Statement of Work (SOW)

19UK5626Q0053 - Maintenance of Uninterruptible Power Supplies (UPS) Systems

August 2026

1. Summary

The U.S. Embassy in London seeks a yearly maintenance contract for its Uninterruptible Power Supply (UPS) systems. The service provider must demonstrate proven experience in maintaining APC and Eaton UPS systems. The contract will initially encompass the maintenance of 56 APC UPS units and 12 Eaton Blade UPS units, distributed across 12 floors of the Embassy.

During the contract term, the Embassy may replace existing APC UPS units with different APC models and may add up to five (5) additional APC UPS units, if required. Any such replacement or additional APC units shall be covered under the same terms, conditions, and pricing structure of the contract, unless otherwise agreed in writing.

The contract will be for one (1) base year with four (4) option years available at the discretion of the Government.

The maintenance contract will include:

• Two preventive maintenance visits per year, scheduled during normal working hours (9:00 AM to 5:00 PM, Monday to Friday, excluding UK bank holidays)

• 24/7 emergency response service, guaranteeing on-site arrival within 8 hours of call-out

• 24/7 technical support hotline for immediate assistance

2. Statement of Work

The contractor shall perform the following services for the UPS systems and associated chargers:

• Preventive Maintenance: Provide semi-annual maintenance service for a duration of 1 year (12 months) for the specified UPS equipment listed below. Preventive maintenance shall include full inspection, operational checks, and battery assessment for each UPS.

Preventive maintenance shall include, as applicable:

- Inspection of internal components for signs of overheating, contamination or damage

- Cleaning of ventilation paths and filters where applicable

- Verification of firmware, alarm logs and event history

- Verification of charger, inverter and bypass operation

- Verification of input/output voltages

- Individual battery inspection and load testing

- Functional testing of alarms

- Recommendations for corrective action

• Emergency Services: Provide 24/7 emergency repair services, ensuring arrival to site within 8 hours of a call-out.

- Engineer labour and spare parts for emergency attendance shall be included as applicable to the call-out arrangement; however, actual call-outs shall be ordered separately via Purchase Order before work commencement. Prices for call-outs, labour, and any applicable parts shall be provided upfront on a separate pricing table.

• Technical Support: Maintain a 24/7 technical hotline for immediate assistance.

• Technical Expertise: Contractors must demonstrate:

- Proven experience in maintaining and repairing APC and Eaton UPS systems

- Minimum of 5 years experience working with enterprise-level UPS systems

- Manufacturer certifications are advantageous

• Qualified Personnel: All work must be conducted by experienced engineers with demonstrated expertise in APC and Eaton UPS systems maintenance and repair.

• Issue Resolution and Escalation Process:

Contractor must follow a structured troubleshooting approach for all UPS issues:

Level 1: Contractor's engineers must perform initial diagnostics and troubleshooting

Level 2: If unable to resolve, contractor must engage with manufacturer's technical support via phone/remote assistance

Level 3: Manufacturer on-site support may only be engaged if:

• Levels 1 and 2 have been exhausted and documented

• Written approval is obtained from Embassy

• Clear justification is provided for why manufacturer support is required

For each issue, contractor must provide:

• Documentation of troubleshooting steps taken

• Justification for escalation if required

• Cost estimates for any manufacturer involvement before proceeding

• Reporting:

After each service visit, provide the following within 5 business days:

- A maintenance report detailing assessments, recommendations, and expected system lifespan

- A repair report outlining failures and corrective actions taken

- Documentation of any escalations and justification for manufacturer involvement (if applicable)

- Results of individual battery inspections and load testing, where performed

• Equipment Inventory:

- Contractor shall maintain and update UPS inventory as part of their maintenance documentation

- Any changes to UPS configurations or battery replacements must be reflected in the inventory documentation

- The quantities stated in this SOW reflect the current known UPS inventory at time of issue. The

Embassy reserves the right to add up to five (5) additional APC UPS units during the contract term, and such units shall be included within the maintenance scope under the same contract terms.

• UPS Model Changes

During the contract term, some existing UPS units may be replaced as part of the Embassy’s equipment lifecycle program. Replacement units may be different models from those currently listed; however, they are expected to remain APC units of a similar operational class. The contractor shall provide support for all APC UPS models installed under the contract during its period of performance.

• Battery Testing and Inspection

All UPS batteries and/or battery blocks shall be individually visually inspected and load tested during preventive maintenance visits, where applicable to the UPS configuration.

Reliance solely on UPS front-panel indicators, self-test results, or monitoring software readings shall not be accepted as sufficient battery testing.

The contractor shall record the results of the individual battery inspections and load tests and include them in the maintenance report, together with any recommendations for replacement.

• Battery Management

Battery replacement shall be conducted on an as-needed basis, as determined during the maintenance visits or as otherwise identified during the contract term. Any required replacements shall be documented in the maintenance report provided after each visit.

Please note that the cost for supplying and replacing batteries shall be quoted separately.

If requested by the Embassy, the contractor shall remove and properly dispose of replaced batteries in accordance with applicable waste disposal regulations and shall provide a disposal certificate upon completion.

• Inclusive Costs: Travel and labor costs for maintenance to be included within the contract.

• Exclusions: Note that batteries and parts are not included within the contract. These will be subject to a separate quotation.

3. Requirements for Submission of Offer

A. In order for a quote to be considered, the contractor must provide:

- Evidence of experience and expertise in maintaining APC and Eaton UPS systems

- Proof of demonstrable experience in undertaking similar projects including three (3) references

- Evidence of established relationships with UPS manufacturers for technical support

- Proof of all insurance (such as public and employer’s liability) and accreditation as may be required under applicable UK law

- A completed SF-18

- Vendors must provide evidence that the offeror/quoter operates an established business with a permanent address and telephone listing in the United Kingdom that can be confirmed on Companies House.

- If sub-contracting out the work, provide documentation demonstrating an established sub-contractor relationship with the proposed vendor for the past 3 years and evidence of payment of services rendered under prior contracts.

B. Any questions regarding this solicitation must be submitted to Procurement_Box3@state.gov by COB August 27, 2026

C. Quotes are due by 5pm BST on September 8, 2026. Please submit them via email to Procurement_Box3@state.gov with the subject “UPS Maintenance – 19UK5626Q0053”.

mailto:Procurement_Box3@state.gov mailto:Procurement_Box3@state.gov

List of equipment:

MAKE MODEL Serial Quantity

EATON BLADE UPS1213 BH4920006 12

APC SYHF6KT QD1436260241 31

APC 1500VA Smart UPS 7

APC SMX2200HV AS1545234660 4

APC SMX2200HVNC AS2025352421 4

APC SMT1500RMI1U AS1545113986 3

APC FJX1500RMI2UNC AS2147230341 1

APC SMT750I AS2008245916 1

APC SMX15002UNC AS2147230319 1

APC SUA1500RMI2U 3S1516X00643 1

APC SMT750VA 3S1638X00678 1

APC SMC1500I 3S1607X05649 1

Tripp-Lite SM2200RMDVTAA 2724EV0SM771500046 1