DALLAS INDEPENDENT SCHOOL DISTRICT | EDUCATIONAL TECHNOLOGY PROJECT MANAGEMENT

UPS Pre-Installation Project Scope Validation Form | Controlled Project Record | Page 1

UPS PRE-INSTALLATION

PROJECT SCOPE VALIDATION REPORT

Vendor Field Survey and District Approval Form

Project / Program Report No.

Campus / Site Building

Vendor Survey Date

Prepared By Report Version

District PM Submission Date

DOCUMENT PURPOSE

This form documents the vendor’s exhaustive pre-installation survey of designated network closets before logistics mobilization. It validates existing UPS conditions, electrical readiness, plug compatibility, equipment placement, power redistribution requirements, and telecommunications grounding conditions to support Phase 2 solution design, quotation, purchase order processing, and installation authorization.

☐ Original Submission ☐ Revised Submission ☐ Final Approved Record

No material procurement, purchase order processing, logistics mobilization, or installation shall proceed for the surveyed sector until identified deficiencies and design exceptions have been reviewed and approved in writing by the District’s EDUCATIONAL

TECHNOLOGY Project Management team.

UPS Pre-Installation Project Scope Validation Form | Controlled Project Record | Page 2

1. Instructions and Required Submission Elements

VENDOR CERTIFICATION REQUIREMENT

The vendor shall complete one report for each campus/site and shall identify every surveyed MDF, IDF, and other designated network closet. All entries must reflect verified field conditions. Use “N/A” only when the item does not apply and provide a brief explanation.

1.1 Required Attachments

☐ Completed campus/site summary ☐ Closet-by-closet validation sheets

☐ Existing UPS inventory and disposition schedule ☐ Receptacle and circuit schedule

☐ Load and power redistribution analysis ☐ Grounding and bonding inspection log

☐ Photo log with identifiers and captions ☐ Deficiency and exception register

☐ Recommended Phase 2 power solution ☐ Vendor certification and District approval page

1.2 Status Definitions

Status Definition

PASS Condition is present, verified, and compliant with the stated project requirement.

PASS WITH EXCEPTION Work may proceed only after the documented exception and mitigation are accepted by the District.

FAIL / HOLD Condition prevents quoting, procurement, or installation until corrected and approved.

NOT APPLICABLE Item does not apply; vendor must explain the basis for this designation.

1.3 Survey Personnel and Access

Lead Surveyor Title / Qualification

Electrical Reviewer Company

District Escort Access Window

Site Contact Contact Information

1.4 Applicable Project References

Reference Document / Requirement Revision or Date Verified

1 UPS RFP / Statement of Work

2 Dallas ISD Division 27 Standards

3 District EDUCATIONAL TECHNOLOGY UPS Replacement Criteria

4 Approved UPS Equipment Profiles

5 Applicable NEC and manufacturer requirements

UPS Pre-Installation Project Scope Validation Form | Controlled Project Record | Page 3

2. Executive Site Validation Summary

Campus / Site Total Closets Surveyed

MDF Count IDF Count

Other Closet Count Survey Completion Date

Validation Category Pass Pass w/ Exception

Fail / Hold N/A Comments / Issue IDs

Existing UPS inventory and disposition ☐ ☐ ☐ ☐

Receptacles and circuit availability ☐ ☐ ☐ ☐

Plug compatibility and cord reach ☐ ☐ ☐ ☐

Electrical capacity ☐ ☐ ☐ ☐

UPS placement and access ☐ ☐ ☐ ☐

Power redistribution ☐ ☐ ☐ ☐

Rack and busbar bonding ☐ ☐ ☐ ☐

Telecommunications grounding compliance ☐ ☐ ☐ ☐

Overall site readiness ☐ ☐ ☐ ☐

2.1 Overall Recommendation

☐ Approved to proceed to Phase 2 design and quotation

☐ Approved with documented exceptions and conditions

☐ Design review and remediation required before quotation

☐ Not ready for procurement or installation

UPS Pre-Installation Project Scope Validation Form | Controlled Project Record | Page 4

2.2 Executive Findings and Recommended Action

Summary of Existing Conditions Recommended Phase 2 Power Setup Solution Decision / Required Action

UPS Pre-Installation Project Scope Validation Form | Controlled Project Record | Page 5

3. Closet Survey Register

Campus / Site Building / Wing

Survey Team Date

Item Closet ID Type Floor / Location Rack Qty

Existing UPS Qty Readiness Detail Sheet

☐ MDF

☐ IDF

☐ Other

☐ Ready ☐ Exception ☐ Hold

☐ MDF

3.1 General Site Constraints

☐ Restricted access / escort required ☐ After-hours work required

☐ Stairs or elevator limitations ☐ Loading / inside-delivery constraints

☐ Hazardous or obstructed work area ☐ Insufficient staging space

UPS Pre-Installation Project Scope Validation Form | Controlled Project Record | Page 6

☐ Temperature / ventilation concern ☐ Other condition noted below

Constraint / Location Operational Impact Required Coordination or Mitigation

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4. Closet-Level Validation Sheet

Campus / Site Closet ID

Closet Type ☐ MDF ☐ IDF ☐ Other Building / Floor

Survey Date Surveyor

Rack Quantity Photo Range

4.1 Existing UPS Units Audit

UPS ID Rack / U Manufacturer / Model Serial No. VA / W Status

Age / Battery

Date Disposition Justification / Issue

ID

UPS-01

☐ Working ☐ Failed ☐ Unknown

☐ Keep ☐ Upgrade ☐ Remove

UPS-02

☐ Working

UPS-03

UPS-04

UPS-05

UPS-06

4.2 Required UPS Classification

Validation Item Yes No N/A Finding / Evidence / Required Action

Non-working UPS identified for decommissioning ☐ ☐ ☐

Installed working UPS identified for upgrade ☐ ☐ ☐

Working UPS approved to remain under current RFP SLA ☐ ☐ ☐

Model, serial number, condition, and disposition verified ☐ ☐ ☐

UPS Pre-Installation Project Scope Validation Form | Controlled Project Record | Page 8

4.3 UPS Condition Notes

Observed Condition Evidence / Test Performed Recommendation

UPS Pre-Installation Project Scope Validation Form | Controlled Project Record | Page 9

5. Network Load and Power Redistribution Validation

Campus / Site Closet ID

Prepared By Date

Rack Switch / Device Model Qty PSU / Feed

PoE or Connected

Load

Current

UPS

Current Distribution

Required Redistribution

Proposed UPS / Feed

R1

R2

R3

R4

R5

R6

R7

R8

5.1 Redistribution and Resiliency Checks

Validation Item Complian t Deficient N/A Comments / Issue ID

Every dependent switch is identified ☐ ☐ ☐

UPS capacity is adequate for connected equipment ☐ ☐ ☐

No UPS is overloaded ☐ ☐ ☐

Power supplies are distributed as required ☐ ☐ ☐

Single points of failure are identified ☐ ☐ ☐

Required runtime and future growth are considered ☐ ☐ ☐

Proposed distribution meets District specifications ☐ ☐ ☐

5.2 Proposed Phase 2 Power Distribution Narrative

UPS Pre-Installation Project Scope Validation Form | Controlled Project Record | Page 10

6. Receptacle and Electrical Audit

Electrical Panel(s) Survey Date

Rec. ID Mounting / Location NEMA Type IG Dedicated Condition Cord Reach / Compatibility

RCP-01

☐ Ladder rack ☐ Back Wall Top ☐ Back wall Bottom ☐ Other

☐ L6-30R ☐ L6-20R ☐ 5-20R ☐ Other

☐ Y ☐ N ☐ Y ☐ N ☐ Good

☐ Deficient

RCP-02

☐ Ladder rack ☐ Back Wall Top ☐ Back wall Bottom ☐ Other

☐ L6-30R ☐ L6-20R ☐ 5-20R ☐ Other

☐ Y ☐ N ☐ Y ☐ N ☐ Good

☐ Deficient

RCP-03

☐ Ladder rack ☐ Back Wall Top ☐ Back wall Bottom ☐ Other

☐ L6-30R ☐ L6-20R ☐ 5-20R ☐ Other

☐ Y ☐ N ☐ Y ☐ N ☐ Good

☐ Deficient

RCP-04

☐ Ladder rack ☐ Back Wall Top ☐ Back wall Bottom ☐ Other

☐ L6-30R ☐ L6-20R ☐ 5-20R ☐ Other

☐ Y ☐ N ☐ Y ☐ N ☐ Good

☐ Deficient

RCP-05

☐ Ladder rack ☐ Back Wall Top ☐ Back wall Bottom ☐ Other

☐ L6-30R ☐ L6-20R ☐ 5-20R ☐ Other

☐ Y ☐ N ☐ Y ☐ N ☐ Good

☐ Deficient

RCP-06

☐ Ladder rack ☐ Back Wall Top ☐ Back wall Bottom ☐ Other

☐ L6-30R ☐ L6-20R ☐ 5-20R ☐ Other

☐ Y ☐ N ☐ Y ☐ N ☐ Good

☐ Deficient

RCP-07

☐ Ladder rack ☐ Back Wall Top ☐ Back wall Bottom ☐ Other

☐ L6-30R ☐ L6-20R ☐ 5-20R ☐ Other

☐ Y ☐ N ☐ Y ☐ N ☐ Good

☐ Deficient

RCP-08

☐ Ladder rack ☐ Back Wall Top ☐ Back wall Bottom ☐ Other

☐ L6-30R ☐ L6-20R ☐ 5-20R ☐ Other

☐ Y ☐ N ☐ Y ☐ N ☐ Good

☐ Deficient

UPS Pre-Installation Project Scope Validation Form | Controlled Project Record | Page 11

6.1 Electrical Validation Checklist

Requirement Pass Fail N/A Verified Condition / Measurement / Issue ID

Existing receptacles match the approved UPS input requirements ☐ ☐ ☐

Required circuit pairs are available where applicable ☐ ☐ ☐

Breaker and panel circuit identification labels are verified ☐ ☐ ☐ *Vendor is required to record field observation only, not the accuracy of panel description*

Plug and receptacle configurations are compatible ☐ ☐ ☐

UPS power cord reaches without extension cords or unsafe routing ☐ ☐ ☐

Electrical capacity supports the proposed UPS load ☐ ☐ ☐

UPS placement meets access, clearance, and ventilation needs

6.2 Required Electrical Work

☐ None required ☐ New circuit

☐ Receptacle replacement ☐ Circuit relabeling

☐ Circuit capacity review ☐ Relocation / cord-routing correction

Required Work Location Responsible Trade / Party Required Before Issue ID

UPS Pre-Installation Project Scope Validation Form | Controlled Project Record | Page 12

7. UPS Placement and Constructability

Proposed UPS Profile Survey Date

Placement Requirement Pass Fail N/A Field Measurement / Finding

Rack space and depth are adequate ☐ ☐ ☐

Four-post mounting / stabilization can be supported ☐ ☐ ☐

Floor or rack loading condition is acceptable for planned equipment ☐ ☐ ☐

Front and rear service clearances are adequate ☐ ☐ ☐

Ventilation and ambient conditions are suitable ☐ ☐ ☐

UPS and EBM arrangement permits safe service access ☐ ☐ ☐

Delivery path supports equipment dimensions and handling ☐ ☐ ☐

Placement avoids interference with cabling, ladder racks, and other systems ☐ ☐ ☐

7.1 Proposed Placement

UPS / EBM ID

Rack / U

Position or Floor Location

Clearance / Mounting Notes Photo ID Disposition

7.2 Placement Sketch or Marked-Up Rack Elevation

Attach marked-up rack elevation if additional space is required.

UPS Pre-Installation Project Scope Validation Form | Controlled Project Record | Page 13

8. Grounding and Bonding Compliance Inspection

Inspector Inspection Date

INSPECTION LIMITATION

This section records the vendor’s required visual inspection of network closet grounding and bonding conditions. Any unsafe, inaccessible, uncertain, or structurally non-compliant condition shall be reported as a deficiency and referred to the District for review by the appropriate qualified party before installation proceeds.

Inspection Item Present Complian t Deficient N/A Evidence / Conductor / Issue ID

Telecommunications grounding busbar is present ☐ ☐ ☐ ☐

Busbar bonding conductor is visibly connected ☐ ☐ ☐ ☐

Busbar connection to building grounding matrix is verified or documented ☐ ☐ ☐ ☐

Each network rack is bonded ☐ ☐ ☐ ☐

Rack bonding conductors are intact and properly terminated ☐ ☐ ☐ ☐

Bonding path is accessible for inspection ☐ ☐ ☐ ☐

Grounding labels and identification are present where required ☐ ☐ ☐ ☐

No ungrounded racks or missing bonding conductors observed ☐ ☐ ☐ ☐

8.1 Grounding Deficiency Action

☐ No deficiency observed

☐ Correction required before quotation

☐ Correction required before installation

☐ District design review required

☐ Qualified electrical review required

Deficiency / Location Safety or Project Impact Recommended Corrective Action Issue ID

UPS Pre-Installation Project Scope Validation Form | Controlled Project Record | Page 14

9. Deficiency, Exception, and Decision Register

Campus / Site Report No.

Vendor Revision

Issue ID Closet Category Severity Condition /

Evidence Proposed Resolution Resolution

Scope Owner

Required Date Status

DEF-

☐ UPS

☐ Electrical ☐ Grounding ☐ Placement ☐ Other

☐ Critical ☐ High ☐ Medium ☐ Low

☐ Open ☐ Accepted ☐ Closed

DEF-

☐ UPS

☐ Electrical ☐ Grounding ☐ Placement ☐ Other

☐ Critical ☐ High

☐ Closed

DEF-

☐ UPS

☐ Electrical ☐ Grounding ☐ Placement ☐ Other

☐ Critical ☐ High

☐ Closed

DEF-

☐ UPS

☐ Electrical ☐ Grounding ☐ Placement ☐ Other

☐ Critical ☐ High

☐ Closed

DEF-

☐ UPS

☐ Electrical ☐ Grounding ☐ Placement ☐ Other

☐ Critical ☐ High

☐ Closed

DEF-

☐ UPS

☐ Electrical ☐ Grounding ☐ Placement ☐ Other

☐ Critical ☐ High

☐ Closed

DEF-

☐ UPS

☐ Electrical ☐ Grounding ☐ Placement ☐ Other

☐ Critical ☐ High

☐ Closed

DEF-

☐ UPS

☐ Electrical ☐ Grounding ☐ Placement ☐ Other

☐ Critical ☐ High

☐ Closed

DEF-

☐ UPS

☐ Electrical ☐ Grounding ☐ Placement ☐ Other

☐ Critical ☐ High

☐ Closed

UPS Pre-Installation Project Scope Validation Form | Controlled Project Record | Page 15

Issue ID Closet Category Severity Condition /

Evidence Proposed Resolution Resolution

Scope Owner

Required Date Status

DEF-

☐ UPS

☐ Electrical ☐ Grounding ☐ Placement ☐ Other

☐ Critical ☐ High

☐ Closed

9.1 Severity and Work-Gate Definitions

Severity Definition Work Gate

Critical Immediate safety, code, or infrastructure condition that prevents work. Stop. No quotation, procurement, or installation.

High Condition materially affects compliance, design, or successful installation. District review and approved resolution required.

Medium Additional scope or coordination is required but can be designed around. Document and obtain approval before affected activity.

Low Minor issue that does not prevent work when properly documented. Track through closeout or agreed corrective action.

UPS Pre-Installation Project Scope Validation Form | Controlled Project Record | Page 16

10. Phase 2 Scope Recommendation and Cost Basis

10.1 Recommended UPS Solution by Closet

Closet ID UPS Profile / Qty

EBM /

Accessories

Legacy UPS Disposition

Electrical Work

Grounding Work

Power Redistribution Basis / Issue IDs

10.2 Scope Assumptions and Exclusions

No. Assumption / Exclusion Impact if Incorrect District Disposition

10.3 Quote Readiness Checklist

☐ All closets physically surveyed ☐ Existing UPS disposition validated

☐ UPS profiles and quantities established ☐ Electrical work identified

☐ Grounding work identified ☐ Power redistribution documented

☐ Photos and evidence attached ☐ Exceptions reviewed with District

☐ Phase 2 design basis complete ☐ Vendor quote may be prepared

10.4 Recommended Next Step

☐ Proceed to vendor quotation

☐ Proceed after listed corrections

☐ Return for design clarification

☐ Return for additional survey

☐ Hold pending District decision

UPS Pre-Installation Project Scope Validation Form | Controlled Project Record | Page 17

11. Photo and Evidence Log

Campus / Site Report No.

Vendor Survey Date

Photo ID Closet / Location Subject Description and Relevance Related Issue

ID File Name

P-001

P-002

P-003

P-004

P-005

P-006

P-007

P-008

P-009

P-010

P-011

P-012

11.1 Minimum Photo Coverage Confirmation

☐ Overall closet view ☐ Each rack elevation

☐ Each existing UPS and nameplate ☐ Each receptacle / power cluster

☐ Panel and circuit identification where accessible ☐ UPS placement area

☐ Grounding busbar and conductor ☐ Each rack bonding connection

☐ Each deficiency or exception ☐ Delivery / access constraint

UPS Pre-Installation Project Scope Validation Form | Controlled Project Record | Page 18

12. Vendor Certification and District Approval

12.1 Vendor Certification

I certify that the vendor physically surveyed the site and designated network closets identified in this report; that the recorded findings accurately represent observed field conditions; and that all known deficiencies, exceptions, assumptions, and additional scope items affecting the proposed UPS solution have been disclosed. I understand that the District may reject or return an incomplete report and that work shall not proceed in an affected sector until required approvals are obtained.

Vendor Company Representative Name

Title Email / Phone

Signature Date

12.2 District EDUCATIONAL TECHNOLOGY Project Management Review

☐ Approved to proceed to Phase 2 design and quotation

☐ Approved with conditions listed below

☐ Returned for correction or additional validation

☐ Not approved; affected scope remains on hold

District Review Comments / Conditions of Approval

District Project Manager

Signature

Title Approval Date

Technical Reviewer Signature / Date

12.3 Final Work Authorization Gate

Activity Authorized Not Authorized Conditions / Reference

Vendor quotation preparation ☐ ☐

Purchase order processing ☐ ☐

Equipment procurement ☐ ☐ Vendor purchases only with a PO# from DISD at hand

Logistics mobilization ☐ ☐

Installation scheduling and field work ☐ ☐ Field work will not be performed when school/classes are in session.