20230622_PWS NSC_UPS_Maintenance v6.pdf

Contract #: TBD Attachment 01

Version date: 27 March 2023

PERFORMANCE WORK STATEMENT (PWS)

Uninterruptible power supply (UPS) Maintenance and Life cycle replacement (LCR)

1. GENERAL:

1.1. Description of Services/Introduction: This is a non-personal services contract for the first year with four (4) option years to provide UPS and battery maintenance and battery end of life cycle replacement for the National Simulation Center buildings 45 and 73. The Contractor shall provide one (1) preventative maintenance (PM) and two (2) battery PMs per year for each buildings UPS system(s). The Contractor shall perform to the standards in this contract.

1.2. Background: Fort Leavenworth is in Leavenworth, Kansas in Leavenworth County. The National Simulation Center (NSC) building 45 is located at 410 Kearney Ave, and The Regional Simulation Center (RSC) building 73 is located at 445 McPherson Ave, Fort Leavenworth, KS 66027. The simulation centers provide simulation exercises to the Army’s warfighters.

1.3. Objectives: To provide UPS maintenance and battery end of life cycle replacements.

UPS maintenance is a requirement for our simulation data to run on the network for the “Authority to Operate” ATO.

1.4. Scope: This is a non-personal services contract to provide UPS and battery maintenance and battery end of life cycle replacements for the National Simulation Center buildings 45 and 73.

This is a non-personal services contract to perform Uninterruptible Power Supply (UPS) Maintenance and UPS Battery Services at Fort Leavenworth’s National Simulation Center and Regional Simulation Center. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, other items, and non-personal services necessary to perform UPS Maintenance and UPS Battery Services at NSC and RSC as defined in this PWS. The Government will not exercise any supervision or control over the contract service providers performing the services herein. The Contractor shall provide a service agreement to fully cover equipment on a semi-annual basis.

Full coverage will include, but is not limited to: semi-annual preventive maintenance, replacement of maintainable components, to include parts and labor, 24/365 emergency service response within 8 hours of service request, for the following Government-Owned Property: This maintenance contract includes servicing a total of 5 UPS systems (with associated batteries) and associated battery strings located in buildings 45 and 73 on Fort Leavenworth (FLW).

1.4.1. Locations: National Simulation Center buildings 45 and 73 UPS rooms.

a. BLDG. 73: Powerware 9395 (UPS on East Wall)

b. BLDG. 73: Vertiv NXL (North Wall UPS)

c. BLDG, 73: Vertiv NXL (South Wall UPS)

c. BLDG. 73: APC Building 73 (x4 Battery Cab., x1 Module) on the North wall

d. BLDG. 45: Powerware 9395 (1W OSA North/West Wall)

1.5. Period of Performance: The period of performance is 01 SEP 23 - 31 AUG 28. Base plus 4 option years.

1.6. General Information

1.6.1. Quality Control: Quality Control is the responsibility of the Contractor. The Contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.246-4, Inspection of Services – Fixed Price). The Contractor shall comply with the Quality Control Plan (QCP) incorporated in the base contract for this task order (TO). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The Contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the Government.

1.6.1.1. Additionally, the Contractor shall provide a tailored, TO level QCP for this TO, within 10 business days of the performance start date (PSD). This document shall be no more than ten pages and is an addendum to the base contract QCP. The TO QCP shall address the specific tasks under this PWS and shall focus on the procedures for scheduling, conducting and documenting inspections; discrepancy identification and correction;

corrective action procedures to include procedures for addressing Government discovered non-conformances; and procedures for root cause analysis and corrective action to prevent re-occurrence of discrepancies. The TO QCP shall be provided to the Contracting Officer (KO) and contract specialist via e-mail. The Government will accept, or return the TO QCP for revision, within 10 business days. Any change to the QCP after initial acceptance requires the review and acceptance of the KO.

1.6.2. Quality Assurance: The Government will evaluate the Contractor’s performance under this TO in accordance with (IAW) the Quality Assurance Surveillance Plan. This plan is a Government only document primarily focused on what the Government must do to assure that the Contractor has performed IAW the requirements of the TO. The applicable methods of surveillance are provided in the Performance Requirements Summary (PRS).

1.6.3. Federal Government Holidays:

New Year’s Day 1st day of January Martin Luther King Jr.'s Birthday 3rd Monday of January Presidents Day 3rd Monday of February Memorial Day Last Monday of May Juneteenth 19th day of June Independence Day 4th day of July Labor Day 1st Monday of September

Columbus Day 2nd Monday of October Veterans Day 11th day of November Thanksgiving Day 4th Thursday of November Christmas Day 25th day of December

1.6.4. Hours of Operation: The Contractor is responsible for conducting business while the facilities are open, between the hours of 0700-1630 hrs. Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.6.5. Place of Performance: The work to be performed under this TO will be performed at the National Simulation Center (NSC) at 410 Kearney Ave, and Regional Simulation Center (RSC) at 445 McPherson Ave, Fort Leavenworth KS. All contractor employees shall abide by local guidance at each installation as it pertains to face coverings, physical distancing, and mandatory quarantine policies. Any unknowns or uncertainties will be resolved with the KO or COR for questions or concerns.

1.6.6. Security Requirements: Meet all Fort Leavenworth requirements for contractors to gain access and work outside on the post.

1.6.6.1. Physical Security: The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.6.6.2. Key Control: NOT APPLICABLE

1.6.7. Special Qualifications: Ability for personnel to gain access to the post.

1.6.8. Post Award Conference/Periodic Progress Meetings: The Contractor shall attend any post award conference convened by the contracting activity IAW Federal Acquisition Regulation Subpart 42.5, Post Award Orientation. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. In progress reviews (IPR) will be held at least quarterly (each 3rd month, counting from the performance start date). At a minimum, the KO, COR, and at least one contractor representative shall attend these IPRs. At these meetings the Government will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.6.9. Key Personnel: Certain experienced professional and/or technical personnel are essential for successful accomplishment of the work to be performed under this contract.

These "Key Personnel" are identified by name within the contractor’s proposal and their resumes were submitted for evaluation during the source selection process. The contractor agrees that such personnel shall not be removed or replaced within the performance of this contract unless the following measures are taken:

If one or more of the key personnel, for any reason, becomes or is expected to become unavailable for work under this contract for a continuous period exceeding 15 work days, or is expected to devote substantially less effort to the work than indicated in the proposal or initially anticipated, the contractor shall, subject to the concurrence of the KO or COR, promptly replace personnel with personnel who possess equal, or better, qualifications as the original employee.

All requests for approval of substitutions hereunder must be in writing and provide a detailed explanation of the circumstances necessitating the proposed substitutions. The request must contain a resume for the proposed substitute, and any other information requested by the KO or COR. The KO or COR must concur in writing with the change.

If the KO or COR determines that suitable replacement of Key Personnel is not timely, or that the resultant reduction of productive effort would be so substantial as to impair successful completion of the contract, the KO may terminate the contract for default or for the convenience of the Government, as appropriate, or make an equitable adjustment to the contract to compensate the Government for any resultant delay, loss or damage.

The Government has identified the following positions as “Key Personnel”, and the qualifications and experience requirements shall be met.

1.6.9.1. Task Order Manager (TOM): The Contractor shall provide a TOM who shall be responsible for the performance of the work. The name of this person and an alternate shall be designated in writing to the KO. The TOM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The TOM or alternate shall be available between 7:30 a.m. to 4:30 p.m., Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons. The required qualifications for these positions are: Pass a background investigation and have no criminal history in order to gain access to Fort Leavenworth.

1.6.10. Identification of Contractor Employees: The Contractor shall provide each employee an Identification (ID) Badge, which includes at a minimum, the Company Name, Employee Name and a color photo of the employee. ID Badges for Key Personnel shall also indicate their job title. ID Badges shall be worn at all times during which the employee is performing work under this contract. Each contractor (to include subcontractors) employee shall wear the ID Badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit. The Contractor (to include subcontractors) shall be responsible for collection of ID Badges upon completion of the contract or termination of employee. All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.

1.6.11. Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor employees while performing work under the contract.

Such employees shall be accountable solely to the Contractor, not the Government. The

Contractor, in turn, shall be accountable to the Government for Contractor and/or subcontractor employees.

1.6.12. Contractor Travel: The Contractor will be responsible for their own travel to and from the work site.

1.6.13. Organizational Conflict of Interest (OCI): The KO has not identified any OCIs inherent to this requirement. It is the offeror’s responsibility to notify the KO, prior to submission of proposals, if a potential OCI is identified.

1.6.14. Anti-Terrorism (AT) Level I Training. See DFARS 252.204-7004.

1.6.15. Access and General Protection/Security Policy and Procedures. Contractor and employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in Contractor security matters or processes.

1.6.15.1. Contractors Requiring a Common Access Card (CAC). NOT APPLICABLE

1.6.15.2. Contractors Not Requiring a CAC but Require Access to a DoD Facility or Installation. Contractor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

1.6.16. AT Awareness Training for Contractor Personnel Traveling Overseas. The Contractor shall receive Government provided area of responsibility (AOR) specific AT awareness training as directed by AR 525-13 and provide this training to each of its US based employees required to travel overseas. Specific AOR training content is directed by the combatant commander with the requiring activity’s Anti-Terrorism Officer (ATO) being the local point of contact.

1.6.17. iWATCH Training. NOT APPLICABLE

1.6.18. Access to Government Information Systems. NOT APPLICABLE

1.6.19. Operations Security (OPSEC) Standing Operating Procedure (SOP)/Plan. NOT

APPLICABLE

1.6.20. OPSEC Training. NOT APPLICABLE

1.6.21. Information Assurance (IA)/Information Technology (IT) Certification. NOT

APPLICABLE

1.6.22. Threat Awareness Reporting Program (TARP). NOT APPLICABLE

2. DEFINITIONS AND ACRONYMS:

2.1. Definitions:

2.1.1. Contractor: A supplier or vendor awarded a contract to provide specific supplies or services to the Government.

2.1.2. Contracting Officer: A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings. Note: The only individual who can legally bind the Government.

2.1.3. Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.4. Deliverable: Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.5. Government Furnished Property (GFP) or Government Property (GP): Property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract.

2.1.6. Performance Start Date: First date of period of performance identified in the contract document. For contractor employees, the individual’s performance start date is their first date of performance under this PWS.

2.1.7. Physical Security: Actions that prevent the loss or damage of Government property.

2.1.8. Quality Assurance: Various functions, including inspection, performed by the Government to determine whether a contractor has fulfilled the contract obligations pertaining to quality and quantity.

2.1.9. Quality Control: All necessary measures taken by the Contractor to assure that the quality of an end product or service conforms to contract requirements.

2.2. Acronyms:

AR Army Regulation AT Antiterrorism CFR Code of Federal Regulations

CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative DA Department of the Army DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DoD Department of Defense FAR Federal Acquisition Regulation KO Contracting Officer NSC National Simulation Center OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) POC Point of Contact PRS Performance Requirements Summary PSD Performance Start Date PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QC Quality Control QCP Quality Control Plan RSC Regional Simulation Center TPO TRADOC Proponent Office

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Contractor shall furnish all supplies, equipment, and services required to perform work under this contract.

3.2. Facilities: NOT APPLICABLE

3.3. Utilities: NOT APPLICABLE

3.4. Equipment: NOT APPLICABLE

3.5. Materials: NOT APPLICABLE

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract.

4.2. Materials: All required materials to complete the job.

4.3. Equipment: All required tools to complete the job.

5. SPECIFIC TASKS:

5.1. Task 1: UPS and battery preventative maintenance

5.1.1. Deliverable: This maintenance contract includes servicing a total of 5 UPS systems (with associated batteries) with all battery strings located in 2 buildings on Fort Leavenworth Kansas. UPS maintenance is a requirement for our simulation data to run on the network for the “Authority to Operate” ATO. Provide one system preventative maintenance per year and two battery preventative maintenance per year scheduled with the COR at appropriate time intervals.

5.1.2. Services Include: For each location: Perform a complete visual inspection of the equipment, including sub-assemblies, wiring harnesses, contacts, cables and major components. Check all mechanical connections for tightness and heat discoloration, making corrections where necessary. Clean any foreign material and dust from internal compartments. Perform a status check of alarm circuits. (If Applicable). Calibration of the equipment to meet manufacturer's specifications (if applicable). Operational checkout of the system to include transfers and proper status indications. Check or perform Engineering Field Change Notices (FCN) as necessary. Return unit to operational service with normal load then measure and verify display indications.

5.1.2.1 Services Performed: Annual and Semi-Annual (During the initial PM visit, an Annual Service PM must be performed.)

5.1.2.2 Semi-Annual Service

• Inspect the appearance and cleanliness of the battery and the battery room. Clean normal jar top dirt accumulation (to be done only with battery offline).

• Measure and record the total battery float voltage and charging current.

• Measure and record the overall AC ripple voltage.

• Measure and record the overall AC ripple current.

• Visually inspect the jars and covers for cracks and leakage.

• Visually inspect for evidence of corrosion.

• Measure and record the ambient temperature.

• Verify the integrity of the battery rack/cabinet.

• Measure and record 100% of the jar temperatures.

• Measure and record the float voltage of all jars.

• Measure and record all internal ohmic readings.

• Provide a detailed written report noting any deficiencies and corrective action needed, taken and/or planned.

5.1.2.3 Annual Service Includes the Above, Plus

• Perform original equipment manufacturer (OEM) maintenance/service to include checking capacitors, fans, and firmware updates if necessary.

• Re-tighten all battery connections to the battery manufacturer's specifications, if required. Refer to the manufacturer’s literature to determine if re-tightening is required.

• Measure and record all battery connection resistances in micro-ohms, when applicable.

5.1.2.4 The following is an outline of general checks performed during an Eaton® Preventive Maintenance of the Eaton UPS Power Module performed by Eaton field service personnel.

All checks are designed to be performed during offline operation, in the bypass mode. All checks or processes may not be applicable to all equipment types or models.

• Visual Inspection

a. Inspect all printed circuit board connections for cleanliness, swab contacts if necessary.

b. Inspect all power connections for signs of overheating.

c. Inspect all subassemblies, bridges and legs for signs of component defects or stress.

d. Inspect all DC capacitors for signs of leakage.

e. Inspect all AC capacitors for signs of leakage.

g. Inspect for, and perform as required, any open engineering changes.

h. If work is completed under a PowerTrust™ Ultra contract, inspect battery monitoring system.

• Internal Operating Parameters

a. DC Ground Detection Offset (if applicable)

b. Inverter leg current average balance (if applicable)

c. Output filter current average phase balance

d. Rectifier bridge current average leg balance

e. AC Protection settings are checked.

f. DC Protection settings are checked.

g. Input and Output Frequency and Voltage Bandwidth settings are checked.

h. Verify DC filter capacitance.

i. Verify AC tank and trap filter capacitance.

j. Power Supply voltages and waveforms

k. Update UPS firmware as necessary with customer approval (parts if required are included at no charge under service agreements with full parts coverage otherwise billable)

l. Evaluate Field Service Bulletins (FSBs) for potential updates (parts if required are included at no charge under service agreements with full parts coverage otherwise billable)

• External Operating Parameters

a. System Input Voltages (all phases)

b. System Input Currents (all phases)

c. DC Charging Voltages (float and equalize), record settings, adjust to nominal.

d. Rectifier phase on and walk in.

5.1.2.5 The following five UPS System Location, description, and coverage.

Building 45, First Floor West Wing, Open Storage Area (OSA) UPS Room (Rm 108) Description Model Serial # Annual PM Type Coverage Other Eaton 9395 9395-275 EC47BAA01 2 Essential Eaton 9390 80 FC504DAA1 2 Essential Two Cabinets, 80 Batteries

Building 73, First Floor B Wing, UPS Room Description Model Serial # Annual PM Type Coverage Other Eaton 9395 9395-275 EP102BBA02 2 Essential Eaton 9390 80 16HX925F-FR 2 Essential One Cabinet, 30 Batteries

Building 73, First Floor B Wing, UPS Room Site ID: 174385 Tag #: 1816452 Description Model Serial # Annual PM Type Coverage Other Vertiv 38SA080AOAOO 21012002662162060001 2 Essential Liebert NX Vertiv 38BP080XUX1BNS M16ECK0007 2 Essential # Batteries Liebert NX Unknown Vertiv 385A080A0A00 4AH6500001 2 Essential Liebert NX

Building 73, First Floor B Wing, UPS Room Site ID: 174445 Tag #: 1794061 Description Model Serial # Annual PM Type Coverage Other Vertiv 40SA300AAAAA495 D16E240007 2 Essential Liebert NX Vertiv 40BQ300X4K2BA1A M16F9E0007 2 Essential # Batteries Liebert NX Unknown

Building 73, First Floor B Wing, UPS Room Description Model Serial # Annual PM Type Coverage Other APC/Schneider NA NA 2 Essential # Batteries Unknown

5.1.3. Standard: The Government will have 5 business days to review the deliverable and provide comments back to the Contractor (minor clerical mistakes that are merely a matter of form and not of substance will be noted for correction). The Contractor shall submit the final deliverable within 5 business days of receiving the Government’s comments. The lack of a response from the Government within the time specified above constitutes acceptance.

5.2. Task 2: Battery end of life cycle replacement

5.2.1. Deliverable: Upon award during the base year the contractor will immediately schedule to replace and install new batteries at BLDG. 45: UPS Specific 12v Batteries and Battery Installation (80 EA), current batteries are dated 2015.

At the commencement of Option year (OY) 2 the contractor will immediately schedule to replace and install new batteries at BLDG. 73: UPS Specific 12v Batteries and Battery Installation (LCR) (160 EA) if required.

This task includes disposal of existing batteries. The contractor will provide a 1-year warranty on newly installed batteries. Any accessories required to install the new batteries including cables, connecting bars, cabinets or racks are the responsibility of the contractor.

Testing and verification of the system and batteries will be required at completion. See 1.4.1 for locations, type and quantities.

5.2.2. Standard: The contractor will replace and install new batteries at Bldg. 45 during the base year of the contract to ensure a complete and operational UPS and battery backup system. The contractor will replace and install new batteries at Bldg. 73 during Option Year 2 of the contract to ensure a complete and operational UPS and battery backup system.

5.3. Task 3, Monthly Report: Provide a monthly status report to the COR which includes:

• Contract/Task Order Number and Title

• Period covered by the report.

• Date and Name of preparer

• Milestones/Date Due/Government Due/Comments

• Task Title(s) and Number(s)

• Status of deliverables

• Efforts this Reporting Period

• Efforts Projected for Next Reporting Period

• Problem Areas

• Travel completed this reporting period.

• Travel projected next reporting period.

• General Comments

5.3.1. Deliverable: Monthly Status Report completed by the 5th working day of the following month. This report shall be submitted electronically to the COR, in an MS Office format.

5.3.2. Standard: No more than 2 reports submitted late. 100% accuracy of the content presented, (minor clerical mistakes that are merely a matter of form and not of substance will be noted for correction).

6. APPLICABLE PUBLICATIONS: NOT APPLICABLE