2026-08-04 RFP for PSB UPS.pdf

TOWN OF EAST LYME

REQUEST FOR PROPOSALS (RFP)

Design, Furnish, Install, Test, and Commission a Redundant Uninterruptible Power Supply (UPS) System Public Safety Building - Server Room & Remote Dispatch Center

Town of East Lyme

Department of Finance

108 Pennsylvania Avenue

Niantic, CT 0635 7

RFP Numher: 2027-002

Issue Datei 08/04/2026 Proposal Due Date: 08/L7 /2026 Proposal Due Time: 10:00 AM

1. INVITATTON TO PROPOSAL

The Town of East Lyme ("Town") is soliciting proposals from qualified, manufacturer-authorized UPS integrators and licensed electrical contractors to provide a complete turnkey replacement of the existing centralized Uninterruptible Power Supply (UPS) system serving the Public Safety Building Server Room and Remote Dispatch Center.

The existing 40 kvA, 480 vAC three-phase UPs system has failed and shall be removed and replaced with a modern, redundant, enterprise-class UPS system desiSned to support the Town's mission-critical Public Safety and Information Technology infrastructure.

The selected contractor shall provide all engineering, equipment, installation, testing, commissioning, documentation, training, warranty, and support required to place the new system into full operation.

2. PROJECT BACKGROUND

The Public Safery Building houses mission-critical infrastructure supporting:

. EmergencyCommunications o 9110perations . Dispatch Radio Consoles

. Computer-Aided Dispatch (CAD)

. Public Safety Servers

. Virtualizationlnfrastructure

. Storage Systems

. Core Network Infrastructure r TelecommunicationsEquipment . Security Systems . Remote Dispatch Center

The existing UPS receives 480 VAC three-phase utility power and distributes conditioned power to:

. Server room branch circuits o Rack-mounted IT equipment . Networkinfrastructure . Remote Dispatch Center sub-panel located on a separate floor

The Remote Dispatch Center currently represents approximately Z0 kW ofthe protected electrical load.

3. PROJECT OBIECTIVES

The Town seeks a solution thati

. Provides continuous conditioned power for all critical systems.

o Eliminates single points of failure wherever practical.

. Allows maintenance without interruption ofprotected loads.

. Supports future expansion.

. lmproves monitoring and management.

. Extends the operational life ofthe Town's critical infrastructure.

4. EXISTING CONDITIONS

The Contractor shall verifi/ all existing conditions prior to construction.

Known conditions include:

5. SCOPE OF WORK

The Contractor shall provide all labor, materials, permits, supervision, engineering, programming, startup, commissioning, testing, documentation, and training necessary to deliver a complete operational system.

Work shall include:

. Removal ofthe existing UPS and batteries

. Engineering and design

. Load analysis

. UPS installation

. Step-downtransformer[s]

. Battery system

. Maintenance bypass

. Connection to the existing distribution panel

. Connection of existing branch circuits

. Connection to the Remote Dispatch Center feeder

. Intelligent rack PDUs

. Startup and commissioning

. Documentation

. Training

6. ENGINEERING REQUIREMENTS

Prior to equipment procurement, the Contractor shall perform:

. Existing UPS input voltage is 480 VAC, three-phase.

. Existing UPS output distribution panel is approximately six [6) years old.

r The existing UPS distribution panel is expected to remain in service.

. Existing receptacles are installed above each server rack.

. Existing receptacles are home-run to the UPS distribution panel.

. A remote Dispatch Center sub-panel is supplied from the existing UPS.

. Site suruey

. Existing electrical evaluation

. UPS load study

. Load calculations

. Voltage verification

. Short circuit review

. Coordination review (if required)

. Arc-flash review (if modifications require updates]

. The proposed UPS shall be sized using actual connected loads.

r The completed installation shall provide a minimum of 300/o spare capacity For future groMh.

7. UPS SYSTEM REQUIREMENTS

Minimum Requirements

. Input o 480 VAC

. Three-phase

. Output

. rz0/208vAc o Three-phase . The Contractor shall provide all required transformers and associated equipment.

. UPS Technolory . True online double-conversion o Modular architecture preferred . Hot-swappable power modules preferred . Hot-swappablebatteriespreferred . Internal static b)pass . External maintenance b)pass . Generator compatible . LCD touchscreen . SNMP Netvvork Management . Remote monitoring r Event logging o Minimum 950/o efficiency in online mode o PreferredManufacturers . Eaton . Vertiv o Schneider Electric / ApC . Mitsubishi Electric o Equivalent manufacturers may be proposed.

8, REDUNDANT UPS ARCHITECTURE

The Town requires a highly available UPS architecture designed in accordance with Tier III maintainability principles. Formal Uptime Institute certification is not required; however, the proposed design shall provide maintainability without interruption of protected Ioads.

Preferred solutions include:

The Contractor shall describe how the proposed architecture eliminates single points of failure and permits maintenance of any UPS module, battery cabinet, or power path without interruption of protected equipment.

Provide a battery system utilizing either:

. Health

. Temperature

. Remaining runtime o Capacity . Alarm reporting

. Two independent UPS systems (2NJ

. Distributed redundant modular UPS systems r Modular N+l systems with independent A and B power paths

9. BATTERY SYSTEM

o Valve Regulated Lead Acid [VRLA), or . Lithium-lontechnology . The proposal shall identify:

. Battery chemistry . Expected service life . Manufacturerwarranty . Replacementmethodology . Minimum Runtime . Thirty (30) minutes at full connected load.

. Provide alternare pricing for:

. Forty-five (45) minute runtime . SixW (60) minute runtime

Baltery monitoring shall include:

10. EXISTING DISTRIBUTION PANEL

The existing UPS output distribution panel, installed approximately six years ago, is expected to remain in service.

The Contractor shall:

. Inspect the panel

. Verifj/compatibility

. Verii/ capacity

. Reuse the panel where practical

. Replace only components necessary for compatibility or code compliance

. Update circuit schedules

. Update all labeling

. If replacement is recommended, it shall be submitted as an alternate with written engineering justification.

11. SERVER ROOM POWER DISTRIBUTION

. One A-side UPS circuit

. 0ne B-side UPS circuit

All receptacles shall be permanently labeled.

The existing branch circuits serving the server room shall be evaluated and reused where practical.

The Contractor shall provide redundant A-side and B-side branch circuits for each server rack.

Each rack shall receive:

12. INTELLIGENT RACK PDUs

Each equipment rack shall be provided with:

. Two (2J vertical 0U intelligent rack-mounted PDUS

. One A-side PDU

. One B-side PDU

. Minimum Features

. Vertical 0U mounting

. outletlevelmonitoring

. outlet-levelswitchingpreferred o Branch current monitoring . Voltage monitoring . Power factor monitoring o Environmental sensor support . Dual network interfaces preferred . SNMPv3

. IPv4 /lPv6 o HTTPS

. Syslog

. Email alerting

. API integration

. lntegration with common monitoring systems

. PreferredManufacturers

. APC

. Eaton o VertiY . Raritan . Server Technolory [Legrand)

Equivalent products may be proposed

13. REMOTE DISPATCH CENTER

The existing Remote Dispatch Center electrical sub-panel shall remain protected by the UPS

The Contractor shall reconnect all existing feeders and verify proper operation following commissioning.

14. MAINTENANCE BYPASS

Provide;

. Internal static b,?ass

. External wrap-around maintenance bypass o Lockable bypass arrangement . Maintenance operations shal) not interrupt protected loads.

15. MONITORING

UPS equipment and intelligent PDUs shall support centralized monitoring.

Minimum monitored parametersl

. UPS status

. Load

. Runtime

. Battery health

. Battery temperature

. Input voltage

. output voltage

. Frequency

' Alarm status . Power qualiV o PDU current . PDU voltage . outlet power . Environmentalsensors . SNMPv3 shall be required.

16. PRELIMINARY TECHNICAL DESIGN SUBMITTAI,

Each proposal shall include a preliminary technical design package sufficient to demonstrate the proposed solution.

The package shall include:

A. Preliminary One-Line Diagram

Illustrating;

. Utility service

. UPS equipment

. Step-downtransformer

. Maintenance bypass

. Static bypass

. Existing distribution panel

. A/B power paths

. Rack circuits

. Intelligent PDUs r Remote Dispatch Center feeder . Remote Dispatch Center sub-panel

B. Equipment Layout

Scaled floor plan showing:

. UPS equipment

. Battery cabinets o Transformers . Maintenance bypass . Existing electrical panels . Existing server racks . Required NEC working clearances

C. Rack Power Diagram

A-side power

B-side power Dual PDUs

Existing overhead receptacles

Typical dual-cord server connections

Illustratingi

D, Load Analysis

Including:

. Existing connected load r Proposed UPS sizing . Spare capacity . Battery runtime calculations . Future growth assumptions

E. Sequence of Operation

Describing system operation during:

. Normal operation

. Utility outage

. Generator operation (if applicable)

. Battery operation

. UPS fault

. Maintenance bypass

. Return to utility power

F. Product Data

Manufacturer specification sheets for all major equipment.

G. lnstallation Narrative

Including:

. Removal procedures o Delivery logistics . Rigging . Temporary power requirements o Planned outages . Startup . Commissioning

H. Acceptance Testing Plan o Functional testing . TransFer testing . Battery testing r Load bank testing . Alarm verification . Netl,vorkmonitoringverification

Describe the proposed system's ability to expand in capacity, battery runtime, and protected loads without interruption to selvice.

Prior to construction, the successfu) Contractor shall provide complete construction drawings prepared and stamped by a Professional Engineer licensed in the State of Connecticut.

Construction shall not begin until the Town has reviewed the final engineering package

Final drawings shall include:

o 0neJine diagrams . Panel schedules . Wiring diagrams . Equipment layouts r Conduit routing . Installation details . Load calculations . Short-circuitcalculations(ifapplicable) o Arc-flash updates (if applicable)

18, TESTING & COMMISSIONING

Testing shall include:

. Functional testing

. Transfer testing

. Maintenance bypass testing

. Static b)?ass testing

. Battery testing

. Load bank testing (minimum 75% of design load; 100% preferredJ

. Alarm testing

. Monitoringverification

Town personnel shall witness final acceptance testing.

I. Future Expansion

17. FINAL ENGINEERING

Startup shall be performed by factory-authorized technicians.

19, DOCUMENTATION & TRAINING

Provide;

o As-built drawings IPDF and DWG] . Panel schedules . Operator manuals . Maintenance manuals . Warrantydocumentation o Preventivemaintenancerecommandations . Networkconfigurationdocumentation . Provide on-site training covering operation, alarms, maintenance bypass procedures, monitoring, and emergency response.

20. WARRANTY & SERVICE

Minimum warrantyl c UPS electronics: Five (5J years . Batteries: Five (5J years [or manufacturer standard for lithium-ion) . Labor: One (11 year minimum . Provide alternate pricing for;

. Five-year 24x7 preventive maintenance agreement . Seven-year 24x7 preventive maintenance agreement . Four-hour on-site emergency response

2 1, CONTRACTOR QUALIFICATIONS

The Contractor shall:

Be licensed to perform electrical work in Connecticut.

Be factory-authorized by the proposed UPS manufacturer.

Demonstrate experience installing at least five comparable mission-critical UpS systems within the last five years.

Provide references from municipal, healthcare, emergency services, or enterprise data center projects.

. Executive Summary

. Preliminary Technical Design Submittal

. Equipmentspecifications

. Manufacturer cut sheets

. Proiect schedule

. outage and cutover plan

. Warranty information

. References

. Itemized pricing

. Alternate pricing

. Assumptions

. Exceptions

23. EVALUATION CRITERIA

Evaluation Criteria Weight Technical Compliance 30%

System Reliability & Redundancy 25%

Contractor Qualifications & Experience 15olo

Engineering Approach l0% Warranty & Support l0% Cost l0%

24. PRE-AWARD DESIGN REVIEW

Prior to contract award, the Town reserves the right to require shortlisted proposers to participate in a technical design review meeting. During this review, proposers shall present their proposed system architecture, one-line diagrams, outage and cutover plan, redundancy strategy, battery runtime calculations, monitoring capabilities, commissioning plan, and future expansion approach. This review will be used to confirm the proposer's understanding of the project and the suitability of the proposed solution.

22. PROPOSAL CONTENTS

Proposals shall include:

25. DESIGN PHILOSOPHY

The UPS system supports the Town's Public Safery infrastructure, including emergency communications, 911 operations, dispatch systems, virtualization infrastructure, storage systems, networking equipment, and other mission-critical computing resources. The

Town's objective is to procure a resilient, maintainable, and scalable electrical power system capable of suppofiing these operations for the next ten to fiFteen years. The selected solution shall emphasize reliability, maintainability, operational simplicity, and future expansion while minimizing single points of failure and enabling maintenance activities without interruption to protected Ioads.

26, VENDOR INFORMATION

. Company name, Address & Contact Person

. Years in business

. Experience working with Municipalities if applicable

. References from other Municipalities ifapplicable

. Affidavit identifiiing the owners and officers of the vendor and certifying that the vendor complies with all applicable Iocal, state, and federal laws, policies, and directives . Executed copy of attached Equal opportunity - Affirmative Action Affidavit

Certification of Company if the vendor employs 10 or more employees . Executed copy of attached Non-Collusive Affidavit of Proposer . Executed copy ofattached Tax Affidavit

EQUAL OPPORTUNITY . AFFIRMATIVE ACTION AFFIDAVIT

CERTIFICATION OF COMPANY

Each COMPANY with ten (10) or more employees shall complete the Certification of Company which is included as part of these specifications. COTVPANIES with less than ten (10) employees should indicate this on the Certification and return it with their RFP.

A signature on the form certifies that the COMPANY is declaring that it does not discriminate on the basis of race, color, sex, national origin, age, disability, etc.

TOWN OF EAST LYI\,4E, CERTIFICATION OF COMPANY

Concerning Equal Employment Opportunities and/or Affirmative Action Policy:

1)lt is in compliance with the equal opportunity clause as set forth in the Connecticut State Law 2)lt does not maintain segfegated facilities.

3)lt has filed required employer's information reports.

4)lt lists job openings with Federal and State Employment Services.

5)lt is in compliance with the Americans with Disabilities Act.

Check Appropriate One:

Yes, the COMPANY certifies to having an Affirmative Action Program.

Not appticabte, the COMPANY employs ten (10) or tess peopte.

Company Name

Print Name & Title

Subscribed and sworn to before me this

Notary

Date day of lMy commission expires

The COII/PANY certifies that:

Signature

TAX AFFIDAVIT

The undersigned, being duly sworn, deposes and says:

01 . I am over the age of eighteen (18) and believe in the obligations of an oath.

02. l, on my own behalf or on behalf of my company, am submitting a bid, quotation or proposal to the TOWN OF EAST LYME.

03. I understand that the submission of this affidavit is required by the TOWN OF EAST LYI\4E in connection with my bid, quotation or proposal and that the EAST LYME Board of Selectmen may consider the information contained in this affidavit in making the contract award.

04. I have performed an investigation to determine whether l, or my company (as applicable) owes any delinquent state, local or federal tax.

05. Based upon my investigation, and to the best of my knowledge and belief, I or my company (as applicable) owe to the following governmental unit(s) the following delinquent tax(es):

(Describe the nature of each delinquent tax, approximate amount of same and governmental unit to which delinquent tax is owed. lf a delinquent tax(es) is not owed, then insert the word "None").

Company Name

Signature

Print Name & Title

Subscribed and sworn to before me this

Nota

Date day of

My commission expires

NON.COLLUSIVE AFFIDAVIT OF PROPOSER

The undersigned proposer, having fully informed themselves regarding the accuracy of the statements made herein certifies that;

(1) the proposer developed the bid independently and submitted it without collusion with, and without any agreement, understanding, or planned common course of action with any other entity designed to limit independent bidding or competition, and

(2) the proposer, its employees and agents have not communicated the contents of the bid to any person not an employee or agent of the proposer and will not communicate the proposal to any such person prior to the official opening of the proposal. The undersigned proposer further certifies that this statement is executed for the purpose of inducing the Town of East Lyme to consider the proposal and make an award in accordance therewith.

Company Name

Signature

Print Name & Title

Subscribed and sworn to before me this

Nota

Date day of

My commission expires