SOW_-_CIO_UPS_Battery_Replacement_final.docx

Replacement of Data Center Uninterruptible Power Supply Batteries & Annual / Semi-Annual Preventative Maintenance

STATEMENT OF WORK

BACKGROUND

The Office of Personnel Management’s (OPM), Facilities, Security and Emergency Management (FSEM) manages a broad array of OPM's key day-to-day programs. FSEM is responsible for building operations (BO), space management, security services and emergency management. In support of this mission, BO requires the services of a contractor to provide all applicable supplies, equipment, and labor to provide and install replacement batteries for the Uninterruptable Power Supply (UPS) for the Data Center at the Theodore Roosevelt Building (TRB) located at 1900 E Street, NW, Washington, DC 20415, perform Annual / Semi-Annual Preventative Maintenance for one year after installation, and up to four years thereafter.

SCOPE:

The purpose of this procurement is to establish a firm fixed price contract for the supply and installation of one-hundred-twenty (120) 12HX540FR (brand-name or equal) replacement batteries for Liebert AP610 UPS that is providing backup power to the Data Center. Following installation of the new batteries, the same contractor shall perform routine annual maintenance on the system for one year, with options for continued maintenance for up to four years.

Specifications on existing system:

Liebert AP610 UPS, 300 kVA, serial number #D07K5B0010, date of original install 05/2013.

Battery Replacement: The awarded contractor shall remove all old batteries, install all new parts, materials and programming if necessary. Disposal of batteries and work to be performed must conform to current local, state and Federal regulations. The awarded contractor shall provide product specifications for each product proposed that includes a complete description of all parts/equipment and its intended purpose. Products shall be name brand or equal, and the contractor shall ensure that no existing warranties on other equipment are voided by replacement batteries and parts installed. The lifecycle of a set of batteries is 5 years. The current set of batteries is past its lifecycle replacement date. Installation must occur within 30 days after award of the contract.

Contractor shall schedule work with Building Manager immediately after award. The awarded contractor shall describe all installation procedures to Building Operations in a manner that is safe and acceptable to OPM. This includes, but not limited to, drilling, electrical work, disturbances to occupants, etc.. Battery Replacement work shall be completed on a Sunday and coordinated with Facilities who will coordinate with the Data Center management.

Annual / Semi-Annual Preventative Maintenance: The awarded contractor will provide a minimum of one and not more than a total of five years preventative maintenance (PM) on the system. The maintenance agreement shall include one (1) major PM inspection of the UPS and batteries, and one (1) minor PM inspection of the UPS and batteries, both to be performed during normal business hours. The maintenance agreement shall also guarantee a four (4)-hour emergency response time in the event of system failure, and ensure discounted rates for any additional services required. Preventative maintenance does not include the cost of unscheduled repairs. Periods of performance for the maintenance agreement shall be as follows:

General: The awarded contractor shall follow TRB’s lockout/tagout requirements, per Attachment 1.

Contractor personnel without unescorted facility access for this building will require a Government escort while working within the building.

Any subcontractors used must be approved by Facilities, Security, and Emergency Management (FSEM).

GOVERNMENT FURNISHED MATERIAL/INFORMATION:

· OPM will provide the Contractor with the use of Government owned utilities to include available standard power outlets for equipment use.

SITE CONDITIONS:

· OPM will not provide parking for Contractor’s vehicles.

· There is a loading dock onsite. It has a height restriction of 13’2” height, 27’ length to close door (Can leave open with security posted if truck is too long. Must let Facilities know in advance to arrange security.)

· Freight elevator is in loading dock and battery room is 100 feet from freight elevator, but on a different floor.

· A Contractor-provided pallet jack may be used to move the batteries through the building. The Contractor is responsible for protecting the floor if using a pallet jack. The Government does not have a pallet jack available for Contractor use.

· There is no storage space available at the loading dock, or elsewhere in the TRB for the Contractor to store parts or materials ahead of installation. Government personnel will not be responsible for receiving shipments on behalf of the contractor.

CONTRACTOR FURNISHED MATERIAL/INFORMATION:

The Contractor shall supply all materials, programming, manuals, warranties, and documents relating to the installation of the batteries, including applicable SDS literature if applicable.

INSURANCE:

The contractor assumes responsibility for all damage or injury to persons or property occasioned through the use, maintenance, and operations of the contractor’s vehicles or other equipment by, or the action of, the contractor or the contractor’s employees and agents.

The contractor, at the contractor’s expense, shall maintain adequate public liability and property damage insurance during the continuance of this contract, insuring the contractor against all claims for injury or damage.

The cost of repairing any property damage caused by the contractor will be the responsibility of the contractor and shall be repaired prior to the completion of the project; it will be the contractor’s responsibility to file claims with its insurance carrier.

The contractor shall provide the appropriate insurance certificates to the Contracting Officer or his designated representative prior to initiation of the contract.

DELIVERABLES:

1. Provide satisfactory removal of old and installation of new batteries for Data Center UPS.

2. Notification to agency Contracting Officers Representative (COR) of any problems, issues, or concerns with delivery of product and installation. Provide notification to the agency contact person on the day of the problem discovery.

3. Contractor shall provide project management to schedule site visits if necessary, installation, review workers procedures and quality, and provide all required parts.

4. Contractor shall deliver parts to “point of use” at “time of use”. No direct shipments are allowed. All trash and debris shall be removed from TRB property and disposed of by contractor. Any items that are recyclable must be recycled. OPM personnel will not handle parts in any way.

QUALITY & SAFETY

The Contractor, and not the Government, is responsible for all management and quality control actions to meet the terms of the contract. The role of the Government is to monitor quality assurance to ensure all contract standards are achieved.

Surveillance and Monitoring: An agency representative will monitor performance by a system of inspection and random sampling. Complaints received from OPM personnel shall be passed on to the Contractor for correction during the warranty period.

ENVIRONMENTAL QUALITY ASSURANCES

OPM has an affirmative environmental quality program. In order to augment this program, the contractor agrees that in the performance of the work under this contract it will fully comply with all Federal and local laws, ordinances, and regulations regarding the chemicals and supplies used under the contract. Recycling is required for any/all recyclable materials.

Attachment 1

Lockout/Tagout Requirements Theodore Roosevelt Building (TRB)

Contractors and employees shall comply with the restrictions set forth during lockout/tagout procedures. Contractors shall perform the lockout/tagout according with this procedure and using guidelines from OSHA Control of hazardous energy (lockout/tagout) standard, 29 CFR §1910.147, and other related standards. Any deviations from these procedures must be authorized by the TRB Building Manager. List of items contractor shall follow for lockout/tagout procedures:

1. Notification –

1) Notify and seek approval with a date and time from Facilities Operations 24-48 hours prior to work being done

2) Notify occupants and/or post in affected areas informing that there will be a scheduled outage and lockout for maintenance on lighting, machinery, equipment, outlets, heat, water, steam, etc. (include the date, time, and duration of the outage)

Note: Under no circumstances will the contractor work on live/hot wires, open live panels, pressurized pipe, valves, gauges, etc. without an absolute need to and must have the TRB Building Manager’s approval as well as use the appropriate level of Arc Flash protection for electrical and certified to work on each of these tasks that you shall work on.

2. Lockout/Tagout Procedures –

1) Contractor shall notify Facilities prior to entering any electrical room/closet/panel or mechanical room that has stored energy within. (Any contractor working with electricity, gas cylinders, water, or steam shall be qualified and certified for the magnitude of energy that they are working with)

2) If the machine or equipment is in operation, shut it down by the normal stopping procedure (depress the stop button, open switch, close valve, etc.).

3) Deactivate the energy shut off device (breaker, switch, valve, etc.)

4) Lock out the device using the proper lockout items for that specific device (for example: push button lockout device, plug lockout device, lockout hasp, breaker toggle device, switch cover toggle, valve lockout device, pneumatic lockout, padlock, cable lockout, etc.)

5) Install “do not operate” tags (must include name and contact information of person locking out the device. This is the only person that shall remove the lock and re-energize/pressurize the device, equipment, pipe, etc.)

6) Using the original equipment manufacturers (OEM) recommended method, release the stored or residual energy or pressure if applicable

7) Ensure equipment is disconnected/off. For electrical, check to ensure circuit is de-energized by: (a)verify first by using a non-contacting voltage tester or receptacle tester; (b)then test using a voltage tester. For water, steam, or pneumatic, ensure energy has been released by; (a) pressure gauges; (b) open valve, drain, etc.

8) The machine or equipment is now de-energized or pressure relieved, locked out and tagged

3. Restoring energy/utility after repair or installation –

1) Inform OPM’s TRB Building Manager that your work is complete and that you are going to reenergize

2) Ensure machine or equipment is intact

3) Check that employees and workers are safely clear from the area and aware that you are reenergizing

4) Verify that any equipment or device switches are in the off position

5) Remove the lockout/tagout device(s)

6) Reenergize/restore pressure and test equipment and/or devices per manufacture instructions or industry standards

7) Inform affected employees and Facilities that the service, installation, and/or maintenance is complete and the devices are available for use