over to the next month.

B. Description of Telephone System

Avaya Communication Server (CS) 1000 M-Mg RLS 7.50Q System ID D10816 with 100 equipped station ports with digital and analog line cards, 143 equipped trunk ports, 24 equipped voice mail ports, one maintenance terminal, one printer, 8 channel service units 3 modems 176 paging speakers, and four paging control units. Area 7 of the building contains two wall mounted cabinets with fiber remote interfacing into the existing telephone system.

1. Call Pilot Release 5.0 system server and client.

2. TAPIT Nova Call Accounting system and client.

3. Avaya Aura Contact Center (AACC) Release 6.3 system server with client, printer, and 42 inch flat panel screen with Vision software.

4. Avaya Unified Communications Management (UCM) system.

5. SEB II Modem used to conduct 24-hour monitoring of Communication Server for Alarms.

6. Clients with AACC, TAPIT Call Accounting, and Call Pilot located in the Facility Office and Demarc room.

2 STATEMENT OF WORK

C. Access to User Site and Facilities

The Contractor shall coordinate all site activities with the Government's Technical Representative, who will arrange for clearance and access to the site and facilities involved.

1. Security Requirements:

a. A criminal Record Check shall be conducted on all Contractor personnel working inside EPIC. All Contractor personnel requesting access to EPIC shall complete and submit Security Form SF-85. Personnel who do not meet the minimum-security standards will be denied access into EPIC. All Contract employees must be United States or Naturalized Citizens.

2. Working Hours: Work shall be accomplished during regular working hours (7:30 am to 4:00

pm) Monday through Friday unless coordinated and approved by the Government's Technical Representative.

D. Contractor Use of Premise

The Contractor shall limit his use of the premises to the work indicated, so as to allow for Government occupancy and use.

1. Use of the Site: Confine operations at the site to the areas permitted under the contract.

Portions of the site beyond areas on which work is indicated are not to be disturbed.

2. Repair damages caused by construction operations. Take all precautions necessary to protect the building/facilities and its occupants during the construction period. Contractor shall be responsible for repair for any damage to the buildings and the surrounding areas, and restore to previous original condition at no additional cost to the Government

3. The Contractor may utilize Government owned property for staging and construction activities. The area to be utilized shall be designated by the Government Representative.

E. Government Occupancy

The Government will occupy the site and the existing buildings during the entire period of construction. The Contractor shall cooperate fully with the Government's Technical Representative during construction operations to minimize conflicts and to facilitate Government usage. Perform the work in a phased manner to allow designated Government operations to occur without interference.

Ill. EXECUTION

A. Telephone Maintenance Services

1. The Contractor shall provide 24-hour monitoring of the CS 1000 M-Mg through SEB modem. The Contractor shall immediately notify the Government of any alarms and provide recommendations for repairs.

2. The Contractor shall correct any discrepancies due to alarms and programming malfunctions in the telephone system. The Contractor shall provide a written report on corrective actions performed.

3. The Contractor shall provide maintenance, modifications, and upgrades on all the CS 1000 M-Mg components and associated equipment. Maintenance and modifications shall be performed by a factory-trained certified technician or engineer proficient on the hardware, software, and installed components.

3 STATEMENT OF WORK

4. The Contractor shall replace or repair any and all components not functioning correctly.

Parts and materials shall be included at no additional cost to the Government.

5. The Contractor shall maintain and provide to the Government an inventory list of the CS

1000 M-Mg equipment to include a Bayface layout. Changes/updates shall be made to the inventory list or Bayface layout as required.

6. The Contractor shall be available for telephone assistance 24-hours per day.

7. The Contractor shall be available five days a week (Monday through Friday), 8 hours a day during normal working hours. Mandatory on-site emergency response time is two (2) hours for major failures as determined by the Government. This mandatory emergency response time is applicable 24 hours a day, including weekends and holidays.

8. On-site response time is four (4) hours for minor malfunctions during working hours. On- · site response outside of the normal working hours shall be completed the next business day. This work shall include all travel expenses required to complete the work.

9. If cabling or cross connections are required as a repair, they shall not be exposed and shall be installed in ceiling raceways or conduits. All cross connections and interior/exterior terminals shall be labeled.

10. The Contractor shall be responsible for providing Partner Assurance Support Services

(PASS) for all on-site telephone system applications.

11. The Contractor shall maintain, on-site, electronic drawings showing an inventory list of terminal numbers and accurate directory numbers. In addition, the drawings shall indicate cable records with each jack, connection, terminal, and block number.

12. Consulting Services:

a. The Contractor shall provide consulting services from a factory-trained technician or engineer regarding system configuration and unique applications at no additional cost to the Government.

b. The Contractor shall serve as a representative for the Government in the event of vendor meetings or communications required with local or national telecommunications companies. The Contractor shall be responsible for service visit charges.

13. Schedule: The Quarterly Preventive Maintenance Inspection of the Telephone Systems shall be completed during: December 2025, March 2026, June 2026, and September 2026.

14. After completion of the quarterly inspection and associated testing, Contractor shall provide one (1) signed copy of the inspection report to the Government's Technical Representative.

B. Qualifications

The Contractor shall ensure that any and all technicians or engineers performing services are knowledgeable, factory-trained, experienced and certified to perform maintenance and repair work as described in this SOW.

C Site Inspection

It shall be the responsibility of the bidder to visit the site and inspect the area and equipment.

The selected vendor shall be required to assume sole responsibility for the complete effort as required in this SOW.

. EL PASO INTELL.IGE.NCE C..ENTER

STATEMENT OF WORK.

D. Demolition

All materials and refuse generated by this contract shall be the responsibility of the Contractor.

The Contractor shall remove offsite and dispose of all refuse in accordance with all local, state, and federal regulations.

E. Safety

The Contractor shall comply with all pertinent provisions of the latest version of the U.S: Army Corps of Engineers Safety and Health Requirements Manual, EM 385 1-1, in effect on the date of contract award; EM 385 1-1and its changes are available at http://publications.usace.army.mil/publications by selecting Engineers Manuals, EM 385-1-1

"Safety and Occupational Health". The Contractor: must also comply with Occupational Safety and Health Act (OSHA) standards. OSHA standards are subject to change. It is the Contractor's responsibility to maintain familiarity with c1;1mmt OSHA standards.

F. Cleaning

The Contractor shall keep the work areas reasonably clean at all times. The Contractor shall dispose of all excess material and debris at an approved disposal location.

IV. GENERAL REQUIREMENTS

A. Quotes: The Contractor's quote must separate direct labor costs, materials, equipment, and other costs: Quote must include an itemized list of costs in order to receive consideration.

Quotes shall be separated into four quarters with one annual sum. The quote must indicate your organization’s Unique Entity ID (UE) from SAM.gov. and must be valid until September 30, 2026. When submitting your quote it must accurately be a “Firm Fixed Price” proposal.

B. Invoices

1. The Contractor shall submit scanned or electronic images of invoice(s), on a quarterly basis, to the following email address: invoice.epic@usdoj.gov. Invoices shall be paid at the end of each quarter. The date of record for: invoice receipt is established on the day of receipt of the email if it arrives before the end of standard business hours (5:00 pm local time), or the next business day if the invoice arrives outside of normal business hours.

Scanned documents with original signatures in PDF or other graphic formats attached to the email is acceptable. Digital/electronic signatures and certifications cannot be processed by DEA and will be returned. In addition to the items required in FAR clause 52.232-25, PROMPT PAYMENT, at (a)(3)(i) through (x), a proper invoice shall also include the following minimum additional information:

a. Total/cumulative charges for the billing period for each Contract Line Item Number

(CLIN);

b. Dates upon which items/services were delivered;

c. The Contractor's Taxpayer Identification, Number (TIN);

d. Statement signed by a responsible Contract official substantially similar if not identical to the following:

“I certify that the items above have been delivered in accordance with the contract, and that all charges are true, correct, and have been previously billed;"

Contractor's Signature/Date

Print Name/Title/Company/Telephone Number) mailto:invoice.epic@usdoj.gov

5 STATEMENT OF WORK

C. The Contractor must be registered in the System for Award Management (SAM) database to receive payment from the Government. Registration may be accomplished through www.sam.gov or the Federal Service Desk (FSD) at www.fsd.gov or by calling 866-606-8220.

Tax Identification Numbers will be annotated on all invoices provided to the Government.

D. This Contract is subject to cancellation due to unsatisfactory work being performed by the Contractor. Cancellation notice will be provided to the Contractor in writing.

E. The Contractor is encouraged to purchase and use environmentally preferred products as defined by Federal Executive Order (EO 13834) which includes bio-based, Energy Star and recycled content products when the price, availability, and performance are reasonable and comparable to other products normally purchased. Environmentally green products, defined in the federal Green Procurement Program (GPP) include all-purpose cleaners, general degreasers, general disinfectants, etc. All materials, parts, grease, solvents, etc. will be reused, recycled or disposed of in accordance with applicable City, State, and Federal environmental regulations. All work, including labor and materials will be guaranteed for a period of one year from the date of acceptance from the Government.

V. GOVERNMENT FURNISHED PROPERTY

Electricity: 120 volts single phase is available at no cost to the Contractor.

VI. PERIOD OF PERFORMANCE

The period of performance is from September 30, 2025 through September 29, 2026.

END OF STATEMENT OF WORK

http://www.sam.gov/ http://www.fsd.gov/

November 2022

SOLE SOURCE DOCUMENTATION

FAR PART 13

Purchase Orders Over $10,000 but not Exceeding $250,000

Acquisitions that do not allow for competition to the maximum extent practicable must be documented in accordance with Federal Acquisition Regulations (FAR). A Limited Sources Justification is required when soliciting fewer than three sources per FAR 13.104, or when using brand name descriptions per FAR 13.106-1(b)(1). A Limited Sources Justification is not required for brand name or equal procurements. Follow procedures at FAR PART 11.104.

Type of action: sole source acquisition brand-name

DAC Number: D-25-NE-0046 Estimated total mount:

Recurring Requirement: YES NO

Delivery Date: Period of Performance: 30 SEP 25 – 29 SEP 26

Brief description of supplies or services required and the intended use:

The DEA/EPIC requires a good preventive maintenance program on their existing Telephone System and all associated equipment so it can be on-line to meet the national intelligence center’s mission that is on a 24/7 schedule to communicate with all Federal Law agencies around the world.

Summary of the facts and circumstances that support the determination that only one source is reasonably available to supply the required supplies or services, or only the specified brand-name items can satisfy the Government’s need:

EPIC’s Telephone System is critical to the mission of EPIC in providing land line communications to all Federal Law agencies throughout the world on a 24/7 schedule. Condor Consulting Group (CCG) is the current Preventive Maintenance (PM) and repairs contractor of the Telephone Systems at EPIC and based on the contract Scope of Work, the Contractor shall identify all deficiencies and recommend corrective action by utilizing the appropriate maintenance, repair and/or replacement process. It it of vital importance thtat the Government remain with the current vendor’s PM and repair’s provider, to avoid additional time and further expenses from other contractors that may not have the ability to include all the combined services in this urgent procurement along with the potential to void warranties on the existing Telephone Systems. The cost estimate provided by CCG includes all the materials, labor, installation, and proper environmental disposal. All Federal Law Agencies throughout the world depend on the mission of EPIC to provide them with intelligence information on drug trafficking, etc so a good preventive maintenance program is required for the Telephone System to be online for proper communication purposes.

Describe in detail any market research conducted. Include results and state whether any vendors expressed interest:

EPIC conducted market research by going out for RFQ on 03-10-25 with a site visit on the equipment on 03-20-25. No vendors in the El Paso and around region came in to see the equipment. Since CCG already has the present PM contract on the Telephone system they did not come to see the equipment but submitted a quote. This contractor has provided EPIC with an itemized cost estimate for the complete preventive maintenance contract that EPIC needs on the Telephone system. Any additional market research could result in further expenses and potentially add time to an already urgent and necessary procurement.

The Contracting Officer hereby determines that, due to the circumstances of this procurement:

Only one source is deemed to be reasonably available.

Only the specified brand-name item will satisfy the Government’s need. For orders exceeding $25,000, this Limited Source Justification shall be made available together with the solicitation and posted on the Contract Opportunities page on the Governmentwide Point of Entry (SAM.gov) in accordance with FAR 5.101(a)(1).

The Contracting Officer certifies that an order for the supplies or services will not be placed unless the price is found to be fair and reasonable.

Signature and title of customer

Office Code Telephone Number Date

Signature and title of contract specialist Office Code Telephone Number Date https://www.acquisition.gov/far/part-13#FAR_13_104 https://www.acquisition.gov/far/part-13#FAR_13_106_1 https://www.acquisition.gov/far/part-11#FAR_11_104 https://www.acquisition.gov/far/part-5#FAR_5_101

November 2022

Signature of contracting officer Office Code Telephone Number Date