Telephone Maintenance/Repair

Agency: Department of Homeland Security
State: Maryland
Type of Government: Federal
Caegory:
  • S - Utilities and Training Services
Posted Date: Oct 10, 2017
Due Date:
Solicitation No: HSFE20-17-Q-0079
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Solicitation Number :
HSFE20-17-Q-0079
Notice Type :
Award
Contract Award Date :
September 29, 2017
Contract Award Number :
HSFE20-17-P-0094
Contract Award Dollar Amount :
Base Period $51,848.17; OP1 $46,131.00; OP2 $47,076.96; OP3 $49,187.64; OP4 $51,447.60
Contractor Awarded Name :
Optivor Federal LLC
Contractor Awarded Address :
10820 GUILFORD ROAD, STE 208-209
Annapolis Junction, Maryland 20701-1119
United States
Synopsis :
Added: Sep 14, 2017 3:10 pm
This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotes are being requested and a written solicitation document will not be issued. It is incumbent upon contractors to monitor the FedBizOpps web page (https://www.fbo.gov) for any/all subsequent amendments. FedBizOpps also contains an option for automatic notification services.

This combined synopsis/solicitation document and the incorporated provisions and clauses it contains are those in effect through Federal Acquisition Circular (FAC) 2005-92. The NAICS code for this requirement is 811213 Telephone equipment repair and maintenance services without retailing new telephone equipment. The size standard is $11.0 million. This acquisition is restricted to small business concerns.


The Department of Homeland Security (DHS)/Federal Emergency Management Agency (FEMA)/National Emergency Training Center (NETC) has a requirement to provide the United States Fire Administration , (USFA) repair assistance and upgrades with its Avaya Communication Server 1000M Multi Group PIV communication system, CS1000 Element Manager, CallPilot voicemail system, CallPilot Application Builder, CallPilot Desktop, CallPilot Reporter server, (TM) Telephony Manager server, and related equipment made by Avaya including software upgrades as they are made available by Avaya. The software is Version: 3621, Release 765 P +.


FEMA will consider proposals submitted by all small business offerors who can provide these services.


The period of performance will be twelve (12) months from effective date of award base period. The award will contain a base period with four (4) each 12 month option periods.


See the attached Statement of Work (SOW), Attachment A, for details.


The quoted price shall represent the total price (fixed price proposed for all services) for the base period as well as a separate total price for each option period. In addition each offeror shall submit a proposed partial payment schedule for consideration and approval by the government. Proposed partial payments shall not exceed one (1) per month. A purchase order in the amount sufficient to cover costs quoted for services specified will be issued to the lowest priced, technically acceptable (LPTA) responsible offeror.

Technical and/or administrative questions must be submitted in writing to jane.huwig-leister@fema.dhs.gov no later than 10:00 a.m. EST, Monday, September 18, 2017. Individual responses will not be given. Responses to all inquiries will be published by amendment to the solicitation and posted to FedBizOpps. Inquiries and information received after the established deadline will not be considered for this particular acquisition. Oral communications are not acceptable in response to this notice. Only written inquiries will be accepted. E-mail questions/inquiries must be in MS Word or Excel format.


This is a combined synopsis/solicitation (HSFE20-17-Q-0079).


Quotations must be submitted electronically. All offers must contain a summary of maintenance services and procedures proposed to successfully complete this requirement. When responding please include the solicitation number HSFE20-17-Q-0079 on the subject line of your email message. All documents submitted must be in MS Word, Excel or PDF format. Total size for all proposal material cannot exceed 10MB. Any file larger than 10MB is too large to be accepted by the FEMA email system. All quotations are due no later than 5:00 p.m. EST, Thursday, September 21, 2017 to the following e-mail address: jane.huwig-leister@fema.dhs.gov. Receipt of quotations will be acknowledged by return email.


EVALUATION FACTORS FOR AWARD:
The Government intends to award a commercial purchase order resulting from this solicitation to the lowest priced, technically acceptable responsible offeror. The intended commercial purchase order will contain a twelve (12) month base period and four (4) each twelve (12) month option periods. The technical and past performance factors, factors A and B below, when combined are approximately equal to price. The factors identified below will be the evaluation factors used to evaluate all offers received. Quotes must be specific in details and clearly identify all the government requirements.


A. Technical -
(1) Offerors shall provide in sufficient detail a technical quote that demonstrates the offeror's experience in providing services similar in nature and scope to this requirement, and must be within a 50 mile radius of the NETC Facility located at 16825 South Seton Avenue, Emmitsburg, Maryland 21727. In addition, the quote must meet or exceed each of the requirements identified in the Statement of Work (SOW) provided below. The offeror must demonstrate ability to provide the requested services as described in the SOW. Technical quote shall include a summary of proposed maintenance services and procedures to successfully complete the requirements of the SOW.


Additional Technical Factors for Evaluation:


Demonstrated Knowledge and Experience with the following:


? Avaya Communication Server 1000M Multi Group PIV communication system;
? CS1000 Element Manager;
? CallPilot voicemail system;
? CallPilot Application Builder;
? CallPilot Desktop;
? CallPilot Reporter server;
? (TM) Telephony Manager server;



Avaya trained personnel with Aura, Succession Operational software, CallPilot Messaging with Desktop and My CallPilot applications, TM administration, rls 2.2 programming and applications, Voice over IP (VOIP) programming via Signal Server, and trained in upgrade procedures for large multi-group systems.


Demonstrated experience on a Nortel CS-1000M with FIJI Fiber Junction Interface


Demonstrated experience on Call Pilot Voice Mail and Application Builder (M-Gate connections)


Demonstrated experience with Nortel VoIP


Demonstrated experience with Emerson NetSure 701 Charger/Rectifier/Battery Bank.


Demonstrated experience with Remote Fiber IPE shelves



(2) Offerors must be actively registered with the System for Award Management (SAM) system prior to award per Federal Acquisition Regulation (FAR) 4.1102. Failure to be actively registered will result in disqualification from award consideration. Further information may be obtained at website https://www.sam.gov.



B. Past Performance - Offerors shall provide two (2), past performance references for contracts of similar requirements including size and complexity held within the last five (5) years. Past Performance information shall contain the names and phone numbers of the contracting officer or other individual who can verify past performance information. In the case of an offeror without a record of relevant past performance the past performance will receive a neutral rating, however, offerors with relevant Past Performance that fail to provide it will be removed from consideration for award.


C. Price - Offerors shall provide pricing in response to this solicitation. Fixed pricing for all services identified in the SOW, for the base period and separate pricing for each option period shall be included in the offerors quote. Offer shall include evidence of commercial pricing available to the general public. Payments will be made to the contractor in accordance with the invoice clause that will be included in the contract and will not exceed one (1) payment per month


The offeror's initial proposal shall contain the offeror's best quote from a price and technical standpoint for the base period as well as each of the four (4) option periods. The offeror's quote shall price the base period and each option period separately, identified as follows:


Contract Period-- Quantity-- Unit------ Unit Price-- Total


Base Period-- 12-- Mths-- $-- $
Option Period 1-- 12-- Mths-- $-- $
Option Period 2-- 12-- Mths-- $-- $
Option Period 3-- 12-- Mths-- $-- $
Option Period 4-- 12-- Mths-- $-- $

The Government intends to evaluate offers and award a purchase order without discussions, but reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government reserves the right to make no award as a result of this solicitation.


PROVISIONS AND CLAUSES:
All referenced FAR provisions and clauses may be accessed electronically at http://farsite.hill.af.mil/vffar1.htm and HSAR provisions and clauses may be accessed electronically at http://farsite.hill.af.mil/VFHSARA.HTM.


Of the available clauses, the following apply and are incorporated by reference: 52.212-1, Instructions to Offeror -- Commercial Items (Jan 2017). The clause 52.212-4, Contract Terms and Conditions -- Commercial Items (Jan 2017) applies to this acquisition and is incorporated by reference. The clause 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items (Jan 2017); 52.233-3, Protest After Award (Aug 1996); 52.222-50, Combating Trafficking in Persons (Mar 2015); 52.222-3, Convict Labor (June 2003); 52.222-21, Prohibition of Segregated Facilities (Apr 2015); 52.222-26, Equal Opportunity (Sep 2016); 52.222-35, Equal Opportunity for Veterans; (Oct 2015); 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014); 52.222-37, Employment Reports on Veterans (Feb 2016); 52.225-1, Buy American Supplies (May 2014); 52.225-2, Buy American Certificate (May 2014); 52.225-3, Buy American Free Trade Agreement-Israeli Trade Act (May 2014); 52.232-18, Availability of Funds (Apr 1984); 52.232-33, Payment by Electronic Funds Transfer System for Award Management(Jul 2013).


The following clauses apply and will be included in full text in any resulting award document:
52.209-10 Prohibition on Contracts with inverted domestic corporations (Nov 2015); 52.217-8 Option to Extend Services (Nov 1999); 52.217-9 Option to Extend the Term of the Contact (Mar 2000); Billing Instructions; Invoice Approval; Identification of Government Officials; Invoice Instructions; Notice of Filing Requirements for Agency Protests; NARA Records Management Language for Contracts; HSAR 3052.212-70 Contract Terms and Conditions Applicable to DHS Acquisition of Commercial Items (Sept 2012)
?
ATTACHMENT A
September 14, 2017


STATEMENT OF WORK
TELEPHONE MAINTENANCE/REPAIR



GENERAL:


The United States Fire Administration (USFA) has a requirement for a maintenance contract that provides software technical assistance, support, repair, and replacement of any and all communication parts required in the event of a system failure to USFA Avaya Communication Server 1000M Multi Group PIV communication system, CS1000 Element Manager, CallPilot voicemail system, CallPilot Application Builder, CallPilot Desktop, CallPilot Reporter server, (TM) Telephone Manager server, and related equipment made by Avaya.


BACKGROUND:


This requirement is needed to provide the United States Fire Administration , USFA repair assistance and upgrades with its Avaya Communication Server 1000M Multi Group PIV communication system, CS1000 Element Manager, CallPilot voicemail system, CallPilot Application Builder, CallPilot Desktop, CallPilot Reporter server, (TM) Telephony Manager server, and related equipment made by Avaya. The software is Version: 3621, Release 765 P +. This contract will assure continuity of operations during unforeseen outages with minimum down time. The contract will also provide software upgrades as they are made available by Avaya that will insure USFA's ability to stay current with ongoing technological advancements.



WORK TO BE PERFORMED BY CONTRACTOR


CONTRACTOR QUALIFICATIONS AND REQUIRED TASKS


MINIMUM QUALIFICATIONS. The contractor shall be located within a 50 mile radius of the National Emergency Training Center (16825 South Seton Avenue, Emmitsburg, Maryland 21727) and be a Sapphire status or higher member of Avaya Partnership program. Contractor Technicians shall be Avaya trained with Aura, Succession Operational software, CallPilot Messaging with Desktop and My CallPilot applications, TM administration, rls 2.2 programming and applications, Voice over IP (VOIP) programming via Signal Server, and trained in upgrade procedures for large multi-group systems. This minimum qualification requirement shall remain in effect for the duration of the contract.


REQUIRED TASKS. The contractor shall provide the United States Fire Administration, USFA the following required coverages for the communications system:


24/7/365 provide help-desk technical support to address an "outage".


24/7/365, 15 Minute First Response (telephonic) to emergency calls (generally major outage related) with an on-site visit within two hours, or as the Government makes the site available during routine and non-duty hours. Resolution of the non-performance issue shall transpire within 24 business hours of the contractor's on-site visit. Resolution includes contractor provided required parts.


Two hour First response (telephonic) to non-emergency calls (generally minor outage or technical question related) with an on-site visit by the end of the business day so long as the contractor receives the Government non-emergency call three hours prior to the end of the business day, and, is granted Government site access (routine duty hours) during the Government three hour advance notification lead time period. If the Government notification does not meet the three hour lead time requirement, the contractor shall provide on-site response the next business day when the Government opens for routine duty hours. For example, if the Government calls at 4:00 p.m. on Tuesday, the contractor shall be on-site when the facility opens at 8:00a.m. on Wednesday, to meet this requirement. Resolution of the non-performance issue shall be completed within 48 business hours of the contractor's on-site visit. Resolution includes contractor provided required parts.


The contractor shall provide the Government with 24/7/365 capability to enter on-line technical questions or work requests. In addition, the contractor show provide on-line service ticker tracking so as to enable the Government to track status of an entered on-line technical questions or work request.


On site repair visits during non-business hours shall be coordinated with USFA to guarantee proper access. All service effecting repair or software upgrades that requires system interruption shall be coordinated with the Contracting Officer's Representative (COR), or USFA communication technicians as appropriate to meet system resolution deadlines for major or minor outages.


Any on-site visits for major or minor alarms during normal or off-duty business hours will require prior notification to USFA communication technicians to ensure switch room access.


All software upgrades if available to fix a known issue during the term of the contract shall be performed during non-business hours with a contractor 48 hour advanced written or telephonic notification. Any software upgrades shall be uploaded within seven business days, or as is customarily made available to the commercial marketplace. THE EXCEPTION, will be if and when the upgrade shall necessitate the additional purchase of HARDWARE. In such instances, the contractor shall notify the Government Contracting Officer's Representative within 24 hours of the software availability. In such instances, the Government will procure any hardware under a separate procurement, if the Government should elect to want the given upgrade under this contract. The contractor will then have seven business days to upload the software, or as is customarily made available to the commercial marketplace, once the Government has provided evidence that it has purchased the required hardware.



The contractor shall manage and apply all applicable patches/updates to the covered equipment in coordination with USFA.


The contractor shall replace all defective hardware to include cards and system boards as part of this maintenance coverage. The contractor shall stock all necessary cards and system boards required for repair of the phone system.


The contractor shall also cover under this maintenance plan the Emerson NetSure 701 Charger/Rectifier/Battery bank backup system and call pilot tape backup system and internal modem.


The contractor shall perform quarterly maintenance visits.


Maintenance of actual physical phones is not required under this contract.



The Contractor shall provide maintenance, software upgrades, parts and labor for the following:


? Avaya Communication Server 1000M Multi Group PIV communication system;
? CS1000 Element Manager;
? CallPilot voicemail system;
? CallPilot Application Builder;
? CallPilot Desktop;
? CallPilot Reporter server;
? (TM) Telephony Manager server;


The contract shall include any software releases known to fix or repair an issue or bug within the system.



GOVERNMENT-FURNISHED MATERIALS/SERVICES:


USFA will provide access to the location of the Nortel system in Building E.


USFA staff will execute the adds, moves, or changes to the existing telephone system.


MISCELLANEOUS. Additional information is as follows:


USFA provides a dial-in modem. The Government will provide any upgrade as required during the term of the contract.


GOVERNMENT REVIEW AND ACCEPTANCE OF DELIVERABLES:


The USFA COR will review the adequacy of any and all replacement parts required during the span of the contract. The Government shall be informed of any software release upgrades prior to the contractor installing. Final acceptance of all deliverables will occur after system installation and implementation of all software/hardware is shown to work within USFA s communication structure.


CONTRACTOR POINT OF CONTACT: The contractor shall provide a primary and secondary point of contact within 10 business days of contract award. This includes names, phone number(s) and e-mail addresses. The primary point of contact shall provide required ongoing communication as required to ensure Government continuity.

Attachment B: USFA Nortel PBX Information
?


ATTACHMENT B



USFA Nortel PBX Information



MAINTENANCE COVERAGE for the MERIDIAN 1000M MULTIGROUP COMMUNICATIONS SYSTEM


? SYSTEM PRORERTIES:
? Nortel 1000M Multigroup system located in Bldg E-007 Operation software - Succession 7.65
? FNF Fiber packet
? CP PIV - Pentium M 1.1 GHz processors IP Successions Kit with Signal Server


? CONNECTIVITY:
Fiber Remote IPE Module located in Bldg J-basement



? Base systems - 1
? PRI / Trunk Seats - 184
? Mail Seats - 838
? Voice Seats - 1630
? OTM Seats
? ACD Seats 60
? Symposium Seats
? Processors / Signaling Servers 3
? MIRAN Application Processors
? MIPCD Application Processor Ports
? MICB Application Processor Ports 2
? Digital /IP Telephones 1
? Analog Devices (labor only)
? SEB Monitoring
? Avaya/Nortel Software Support (PASS) 1
? Paging Systems
? Channel Service Units 4



? Call Pilot Voice Mail system: Version 5.00.41.167
? Total mailboxes built: 893
? Capability: 3500
? Recording Hours Capability: 2400



Added: Sep 14, 2017 4:36 pm

The Synopsis/Solicitation is provided as an attachment to this notice.

Added: Sep 19, 2017 11:11 am
The Synopsis/Solicitation is amended to attach the Configuration of the NETC Phone System. 
Please consult the list of document viewers if you cannot open a file.
HSFE20-17-Q-0079 Synopsis/Solicitation
Type:
Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Label:
HSFE20-17-Q-0079 Synopsis/Solicitation
Posted Date:
September 14, 2017
Synopsis_Solicitation_Phone_Mainenance_Sept_14_2017.... (34.53 Kb)
Download/View Synopsis_Solicitation_Phone_Mainenance_Sept_14_2017.docx
Description: HSFE20-17-Q-0079 Synopsis/Solicitation
NETC Phone System Configuration
Type:
Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Label:
NETC Phone System Configuration
Posted Date:
September 19, 2017
Description: NETC Phone System Configuration
Contracting Office Address :
Office of Acquisition Management
16825 South Seton Avenue
Emmitsburg, Maryland 21727
United States
Place of Performance :
DHS/FEMA
National Emergency Training Center
16825 South Seton Avenue
Emmitsburg, Maryland 21727
United States
Primary Point of Contact. :
Sarah J. Huwig-Leister,
Contract Specialist
Phone: (301) 447-1053
Secondary Point of Contact :
Kimberly A Logue,
Contracting Officer
Phone: (301) 447-1266
Fax: (301) 447-1092

Related Document

Sep 15, 2017[Combined Synopsis/Solicitation] Telephone Maintenance/Repair
Sep 19, 2017[Combined Synopsis/Solicitation] Telephone Maintenance/Repair

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