3_SOW_145033-26-0006.docx

STATEMENT OF WORK (SOW)

1.0 GENERAL

1.1 BACKGROUND

The National Oceanic and Atmospheric Administration (NOAA), Oceanic and Atmospheric Research (OAR), Office of the Executive Director (OED) operates and maintains mission-critical data environments at the David Skaggs Research Center (DSRC) in Boulder, CO. These facilities house high-performance computing (HPC) operations and research systems. To protect these systems against electrical power disruptions, NOAA utilizes Uninterruptible Power Supply (UPS) units. Reliable operations require systematic, factory-certified preventative maintenance, and rapid technical support is necessary to minimize operational downtime during utility power anomalies.

1.2 SCOPE

The Contractor shall provide comprehensive, factory-authorized maintenance services, scheduled preventative inspections, and emergency corrective repairs for six (6) government-owned Toshiba UPS systems located at the DSRC in Boulder, CO.

The range of work includes:

1. Platinum-level support agreements featuring twenty-four (24) hour, seven (7) day a week, three hundred sixty-five (365) day a year (24/7/365) emergency support.

2. On-site emergency response within four (4) hours of notification.

3. Scheduled semi-annual preventative maintenance inspections, consisting of one (1) major annual inspection and one (1) minor semi-annual inspection per unit, including comprehensive battery diagnostic evaluations.

4. Removal and environmental recycling of degraded batteries.

Option for Scope Expansion: NOAA reserves the option to add similar UPS and backup power equipment within the DSRC site to this contract via bilateral contract modifications. The Contractor shall extend equivalent contract terms, pricing structures, and response Service Level Agreements (SLAs) to any added units.

Negative Scope (Exclusions): This contract does not cover building-level diesel generator maintenance, facility switchgear maintenance, or total battery cabinet replacements.

1.3 OBJECTIVES

The primary objectives of this contract are to:

1. Maintain continuous, uninterrupted power protection for NOAA's HPC data environments.

2. Secure manufacturer-certified major and minor preventative maintenance for the designated inventory of Toshiba UPS assets.

3. Establish a legally binding, four (4) hour on-site emergency repair response window.

1.4 GOVERNMENT-OWNED EQUIPMENT INVENTORY

The Contractor shall maintain, support, and service the following six (6) government-owned UPS units covered under the Platinum Maintenance Agreement terms:

2.0 WORK BREAKDOWN STRUCTURE (WBS) / SPECIFIC TASKS

The Contractor shall execute the following tasks in strict accordance with the original equipment manufacturer (OEM) technical specifications for the Toshiba UPS and battery models listed in the equipment inventory.

2.1 TASK 1: SCHEDULED ANNUAL MAJOR PREVENTIVE MAINTENANCE (PM) SERVICES

The Contractor shall perform one (1) Major PM service on each of the six (6) UPS units annually. The Contractor shall schedule and coordinate Major PM activities with the Technical Point of Contact (TPOC) and Technical Point of Contact (TPOC) at least ten (10) business days prior to the proposed execution date. To prevent disruption to HPC operations, the Contractor shall perform Major PM tasks during off-peak windows (weekends or after-hours between 1700 and 0800 Mountain Standard Time) as designated by the TPOC.

The Major PM shall include:

· System Transfer & Isolation: Performing a controlled transfer of the critical load to the static bypass switch and isolating the UPS rectifier, inverter, and battery cabinet systems.

· Physical Inspection & Cleaning: Performing a complete internal and external visual inspection of cabinets, assemblies, and connections. The Contractor shall clean internal components using industrial vacuums with High-Efficiency Particulate Air (HEPA) filters to remove accumulated dust, lint, and debris.

· Electrical Inspection & Connections: Inspecting internal power cable connections, terminal blocks, circuit breakers, and power semiconductor modules.

· Infrared Thermal Imaging: Conducting an infrared thermal scan of electrical connections, bus bars, and switch contacts under normal load conditions before and after the PM service to detect elevated thermal signatures indicating loose connections or degrading components.

· Electronic Calibration: Calibrating system telemetry displays, internal control logic boards, and rectifier/inverter voltage levels to original factory specifications.

· Functional Testing: Testing the operational state of the static bypass switch, maintenance bypass switches, fan failure sensors, and emergency power off (EPO) circuits.

· Filter Replacement: Replacing cabinet air filters with new, manufacturer-approved replacements during the Major PM.

2.2 TASK 2: SCHEDULED SEMI-ANNUAL MINOR PREVENTIVE MAINTENANCE (PM) SERVICES

The Contractor shall perform one (1) Minor PM service on each of the six (6) UPS units, scheduled six (6) months following the Major PM. The Minor PM consists of online, non-invasive diagnostics and physical inspections while the UPS units remain energized and online, protecting the active load.

The Minor PM shall include:

· Environmental Verification: Documenting the ambient operating temperature, relative humidity, and dust accumulation levels within each UPS equipment space.

· Diagnostic Register & Log Review: Interrogating and downloading system diagnostic registers, operational logs, and event buffers to identify latent alarms, transient faults, or system anomalies.

· External & Interface Inspection: Inspecting liquid-crystal displays (LCD), indicator light-emitting diodes (LED), and terminal control screens for proper function and alarm status.

· Thermal Monitoring: Performing external thermal scans on outer panels, circuit breakers, and exhaust vents to identify abnormal temperature differentials.

· Cooling Assemblies: Inspecting active cooling fan operations, checking for bearing noise or vibration, and verifying unhindered exhaust airflow paths.

2.3 TASK 3: COMPREHENSIVE BATTERY PREVENTIVE MAINTENANCE & DIAGNOSTICS

The Contractor shall perform a diagnostic battery inspection on each battery string and cabinet associated with the six (6) UPS units. The Contractor shall perform this comprehensive battery maintenance during both the Major PM and Minor PM service visits.

The battery maintenance protocol shall include:

· Conductance & Resistance Testing: Measuring and recording the internal conductance (or internal resistance/impedance) of every individual battery cell using a calibrated, industrial battery tester to establish degradation trends.

· Voltage Measurements: Measuring and recording individual cell/block voltage levels, total string float voltage, and charger output voltage.

· Physical Inspections: Visually inspecting battery jars, casings, and terminal seals for physical swelling, cracking, active electrolyte leakage, and post corrosion.

· Connection Integrity: Checking inter-cell connector bolts for physical tightness and re-torquing connections to exact manufacturer-specified torque limits using calibrated torque wrenches.

· Environmental Assessment: Measuring and recording the surface temperature of at least ten percent (10%) of the cells in each string to monitor for signs of localized overheating or thermal runaway conditions.

· Safety & Protective Devices: Inspecting battery cabinet circuit breakers, disconnect switch contacts, and electrical fuse assemblies for correct physical and electrical operation.

2.4 TASK 4: 24/7/365 EMERGENCY CORRECTIVE MAINTENANCE & REPAIRS

The Contractor shall provide continuous, round-the-clock emergency support to address sudden equipment failures, automatic bypass transfers, or critical alarm states under the Platinum Maintenance Agreement:

· Emergency Service Hotline: The Contractor shall maintain a dedicated technical support telephone line available twenty-four (24) hours per day, seven (7) days per week, three hundred sixty-five (365) days per year (24/7/365).

· On-Site Emergency Response SLA: The Contractor’s factory-certified technician shall arrive physically at the David Skaggs Research Center (DSRC) facility in Boulder, CO within four (4) hours of the initial emergency service notification from the TPOC.

· Corrective Action & Parts Coverage: The Contractor shall perform necessary diagnostic troubleshooting, repair labor, and travel. Under the Platinum Maintenance terms, the Contractor shall provide and install required replacement components at no additional cost to NOAA.

· OEM Parts Requirement: The Contractor shall use only brand-new, genuine manufacturer-branded parts for repairs. The use of refurbished, repaired, or third-party alternative components is prohibited.

2.5 TASK 5: DEGRADED BATTERY REMOVAL, DISPOSAL, AND RECYCLING

When individual batteries are identified as degraded, failing, or operating outside safe parameters during any inspection, the Contractor shall manage their decommissioning and replacement:

· Safe Extraction: The Contractor shall disconnect, extract, and package the degraded lead-acid battery cells in accordance with Department of Transportation (DOT) shipping standards for hazardous materials.

· Environmental Recycling: The Contractor shall transport and process the spent batteries at an Environmental Protection Agency (EPA) permitted lead recycling facility.

· Certification: The Contractor shall submit a formal Certificate of Recycling to the TPOC within ten (10) business days of battery removal from the DSRC site.

3.0 CONTRACTOR PERSONNEL & SECURITY

3.1 TECHNICAL QUALIFICATIONS

The Contractor shall deploy only personnel who are factory-trained and authorized by Toshiba to perform maintenance, diagnostics, and repairs on the specific three-phase and single-phase UPS systems listed in the equipment inventory. The Contractor shall provide current, valid factory-certified training credentials for each deployed technician to the TPOC prior to performing on-site service.

3.2 TECHNICIAN IDENTIFICATION & ACCESS COORDINATION PROCESS

The Contractor shall execute the following notification process to facilitate visitor access, security clearance, and placement on the DSRC security visitor list:

1. Scheduled Maintenance Notifications: For scheduled Major and Minor PM services, the Contractor shall submit the names, government-issued photo identification details, and active Toshiba factory certifications of deploying technicians to the TPOC via email at least five (5) business days prior to the scheduled service date.

2. Emergency Service Notifications: For emergency service calls, the Contractor shall submit the name, phone number, and estimated arrival time of the responding technician to the TPOC via telephone call and email within thirty (30) minutes of technician dispatch.

3. Personnel Consistency: To maintain site security and operational continuity, the Contractor shall make reasonable efforts to assign the same factory-certified technician(s) to perform recurring PM services throughout the contract term.

3.3 EMPLOYEE IDENTIFICATION & FACILITY ACCESS

Contractor personnel shall comply with security and badging requirements of the DSRC facility:

1. Identification Badges: Contractor personnel shall wear visible, company-issued photo identification badges at all times while on the federal facility grounds.

2. Sign-In & Visitor Access: Contractor personnel shall present a valid, government-issued photo identification card (such as a state driver's license complying with the REAL ID Act) at the DSRC main security gate. Personnel shall sign in at the facility security desk to obtain a temporary, single-day visitor badge.

3. Escort Requirement: Because of the mission-critical classification of the DSRC data environments, Contractor technicians shall be escorted by the TPOC, or a designated NOAA representative at all times while performing work inside secure equipment rooms.

4.0 PERIOD OF PERFORMANCE (PoP)

The total period of performance for this contract shall consist of one (1) twelve-month Period as detailed below:

· Period of Performance: August 1, 2026 through July 31, 2027

5.0 PLACE OF PERFORMANCE & TRAVEL

5.1 PLACE OF PERFORMANCE

The Contractor shall perform work under this contract at the following government facility:

· Facility: David Skaggs Research Center (DSRC)

· Address: 325 Broadway, Boulder, CO 80305

· Specific Rooms: Secure Computer Rooms (as directed by the TPOC)

5.2 TRAVEL

The Contractor shall incorporate travel, lodging, mileage, and per diem expenses for routine PMs and emergency corrective services into the fixed-price structure of the support agreement. NOAA will not reimburse separate travel invoices or trip charges under this contract.

6.0 GOVERNMENT FURNISHED PROPERTY (GFP) & INFORMATION (GFI)

The Government will not provide specialized tools, equipment, or spare parts to the Contractor. The Government will provide the Contractor with:

1. Escorted physical access to the designated UPS equipment cabinets and battery racks.

2. Building-level electrical line drawings for technical reference during system transfers.

3. Existing system operational manuals on file within the DSRC facility.

7.0 PROGRESS REPORTING & QUALITY ASSURANCE

7.1 PROGRESS REPORTING (FIELD SERVICE REPORTS)

The Contractor shall submit a written Field Service Report (FSR) to the TPOC within twenty-four (24) hours of completing any on-site service event (including Major PM, Minor PM, or emergency corrective repairs). The FSR shall contain:

1. Date, time, and exact location of service.

2. Model and serial number of the serviced UPS unit.

3. Name of the performing technician.

4. Detailed list of tasks performed, system measurements recorded, calibrations completed, and parts replaced.

5. Findings, including any identified component degradation or recommendations for follow-up service.

7.2 PREVENTIVE MAINTENANCE REPORTS

Following Major and Minor PM inspections, the Contractor shall compile a formalized PM report. This report shall include data charts illustrating the voltage, temperature, and internal conductance readings for each battery cell to establish long-term health and degradation trends.

8.0 DELIVERABLES REVIEW AND ACCEPTANCE

The Government will review and evaluate deliverables for technical accuracy, completeness, and adherence to OEM standards.

1. Review Window: The TPOC will have five (5) business days following receipt of any deliverable to review and submit written comments or requests for clarification to the Contractor.

2. Correction Window: The Contractor shall have five (5) business days from the receipt of TPOC comments to make necessary corrections and resubmit the revised deliverable to the TPOC.

9.0 DELIVERABLES MATRIX

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables that must be reviewed and approved by the TPOC prior to proceeding to subsequent events.