36C24924Q0048_1-QA.docx

Amendment to a Previous Combined Solicitation Amendment to a Previous Combined Solicitation

GENERAL INFORMATION

Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 400 Murfreesboro TN 37129

POINT OF CONTACT*

Contracting Officer Sascha Hertslet sascha.hertslet@va.gov 615-225-6664

PLACE OF PERFORMANCE

1310 24th Avenue South

Nashville TN

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This amendment is the Government’s response to vendor questions.

Vendor #1:

The solicitation states the period of performance is “ no longer than 60 calendar days from the award date” with an estimated delivery of “NLT 45 days after order placement/award” for the batteries. The spec calls for a continuous 24 hour load bank test, after the first quarter maintenance inspection estimated to be around April 2024. The spec also calls for a Full Load Battery Burn in Test and a Battery Discharge and Recharge test. I also see on the solicitation a note that load bank testing does not apply as long as warranty coverage extends to normal annual load bank testing time/period indicated in the maintenance contract and Spec 263343.

Assuming selection and award occurring sometime in December 2023 or January 2024, the performance period of 60 days would end well before the projects April 2024 maintenance inspection. If load bank testing is determined to be required, is it correct to assume the contractor would have to return to the site on or after April 2024 to complete the load bank testing?

Government Response: Load bank testing is going to happen after a proper burn-in period passes for the newly installed batteries. The load bank testing is covered by Eaton’s service contract with the VA.

The vendor who did the replacement of the UPS batteries would only have to return to the site in the event the load bank testing fails, and the result of that failure is determined to be improper installation of the UPS batteries. Hence, the need for vendor doing the actual replacement to provide some sort of service warranty coverage for parts and labor.

For pricing and coordination with Eaton, who determines if the warranty coverage extends to normal annual load bank testing?

Government Response: You, the vendor, determine if you want warranty coverage to extend for a set period, where annual load bank testing may happen to fall under. The Government requests warranty coverage but it is the vendor’s ultimate choice to give one or not. That is why warranty coverage is an evaluation factor.

Here is an example of some wording for the warranty coverage: [Vendor] provides full parts and labor warranty coverage for [“X”]-days from installation/replacement of UPS batteries done in accordance with this contract or until completion of VA’s annual load bank testing set for March or April 2024. If the load bank test results in a failure not because of an improper installation of UPS replacement batteries but because of a defect in the battery(s) itself, then the [Vendor] will help the Government, if requested, with a warranty claim with the original battery manufacturer (OEM) that covers the quality of manufacturing and the performance of the batteries. Any failure of the load bank testing outside of UPS battery replacement procedures does not fall under this warranty coverage.

Is this in reference to an existing maintenance contract, or is this language actually referencing an assumed warranty associated directly with the battery replacement scope?

Government Response: Answered in previous question.

Is the contractor responsible for determining if the warranty coverage extends to normal annual load bank testing, and whether load bank testing is required as part of the battery replacement scope?

Government Response: Answered in previous question.

In discussion with Eaton directly, they confirmed the load bank testing normally does not occur until after the battery burn in period, but they are requesting a testing sequence/testing definition in order to provide pricing. Given the ambiguity there, I am concerned that pricing will come back incomplete or largely inflated.

Government Response: The government expects the UPS manufacturer to do a visual verification immediately after installation confirming proper connections before reenergizing the UPS units to confirm on the system’s LED/LCD control display that overall UPS operation is normal.

Lastly, has the VA had any discussion with Eaton to determine if the post battery inspection and any associated testing might be covered under the existing maintenance contract?

Government Response: The load bank testing is covered by Eaton’s existing maintenance service contract with the VA. The post-battery installation inspection is not covered by any existing maintenance contract with Eaton and the VA.

Does this post replacement inspection and testing have to be completed as part of the battery replacement scope?

Government Response: Yes, a post-replacement inspection and general system-testing by the UPS OEM will have to be completed as part of the UPS battery replacement scope. The annual load bank test is not part of that.

Vendor #2:

1. Attached document “SPEC_263343-STATIC+UPS+-ReplaceUPSBattery-626-24-1-4123-0173” it is dated Nov 2022. The spec SECTION 26 33 53 STATIC UNINTERRUPTIBLE POWER SUPPLY seems to apply to a new UPS system and does not apply to a battery update. Please confirm there is no requirement for a “new” UPS system?

Government Response: No, a new UPS system is not required .

1. Please confirm this requirement is only to replace the batteries? And not add another battery cabinet per UPS system?

Government Response: Only to replace existing batteries.

Submission Instructions Addendum:

Ensure a copy of this amendment with Vendor’s acknowledgement is included in the final quote/package submission. , Vendor Company Name: _________________________________________________________ Vendor POC (Name & Signature) __________________________________________________________ Date: ___________________________________

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