2022-77 UPS Repair Final.pdf

Revised 12/14/2021 Page 1

REQUEST FOR QUOTES (RFQ) #2022-77

Issue Date: 8/4/22

Project Name: Uninterruptible Power Supply Systems Maintenance and Repair Quote Due Date/Time: August 23, 2022, 2:00 PM PST Procurement Analyst: Thomas Candelario Email: tcandelario@clackamas.us

SUBMIT QUOTES VIA EMAIL TO PROCUREMENT@CLACKAMAS.US

PLEASE NOTE: EMAIL SUBMISSIONS SHOULD HAVE

“RFQ 2022-77 UNINTERRUPTIBLE POWER SUPPLY SYSTEMS MAINTENANCE

AND REPAIR” IN THE SUBJECT LINE

1. ANNOUNCEMENT AND SPECIAL INFORMATION

Quoters are required to read, understand, and comply with all information contained within this Request for Quotes (“RFQ”). All quotes are binding upon Quoter for sixty (60) days from the Quote Due Date/Time. Quotes received after the Quote Due Date/Time may not be considered. If authorized in the RFQ and resulting contract, travel and other expense reimbursement will only be reimbursed in accordance with the Clackamas County Travel Reimbursement Policy in effect at the time the expense is incurred. The Policy may be found at https://www.clackamas.us/finance/terms.html.

RFQ Documents can be downloaded from OregonBuys at the following address:

https://oregonbuys.gov/bso/ Document No. S- C01010-000000 . Prospective Quoters will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Quoters are responsible for obtaining any addenda or clarifying questions from OregonBuys.

Complete Quotes must be emailed to Procurement@clackamas.us. The subject line of the email must identify the RFQ title.

All questions regarding this RFQ are to be directed to the Procurement Analyst named above. Quoters may not communicate with County employees or representatives about the RFQ during the procurement process until the Procurement office has notified Quoters of the selected Quoter.

Communication in violation of this restriction may result in rejection of a Quoter.

2. SCOPE

The purpose of this RFQ is to purchase contracted services to provide routine preventive maintenance and repairs per manufacturers’ specifications, as well as emergency support for twenty (20) uninterruptible power supplies (UPS) systems at fourteen (14) separate locations county wide.

Two (2) of the UPS units at one (1) location are under contract through September of 2024. Therefore eighteen (18) UPS units at thirteen (13) separate locations need a five (5) year maintenance preventive maintenance (PM) contract for two (2) PM’s per year. These systems provide back-up power to essential phone, data, and dispatch functions for administrative, emergency communications, law enforcement, health services and transportation infrastructure maintenance operations for citizens of Clackamas County.

Procurement Division Public Services Building

2051 Kaen Road Oregon City, OR 97045

(503) 742-5444 (Office) mailto:tcandelario@clackamas.us mailto:Procurement@clackamas.us https://www.clackamas.us/finance/terms.html https://oregonbuys.gov/bso/ mailto:Procurement@clackamas.us

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Contractor shall provide parts and materials necessary to perform routine work, including, but not limited to air filters and electrical components.

I. Cleaning

• Remove debris from in and around power module, and properly dispose.

• Replace air intake filters.

• Vacuum interior as necessary.

• Clean all electrical contacts.

II. Inspections

Verify ambient temperature and ventilation are within manufacturers’ parameters Inspect UPS system for defective and damaged components, including but not limited to:

• Power connections.

• Subassemblies, bridges, and legs

• AV capacitors and DC capacitors

• DC connections

• Circuit board connections

• Batteries

III. Testing Operations

Obtain client permission to replace UPS system into bypass mode.

Run all systems operations to confirm, including but not limited to:

• Verify Power supply voltages are within correct ranges.

• Confirm all fans are operational.

• Perform alarm lamp test.

• Record all alarm and metered value history, since last scheduled maintenance.

• Phase on and walk up rectifier and inverter.

• Measure and record UPS input, output, bypass, DC charging, and battery voltages and currents.

• Perform fault testing.

IV. Routine Repairs • If minor repairs are more cost effective to be performed at time of maintenance call, contractor shall e-mail quote of time and materials to Electrician Supervisor or delegate point of contact with follow-up call to request authorization to proceed.

V. Emergency Services • Contractor shall provide a 24-hours per day manned phone line for emergency requests, confirm requests within thirty (30) minutes, and technicians shall report to site within four (4) hours to diagnose and correct or recommend and quote time and materials for repairs.

Locations See attached inventory of equipment by service location. All locations shall be within Clackamas County bounds. Any locations added during the term of the contract shall be included with an amendment to contract and serviced under the rates of this contract.

Schedule All scope of work shall be performed within thirty (30) days of contract execution, and then to commence again every six (6) months from contract execution and to be completed within ten (10) County business days thereafter.

Contracted technicians must be escorted into all UPS locations by assigned Facilities Management personnel. All routine maintenance shall performed on Facilities Management regular scheduled work days, Monday through Friday, 7:00 AM to 6:00 PM, excluding County Holidays.

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In the event that work would be performed would require back-up power to be off-line, work may need to be scheduled for after business hours for the affected facility.

Requirements All technicians must be competent in prescribed maintenance and necessary repairs of uninterruptible power systems and appropriately credentialed and licensed to work in the state of Oregon.

Access Contractors may be required to provide valid photo identification and pass a background check prior to entering restricted areas. On scheduled service dates, contractors are to report to Facilities Management at 1710 Red Soils Court, Suite 200 Oregon City, Oregon 97045, to be escorted to and through restricted areas by County staff.

Authorization The County shall provide a copy of the appropriate Purchase Order to the Contractor prior to routine work commencing. After-hours and emergency call-outs may only be authorized by the Facilities Management Electrician Supervisor or designee.

Deliverables E-mail report for each UPS to Electrician Supervisor, Facilities Management, within seven (7) calendar days of completed maintenance. Report shall include verification of inventory, including make, model, kVA rating, and serial number(s), confirmation of check points performed, results of inspections and testing, record or measurements, current alarm history and metered values, and analyses, noted deficiencies and immediate corrections, as well as any recommended corrective actions.

Sustainability In order to promote reasonable social, economic, and environmental practices, contractors are to perform in accordance with the Clackamas County Policy on Sustainability Practices found at http://www.clackamas.us/sustainability/sustainabilitypolicy.html.

Safety Data Sheets (SDS) Contractors are required to provide current product specifications and Safety Data Sheets (SDS) prior to scheduling services for all chemicals stored or used in Clackamas County facilities, including, but not limited to fuels, lubricants, coatings, and cleaners.

Disposal Contractors are required to provide upon invoicing, documentation of disposal of any recoverable, bulky, and regulated items generated from County facilities and best diversion in accordance with the County’s Disposal of Waste hierarchy. Contractor may check with County for on-site or other County-managed disposal options.

Best Practices Preference will be given to quotes that provide industry certification or other verifiable documentation for sustainable best practices that meet or exceed specifications, such as, but not limited to, energy efficiencies, emissions reductions, nontoxic alternatives, sustainably produced or harvested, remanufactured, repurposed, and percent post-consumer recycled content, where applicable.

Pricing Pricing shall be for time and materials. Please itemize routine maintenance costs, as well as after-hours and emergency rates per hour. Define after-hours and when minimum charges apply. Costs are allocated by client served; if costs vary depending on type of equipment or location, please itemize costs for each UPS system.

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Other Charges Itemize all charges/fees/soft costs, such as minimum, estimating, and trip/fuel charges, shipping, handling, and permits. If applicable, trip charges may be applied only once per service day or per call-not per location.

Subcontracted Work Subcontracted charges shall be itemized separately from Contractor.

Prevailing Wage When prevailing wage is applicable, quotes must clearly state that pricing is calculated at or above requisite rates.

Multi-Year Adjustments For multi-year contracts, price adjustments may be applied only once per Clackamas County fiscal year (July 1st through June 30th). Quotes shall specify whether rates will remain the same through the term of the contract or itemize the escalation rate(s) for each contract year.

Documentation All documentation submitted to Facilities Management shall be submitted completed and typed or printed legibly. Any incomplete, unclear, faded or otherwise illegible documentation will not be considered received, and contractor will be notified to resubmit.

Electronic Mail (E-mail) Electronic mail (e-mail) submissions and correspondence are encouraged in order to reduce paper waste. It is recommended that any attachments be fixed files, such as a PDF, in order to ensure document content and format are received as intended.

Quotes Provide quote(s) as stand-alone document(s) on company form and include the date issued, legal name of Contractor, Active Oregon Business Registry number, any required licenses, mailing address, business phone number, as well as point of contact and e-mail.

Maintenance Reports Written quotes are to be provided for all maintenance repair work at contract rates. If repair was identified during a required inspection, a deficiency report shall be submitted with the quote.

Modifications & Installations Recommended non-maintenance modifications and installations identified under the scope of this contract shall be solicited as separate requests for quote and are to be processed as separate contract(s).

Reports All required reports shall be submitted to the appropriate jurisdiction with hard copies to Facilities Management by the deadline specified on the notices.

Content Reports shall be submitted separately for each designated facility, reference the street address AND facility number or building name, and must include the first and last name of the technician and actual dates of service.

Field Verification Contractor is to verify and report any discrepancies from inventory provided by Facilities Management.

Descriptors

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Where applicable, Contractor shall verify the make, model, serial number, size or capacity (including units of measurement), design type or chemistry as defined by regulation or industry standard, functional service type or class, and status of device (operational, non-op, removed, replaced).

Locators Where applicable, Contractor shall also confirm the report jurisdiction, address served, situs address (if different), and location on site.

Deficiencies All deficiencies and corrective actions must be documented on reports. If a deficiency can be corrected at the time of inspection/testing, then only one report is required. If a deficiency requires the technician to address a replacement or repair on a return visit, then the deficiency report shall be submitted at the time of the initial inspection/testing, and then a corrective action report submitted upon satisfaction of inspection/testing.

Warranty For installation of any new components and equipment, provide copy of receipts and warranty with invoicing.

Invoicing Subtotal costs by UPS system served, with brief description of work performed by date. If multiple purchase orders (PO), subtotal costs by appropriate PO.

Invoices shall be billed no more frequently than monthly and received by Facilities Management within thirty (30) days or service performed.

The following items are included and incorporated within this RFQ:

Inventory of equipment by service location

The resulting contract from this RFQ will be good through June 30, 2027

3. SAMPLE CONTRACT

Submission of a Quote in response to this RFQ indicates Quoter’s willingness to enter into a contract containing substantially the same terms of the below referenced contract, which can be found at:

https://www.clackamas.us/finance/terms.html, with the below indicated requirements. No action or response to the sample contract is required under this RFQ. The applicable sample contract is the:

Goods & Services Contract (unless checked, item does not apply)

Travel Expense Reimbursement is Authorized.

The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission or negligent acts.

Automobile Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for Bodily Injury and Property Damage.

https://www.clackamas.us/finance/terms.html

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4. QUOTE

Quotes should be short and concise with the following information:

A. Company experience with the scope of this project;

B. Experience of staff that will work on the project;

C. Pricing D. References;

E. Response Time F. Quote Certification Form; and G. Any additional information that Clackamas County should take into consideration for the project or qualifications.

5. EVALUATION

Quotes will be evaluated based on subjective factors including, but not limited to the items in section 4 of this RFQ.

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QUOTE CERTIFICATION FORM

RFQ #2022-77

Submitted by: ____________________________________________________________________ (Must be entity’s full legal name)

Each Quoter must read, complete and submit a copy of this Clackamas County Certification with their Quote. Failure to do so may result in rejection of Quote. By signature on this Certification the undersigned certifies that they are authorized to act on behalf of the Quoter and that under penalty of perjury the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Quoter is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including ORS

305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the Internal Revenue Service. Information not matching IRS records could subject Quoter to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Quoter has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Quoter or will Quoter discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST

The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFQ, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Quoter to submit this Quote. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a quote for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFQ (including any attachments); and

2. Are an authorized representative of the Quoter, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Quote or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFQ and Quote; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFQ.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Telephone:_________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Resident Quoter, as defined in ORS 279A.120 Non-Resident Quote. Resident State: ____________________

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CLACKAMAS COUNTY

INSTRUCTIONS TO QUOTERS

Quotes are subject to the applicable provisions and requirements of the Clackamas County Local Contract Review Board Rule C-047-0270 (Intermediate Procurements) and Oregon Revised Statutes.

QUOTE PREPARATION

1. QUOTE FORMAT: Quotes must be must be submitted as indicated in the RFQ.

2. CONFORMANCE TO RFQ REQUIREMENTS: Quotes must conform to the requirements of the RFQ. Unless otherwise specified, all items quoted are to be new, unused and not remanufactured in any way. Any requested attachments must be submitted with the quote and in the required format. Quote prices must be for the unit indicated on the quote. Failure to comply with all requirements may result in quote rejection.

3. ADDENDA: Only documents issued as addenda by Clackamas County serve to change the RFQ in any way. No other directions received by the Quoter, written or verbal, serve to change the RFQ document. NOTE: IF YOU HAVE RECEIVED A COPY OF THE RFQ, YOU SHOULD CONSULT OREGONBUYS (https://oregonbuys.gov/bso/view/login/login.xhtml) TO ENSURE

THAT YOU HAVE NOT MISSED ANY ADDENDA OR ANNOUNCEMENTS. QUOTERS

ARE NOT REQUIRED TO RETURN ADDENDUMS WITH THEIR QUOTE. HOWEVER,

QUOTERS ARE RESPONSIBLE TO MAKE THEMSELVES AWARE OF, OBTAIN AND

INCORPORATE ANY CHANGES MADE IN ANY ADDENDA ISSUED, AND TO

INCORPORATE ANY CHANGES MADE BY ADDENDUM INTO THEIR FINAL QUOTE.

FAILURE TO DO SO MAY, IN EFFECT, MAKE THE QUOTER'S QUOTE NON-

RESPONSIVE, WHICH MAY CAUSE THE QUOTE TO BE REJECTED.

4. USE of BRAND or TRADE NAMES: Any brand or trade names used by Clackamas County in the specifications are for the purpose of describing and establishing the standard of quality, performance and characteristics desired and are not intended to limit or restrict competition.

Quoters may submit quotes for substantially equivalent products to those designated unless the RFQ provides that a specific brand is necessary because of compatibility requirements, etc. All such brand substitutions shall be subject to approval by Clackamas County.

5. PRODUCT IDENTIFICATION: Quoters must clearly identify all products quoted. Brand name and model or number must be shown. Clackamas County reserves the right to reject any quote when the product information submitted with the quote is incomplete.

6. FOB DESTINATION: Unless specifically allowed in the RFQ, QUOTE PRICE MUST BE F.O.B. DESTINATION with all transportation and handling charges included in the Quote.

7. DELIVERY: Delivery time must be shown in number of calendar days after receipt of purchase order.

8. EXCEPTIONS: Any deviation from quote specifications, or the form of sample contract referenced in this RFQ, may result in quote rejection at County’s sole discretion.

9. SIGNATURE ON QUOTE: Quotes must be signed by an authorized representative of the Quoter. Signature on a quote certifies that the quote is made without connection with any person, firm or corporation making a quote for the same goods and/or services and is in all respects fair and without collusion or fraud. Signature on a quote also certifies that the Quoter has read and fully understands all quote specifications, and the sample contract referenced in this RFQ (including insurance requirements). No consideration will be given to any claim resulting from quoting without comprehending all requirements of the RFQ.

10. QUOTE MODIFICATION: Quotes, once submitted, may be modified in writing before the time and date set for quote closing. Any modifications should be signed by an authorized representative, and state that the new document supersedes or modifies the prior quote. Quoters may not modify quotes after quote closing time.

11. QUOTE WITHDRAWALS: Quotes may be withdrawn by request in writing signed by an authorized representative and received by Clackamas County prior to the Quote Due Date/Time.

Quotes may also be withdrawn in person before the Quote Due Date/Time upon presentation of appropriate identification.

12. QUOTE SUBMISSION: Quotes may be submitted by returning to Clackamas County Procurement Division in the location designated in the introduction of the RFQ; however, no oral https://oregonbuys.gov/bso/view/login/login.xhtml

Revised 12/14/2021 Page 9 or telephone quotes will be accepted. Envelopes, or e-mails containing Quotes should contain the RFQ Number and RFQ Title.

QUOTE EVALUATION AND AWARD

1. PRIOR ACCEPTANCE OF DEFECTIVE PROPOSALS: Due to limited resources, Clackamas County generally will not completely review or analyze quotes which fail to comply with the requirements of the RFQ or which clearly are not the best quotes, nor will Clackamas County generally investigate the references or qualifications of those who submit such quotes.

Therefore, neither the return of a quote, nor acknowledgment that the selection is complete shall operate as a representation by Clackamas County that an unsuccessful quote was complete, sufficient, or lawful in any respect.

2. DELIVERY: Significant delays in delivery may be considered in determining award if early delivery is required.

3. CASH DISCOUNTS: Cash discounts will not be considered for award purposes unless stated in the RFQ.

4. PAYMENT: Quotes which require payment in less than 30 days after receipt of invoice or delivery of goods, whichever is later, may be rejected.

5. INVESTIGATION OF REFERENCES: Clackamas County reserves the right to investigate references and or the past performance of any Quoter with respect to its successful performance of similar services, compliance with specifications and contractual obligations, and its lawful payment of suppliers, sub-contractors, and workers. Clackamas County may postpone the award or execution of the contract after the announcement of the apparent successful Quoter in order to complete its investigation. Clackamas County reserves the right to reject any quote or to reject all quotes at any time prior to Clackamas County's execution of a contract if it is determined to be in the best interest of Clackamas County to do so.

6. METHOD OF AWARD: Clackamas County reserves the right to make the award by item, groups of items or entire quote, whichever is in the best interest of Clackamas County.

7. QUOTE REJECTION: Clackamas County reserves the right to reject any and all quotes for any reason including, but not limited to, a Quoter’s failure to constitute as a responsible bidder under ORS 279B.110 and LCRB C047-640-1-c-F-iii.

8. QUOTE RESULTS: Quoters who submit a quote will be notified of the RFQ results. Awarded quote files are public records and available for review by submitting a public records request or by appointment.

# Address City Address Street Facility Name Location Make Model Powewr (KVA) Serial # Last PM

1 Clackamas 12800 SE 82nd Ave Bowman Training Center MDF APC / Scheider Symmetra LX 8 to 12 (N+1) AD1926120057 May-21

2 Clackamas 9101 SE Sunnybrook Blvd Brooks Building MDF - 4th Floor APC / Scheider Symmetra LX 8 to 12 (N+1) AD1926120058 May-21

3 Clackamas 9101 SE Sunnybrook Blvd Brooks Building IDF - 1st Floor APC / Scheider Smart-UPS Rack 3 JS1050020755 May-21

4 Clackamas 9101 SE Sunnybrook Blvd Brooks Building (To be replaced) MDF 4th Floor Electrical Room APC / Scheider Symmetra 12 ED9952001175 May-21

5 Clackamas 9101 SE Sunnybrook Blvd Brooks Building Sheriff's Data Center Eaton Powerware 9355 30 BD474KXX04 May-21

6 Clackamas 9775 SE Sunnyside Rd Sunnyside Health & Wellness Center MDF APC / Scheider Symmetra LX 8 to 12 (N+1) QD0543151502 May-21

7 Happy Valley 11211 SE 82nd Ave Clackamas Mental Health Clinic (MHC) MDF APC / Scheider Symmetra LX 8 to 12 (N+1) ED0527000104 May-21

8 Happy Valley 11750 SE 82nd Ave Justice Court MDF APC / Scheider Symmetra LX 8 to 12 (N+1) OD1315360150 May-21

9 Oregon City 150 Beavercreek Rd Development Services Building (DSB) Basement Electrical Room Eaton Powerware 9390 (Model 160) 120 EG262CBC03 May-21

10 Oregon City 1810 Red Soils Ct Silver Oak Building Evidence 2nd Floor MDF Emerson Liebert eMX 30 M15K680026 May-21

11 Oregon City 2051 Kaen Rd Public Services Building (PSB) MDF - 1st Floor East APC / Scheider Symmetra LX 8 to 12 (N+1) AD1926120054 May-21

12 Oregon City 2200 Kaen Rd C-COM (To be replaced) MDF APC / Scheider Symmetra 12 ED9912001036 May-21

13 Oregon City 2200 Kaen Rd C-COM (D-1) Dispatch Electrical Room Eaton Powerware 93PM L60 20 EN152UJJ03 May-21

14 Oregon City 2200 Kaen Rd C-COM (D-2) Dispatch Electrical Room Eaton Powerware 93PM L60 20 EN151UJJ03 May-21

15 Oregon City 2206 Kaen Rd Jail (To be replaced) MDF APC / Scheider Symmetra LX 8 to 12 (N+1) QD0913260259 May-21

16 Oregon City 707 Main St Multnomah Lodge MDF - 3rd Floor APC / Scheider Symmetra LX 8 to 12 (N+1) QD1428260236 May-21

17 Oregon City 821 Main St Holmas Building Basement APC / Scheider Symmetra LX 8 to 12 (N+1) AD1740120596 May-21

18 Oregon City 902 Abernathy Rd Abernathy Creek Building MDF - Abernathy Creek 2nd Floor APC / Scheider Symmetra LX 8 to 12 (N+1) AD1911120078 May-21

Uniterruptible Power Supply (UPS) Inventory