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Sources Sought Notice 2 PBX DC Battery Plant Preventative Maintenance and Support Services The Department of Veterans Affairs, RPO East/NCO 7 has a requirement for PBX DC Battery Plant Preventative Ma... Sources Sought Notice 2 PBX DC Battery Plant Preventative Maintenance and Support Services The Department of Veterans Affairs, RPO East/NCO 7 has a requirement for PBX DC Battery Plant Preventative Maintenance and Support Services that will support the VISN 7 Network Office providing services to the Southeast Regional VA Medical Centers: Atlanta VAMC, Augusta VAMC, Dublin VAMC, Charleston VAMC, Columbia VAMC, Birmingham VAMC and the Tuscaloosa VAMC to include any Community Based Outpatient Clinics (CBOC). The contractor shall perform service in accordance with the Statement of Work which will be attached to this Sources Sought Notice. This is a SOURCES SOUGHT NOTICE only for the purpose of Market Research to determine the availability and capability of SDVOSB Business Concerns. Responses to this notice will be used for information and planning purposes. No proposals or quotes are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS or QUOTES and NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall NOT be construed as solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). Responses to this source sought is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the service requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought, please ensure to include the your company s DUNS number on your response. Refer to the Statement of Work section below for the requested service description. This Sources Sought is to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy The NAICS code is 811219, Other Electronic and Precision Equipment Repair and Maintenance, and the Size Standard is $22,000,000. Responses must be received by no later than 12:00 p.m. Eastern Time, Thursday, June 17, 2021. Responses shall be emailed to leonard.robinson@va.gov. This notice is to assist the VA in determining sources only. All contractors interested in doing business with the Government must be registered in the System for Award Management (SAM) database. The website for registration is www.sam.gov. Service-Disabled Veteran-Owned Small Businesses should also indicate whether the company is verified by the VA in the Vendor Information Pages (VIP) Database at www.vetbiz.gov. STATEMENT OF WORK VISN 7 PBX DC Battery Plant Preventative Maintenance SCOPE The Contractor shall provide all labor, parts, material, and supervision necessary to provide preventive maintenance and support for the Department of Veterans Affairs VISN 7 Unify Telephone System DC Power Distribution System and Batteries. All work will be in accordance with applicable local, state, and federal codes, guidelines, and regulations governing such services. GENERAL Period of Performance The Period of Performance shall be for a period of 12 months with a Base Year and four (4) additional one-year option periods from date of award. Days and Hours of Operation Typical working hours at the VA facilities are 8:00 a.m. to 4:30 p.m. ET, Monday through Friday, excluding Federal holidays. Work may be required outside of normal business hours due to system failures and other issues but must be coordinated in writing with the assigned COR. Performance Locations Routine preventative maintenance services shall be conducted twice per each year of the contract at each of the Veterans Affairs Medical Centers (VAMC), facilities, and/or clinics identified in the table below. The Government reserves the right to add or remove facilities to the covered lists to cover expansions and/or restructuring. Table 1: Covered Facilities VA Facility Name VA Facility Address VA Facility POC (TBD) Atlanta VA Health Care System 1670 Clairmont Rd, Atlanta, GA 30333 Central Alabama VAMC-Montgomery 215 Perry Hill Rd, Montgomery, AL 36109 Charlie Norwood VAMC (Downtown) 950 15th St, Augusta, GA 30901 Charlie Norwood VAMC (Uptown) 1 Freedom Way, Augusta, GA 30904 Carl Vinson VAMC 1826 Veterans Blvd. Dublin GA 31021 Greenville Community-Based Outpatient Clinic (CBOC) 41 Park Creek Dr., Greenville, SC 29605 Ralph Johnson VAMC 109 Bee St, Charleston, SC 29401 Tuscaloosa VAMC 3701 Loops Rd East, Tuscaloosa, AL 35404 Tuskegee VAMC 2400 Hospital, Tuskegee, AL 36083 VA VISN7 Office/Duluth 3700 Crestwood Pkwy NW, Suite 500, Duluth, GA 30096 WM Jennings Bryan Dorn VAMC 6439 Garner's Ferry Road, Columbia, SC 29209 PERFORMANCE REQUIREMENT Tasks General: The vendor shall provide Preventative Maintenance and correction of any minor discrepancies for the Unify Telephone Systems DC Power System and associated batteries at the VISN 7 sites noted above, reference Table 1. Vendor must be capable to accomplish major repair (or minor repair) as noted above, replacement, and system expansion as required without taking the system off-line. This maintenance contract will include two (2) visits per year to each of the sites and must be coordinated through the VISN 7 Contracting Officer Representative (COR) and site POC provided a minimum of 30 days in advance of proposed site visits. Any major repairs, replacement, or system expansion of private branch exchange (PBX) battery systems shall occur after normal working hours and be coordinated with the local facility. Specific: The vendor will check the following systems: Telephone Switch DC Power Distribution System functions including: Cable and Connectors for proper size and applied load Bolts and Connectors for Heat; torque all bolts to spec Low Voltage Shutdown Function DC Rectifier/Chargers Check, adjust as necessary and provide a written record of settings/values programmed for all functions including: High/Low Voltage Shutdown Current Limiting/Low Current Alarms High/Low Alarms Float and Equalize Voltages to Spec. Load Sharing Function The vendor will perform preventive maintenance on the Telephone Switch Battery System to include: Visual Inspection, cleaning and application of corrosion inhibitor as required Analyze condition of each battery using Alber CRT-300 Cellcorder or equivalent to measure and record float voltage, internal resistance, and intercell connection resistance. All test instruments shall have been calibrated within six (6) months of test performance by a certified calibration facility. Apply a momentary load to calculate internal cell resistance while cells are on-line. Perform a Safety Inspection of the DC Power System to include: Ensure required Safety Shields on Power Board, DC Wiring Tie Points, and Batteries are in place. Check Critical Power System Functions as related to safety e.g. alarms, shutdown, and monitoring functions. Ensure DC Power System and battery stack area are clear of any foreign objects and non-system related items, especially metallic items that should be kept well clear of system. Any items found in the area will be brought to the attention of the facility Telecom Staff, local CIO, and the COR, and prominently documented in the site report. Ensure no unauthorized modifications or changes to the system have been made that could compromise the system. Analysis/load testing of the PBX DC power system and battery plant shall not in any way cause the PBX system to lose voice service or create a reboot/system reload condition. The loss of voice service or system reboot/reload shall result in a negative evaluation to the contracting officer regarding potential contract renewal or follow-on service. The winning bidder must be cognizant that VISN 7 facilities are involved in direct medical patient emergent care and loss of voice service creates life safety risks. Data collected from each visit will be maintained in a database for long term "trending" of battery condition. Scheduling Contractor will conduct two (2) maintenance visits per year to each of the sites Each visit must be coordinated through the VISN 7 Contracting Officer Representative (COR) and site POC provided a minimum of 30 days in advance of proposed site visits. Deliverables The contractor shall provide a soft copy of the data for each battery in Microsoft Excel format to the Contracting Officer and the COR along with a printable report in Microsoft Word for each site visit. Both the soft data and hard copy report shall be submitted within five (5) business days following completion of testing at each site. The hard copy report shall include an overall battery system condition, identification and results of all tests conducted and minor corrective repair actions performed, projected DC power system remaining service life duration, and recommendations for any single/multiple battery or power system servicing issues with estimated costs. License/Certifications The contractor shall have liability insurance PROPOSALS Proposal should include all parts and labor to be used. PERFORMANCE MONITORING The government reserves the right to monitor services in accordance with the Performance Requirements. Performance Standards Matrix Performance Objective SOW Ref Performance Measure/Standard Acceptable Level of Performance Method of Assessment Perform maintenance activities as required by the contract Para 3.1 Maintenance, Services, and Inspections are completed IAW the SOW Satisfactory Direct Observation, 100% Inspection, and User Survey Deliverables (Data and Printable reports). Para 3.2 Reports in appropriate format, within specified time, and contains applicable information Satisfactory 100% Inspection Invoice Submittal Para 6 Invoices prepared properly and submitted timely in arrears. Satisfactory 100% Inspection 6. PERFORMANCE STANDARDS Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards. Performance Objective SOW Ref Performance Measure/Standard Acceptable Level of Performance Method of Assessment Incentive Complete maintenance activities as required by the contract Para 3.1 Maintenance, Services, and Inspections completed IAW the SOW Satisfactory Direct Observation, 100% Inspection, and User Survey Positive Past Performance: Exercise of Option if needed Deliverables (Data and Printable reports). Para 3.2 Reports in appropriate format, within specified time, and contains applicable information Satisfactory 100% Inspection Insurance Para 3.3 Contractor must maintain active insurance during the life of contract Satisfactory 100% Inspection Invoice Submittal Para 6 Invoices prepared properly and submitted timely in arrears. Satisfactory 100% Inspection 7. METHODS OF QA SURVEILLANCE Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP. a. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.) Maintenance, Services, and Inspections completed IAW the SOW b. 100% INSPECTION. (Evaluates all outcomes.) Service Reports are in appropriate format, submitted within specified time, and contains applicable information Contractor maintains license, certification, have applicable insurance during performance period Invoices prepared properly and submitted timely in arrears. c. USER SURVEY. (Combines elements of validated user complaints and random sampling. Feedback will be requested from facility POCs after the completion of each service.) Maintenance, Services, and Inspections completed IAW the SOW 8. RATINGS Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used: EXCEPTIONAL: Performance significantly exceeds contract requirements to the Government s benefit. SATISFACTORY: Performance meets contractual requirements. UNSATISFACTORY: Performance does not meet contractual requirements. 9. DOCUMENTING PERFORMANCE a. ACCEPTABLE PERFORMANCE The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action. b. UNACCEPTABLE PERFORMANCE When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file. When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR) and present it to the contractor's program manager. The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO. 10. FREQUENCY OF MEASUREMENT a. Frequency of Measurement. During contract performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed. b. Frequency of Performance Assessment Meetings. The COR shall meet with the contractor each six months to assess performance and shall provide a written assessment. 11. INVOICES All invoices should be submitted in arrears and must contain the appropriate purchase order number. Submit invoices through Tungsten Network, (1-877-489-6135), http://www.tungsten-network.com . NOTE: If invoice is submitted improperly (too early, incorrect purchase order number, incorrect billing, etc), invoice will be returned to contractor for correction. Vendor Electronic Invoice Submission Methods Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below: VA s Electronic Invoice Presentment and Payment System The FSC uses a third-party contractor, Tungsten Network (Formerly OB10), to transition vendors from paper to electronic invoice submission. Please go to this website http://www.tungsten-network.com/us/en/veterans-affairs-us/Â to begin submitting electronic invoices, free of charge. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org). A properly prepared invoice will contain: Invoice Number and Date Contractor s Name and Address Accurate Purchase Order Number Supply or Service provided Date and location of Service Provided Invoice must show service provided and amount due, by CLIN Total amount due Vendor e-Invoice Set-Up Information: Please contact OB10 at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or OB10, please contact the FSC at the phone number or email address listed below: OB10 e-Invoice Setup Information: 1-877-489-6135 OB10 e-Invoice email: VA.Registration@ob10.com FSC e-Invoice Contact Information: 1-877-353-9791 FSC e-invoice email: vafsccshd@va.gov