P01 Updated Scope of work 12-23-2025.docx

SCOPE OF WORK

1. PROJECT DATA:

TITLE: UPS Preventive maintenance BUILDING/FACILITY: Edith Nourse Rogers Memorial Veterans Hospital

JOB ORDER CONTRACT NUMBER: TBA

PROJECT NO: 518-26-501

CONTRACTOR: TBA

PROJECT TYPE: Service

A. OBJECTIVE:

I. BASE YEAR UPS REPLACEMENT

1. Replacement of UPS system in Building 3 and Building 61 server room.

· The contractor shall replace the UPS system during base year of the service contract.

· Contractor shall perform the replacement of UPS during weekends to minimize the impact of potential outages. VA shall confirm the time of availability for outages.

· Contractor shall be responsible for removal and disposal of existing UPS system.

· Contractor shall be responsible for delivery and installation of New UPS system.

· Contractors shall provide waste containers required for disposal of construction debris and demo materials.

· Contractor is responsible for all lockout/tagout procedures for circuit breakers, panels and all other systems/utilities associated with this replacement

A. Area of Scope:

Building 3:

· Replace existing PX UPS with new PX40 UPS

· Replace remote battery frames with new XR battery frames and provide new battery modules.

Building 61:

· Replace UPS APC Symmetra SYMSTRF system with latest APC Symmetra UPS unit associated with Building 61 server room.

· Replacement to include but not limited to new battery cabinet and battery module.

B. General requirements:

· Contractor shall coordinate with manufacturer technician to complete UPS startup in the presence of COR, OIT representative and Bedford VAMC engineering.

II. PREVENTIVE MAINTENANCE

1. Provide (2) preventive maintenance for each contract year in Building 3 and Building 61 server room UPS system. Two services shall be six months apart from each other.

· (1) one semi-annual preventive maintenance service

· (1) one annual preventive maintenance service

2. Provide emergency services within a 24-hour period or sooner including travel, labor, parts, 24 hours technical

3. For the UPS system located in Building # 61 and building #3 –

· Building 3: Service and support UPS units: model Symmetra PX, PDU unit and extended Battery cabinets and all associated systems with the UPS.

· Building 61: Service and support (2) two UPS units and batteries with its associated batteries and cabinets: model SYMSTRF

· Past service reports can be provided upon request to verify the equipment details.

B. SCOPE:

· SEMI -ANNUAL SERVICE

· Perform a complete visual inspection of all internal sub-assemblies, wiring harnesses, contactors, cables, and major components

· Check for proper clearance around the unit

· Perform temperature checks on all breakers, connections, and associated controls. Report and note down all high temperature areas in the report.

· Check air filters for cleanliness; clean or replace where applicable

· Check module(s) for the following, as applicable:

· Rectifier and inverter snubber circuit board discoloration

· Power capacitors for swelling or leakage

· Capacitor vent caps extruded more than 1 /8"

· Fans for proper operation

· Lubricate and check bearings for abnormal condition, as applicable, where possible

· Record all meter readings and calibrate as necessary, where possible

· Measure and record phase-to-phase input, output, bypass and battery voltage.

and currents, where possible:

· Review alarm log/history for any irregular activity, where possible

· Verify remote status panel operation

· Measure and record harmonic trap filter currents, where possible

· Review system performance with customer to address any questions and to schedule any repairs

· Implement manufacturer field change notices, as possible

· Perform functional system test upon customer approval

· Provide inspection report, with recommendations, to Customer within 7 to 10 business days.

· Visual and Mechanical Inspection/Verification to include but not limited to:

· UPS is online with no alarms

· Cover on EPO switch

· Damaged Components or cables

· Hardware and connections

· Unit Cleanliness, vacuumed, clean exterior, proper ventilation

· Fans normal operation

· SNMP card

· Room Temperature confirmation

· Verify all alarms

· Work Space clear

· Proper Ventilation

· MBP labeled correctly

· Transfer to static bypass

· Transfer from static bypass to Normal

· Transfer to MDP (when applicable)

· Input and output Voltage waveforms

· Input and output Current Waveforms

· Annual Service Consists of all steps included with Semi-Annual Service, plus:

· Check the inverter and rectifier snubbers for discoloration or damaged wiring

· Check all contacts to ensure secure connections

· Verify all connections show no signs of discoloration

· Check fuses on the DC capacitor deck for continuity, as applicable

· Clean interior and exterior of unit

· With customer approval, perform operational test of the system including unit transfer and battery discharge

· Measure and calibrate, as necessary, where possible, all electronics to system Specifications

· Measure and record all low-voltage power supply levels

C. DETAILED REQUIREMENTS:

· Proposal shall be for base year and (4) four additional option years.

· Provide (1) one annual and (1) Bi-annual preventive maintenance visits. Annual and bi-annual visits shall have separate cost line item.

· Provide separate cost line items for 24-hour technical support for the uninterrupted power supply (UPS) system located in Building 3 and Building 61, in accordance with the statement of work. This shall be a separate line item. Provide 50 Hours of onsite services for this line item.

· Provide separate cost line item for parts, repairs, and batteries replacement, The contractor shall provide parts, repairs and batteries as needed. The contractor shall provide a copy of supplier quotes with each proposal. The contractor shall carry a $20,000 cost for this line item. The pricing/quote for parts replacement shall be sent to the COR and the CO at the time of need, in accordance with the labor rates provided below, and all work shall be preapproved by the COR and the CO.

· Emergency service requests shall be addressed within 8 hours or sooner for UPS system located in Building 3 and Building 61.

· Contractor shall provide Emergency Services rates during bid proposal:

1. Labor Rates:

i. Emergency labor hourly rate for normal business hours ‐ $

ii. Emergency labor hourly rate for after hours and weekends ‐ $

iii. Emergency labor hourly rate for Holidays - $

2. Parts Discount (if applicable):

1. General Requirement:

· Contractor shall meet all VA requirements per original scope of work.

· All work, material and workmanship to be furnished shall conform to all applicable local and national standards, VA SOPs, industry recommended practices and safety codes, to the requirements and test procedures of the Massachusetts state building code. The VA shall be notified of any changes before work is started. Contractor to obtain all notifications and approvals required before starting work such as ILSM and ICRA and obtain approvals upon completion as required.

· If necessary, any shutdown of utilities shall not take place until notification and approval has taken place with the end user and the Engineering Shop Main Supervisor and Trade Supervisor, and written approval is received from the COR.

· If utilities are damaged, Contractor, at their own expense, shall immediately restore to service and repair any damage caused by Contractor's workmen; to existing building, piping and conduits, wires, cables, etc., of utility services or of fire protection systems and communications systems (including telephone) which are not scheduled for discontinuance or abandonment.

· The Contractor shall thoroughly review the documents and site conditions and notify the VA of any discrepancies there-in or with the documents or/and existing conditions. Notification of discrepancies or construction complexities that may impact construction, cost or aesthetics is to be made before an agreement is made on costs. It is the obligation of the contractor to verify existing conditions including overall dimensions, centerline of fixtures, material, equipment, fixture, hardware type, sizes, and number to be used.

· All preventive maintenance means, methods, sequences, scheduling, procedures, and safety precautions are the responsibility of the contractor/builder. It is understood that adequate numbers of skilled workmen, who are thoroughly familiar with the methods necessary for execution of work shall be employed.

· Contractor shall provide and is solely responsible for public and employee protection as necessary and required by the codes, ordinances and regulations of governmental agencies having jurisdiction at the project site.

· Employees of General Contractor and their subcontractors shall comply with all VA security management programs and direction of the VA police. The employees will report to the Engineering Department with government issued picture identification and receive a badge for the duration of their time working at the VA. The employees will be restricted to buildings and areas required for their work and will refrain from entering other areas and restricted access spaces. They shall not enter the project site without appropriate badges. They may also be subject to inspection of their personal effects when entering or leaving the site.

· Any incidents including but not limited to unplanned disruption of utilities, flooding or on-site work accidents shall be reported to the COR as soon as possible.

· No photography of VA premises, residents, patients or staff is allowed without permission of the Contracting Officer or COR.

· Contractors and subcontractors to comply with VA requirements for site/work rules, work time, dumpster and equipment use, location and storage. Location of all storage, equipment and supplies shall be reviewed and approved by the COR. Contractor shall legally dispose of all work debris and waste.

· Use of common areas in order to get to work area from the exterior shall be coordinated with the COR for approval. The safety and protection plan shall be reviewed with the COR. Provide the maximum protection of surfaces to the extent possible with the understanding that protection may need to be installed and removed as needed and on a daily basis as required by the COR. Protect areas at all times in accordance with Interim Life Safety Measures and Infection Control Risk Assessment. These forms shall be filled out and provided to the Safety Department & COR and posted on site.

· All Contractor vehicles shall be parked in a designated parking space or construction yard. Activity shall be limited and allow for the continued and safe ongoing operations of the medical center.

· Contractor to provide products as specified with manufacturers named when noted. Pricing shall be based on specified item. Substitutions can be offered as a deduct alternate if it provides a cost savings. Contractor must obtain written approval for substitution.

· The Medical Center is a 24/7 facility with multiple end users. The Contractor is required to work directly with the COR in Engineering. Any changes in the schedule or coordination required with the end user shall be facilitated by the COR. Contractors and their subs shall work with the COR and end user main point of contact only. Details within the framework may be discussed directly with the end user point of contact with prior understanding of the COR. COR must be copied on all correspondences.

· Requests for information (RFI) must be submitted in writing to the VA.

· Change orders shall be presented to the VA for review and approval. No work shall take place before prior written approval.

· Contractor/sub-contractors shall warrant work performed for a period of one year from the date of final acceptance, including parts replacement.

· At final completion of the work, the Contractor shall review the work with the COR and both parties shall sign off in agreement on the completed