36C10E20Q0027-004.pdf

RFQ 36C10E20Q0027 SOW

Department of Veterans Affairs

STATEMENT OF WORK (SOW)

Eaton UPS System Maintenance Services

Part 1. General Information

1.1 Background:

The Department of Veterans Affairs (VA) Newark Regional Office (RO), 20 Washington St. Newark, NJ 07102 , has a requirement to provide onsite maintenance and repair services for one (1) Uninterruptible Power Supply System. This service does not include battery replacement. The Period of Performance will be for a firm fixed price award for a base year of 12 months with one option year period. The UPS system consist of Serial Number EC142CAA10, Eaton Model 9390-40-80, battery Type VRLA Sealed, quantity of 40, Coverage Type Flexible, quarterly UPS PM Service after hour (7x24), Quarterly Sealed battery PM, anytime.

1.2 Scope of Work:

1.2.1The contractor shall furnish all repair parts, labor, transportation and supplies required to accomplish inspecting, cleaning, adjusting, calibrating and repairing of the system to repair of system in accordance with manufacturer’s preventative maintenance equipment specifications.

1.2.2 Contractor shall maintain the Uninterruptible Power Supply System which includes guaranteed response time, parts and labor coverage, and the PMs at levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications. UPS Battery Units shall not be furnished / replaced by the contractor.

1.3 Applicable Documents:

1.3.1 Service Contract Labor Standards will be incorporated in the contract if applicable.

1.4 Period of Performance: A base year with three one-year options periods.

1.5 Safety Requirements: While in performance of the resultant contract, the contractor shall maintain safety and health standards compliant with requirements of the Occupational Safety and Health Administration (OSHA) and adhere to VAAR 852.237- 70 Contractor responsibilities.

1.6 Security Requirements: Upon entering VA buildings the contractor and/or contractor employees will be required to show proof of identity (must have a valid photo ID) as well as pass through a security screening. All Contractors and Contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards and VA policies as VA personnel, including the Privacy Act, 5 U.S.C. §552a, regarding information and information system security. Vendor shall always be escorted in the VA office buildings. The UPS System is accessible from within the computer room. The contractor will be accompanied by designated government IT personnel and shall sign in upon entering the computer room. Services will not require connection to the VA network. The C&A requirements do not apply and a Security Accreditation Package is not required. The contractor shall not disclose or cause to disseminate any information concerning operations of Department of Veterans Affairs. Such action(s) could result in violation of the contract and possible legal actions.

Part 2. Definition and Acronyms: Contracting Officer (CO) Is the only warranted, certified and authorized person who can obligate funds for the US government. Support Services Division (SSD), primary customer/liaison between requester and office who will process invoices., Information technology (IT), office where the program official who handles the UPS system for station 309. They will also certify services received.

Obligation Purchase Order Number i.e. 309J94005 is an Accounting and Finance Number assigned for each year of funding with a Period of Performance i.e. 12 months of time. The assigned number must be on all invoicing. The VBA Purchase Order is the binding agreement between the Contracting Officer and the Contractor, i.e.

36C10E19P0045 the number assigned by the CO will also be inserted on all communications during the life of the contract.

Part 3. Government-Furnished Items and Services

3.1 The following table includes the model, serial number, brand and description for the Uninterruptible Power Supply (UPS) Systems. The UPS unit is located at VBA, 20 Washington St. Newark, NJ 07102 and it’s in good working condition.

Make Model Serial Number Eaton Eaton Powerware 9390-40, VRL Sealed, 40 EC142CAA10

Part 4. Contractor-Furnished Items and Services

4.1 The contractor shall furnish all personnel, materials, labor, parts, supplies, travel, supervision and equipment required to perform work under the resulting contract, to include but not limited to, tools and expendable items.

4.2 The contractor shall provide one designated point of contact (POC) to the government’s designated representative for coordination of parts delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of the resulting contract.

4.3 The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

4.4 Parts/Supplies Availability: The contractor shall have an inventory of parts and supplies in quantities enough to effectively service the resulting contract. The contractor shall have an internal inventory system and delivery system for the parts and supplies.

The inventory and delivery system must be sufficient to service the contract in accordance with the maintenance response times specified in paragraph 5.1

4.5 Personnel Qualifications: The contractor shall be required to provide fully qualified and manufacturer trained or certified service, delivery, and management personnel in

Part 5. Specific Tasks

5.1 Service Response Time/Calls: The contractor shall respond to service calls during normal working hours, Monday through Friday, excluding holidays observed by the Federal Government. The contractor shall respond to verbal service calls and is expected to initiate the repairs within eight (8) working hours after notification of malfunction. The response time on a service call starts when the service call is placed to the contractor. The service technician shall report to the service requestor and notify of his/her arrival and verify the problem for which the service call was made. If the service call is not completed, the service technician shall contact the government’s designated representative and provide a detailed explanation as to why the item was not repaired and provide an estimated time for completion of the required repairs. The contractor shall complete the repairs and satisfactorily resolve the problem by effectively restoring the item to normal operating capability within 24 hours of responding.

5.2 Preventive Maintenance: The Contractor shall be responsible for performing all routine maintenance and repair work required to maintain the Uninterruptible Power Supply System in the condition prescribed by the original equipment manufacturer’s recommended guidelines and/or warranty requirements where the warranty remains in force. The Contractor shall provide quarterly preventative maintenance calls each year.

The contractor shall examine, test, adjust the equipment, and as conditions warrant, repair or replace parts in accordance with original equipment manufacturer standards.

Contractor shall maintain the Uninterruptible Power Supply System in at levels necessary to provide the specified functions to meet the manufacturer’s current equipment specifications.

5.3 Computer Room Uninterruptible Power Supply System inspections. The UPS maintenance service includes all labor and materials for inspections and all labor/parts for any service calls for the equipment listed under Part 3.

5.4 The contractor shall provide quarterly invoicing in arrears that includes the following information. Contract number and current obligation purchase order number for invoices. Invoice shall indicate period of Inspection or specifics of service provided. if applicable the description of repair services rendered; Company Name; Address and phone number; Invoice Date; Invoice Number (Note that each invoice must have a different invoice number.

5.5 The Contractor shall provide recommendations for upgrade or replacement of equipment based on periodic maintenance and/or other factors based on the hardware manufacturer’s specification.

Part 6. Government Point of Contact/On-site Representatives:

Angel Denis LEAD, IT Specialist Pedro Flores IT Specialist

Part 7. Changes to the Statement of Work (SOW):

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

Part 8 Federal Holidays Observed by the US Government

• New Year's Day (January 1).

• Birthday of Martin Luther King, Jr. (Third Monday in January).

• Washington's Birthday (Third Monday in February).

• Memorial Day (Last Monday in May).

• Independence Day (July 4).

• Labor Day (First Monday in September).

• Columbus Day (Second Monday in October).

• Veterans Day (November 11).

• Thanksgiving Day (Fourth Thursday in November).

• Christmas Day (December 25).