Procurement of a Lutron Gold Technology Support Plan Coverage

Title:    Procurement of a Lutron Gold Technology Support Plan Coverage

Document Type:              Special Notice

Solicitation Number:     75N91020Q00154

Posted Date:                     08/7/2020

Response Date:                08/14/2020

Classification Code:  R699 – Technology Support Plan Coverage

NAICS Code:  811219 – Other Electronic and Precision Equipment Repair and Maintenance ($22,000,000) other than a small business.    

Contracting Office Address:

Department of Health and Human Services, National Institutes of Health, National Cancer Institute, Office of Acquisitions, 9609 Medical Center Drive, Room 1E128, Bethesda, MD  20892, UNITED STATES.

Description:

The DHHS, NIH, National Cancer Institute (NCI),  Office of Space and Facilities Management (OSFM), and Office of Acquisitions (OA), plans to procure, on a sole source basis, all labor, materials and equipment necessary to maintain and provide preventive maintenance for Lutron Quantum 2.7.375 Energy Saving System and ALL related components and Software, excluding 3rd party integration hardware from Lutron Electronic Co. Inc., 7200 Suter Rd, Coopersburg, PA 18036.

The response close date of this notice for this requirement is in accordance with FAR 5.203(a)(1). This acquisition will be processed under FAR Part 12 – Acquisition for Commercial Items and will be made pursuant to the authority in FAR 13.106-1(b)(1)(i) using simplified acquisition procedures for commercial acquisitions and is exempt from the requirements of FAR Part 6. The North American Industry Classification System code 811219 – Other Electronic and Precision Equipment Repair and Maintenance ($22,000,000) other than a small business.

This will be awarded as a severable firm fixed price type contract. The award will be in the aggregate.

It has been determined there are no opportunities to acquire green products or services for this procurement.

BACKGROUND

The NCI Shady Grove building is a LEED certify facility. The NCI Shady Grove facility has automated lighting and shading system which provides daylight harvesting and helps to reduce power consumption which in turn lowers the energy bills for the government at this facility.

SCOPE

The Contractor shall provide all labor, material and equipment necessary to maintain and provide preventive maintenance for Lutron Quantum 2.7.375 Energy Saving System and ALL related components and Software, excluding 3rd party integration hardware. This system controls all lights fixtures, shade controls and all related components throughout the NCI-Shady Grove Facility. The system also generates diagnostic and energy savings reports. All maintenance services shall be performed on-site in accordance with the manufacturer’s standard commercial maintenance practices.  Contractor shall provide all requirements listed below, including:   

SPECIAL ORDER REQUIREMENTSPRODUCT FEATURES/SALIENT CHARACTERISTICS

PREVENTIVE MAINTENANCE 

The Contractor shall perform three (3) planned preventive maintenances during the contract period.  The PM includes scheduled onsite visit for asset management, system check, panel maintenance & computer maintenance. Technically qualified factory-trained personnel shall perform Service.  Service shall consist of a thorough cleaning, calibration, adjusting, inspection, and testing of all equipment in accordance with the manufacturer’s latest established service procedures.  All equipment shall be operationally tested through at least one (1) complete operating cycle at the end of the preventive maintenance inspection to assure optimum and efficient performance.

EMERGENCY SERVICE

On-site, emergency repair service visit shall be provided during the term of this contract at no additional cost to the government. Emergency service shall be provided during normal working hours, Monday through Friday excluding Federal Holidays.   Upon receipt of notice that any part of the equipment is not functioning properly the Contractor shall within provide a one (1) hour initial response with a four (4) hour on-site response a qualified factory-trained service representative to inspect the equipment and perform all repairs and adjustments necessary to restore the equipment to normal and efficient operating condition.  Emergency service calls shall not replace the necessity for planned preventative maintenance.  All labor and travel will be included.

SYSTEM OPTIMIZATION

The Contractor shall provide an onsite, consultative visit for identification and implementation adjustments and/or strategies to enhance energy savings.  Assists facility with identifying whether site/staff needs, code requirements & energy goals are being met.

REPLACEMENT PARTS 

Contractor shall provide 100% Lutron parts coverage for replacement, shipment and analysis of Lutron components.  Furnish all required replacement parts at no additional cost to the Government, with exception of consumables. Parts shall be new to original equipment specifications. Parts will be delivered the earliest next day.

ONSITE TRAINING

The Contractor shall provide onsite Lutron lighting control system programming & implementation training visit for facility staff.  Training sessions may be tailored to specific staff or facility needs, per request. All trainings shall be provided by certified personnel.

SOFTWARE UPDATES/SERVICE 

Provide Software Service and updates in accordance with the manufacturer’s latest established service procedures, to include telephone access to technical support for use of program software and troubleshooting of the operating systems, at no additional cost to the Government.  The contractor shall receive advance approval for the installation of all software updates and revisions from the Government.  Defective software shall be replaced at no additional cost to the government.

Provide unlimited technical telephone support (24hrs/day, 7 days/week) and on site or remote troubleshooting for the system and all related components, andapplication support
(M-F 8am-5pm), excluding Federal holidays.

SERVICE EXCLUSIONS

The Contractor shall not be responsible for any repairs necessitated by abuse, neglect, vandalism, Acts of God, fire or water.  These repairs shall be the subject of a separate purchase order and shall not be performed under this contract.                                         

PERSONNEL QUALIFICATIONS

Technically qualified factory-trained personnel shall perform service to Lutron Quantum 2.7.375 and all related componentsas covered by this contract.  All primary service personnel shall have at least one backup support person with at least the same level of expertise on the equipment covered by this contract.

PERIOD OF PERFORMANCE

The base period of performance shall be for twelve (12) months with 4, 12-month option periods as follows:

Base:                                 09/15/2020 - 09/14/2021

Option Period One:     09/15/2021 - 09/14/2022

Option Period Two:     09/15/2022 - 09/14/2023

Option Period Three:   09/15/2023 - 09/14/2025

Option Period Four:     09/15/2024 - 09/14/2025

PLACE OF PERFORMANCE

Onsite services shall be performed at the following location:                      

            NIH, NCI,  

            9609 Medical Center Dr.                   

            Rockville, MD  20850

The NCI Shady Grove building is a LEED certify facility. The building has automated lighting and shading system which provides daylight harvesting and helps to reduce power consumption which in turn lowers the energy bills for the government at this facility.  Currently, there is a proprietary system designed for NCI and installed at the NCI Shady Grove facility. The system requires maintenance and support for NCI to maintain the LEED certification. The Lutron Gold Technology support plan provides preventative maintenance, parts and labor, system optimization, troubleshooting and repair of the Lutron lighting and shading system for the entire NCI Shady Grove facility. To NCI knowledge, only Lutron certified technicians are qualified to service this system. Therefore, only Lutron Services is the only vendor known to meet NCI’s needs at this time.

This notice is not a request for competitive quotation. However, if any interested party, especially small businesses, believes it can meet the above requirement, it may submit a capability statement, proposal, or quotation, which shall be considered by the agency.  The statement of capabilities and any other information furnished must be in writing and must contain material in sufficient detail to allow the NCI to determine if the party can perform the requirement. Responses must be received in the contracting office by 3:00PM EDT, on August 14, 2020.  All responses and questions must be emailed to William Neal, Contracting Officer via electronic mail at william.neal@nih.gov or Reyes Rodriguez at reyes.rodriguez@nih.gov. A determination by the Government not to compete this proposed requirement based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. No collect calls will be accepted. In order to receive an award, Contractors must be registered and have valid, current Entity Record, including current Representations and Certifications, in the System for Award Management (SAM) through SAM.gov. Reference: 75N91020Q00154 on all correspondence.