HVAC & UPS Liebert Maintenance

Title of requirement:  HVAC Liebert Pre-Packaged Essential Service Plan, UPS/Power Equipment Maintenance, Battery Services, and Chemical Cleaning for Defense Finance and Accounting Service (DFAS-IN)

This is a combined synopsis/solicitation (RFQ) for the acquisition of High Volume Air Conditioning (HVAC) unit maintenance, UPS battery services, and chemical cleaning for Defense Finance and Accounting Service Indianapolis, IN (DFAS-IN) in accordance with the format in FAR Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. This will be a total small business set aside.  NAICS code for this announcement is 238220 with small business size standard of $16.5 million.

Reference No.:HQ048336654

Questions regarding this solicitation are due to miranda.j.amir.civ@mail.mil by 6:00 PM EST, January 04, 2024. Questions will be answered at the discretion of the Contracting Officer.

SOLICITATION CLOSING DATE:  All quotes must be received by the closing date/time on January 16, 2024, at 09:30 AM Eastern.  Preferred delivery method for submission of your quote is via email: miranda.j.amir.civ@mail.mil.  Quotes shall include at a minimum, in addition to the items listed in the section “BASIS for AWARD” below, the following:

• Unit pricing per line item as shown on the separately attached schedule of items table;
• Vendor Contact Name, Phone Number and Email Address
• Company Cage Code and DUNS Number
• Tax Identification Number
• Business Size:  Small/Large/Other: _______________
• Place of Manufacture

IMPORTANT REMINDERS: 

1. Prior to submission of quote, please verify your registration is current and active via the System for Award Management (SAM): https://www.sam.gov/.

Note: A Schedule of Items table has been provided as a separate attachment to assist with supplying the required pricing and vendor contact information.

Attached Documents: Performance Work Statement (PWS), Schedule of Items, and Full Text (Clauses and Provisions).

Issued by:

Point of Contact: Miranda Amir

DFAS Contract Services Directorate

3990 E Broad Street

Bldg. 21

Columbus, OH  43213-1152

Phone:  614-701-4283

Email address:  miranda.j.amir.civ@mail.mil

Contract Type:  Under FAR Part 13.5 the Government intends to award a single firm fixed Price (FFP) award. 

REQUIRED: Page 1-2 of the document “Full Text” must be completed by the vendor and sent in with that vendor’s quote. Failure to complete the necessary representations of these two (2) provisions will result in that vendor’s quote NOT be considered for award.

Description of Requirement:  This procurement is to provide annual maintenance for one High Volume Air Conditioning (HVAC) units located at 8899 E. 56th Street, Indianapolis, IN 46158. These are Liebert-manufactured units and require qualified (certified) systems vendors for maintenance. They need to maintain climate-controlled environments for sensitive information technology equipment to prevent failure or damage to both equipment and data. The maintenance plan required is the Liebert pre-packaged essential service plan for on-site support from a qualified (certified) systems vendor in order to assure the equipment functions properly and protects the valuable computer equipment and personnel in those areas.

Please refer to the Performance Work Statement (PWS) for more details.

Warranties: The contractor shall provide all services associated with manufacture’s Lifetime Limited warranty to include shipping and all other fees within the first 90 days.

Period of Performance: This contract will be established for a one (1) year base period and four one-year option periods from 2/4/2024 through 2/3/2029.

Place of Performance: 

DFAS Indianapolis:

8899 East 56th Street

Indianapolis, IN 46249

List any Acceptance Criteria:   All or none basis.

BASIS FOR SELECTION:  The Government will award a single contract to the Contractor whose quote is determined to be the lowest price technically acceptable. All quote submissions MUST provide proof/documentation they are a licensed Liebert reseller. Failure to conform to this requirement will result in the quote being removed from consideration.

Cost of Quotes:  Expenses incurred in the preparation of quotes in response to this RFQ are the vendor’s sole responsibility and not reimbursable by the Government. 

Invoicing and Payment:  Invoices shall be submitted as a 2-in-1 nvoice via Wide Area Workflow (WAWF) to a WAWF acceptor that will be identified in the resulting contract per DFARS Clause 252.232-7006 Wide Area Work Flow.  It is the Contractor’s responsibility to register in the WAWF system in order to insure prompt payment.  Once the invoice is received in WAWF, the Acceptor will review and if correct accept it for payment.

Contracting Officer’s Representative (COR):  The COR will act as the on-site, technical point-of-contact for the Government during execution of this contract.  The COR’s authority is limited to technical issues and is not authorized to make contractual decisions.  The COR will monitor performance, funding and payment requirements.  An alternate, will be assigned if the designated COR is unavailable.  COR will be provided upon award of any resultant contract.

PLEASE SEE ATTACHED RFQ FOR FULL LIST OF CLAUSES AND PROVISIONS.

ATTACHMENTS:

RFQ - Full RFQ with Clauses and Provisions

Attachment 1: Schedule of Items

Attachment 2: Full Text

Attachment 3: PWS - Performance Work Statement

Attachment 4: BoM - Bill of Materials

Attachment 5: Redacted JA - Justification and Approval

Attachment 6: QASP - Quality Assurance Surveillance Plan

Title of requirement:  HVAC Liebert Pre-Packaged Essential Service Plan, UPS/Power Equipment Maintenance, Battery Services, and Chemical Cleaning for Defense Finance and Accounting Service (DFAS-IN)

This is a combined synopsis/solicitation (RFQ) for the acquisition of High Volume Air Conditioning (HVAC) unit maintenance, UPS battery services, and chemical cleaning for Defense Finance and Accounting Service Indianapolis, IN (DFAS-IN) in accordance with the format in FAR Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. This will be a total small business set aside.  NAICS code for this announcement is 238220 with small business size standard of $16.5 million.

Reference No.:HQ048336654

Questions regarding this solicitation are due to miranda.j.amir.civ@mail.mil by 6:00 PM EST, January 04, 2024. Questions will be answered at the discretion of the Contracting Officer.

SOLICITATION CLOSING DATE:  All quotes must be received by the closing date/time on January 15, 2024, at 11:30 AM Eastern.  Preferred delivery method for submission of your quote is via email: miranda.j.amir.civ@mail.mil.  Quotes shall include at a minimum, in addition to the items listed in the section “BASIS for AWARD” below, the following:

• Unit pricing per line item as shown on the separately attached schedule of items table;
• Vendor Contact Name, Phone Number and Email Address
• Company Cage Code and DUNS Number
• Tax Identification Number
• Business Size:  Small/Large/Other: _______________
• Place of Manufacture

IMPORTANT REMINDERS: 

1. Prior to submission of quote, please verify your registration is current and active via the System for Award Management (SAM): https://www.sam.gov/.

Note: A Schedule of Items table has been provided as a separate attachment to assist with supplying the required pricing and vendor contact information.

Attached Documents: Performance Work Statement (PWS), Schedule of Items, and Full Text (Clauses and Provisions).

Issued by:

Point of Contact: Miranda Amir

DFAS Contract Services Directorate

3990 E Broad Street

Bldg. 21

Columbus, OH  43213-1152

Phone:  614-701-4283

Email address:  miranda.j.amir.civ@mail.mil

Contract Type:  Under FAR Part 13.5 the Government intends to award a single firm fixed Price (FFP) award. 

REQUIRED: Page 1-2 of the document “Full Text” must be completed by the vendor and sent in with that vendor’s quote. Failure to complete the necessary representations of these two (2) provisions will result in that vendor’s quote NOT be considered for award.

Description of Requirement:  This procurement is to provide annual maintenance for one High Volume Air Conditioning (HVAC) units located at 8899 E. 56th Street, Indianapolis, IN 46158. These are Liebert-manufactured units and require qualified (certified) systems vendors for maintenance. They need to maintain climate-controlled environments for sensitive information technology equipment to prevent failure or damage to both equipment and data. The maintenance plan required is the Liebert pre-packaged essential service plan for on-site support from a qualified (certified) systems vendor in order to assure the equipment functions properly and protects the valuable computer equipment and personnel in those areas.

Please refer to the Performance Work Statement (PWS) for more details.

Warranties: The contractor shall provide all services associated with manufacture’s Lifetime Limited warranty to include shipping and all other fees within the first 90 days.

Period of Performance: This contract will be established for a one (1) year base period and four one-year option periods from 2/4/2024 through 2/3/2029.

Place of Performance: 

DFAS Indianapolis:

8899 East 56th Street

Indianapolis, IN 46249

List any Acceptance Criteria:   All or none basis.

BASIS FOR SELECTION:  The Government will award a single contract to the Contractor whose quote is determined to be the lowest price technically acceptable. All quote submissions MUST provide proof/documentation they are a licensed Liebert reseller. Failure to conform to this requirement will result in the quote being removed from consideration.

Cost of Quotes:  Expenses incurred in the preparation of quotes in response to this RFQ are the vendor’s sole responsibility and not reimbursable by the Government. 

Invoicing and Payment:  Invoices shall be submitted as a 2-in-1 nvoice via Wide Area Workflow (WAWF) to a WAWF acceptor that will be identified in the resulting contract per DFARS Clause 252.232-7006 Wide Area Work Flow.  It is the Contractor’s responsibility to register in the WAWF system in order to insure prompt payment.  Once the invoice is received in WAWF, the Acceptor will review and if correct accept it for payment.

Contracting Officer’s Representative (COR):  The COR will act as the on-site, technical point-of-contact for the Government during execution of this contract.  The COR’s authority is limited to technical issues and is not authorized to make contractual decisions.  The COR will monitor performance, funding and payment requirements.  An alternate, will be assigned if the designated COR is unavailable.  COR will be provided upon award of any resultant contract.

PLEASE SEE ATTACHED RFQ FOR FULL LIST OF CLAUSES AND PROVISIONS.

ATTACHMENTS:

RFQ - Full RFQ with Clauses and Provisions

Attachment 1: Schedule of Items

Attachment 2: Full Text

Attachment 3: PWS - Performance Work Statement

Attachment 4: BoM - Bill of Materials

Attachment 5: Redacted JA - Justification and Approval

Attachment 6: QASP - Quality Assurance Surveillance Plan