SOLICITATION NOTICE
J -- Maintenance of Soil Monitoring System
- Notice Date
- 9/26/2003
- Notice Type
- Solicitation Notice
- Contracting Office
- N00244 Naval Base 937 North Harbor Drive San Diego, CA
- ZIP Code
- 00000
- Solicitation Number
- N0024404RCF1
- Response Due
- 10/6/2003
- Archive Date
- 11/4/2003
- Point of Contact
- John Middleton 619-532-2651
- E-Mail Address
-
Email your questions to CLick here to contact Contracting Specialist
(john.middleton@navy.mil)
- Description
- IMPORTANT NOTICE: DFARS 252.204-7004 ?Required Central Contractor Registration? applies to all solicitations issued on / or after 06-01-98. Lack of registration in the CCR database will make an offeror / quoter INELIGIBLE FOR AWARD. Please ensure compliance with this regulation when submitting your quote. Call 1-888-227-2423 or visit the Internet at http://www.ccr.gov/ for more information. FISC San Diego is announcing its intent to issue a sole source procurement to Summit Group of Oklahoma under authority of FAR 6.302-1 for the following item: Line Item 0001: Monthly Service ? Preventative Maintenance as described herein. Qty 12 U/I Months Unit Price $____________ Amount $___________ Line Item 0002: Quarterly Service ? Includes work performed during monthly service plus calibration and associated services required quarterly as described herein. Qty 4 U/I Quarter Unit Price $____________ Amount $___________ Line Item 0003: On Call Service ? T&M ? non scheduled emergence service on an as needed basis as described herein. Labor at $________/hour if 10 day advance notice. Labor at $________/hour if 7 day advance notice. Labor at $________/hour if less than 7 day advance notice. Materials (Accessory/Part) at List Price less _________% (Price list to be incorporated by reference.) Travel and per diem at cost plus _________% handling. (Expenses to be reimbursable in accordance with contractor?s Business Travel policy, which will be incorporated by reference.) Qty 1 U/I Lot Unit Price $ 4,000 Not to Exceed Amount $ 4,000 Period of performance 01 October 2003 (or date of award) through 30 September 2004. Scope Of Work This contract is for maintenance and repair services for the Vados e Zone Monitoring System installed at the Fleet and Industrial Supply Center, San Diego (FISC) Fuel Depot located on Point Loma. The purpose of the contract is to ensure the system functions in accordance with California Code of Regulations, Title 23, Division 3, Chapter 16, Health & Safety Code, Chapter 6.7, and California Water Resources Control Board LG-113-9 for underground storage tanks and leak detection methods. The contractor shall provide all the expertise, labor, supplies, supervision, tools, materials, equipment and transportation to perform the periodic system maintenance of the Soil Sentry 12XE Vadose Zone Tank Monitoring System. The work requires testing, repairs, calibrations, documentation and certification of the system?s operating integrity. The scope of this contract includes trouble shooting and/or modifications to the software systems. For all Contracto r services, the work performed must be documented in the Soil Sentry log book which is maintained in Building 207, Fuel Depot Control House and shall be completed prior to the Contractor?s representative leaving the base. Services shall be provided as a combination of scheduled fixed price services and as-required, on-call service. Vadose Monitoring System The Vadose Monitoring System is a leak detection system for 1 aboveground and 19 underground storage tanks. The system was installed in June 1993 and the manufacturer?s warranty expired in June 1995. The system utilizes 20 Soil Sentry 12XE aspirate vapor monitors to analyze vapor concentrations of total organic hydrocarbons found in the soil and backfill around storage tanks. The system detects leaks by drawing soil vapor samples from the vadose zone (capillary are of the soil above the water table) through a series of ?polyethylene? tubes attached to a series of monitoring wells and electronically analyzes the samples. The Soil Sentry 12XE is proprietary to Summit Holdings, Inc. The Soil Sentry system, located at each tank and requiring maintenance, is made up of the following major components: ? System console that includes and aspirator pump, metal oxide vapor sensor, system micro processor, communication and printer interface ports, and other related components. The tank system console is located inside the on-site, self-contained metallic housing. Each unit is equipped with 115 VAC power and has the following components: ? Fresh air intake, exhaust, and fresh air washdown lines routed from the system console to a point outside the housing. The fresh air intake and washdown lines are filtered. ? A background reference sampling point located in an area of the site that normally is not exposed to vapors from leaking or spilled materials. ? Soil-vapor sampling points, consisting of slotted 1? inch inner diameter (ID) polyvinyl chloride (PVC) pipes. ? Transport tubing consisting of ? inch ID, 0.062 inch thick wall, high density polyethylene tubing with a diffusing filter restrictor assembly clamped at the sampling end to link each sampling point to the system console. ? Polyvinyl chloride (PVC) conduit to serve as carriers and protection for the transport tubes. ? Watertight wellhead enclosures at each vapor sampling point. ? Dedicated telephone lines for automatic calling in case of an alarm and for remote monitoring of the site. ? A remote monitor located in Building 207, Fuel Depot Control House, that consists of an IBM Compatible computer with monitor, printer, and modem. The hardware is designed to run the Soil Sentry Communications Interface sof tware, which is used for remote monitoring, records keeping, and system diagnostics. The computer is the property of the U.S. Navy. The following tanks are equipped with the AZI Soil Sentry 12XE Vadose Zone monitoring equipment: TANK MFG MODEL SERIAL NUMBER ?76 AZI 12XE 1184 ?77 AZI 12XE 1326 ?78 AZI 12XE 1326 ?79 AZI 12XE 1364 ?80 AZI 12XE 1332 ?81 AZI 12XE 1365 ?82 AZI 12XE 1319 ?83 AZI 12XE 1261 ?84 AZI 12XE 1328 ?85 AZI 12XE 1400 ?86 AZI 12XE 1334 ?87 AZI 12XE 1363 ?88 AZI 12XE 1374 ?173 AZI 12XE 1387 ?174 AZI 12XE 1268 ?175 AZI 12XE 1448 ?176 AZI 12XE 1163 ?177 AZI 12XE 1115 ?178 AZI 12XE 1175 ?42 AZI 12XE 1293 Applicable Publications The below-listed publications shall be used in the performance of service; copies of wh ich are available for review at the FISC Environmental Compliance Office: ? Soil Sentry Twelve XE Installation, Start-up, and Operation Manual ? Communication Interface Software User?s Manual ? FISC Storage Tank Monitoring Report ? FISC Point Loma?s Standard Environmental Operation Procedures ? Handbook of Vadose Zone Characterization & Monitoring Scheduled Fixed Price Service ? Line Items 0001 And 0002 All Fixed-Price work shall be performed during government regular working hours of 0730-1600, Monday though Friday. If the Contractor desires to work after regular hours, or on Saturdays, Sundays or holidays, prior approval must be obtained from the Fuel Depot Director. The Contractor?s work schedule is expected to cause minimal interference with government business and fuel depot operations. For contract line item number (CLIN) 0001, in accordance with the contract or-prepared, government-approved schedule, the contractor shall provide for each of the 20 monitors and the software systems all necessary management, labor, equipment, supplies and materials to perform monthly testing, maintenance, repair and documentation of work performed. All the tanks listed above require monthly inspections, preventative maintenance, and repair of any discovered/reported discrepancies. The Contractor shall perform a monthly inspection and functional test of all Soil Sentry 12XE vadose zone monitoring equipment, and provide written reports of the findings to the FISC Fuel Depot Director. The Contractor shall, in addition to this inspection and testing, perform necessary repairs to restore the system to normal operations. Within 5 work days after the completion of a monthly maintenance visit, the Contractor shall provide the Fuel Depot Director with a w ritten report describing in detail all work performed, any discrepancies discovered, repairs accomplished, parts replaced, tests conducted, etc. As part of CLIN 0001, the Contractor shall provide telephonic consultation to FISC representative(s) on a routine-service basis. The Contractor shall respond to a routine-service consultation call within 4 hours after the Government calls the contractor?s toll-free number. The Contractor shall have a fax machine on-line during the hours of 0700-1630 Pacific Time. Monday through Friday (excluding federal holidays) to receive routine-service consultation calls. Routine-service calls will not require the Contractor to respond on Saturday, Sunday or federal holidays. Response to a consultation service call is the qualified service engineer/technician making telephone contact with the FISC representative identified in the call as the point of contact for that call. There is no separate charge for this portion of the monthly service. For CLIN 0002, in accordance with the contractor-prepared, government-approved schedule; the contractor shall provide quarterly service consisting of: (1) all monthly service plus (2) calibration services for each of the 20 monitors and the software systems plus (3) documentation of annual certification of the Vadose Zone Tank Monitoring System at the FISC Fuel Depot. Because of existing threshold conditions, some metal oxide sensors may have to be changed quarterly rather than every six months. Whenever the metal oxide sensor is changed, the system must be re-calibrated. Quarterly calibration of the tank monitoring system is required. The Contractor shall provide written certification within 10 workdays after the completion of the quarterly service and calibration, the Contractor shall provide the Fuel Depot Director with a written report of test results which indicates discrepancies discovered, repairs accomplished, maintenance performed, tests conducted and calibration information for all tanks and monitoring systems. For the calibrations the report shall certify that the system is fully operational and in compliance with California Code or Regulations, Title 23, Division 3, Chapter 16. Upon receipt of the written report and certification, the Contractor is authorized to invoice a quarterly service, CLIN 0002. As-Required, On-Call Service ? Line Item 0003 As required by the FISC Fuel Depot, provide all necessary labor, equipment and materials to trouble-shoot and repair the Vadose Zone Tank Monitoring System at FISC Fuel Depot on an unscheduled, on-call, emergency basis. This work may include software modification, replacement of v apor tubes, communication lines, electrical wires, integrity of tanks, wells, and tank product lines. On-call service (Service Call) work will be ordered by the Fuel Depot Director or his designee. The individual placing a Service Call is responsible for identifying: (1) the problem to be solved, (2) the type of work to be accomplished, (3) the urgency of the requirement and (4) a monetary amount that may not be exceeded without approval of the Director. The contractor shall provide written confirmation of the Service Call at the time of billing. The Contractor shall have an area code 619, 858 or toll-free number (may be connected with a pager) that the FISC representative will use to place emergency Service Calls. The telephone or pager must be answered during the hours of 0700-1630, 7 days a week, by a person authorized to dispatch Contractor personnel and equipment. The Contractor?s qualified service engineer/technician shall respond by phone within 4 hours (7 days a week including holidays) after the Service Call has been placed by the government representative. If physical presence is required, the Contractor must be capable of arriving on site within 24 hours with the tools and materials reasonably expected to be required for the job. Service Calls may be placed when a malfunction occurs in an underground storage tank monitoring system or when there is an indication of a leak in the tank or piping. The Contractor shall perform storage tank monitoring system testing and calibration to determine the cause of malfunction. If the cause of malfunction is in the tank monitoring system, the Contractor shall proceed with repairs up to the monetary limit specified in the initial call. If it is determined the malfunction is caused by a le ak in the tank or piping, the Contractor shall stop work and immediately notify the FISC Fuel Depot Director, indicating if integrity testing is necessary. Integrity testing may not proceed without the Director?s approval. If Director-approved integrity testing is required and cannot be accomplished within the monetary limit authorized by the Director or would (when added to all other CLIN 0003 charges to date) exceed the total contract limit for CLIN 0003, the work shall not proceed until and unless the Contracting Officer increases the CLIN ceiling via bilateral, supplemental agreement to the contract. Prior to leaving the Fuel Depot, the contractor shall provide written documentation defining the cause of the malfunction, repairs accomplished and certification that the system has been restored. Documentation may be legible entry in the Fuel Depot Control House Log Book o r other form as approved by the Fuel Depot Director. Upon government acceptance of the services, including documentation of services ordered and provided, the Contractor is authorized to invoice the service in accordance with pricing terms for CLIN 0003. Quality Control The Contractor is responsible for ensuring services meet the objective specified in the Scope of Work section of this Statement of Work. Toward this end, the Contractor shall utilize the Quality Control program described in the Contractor?s quote. The Contractor shall perform inspections as necessary to verify satisfactory completion of any services prior to requesting acceptance of work by the Government. Contractor-performed inspections are independent of those performed by the Government. The Contractor?s Quality Control inspector may be required to attend meetings with the Contracting Officer and ot her Government personnel to resolve quality considerations and problems that may arise in the course of the contract. The Contractor shall implement all necessary work control procedures to ensure timely completion of work requirements and to permit tracking of work in progress. The Contractor?s work plan and schedule included with its quote shall assure material, labor, and equipment are available to complete work requirements within the time specified, that the work scheduled is in conformance with quality standards established herein and within 30 days after the contract award, the initial monthly maintenance, annual calibrations and certification shall be accomplished. The Contractor?s quality standards are expected to ensure all work is accomplished in compliance with the publications listed above; with special attention to assure maintenance, repair, testing, calibra tion and written certification is in accordance with California Code of Regulations, Title 23, Chapter 16, Health & Safety Code, Chapter 6, 7, and California Water Resourced Control Board LG-113-9 for underground storage tanks and leak detection methods. The Contractor shall manage the total work effort associated with the services required so as to ensure adequate and timely completion. Included in the function is a full range of management duties including planning, scheduling and quality control. The Contractor shall provide an adequate staff of personnel with necessary management expertise to assure the performance of the work is in accordance with sound and efficient management practices. The Contractor shall maintain an adequate, trained work force to complete work in accordance with state and county requirements and the time and quality standards specified herein. Qualifications Due to the criticality of the monitoring system and the inherent complexity of the system, all Contractor service engineer(s)/technician(s) must be certified as trained and proficient in the repair and maintenance of the 12XE Soil Sentry system. Additionally, the Contractor must have authorized access to proprietary data describing the system and its components that is not available in the above-referenced publications. The Contractor shall maintain current the certifications of personnel and data licensing submitted with its quote. Contractor Furnished Equipment The Contractor shall provide all equipment, parts, materials and any necessary purchased services to perform the contract and satisfy its objective. The Contractor shall provide new parts and components when providing maintenance and repair services described herein. All replacement parts, co mponents and materials used in the maintenance and repair of equipment shall: (1) be compatible with the existing equipment on which it is to be used; (2) be of equal or better quality that the original equipment specifications; (3) conform to the manufacturer?s specifications; (4) be used in accordance with the original design and manufacturer?s intent. If the manufacturer has updated the quality of parts for current production, the parts supplied under this contract shall be equal or exceed the updated quality. The Contractor shall retain the parts replaced for at least 10 days after completion of the job and make these parts readily available for inspection by the Contracting Officer, Fuel Depot Director or their designee(s). Utilities And Government-Owned Property The Government will furnish 110 VAC and potable water at no cost to the Contractor from existing outlets, as may be required to perform the work specified by the contract. Information concerning the location of existing outlets may be obtained from the FISC Fuel Depot representative. The Contractor shall provide and maintain the necessary service lines from the existing Government outlets to the work site. The Contractor shall take special care to protect Government Property. The Contractor may be required to return areas damaged as a result of work under this contract to original condition. This procurement is unrestricted; all responsible sources may submit an offer. This is a combined synopsis / solicitation for commercial items prepared in accordance with FAR 13 and the format in 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 SEPARATE WRITTEN SOLICITATION WILL NOT BE ISSUED. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-24 and DFAR Change Notices effective through 12/13/00. The standard industrial code is 3571 (NAICS code 334111) and the business size standard is 1,000. The provision at FAR 52.212-1, Instructions to Offerors ? Commercial Items applies. Addendum to FAR 52.212-1, Paragraph (b)(5): Offers shall provide an express warranty which at a minimum shall be the same warranty terms, including offers of extended warranties, offered to the general public. Express warranties shall be included in the contract. Clause 52.212-4, Contract Terms and Conditions ? Commercial Items applies as well as the following addendum clauses: FAR 219-1, Small Business Program Representations; FAR 52.219-6, Notice of Total Small Business Set-As ide; FAR 52.211-5, Material Requirements. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders ? Commercial Items applies with the following applicable clauses for paragraph (b): FAR 52.222-26, Equal Opportunity; FAR 52.222-35, Affirmative Action for Disabled Veterans and Veterans of the Vietnam Era, FAR 52.222-36, Affirmative Action for Workers with Disabilities; FAR 52.222-37, Employment Reports on Disabled Veterans and Veterans of the Vietnam Era. DFARS 252.212-7001, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Applicable to Defense Acquisitions of Commercial Items, applies with the following clauses applicable for paragraph (b): DFARS 252.225-7001, Buy American Act and Balance of Payment Program; and DFARS 252.225-7012, Preference for Certain Domestic Commodities; and FAR 52.211-6, Brand Name or Equal. OFFERORS ARE REQUIRED TO COMPLETE AND INCLUDE A COPY OF THE FOLLOWING PROVISIONS WITH THEIR PROPOSALS: FAR 52.212-3, Offeror Representation and Certifications ? Commercial Items. The government intends to make a single award to the responsible offeror whose offer is the most advantageous to the government considering price and price-related factors. Provision 52.212-2, Evaluation ? Commercial Items, applies with paragraph (a) completed as follows: Award will be made to the offeror that meets the solicitation?s minimum criteria for technical acceptability at the lowest price. To be determined technically acceptable, the offeror must furnish product literature that demonstrates the products offered meet all requirements stated in the above purchase descriptions. In addition NAVSUP 5252.215-9402, Notice to Prospective Offerors, and 5252.215-940 3, Additional Evaluation Factors ? Contractor Evaluation System, Red / Yellow / Green Program applies. Note: The full text of the Federal Acquisition Regulations (FAR) can be accessed on the Internet at www.arnet.gov.far or www.deskbook.osd.mil; Defense Federal Acquisition Regulation Supplement (DFARS) can be accessed on the Internet at www.dtic.mil/dfars. Parties responding to this solicitation may submit their quote in accordance with their standard commercial practices (e.g. on company letterhead, formal quote form, etc.) but must include the following information: 1) Company?s complete mailing and remittance addresses, discounts for prompt payment, if any (e.g. 1% 10 days), anticipated delivery / availability of product / s, the company?s CAGE code, Dun & Bradstreet Number, and Taxpayer ID number. In addition, if you are quoting on a comparable commercial item, pr oduct literature must be included. All FAR certifications and representations specified above must also accompany your quote. Quotes must be received no later than 3:00 PM, local time 10-06-03, and will be accepted via fax (619-532-2347) or via e-mail (john.middleton@navy.mil). Quotes submitted as an attachment to an e-mail should be sent in Word Version 6.0 or higher . See Numbered Note (s) 22.
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