2025_Scope_of_Services_Final_Doc.docx

Appendix A Scope of Services Scope of Work for Services

1. Scope of Work Comment by Kaela Williamson: @Douglas W. Henderson please assist with the comments on this document.

Contractor shall provide an all-inclusive Preventive Maintenance service to include; all labor, materials, technical support, documentation, supervision, tools, equipment, batteries, and vehicles necessary to troubleshoot and repair, program VERTIV eXM controls software, remove and replace the failed components including power modules and batteries, perform VERTIV firmware upgrades and possess programming software for VERTIV eXM controls for conducting service (the Work) for six (6) Liebert (VERTIV eXM) Uninterrupted Power Supply Units (UPS) located at the St. Petersburg Police Department Headquarters Building (1301 1st Ave. N. St Petersburg FL 33705).

2. Minimum Qualifications Comment by Kaela Williamson: Are we requiring them to provide any documentation to prove qualification (i.e. references, projects, licenses, authorized vendor list, etc) Comment by Douglas W. Henderson: I would like to understand that the business has been operating for 5 years. As for documentation to prove it this is not required. I can always check on-line.

AS for qualified service personnel, this is very important to the safety of the people working on the systems as well as protects our equipment from damages caused by unexperienced service persons.

At a minimum, Contractor must meet the following qualifications:

c. Provide evidence of financial stability and viability to fulfill the commitments of this Agreement.

d. Have the ability to obtain the minimum insurance requirements set forth in this Agreement.

e. Own or have immediate access to the equipment required to provide services.

f. Be able to provide services without the use of subcontractors.

3. Term of Agreement

4. Contractor Responsibilities

At a minimum, Contractor shall provide and meet the following responsibilities:

a. Contractor shall provide a single point of contact (Account Manager) to administer the Agreement

b. Contractor shall supply Facility Manager with emergency service contact information.

c. Contractor shall provide all labor to troubleshoot, repair, conduct system operational measurements and readings, remove, and replace failed batteries, equipment, and components, review and manipulate VERTIV Liebert software controls and programming, and upgrade the firmware for all UPS systems located in the Police Headquarters Building.

d. Contractor shall provide the Facility Manager, in advance of commencing the work, with a schedule for completing the work.

e. Access to St. Petersburg Police Department buildings

(1) Contractor employees are required to successfully pass the following required background checks, performed by the City of St. Petersburg Police Department, prior to arriving on site to perform services:

(a) Criminal Justice Information Services (CJIS) Training

(b) Background check

(2) Contractor employees completing the work will be provided a contractor visitor pass card. Visitor pass card must be worn at all times while working in and around SPPD facilities.

(3) Contractor employees completing the work shall sign-in upon entry to complete services and sign-out each time upon exit.

(4) Contractor shall ensure that they will not allow unauthorized persons entry, escort contractor employees, public, or any other persons into SPPD facilities.

f. Preventative Services

Contractor shall perform full annual preventive maintenance (PM) services for all VERTIV (Liebert) eXM UPS systems according to the Original Equipment Manufacturers (OEM) recommended maintenance schedule, to include but not limited to, the schedule and list below.

(1) Annual PM Services

Contractor shall provide one (1) regular schedule annual preventative maintenance services for each Liebert (VERTIV eXM) UPS to include but not limited to the service tasks listed below: Comment by Kaela Williamson: What about the PDU? Comment by Douglas W. Henderson: there are no serviceable parts that can be checked in the PDU. These are simply transformers and nothing can be maintained on these units.

(a) Contractor shall perform a temperature check on all breakers, connections, and associated controls.

(b) Contractor shall repair and/or report all high temperature areas

(c) Contractor shall perform a complete visual inspection of the equipment, including sub-assemblies, wiring harnesses, contacts, cables, and major components

(d) Contractor shall check air filters for cleanliness

(e) Contractor shall record all voltage and current meter readings on the display

(f) Contractor shall check all nuts, bolts, screws, and connectors for tightness and heat discoloration

(g) With Facility Manager approval, Contractor shall perform operational test of the system including unit transfer and battery discharge

(h) Contractor shall calibrate and record all electronics to system specifications

(i) Contractor shall check or perform Engineering Field Change Notices (FCN) as necessary

(j) Contractor shall record phase-to-phase input voltage and currents

(k) Contractor shall review system performance with Facility Manager to address any questions and to schedule any repairs

(l) Contractor shall perform software and firmware upgrades to ensure each UPS has the most up-to-date software and firmware installed.

(m) Contractor shall perform final cleaning of affected work area(s) remove debris from site.

(2) Annual battery Replacement Services Comment by Kaela Williamson: Are you not requiring the following that is listed in the current scope for the contract with Jantech:

Contractor shall perform all battery replacement services for each VERTIV (Liebert) eXM UPS systems according to the Original Equipment Manufacturers (OEM) recommended maintenance guidelines, methods, and design. 1. Battery Replacement Services

a. Contractor shall provide all labor and equipment to safely ship, deliver items to site and to the work location(s)

b. Contractor shall provide floor protection on luxury vinyl tile (LVT) flooring surfaces during transport of materials, tools, and supplies.

c. Contractor shall provide all materials, tools, and sundries to complete the work.

d. Contractor shall perform a complete visual inspection of the equipment, including sub-assemblies, wiring harnesses, contacts, cables, and major components.

e. Contractor shall record all voltage and current meter readings for each battery after installation is complete.

f. Contractor shall check all nuts, bolts, screws, and connectors for tightness and heat discoloration.

g. Contractor shall record all voltage and currents.

h. Contractor shall review system performance with Facility Manager upon completion of the work.

i. Contractor shall perform final cleaning of affected work area(s) and remove debris from site. Comment by Douglas W. Henderson: Based on the past battery life i have changed the scope of work to allow us to change from replacing all batteries at one time to spreading them over three years. this way we will always have capacity if one UPS battery bank fails.

Contractor shall provide all labor, materials, tools, equipment, and services to replace all the batteries in two (2) UPS System per year over three (3) years based on the annual testing results. Comment by Kaela Williamson: The scope states mentions the UPS and PDUs listed in the attachment but here you are only specifying that they are to replace batteries for 2 UPS systems. Please advise. Comment by Douglas W. Henderson: We are only servicing the 6 UPS units not the PDU's. There is nothing to service on the PDU's.

(a) Supply all safety equipment and materials to conduct the work

(b) Supply and install new batteries for each UPS

(c) Provide floor protections for transporting batteries to and from UPS locations

(d) Remove and dispose of all old batteries from each UPS

(e) Install new batteries of equal or like kind for each UPS

(f) Measure and record the total battery float voltage and charging current Comment by Kaela Williamson: In the current UPS maintenance contract, this is listed under Semi-Annual services. Two questions - Are you no longer requiring semi-annual services? Is this no longer applicable to PDUs? Comment by Douglas W. Henderson: Annual PM Service/testing only plus replacing 2 sets of UPS batteries each year over a three-year period.

(g) Measure and record overall AC ripple current

(h) Measure and record overall AC ripple voltage

(i) Measure and record 100% of the cell temperatures

(j) Measure and record the float voltage of all cells

(k) Measure and record all internal impedance readings

(l) Measure and record all battery connection resistances in micro-ohms

(m) Visually inspect the jars (batteries) and covers for cracks and leakage

(n) Visually inspect for evidence of corrosion

(o) Measure and record ambient temperature

(p) Verify the condition of the ventilation equipment

(q) Verify the integrity of the battery rack/cabinet

(r) Re-tighten all battery connections to the battery manufacturer's specifications, offline only

(s) Refurbish cell connections as deemed necessary by the detailed inspection report

g. Schedules

Contractor shall provide the City Facility Manager, in advance of commencing the work, with a schedule for completing the work.

(1) The contractor will communicate with City Facility Manager to schedule dates, times, and specific durations to complete each PM service task

(2) Owner will accommodate to the best of their abilities clear access to complete the work

(3) The Contractor will follow the UPS Battery Replacement Schedule as determined by the annual PM Service and the City. Batteries will be replaced over Three (3) years with two (2) UPS Systems in opposing UPS rooms being serviced each year.

h. Documentation

(1) The contractor will provide a detailed report on company letterhead (service report) to the owner outlining their findings while completing the work, materials used, accurate labor hours per technician as well list recommendations as needed.

(2) Contractor will be required to reference the City PM Work Order on the PM service report for each PM Service.

(3) Invoices will be submitted to City Accounts Payable department and Facility Manager.

i. Additional Services

(1) Corrective Repairs

All repairs not deemed inclusive or in-part to the agreed upon service contract, will be presented in detail to the owner prior to commencing work. The proposed costs will include labor hour costs, materials costs, equipment rentals and all warranties for the repairs. Comment by Kaela Williamson: Procurement will need to make sure the price page reflects this.

(2) Emergency Services

Contractor shall provide the city with evening, weekend, and holiday service, as necessary, to cope with any emergency which threatens public health and safety, as determined and requested by the City Project Manager.

(a) Contractor shall furnish a 24-hour contact telephone number in the event of such an emergency.

(b) Emergency Services shall be requested by the City Project Manager via phone call.

(c) Contractor shall provide first-priority services to the city in the event of a hurricane, flood, or other natural disaster, as defined by the city.

(d) Contractor shall respond to emergencies within four (4) hours of phone call notification.

Contractor shall submit costs associated with emergency service within twenty-four (24) hours of the emergency notification and invoiced separately from scheduled repairs and preventative maintenance services.

2. City’s Responsibilities

At a minimum, City shall provide and meet the following responsibilities:

a. City shall provide a single point of contact (Facility Manager) to administer the Agreement.

b. City shall assist with planning, strategy and objectives prior to performance of the work.

c. City shall promptly respond to issues and inquiries so as not to hinder the progress, completion, or compensation for the work.

d. City shall provide within reasonable, provide access to the site and work areas for all contractors that successfully complete the required background check process.

3. Account Management

Contractor shall provide an Account Manager, who will be readily available during normal business hours to administer the Agreement. Contractor is responsible for notifying the City of any changes in account manager or contact information. Account Manager’s responsibilities shall include, but are not limited to, overseeing all aspects of implementation, servicing, reporting, and issue resolution.

7. Summary of Total Service Charges and Fees

Contractor shall furnish the Procurement and Supply Management Department, when requested, a detailed summary of purchases, charges and fees in electronic spreadsheet format. The summary shall include an itemized description of products and services delivered and dollar amount and quantity of each. Failure to provide this information within seven (7) business days following the request may result in Contractor being found in default.

4.

5. Project or Servicing Schedule (“Delivery”)

Upon award of the service contract the contractor and account manager shall meet with the SPPD representative(s) to review in detail, all deliverables as it pertains to this preventive maintenance service contract.

6. Maintenance Schedule

Contractor shall provide services during regular business hours, 8:00 a.m. to 4:00 p.m., Monday through Friday, excluding city holidays. Contractor shall schedule dates and times for providing services with the Facility Manager. Contractor shall perform all annual services within three hundred sixty-four (364) calendar days of the previous annual service and semi-annual services within one hundred eighty (180) calendar days of the last service; and/or per the schedule and service dates as agreed upon both the contractor and SPPD Facility Manager. Services will be provided at the location(s) described in service location (See Appendix “A”), per the servicing schedule described herein.

7. Quality Assurance

SPPD Facility Manager will conduct inspections at various times during the service to ensure contractor is providing appropriate levels of service in accordance with the contract.

8. Training and Support

In the event where new products, materials, electronics, and/or programming is implemented as a result of the work, the contractor will provide appropriate training, documentation, materials, and all other items to support the installation.

14. Safety

a. Contractor shall be responsible for ensuring that Contractor’s staff follow all established safety regulations pertaining to the work to be performed per OSHA and/or City standards.

b. Contractor’s employees will keep doors closed and locked at all times while servicing facilities.

c. Contractor is to supply all Personal Protective Equipment (PPE).

d. Contractor to furnish SPPD Facility Manager with all applicable SDS sheets prior to bringing chemicals/products on site SPPD Facility Manager reserves the right to deny acceptance to materials deemed hazardous.

e. All hazardous materials shall be removed from site in compliance with all local, state, federal and national rules, codes and regulations.

15. Training

Contractor shall provide all job skills training and safety training required for its employees. Safety training shall instruct employees on the correct and safe use of the safety equipment required and of general safety procedures for the job and materials handling requirements.

16. Cooperation between Contractors

The City reserves the right to contract for and perform other or additional work on or near the work covered by these specifications. When separate contracts are let within the limits of any one project, each contractor shall conduct its work so as not to interfere with or hinder the progress or completion of the work being performed by other contractors. Contractors working on the same project shall cooperate with each other as directed. Each contractor involved shall assume all liability, financial or otherwise, in connection with its contract. Contractor shall protect and save harmless the City from any and all damages or claims that may arise because of inconvenience, delays or loss experienced by Contractor because of the presence and operations of other contractors working within the limits of the same project.

17. Service Rendering Facility

a. City reserves the right to inspect the business location and any other business location the Contractor may operate prior to award of a contract and, upon reasonable notice to inspect the business location at any time during the term of this contract.

b. Contractor shall provide access to all testing, storage, operations, and other areas, as requested by the City's representatives.

c. City reserves the right to conduct an on-site inspection of any subcontractor facilities prior to award and during the term of Agreement.

d. Contractor and its subcontractors shall notify the city, in writing, within 30 days of any relocation of it servicing facility.

18. Addition and Deletion of Service Locations

a. City reserves the right to add or delete service locations at any time during the term of the Agreement. Contractor shall visit new sites and provide a quote for service(s) within five business days of request by the City. Upon written approval from the City, Contractor shall begin servicing new locations within 10 business days of the date of the written notice. Written notice shall be made via electronic Purchase Order from the Procurement and Supply Management Department.

b. Contractor shall provide services at all requesting City locations, including but not limited to city facilities which are managed by third party firms. Upon request by the management firm, Contractor shall provide services, billed to the third party management firm, at the same prices extended to the city under this Agreement.

19. Suspension of Service

The City may temporarily suspend services at specific sites throughout the term of the Agreement at its sole discretion. Sites may suspend service upon five (5) day advance written notification to the Contractor. Contractor shall deduct charges for the suspended site from its invoices, pro-rated per the current monthly cost, until service is resumed by written notification from the City. Contractor shall resume service within 72 hours of written notification.

20. Conditions for Acceptance

Upon completion of all the work and services required by the contract pursuant to the City’s satisfaction and at the City’s sole discretion, the City will issue a written notice of the Work, in accordance with the Terms set forth in the Agreement.

24. Ownership of Deliverables

All deliverables, materials, drafts and any fixture, set-up or tool created specifically for the production of the work (“Work”) developed by the Contractor pursuant to this agreement shall become the sole and exclusive property of the City of St. Petersburg upon acceptance and payment. Contractor shall transfer and assign to the City all rights, title and interest in and to the Work.

25. Transition Requirements Prior to the expiration of the Agreement, Contractor shall work with the City to ensure there is no interruption or reduction of service should the Contractor be required to end its services to the City. If a new contractor is awarded after expiration of this Agreement or if the Agreement is terminated early for any reason, Contractor shall coordinate and cooperate with the newly selected contractor, as well as with the City, to minimize any disruptions in the services provided.

[General Conditions for Services will include orders, invoices, payment, background checks, vendor performance etc.]

A-1 Rev (2/17) A-2 Rev (2/17)