UPS Preventative Maintenance Service Plans

The purpose of this amendment is to respond to interested vendors question.

Question1:
Is this requirement exclusively for the preventative maintenance and replacement of batteries or does it include working on the UPS's as well?
Response: Yes, this is a bona-fide service contract. All work albeit preventative, or corrective maintenance will be performed by the OEM technicians.

Question 2: Is the organized visit on Aug. 12th mandatory?

Response: No. Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

Question 3: What is the period of preventive maintenance/testing on the batteries (monthly, quarterly, semi-annual, annual)?

Response: Semi-Annual

Question 4: Without authorization certificate from Eaton can a firm bid for this maintenance service contract?

Response: Offerors must submit documentation showing that they are authorized and certified Eaton service provider. All offerors must be authorized to sell the service or products they are proposing to the Government.

.

THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS PREPARED IN ACCORDANCE WITH THE FORMAT IN FAR SUBPART 12.6-STREAMLINED PROCEDURES FOR EVALUATION AND SOLICITATION FOR COMMERCIAL ITEMS-AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION; QUOTATIONS ARE BEING REQUESTED, AND A SEPARATE WRITTEN SOLICITATION DOCUMENT WILL NOT BE ISSUED. THE SOLICITATION IS BEING ISSUED USING SIMPLIFIED ACQUISITION UNDER FAR PART 13.

The associated North American Industrial Classification System (NAICS) code for this procurement is 238210- Electrical Contractors and Other Wiring Installation Contractors, with a small business size standard of $15 M.

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2019-03.

Background Information: The National Institute of Standards (NIST) has three (3) EATON POWERWARE UPS systems installed inside of its Plant Facility, and 2 EATON POWERWARE UPS systems installed in bldg 227 Penthouse. These systems are critical to the mission of NIST and play an important role in the health and safety of personnel working in any of the buildings on the campus.

Due to the critical locations of these UPS systems, all work being performed on these systems, including battery replacement, must be scheduled with the Contracting Officers' Representative (COR). These UPS systems are all EATON POWERWARE model 9155, (3ea) and 93PM-160-200 (2ea) require only EATON personnel be allowed to work on them.

This is a Brand Name Only Requirement to procure replacement Eaton UPS Batteries needed by the NIST. Eaton already manages the warranty/maintenance on two Eaton UPS and the UPS battery banks for the Gaithersburg Computing Facility and does not authorize 3rd party service providers to perform maintenance or calibration on Eaton 3-phase UPS products. Eaton uses a proprietary software Service Toolkit that is required for the proper maintenance and calibration of the UPS. Battery replacement and re-calibration shall be provided by an Eaton UPS power specialist to maintain the UPS under warranty to allow NIST to support the computer facility.

Scope
Contractor shall provide all parts, labor, tools, equipment, materials, supplies, transportation, supervision, administration, management, and incidentals necessary to accomplish the preventative maintenance and replacement of all batteries. Wholesale replacement of old batteries will take place in option year 3 for the bldg 227 batteries, and option year 4 of the Central Plant systems. Removal of the old batteries will be the responsibility of the contractor. All old batteries will be removed from campus and disposed of in accordance with (IAW) local environmental laws. Contractor will perform all work needed in this procurement during normal business hours, unless they have been notified of an emergency service need.
See attached for Solicitation Details
This requirement is a 100% small business set aside.

PROVISIONS AND CLAUSES:
The following provisions and clauses apply to this acquisition and are hereby incorporated by reference. All FAR clauses may be viewed at http://acquisition.gov/comp/far/index.html. All Commerce Acquisition Regulations (CAR) clauses may be viewed at http://farsite.hill.af.mil/VFCARA.HTM

FAR Clauses and Provisions: See attached Solicitation

INSTRUCTIONS:

Quotations must conform to solicitation and be prepared in accordance with this section. To aid in evaluation, the quotation shall be clearly and concisely written as well as being neat, indexed (cross-indexed as appropriate) and logically assembled. All pages of each part shall be appropriately numbered and identified with the name of the offeror, the date, and the solicitation number.
System for Award Management (SAM)
In accordance with FAR 52.204-7, the awardee must be registered in SAM (www.sam.gov) prior to award. Refusal or failure to register shall forfeit award.
Required Information

The Government will not consider any quotation without the information required by this solicitation.
Acceptance of Terms and Conditions: This is an open-market solicitation for services/equipment as defined herein. The Government intends to award a Purchase Order as a result of this solicitation that will include the clauses set forth herein. The quotation should include one of the following statements:
"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."
OR
"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:
Offeror shall list exception(s) and rationale for the exception(s)
Note: 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.
Addendum to FAR 52.212-1, Quotation Preparation Instructions:

1. Price Quotation- The Offeror shall propose a firm-fixed-price for all Line Items.
2. All offerors must be authorized to sell the service or products they are proposing to the Government.
3. All quotations shall describe the procedures of how the offeror places orders with Eaton, and submit documentation showing that they are authorized and certified Eaton service providers.
Award will not be made to any offeror without the requested documentation. All quotations shall clearly comply with the Schedule of Required Items.
4. Health and Safety Plan: The Offeror shall submit health and safety plan along with their proposal.
5. Site Visit: The Government will accommodate and hold an organized visit on August 12, 2019 at 1:00 PM ET at building 227. Offerors must be pre- registered in the NIST visitor registration system. Offerors may send the list of their representatives to abdul-kudus.yahaya@nist.gov no later than August 9, 2019 with the following information:
Name:
US Citizen: Yes or No
Company Name:
All visitors 16 years of age and older are required to present an accepted form of photo I.D. and, if bringing a vehicle onto the NIST campus, their vehicle registration card. Not all state-issued driver's licenses can be accepted by NIST. Under the REAL ID Act of 2005, federal agencies, including NIST, can only accept REAL ID-compliant state driver's licenses (https://www.dhs.gov/real-id).

NOTE: NIST takes a minimum of four (4) working days to review Non-US Citizen visit registration who is not a green card holder.
6. All questions must be submitted in writing via email to abdul-kudus.yahaya@nist.gov no later than August 14, 2019 at 3:00 pm ET.
7. All quotations shall be submitted via email to abdul-kudus.yahaya@nist.gov no later than August 19, 2019 at 3:00 pm ET. Late quotes will not be accepted.
8. All quotations shall indicate the offeror's company DUNS number and CAGE code.
9. All offerors shall submit the information/documentation required by the provisions in this solicitation.

Quotation Evaluation:

The Government intends to make a single award to the offeror who is the lowest priced, technically acceptable. A quotation will only be considered technically acceptable if it clearly demonstrates compliance with the solicitation, has quoted a firm-fixed price for each of the required items in the CLIN schedule.

Price
Price will be evaluated for fairness and reasonableness.

The Government does not intend to enter into discussion and may award a purchase order on the basis of initial offers received but reserve the right to do. Therefore, each initial quotation shall contain the offeror's best terms.

List of Attachment:
1. Solicitation SF1449
2. Guidelines for Office of Facilities and Property Management (OFPM) Contractors

.