IVE_Maint_CSS.pdf

CLASSIFICATION CODE: J - Maintenance, Repair, and Rebuilding of Equipment

TITLE: Warranty Support for NIST Immersive Virtual Environments (IVE)

SOLICITATION NUMBER: SB1341-15-RQ-0229

RESPONSE DATE: April 03, 2015

CONTACT POINTS: Robert Cowins, Contract Specialist, (301) 975-8335

Keith Bubar, Contracting Officer, (301) 975-8329

DESCRIPTION:

The National Institute of Standards and Technology (NIST) has a requirement for Warranty

Support for NIST Immersive Virtual Environments to be used in the Information Technology

Laboratory (ITL) at NIST, Gaithersburg, MD.

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice.

THIS ACQUISITION IS BEING PROCURED USING SIMPLIFIED ACQUISITION

PROCEDURES UNDER THE AUTHORITY OF FAR PARTS 12 & 13. THIS

ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION; QUOTATIONS ARE

BEING REQUESTED AND A WRITTEN SOLICITATION DOCUMENT WILL NOT BE

ISSUED. This solicitation is a Request for Quotations (RFQ). This solicitation document and incorporated clauses are those in effect through Federal Acquisition Circular (FAC) 2005-79.

The associated North American Industrial Classification System (NAICS) code for this procurement is 541519 for Other Computer Related Services, and the size standard is $27.5

Million. This is a total small business set-aside.

Offerors will be responsible for obtaining related amendments to this solicitation, if any, from www.fbo.gov. It is the responsibility of each potential Offeror to monitor www.fbo.gov for any amendments or other information related to this solicitation.

1352.215-72 INQUIRIES (APR 2010)

Any communications regarding this acquisition must be made in writing and forwarded via email to Robert Cowins at robert.cowins@nist.gov and shall identify the solicitation number, company name, company address, as well as point of contact email address and phone number.

Questions should be received no later than 2 calendar days after the issuance date of this http://www.fbo.gov/ mailto:robert.cowins@nist.gov solicitation. Any responses to questions will be made in writing, without identification of the questioner, and will be included in an amendment to the solicitation. Even if provided in other form, only the question responses included in the amendment to the solicitation will govern performance of the contract.

(End of Provision)

Statement of Work (SOW)

The contractor shall provide warranty support for all components of the Immersive Virtual

Environments (IVE) operated by NIST at the Gaithersburg, MD and Boulder, CO locations. This excludes consumables, which are defined as items needed due to customer usage and environment (such as batteries and lamps).

All travel/lodging costs shall be included under this contract and not separately reimbursable by the Government.

The Contractor shall provide unlimited 24 hour On-Call Customer Support via telephone and email. This shall be provided for the purpose of immediate resolution of minor issues.

The Contractor shall perform all preventative maintenance and emergency visits in regards to the

NIST IVE as needed the following two Government addresses:

NIST

100 Bureau Drive

Building 225/A140

Gaithersburg, MD 20899

NIST

325 Broadway

Building 01, Room 4536

Boulder, CO 80305

All on-site work performances shall be performed within the facility's normal operations schedule (8:30AM - 5:00PM)

Contractor personnel requiring access to the facility shall be U. S. citizens and present acceptable photo identification in order to gain access to the facility.

Any work requested under this contract that is considered beyond its scope, requiring increase in cost or price, shall be immediately brought to the attention of both the COR and Contracting

Officer prior to performance.

Preventative Maintenance (PM):

PM visits tune the IVE, identify any issues, and maintain peak performance. At a minimum, this shall include -

Color balance – check and tune with a light meter to make sure all colors are balanced to the optimal level.

Lamps - check and document the number of hours on each lamp. If getting close to the recommended end of life, point this out to the customer.

Alignment – Check and tune alignment and make any geometrical adjustments if needed

Focus – Check focus and adjust as needed

Firmware – Check all systems and ensure that the latest firmware updates are installed

Wire management – Check all system cables and wiring to ensure that they are protected and properly connected

Structure – Check and tune stress points, mirrors, screens and floor for any issues

Filters – Check filters, clean and/or replace as needed

Stereo Ghosting – Check and tune hardware issues causing exaggerated ghosting in the image

Tracking – Check and tune tracking system for accurate tracking representation in tracked environment

Environment – Ensure that the area around each system is adequate for the system to operate safely.

Host Switch (Gaithersburg site) - Test proper for proper operation of the IVE host switch and repair any issues.

Emergency Visits, also known as System Support Visits (SSV):

SSV shall provide quick unscheduled response to resolve system issues.

The Contractor shall dispatch technician(s) to the site within 48 hours of notification.

Number of Visits:

Under this contract, the Contractor shall provide one PM or SSV for the Gaithersburg site and one PM or SSV for the Boulder site.

Site Access:

Routine access to the Governments sites is not required nor will the Contractor have access to any Government computer network.

Documentation:

The Contractor shall provide a brief summary document of PM or SSV visits to include and itemized list of subsystems and components tested and certified full functional.

***INSTRUCTIONS TO OFFERORS ***

Interested offerors shall provide firm-fixed-pricing for the Contract Line Items below:

Contract Line Item (CLIN) 0001:

Qty 1 * Warranty Support for all components of the Immersive Virtual Environments

The Offeror shall hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers.

***Please note that this procurement is not being conducted under the GSA Federal Supply

Schedule (FSS) program or another Government-Wide Area Contract (GWAC). If an Offeror submits a quotation based upon an FSS or GWAC contract, the Government will accept the quoted price. However, the terms and conditions stated herein will be included in any resultant

Purchase Order, not the terms and conditions of the Offeror's FSS or GWAC contract, and the statement required above shall be included in the quotation.

System for Award Management

In accordance with FAR 52.204-7, the awardee must be registered in the System for Award

Management (https://www.sam.gov/portal/SAM/#1) prior to award. Refusal to register shall forfeit award.

Due Date for Quotations

Offerors shall submit their quotations so that NIST receives them not later than 12:00 p.m.

Eastern Time on Monday, April 03, 2015. FAX and hard-copy quotations shall not be accepted. E-mail quotations shall be accepted at robert.cowins@nist.gov . Offerors’ quotations shall not be deemed received by the Government until the quotation is entered into the e-mail address inbox set forth above.

EVALUATION FACTORS

Award will be made to the Offeror whose quotation offers the best value to the Government, price and other factors considered. The Government anticipates awarding to the lowest priced, technically acceptable Offeror.

Evaluation Criteria:

1. Technical Approach

NIST will evaluate whether the offeror’s technical approach demonstrates the necessary capabilities and understanding of the requirement to meets the requirements specified. The

Government will evaluate whether the Offeror possesses the ability to successfully perform PM and SSVs.

2. Price

NIST will evaluate the pricing prosed to determine whether it is fair and reasonable.

PRICE EVALUATION

Evaluation of prices proposed for services will determine whether the proposed prices are realistic, complete, and reasonable in relation to the solicitation requirements. Proposed prices must be entirely compatible with the technical proposal.

ADDENDUM TO PROVISION 52.212-1 - QUOTATION SUBMISSION INSTRUCTIONS

All Offerors shall submit all of the following:

(1) Technical description of the services being offered in sufficient detail to evaluate compliance with requirements in the solicitation. Services MUST meet exact specifications detailed on

SOW. This may include literature, or other documents, if necessary;

(2) Documentation that clearly demonstrates that the Offeror is an authorized Mechdyne maintenance partner;

(3) Firm-fixed price for each CLIN and discount terms;

(4) Acknowledgement of solicitation amendment(s);

***Offerors shall e-mail their quotation to robert.cowins@nist.gov so that it is received by the response date/time for this solicitation. It is the responsibility of the Offeror to confirm NIST's receipt of its quotation. NIST reserves the right to award a purchase order without discussions, based solely on the submission of the Contractor.

APPLICABLE PROVISIONS AND CLAUSES FOR THIS SOLICITATION:

FAR 52.212-1 Instructions to Offerors- Commercial Items (APR 2014)

FAR 52.212-3 Offeror Representations and Certifications-Commercial Items (MAR 2015)

FAR 52.212-4 Contract Terms and Conditions-Commercial Items (DEC 2014)

FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive

Orders-Commercial Items (MAR 2015)

52.219-13, Notice of Set-Aside of Orders (Nov 2011)

52.219-28, Post Award Small Business Program Representation (Apr 2012)

52.222-3, Convict Labor (June 2003) (E.O. 11755).

52.222-19, Child Labor-Cooperation with Authorities and Remedies (Jan 2014) (E.O. 13126).

52.222-21, Prohibition of Segregated Facilities (Feb 1999).

52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246).

52.222-35, Equal Opportunity for Veterans (Sep 2010)(38 U.S.C. 4212).

52.222-36, Affirmative Action for Workers with Disabilities (Oct 2010) (29 U.S.C. 793).

52.222-37, Employment Reports on Veterans (Sep 2010) (38 U.S.C. 4212).

52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (Aug 2011)

52.225-1, Buy American Act-Supplies (Feb 2009) (41 U.S.C. 10a-10d).

52.225-13, Restrictions on Certain Foreign Purchases (June 2008)

52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Jul 2013)

Department of Commerce Acquisition Regulation (CAR) clauses. For the full text of these clauses. Access electronically at the following web link http://www.ecfr.gov/cgi-bin/text-idx?SID=460f30ca378ad7fe4cf07b3a19c6f4d9&c=ecfr&tpl=/ecfrbrowse/Title48/48cfrv5_02.tpl

1352.201-70 CONTRACTING OFFICER's AUTHORITY (APR 2010)

1352.201-72 CONTRACTING OFFICER's REPRESENTATIVE (C0R) (APR 2010)

1352.209-74 ORGANIZATIONAL CONFLICT OF INTEREST (APR 2010)

1352.233-70 AGENCY PROTESTS (APR 2010)

1352.233-71 GAO AND COURT OF FEDERAL CLAIMS PROTESTS (APR 2010)

http://www.ecfr.gov/cgi-bin/text-idx?SID=460f30ca378ad7fe4cf07b3a19c6f4d9&c=ecfr&tpl=/ecfrbrowse/Title48/48cfrv5_02.tpl http://www.ecfr.gov/cgi-bin/text-idx?SID=460f30ca378ad7fe4cf07b3a19c6f4d9&c=ecfr&tpl=/ecfrbrowse/Title48/48cfrv5_02.tpl

Non-Governmental Acquisition Support

The Government may utilize non-Governmental acquisition support for processing of quotations submitted in response to this solicitation. These individual(s) will have access to the quotation information and will be assisting the Contracting Officer in the procurement process by performing services including, but not limited to, preparing the quotations for submission to the technical evaluators, performing past performance checks, and preparing award documents. The non-Governmental acquisition support will not conduct technical evaluations of any quotation and will not be involved in the final decision as to the awardee under this procurement.

1352.233-70 AGENCY PROTESTS (APR 2010)

(a) An agency protest may be filed with either: (1) the contracting officer, or (2) at a level above the contracting officer, with the appropriate agency Protest Decision Authority. See 64

Fed. Reg. 16,651 (April 6, 1999)

(b) Agency protests filed with the Contracting Officer shall be sent to the following address: NIST/ACQUISITION MANAGEMENT DIVISION

ATTN: TODD HILL, CONTRACTING OFFICER

100 Bureau Drive, MS 1640

(c) Agency protests filed with the agency Protest Decision Authority shall be sent to the following address: NIST/ACQUISITION MANAGEMENT DIVISION

ATTN: HEAD OF THE CONTRACTING OFFICE (HCO)

100 Bureau Drive, MS 1640

(d) A complete copy of all agency protests, including all attachments, shall be served upon the Contract Law Division of the Office of the General Counsel within one day of filing a protest with either the Contracting Officer or the Protest Decision Authority.

(e) Service upon the Contract Law Division shall be made as follows:

U.S. Department of Commerce

Office of the General Counsel

Chief, Contract Law Division

Room 5893

Herbert C. Hoover Building

14th Street and Constitution Avenue, N.W.

Washington, D.C. 20230.

FAX: (202) 482-5858

1352.233-71 GAO AND COURT OF FEDERAL CLAIMS PROTESTS (APR 2010)

(a) A protest may be filed with either the Government Accountability Office (GAO) or the Court of Federal Claims unless an agency protest has been filed.

(b) A complete copy of all GAO or Court of Federal Claims protests, including all attachments, shall be served upon (i) the Contracting Officer, and (ii) the Contract Law Division of the Office of the General Counsel, within one day of filing a protest with either GAO or the Court of

Federal Claims.

(c) Service upon the Contract Law Division shall be made as follows:

U.S. Department of Commerce

Office of the General Counsel

Chief, Contract Law Division

Room 5893

Herbert C. Hoover Building

14th Street and Constitution Avenue, N.W.

Washington, D.C. 20230.

FAX: (202) 482-5858

(End of clause)