Amdt 1 - Att 2 - UPS Maintenance SOW - 5-22-25.pdf

VA Western Colorado Health Care System (WCHCS) Statement of Work: PM of Uninterruptable Power Supply (UPS) System

1. Purpose:

The VA Western Colorado Health Care System (WCHCS) has a requirement for providing an uninterrupted supply of electrical energy for the safe and continuous operation of the facility.

2. Objectives:

Contractor shall complete preventative maintenance, corrective maintenance, and inspection services on the Uninterruptable Power Supply (UPS) systems to increase operational reliability and eliminate any unplanned downtime. The contractor shall provide materials, labor, and technical staff. All work shall comply with the latest versions of IEEE 450, VHA Directive 1028, National Fire Protection Agency (NFPA) 111, Occupational Safety and Health Administration (OSHA), and manufacturer’s requirements.

3. Scope of Work:

3.1. The contractor shall provide all necessary knowledge, equipment, materials, components, and labor to complete the inspection, testing and preventative maintenance services on the UPS and battery backup systems as defined in section 4 - Mandatory Tasks on the following equipment:

• Toshiba 4200 FA CT 20kVA, serial #4000914UE09400.

• Schneider Electric Galaxy VS 75kVA, serial #BD2420004510

• Schneider Electric Galaxy VS 80kVA, serial #BD2408001182

3.2. The items listed in 4.3.1 and 4.3.2 are a suggested PM list and not intended to be all inclusive. In several cases, the standards and manufacturer’s requirements and recommendations may vary. When a conflict arises concerning maintenance or testing, the most stringent code, standard, specification, or recommendation shall apply unless so directed by this contract or the Contracting Officer.

4. Mandatory Tasks and Deliverables:

4.1. CLIN 0001 - Contractor shall complete an inspection and diagnosis service for the Toshiba 4200FA CT 20kVA UPS per the manufacturer’s requirements and determine all existing deficiencies.

4.1.1. If for any reason, any deliverable cannot be delivered on-time according to the below schedule, the contractor shall provide a written explanation three days prior to the due date to the Contracting Officer Representative (COR). This written transmittal shall include a detailed schedule of when the work shall be completed. The transmittal to the COR shall cite reasons for the delay and the impact on the overall project. The POC will review collaboratively with the program office and issue a response in accordance with the contract terms and conditions.

4.1.2. Within 7 business days after work performance has been completed, contractor shall provide an emailed written field service report to the COR. The report shall include all inspections, tests, results, deficiencies, and all parts cleaned or replaced. The report shall include a maintenance service breakdown for all equipment serviced. The report shall include all values recorded during the service work. All deficiencies identified shall be reported to the COR in writing, on the day the deficiency is discovered.

4.1.3. All deficiencies identified during the field service work shall be included in the service report. A repair estimate and timeline for the deficiencies shall accompany the service report provided to the COR. The VA shall review the estimate and determine how the repairs will be completed. If the VA selects the Contractor to repair the deficiencies, a modification to this contract shall be required.

4.2. CLIN 0002 - Contractor shall provide a repair service on the Toshiba 4200 FA CT 20kVA UPS to correct the approved deficiencies identified from the equipment diagnosis service. All repair work shall be completed according to OEM manufacturer’s requirements.

Deliverables for CLIN 0002

4.2.1. If for any reason, any deliverable cannot be delivered on-time according to the below schedule, the contractor shall provide a written explanation three days prior to the due date to the Contracting Officer Representative (COR). This written transmittal shall include a detailed schedule of when the work shall be completed. The transmittal to the COR shall cite reasons for the delay and the impact on the overall project. The POC will review collaboratively with the program office and issue a response in accordance with the contract terms and conditions.

4.2.2. Within 7 business days after work performance has been completed, contractor shall provide an emailed written field service report to the COR. The report shall include all inspections, tests, results, deficiencies, and all parts cleaned or replaced. The report shall include a maintenance service breakdown for all equipment serviced. The report shall include all values recorded during the service work. All deficiencies identified shall be reported to the COR in writing, on the day the deficiency is discovered.

4.2.3. All components provided shall meet the manufacturer’s requirement as approved replacements. All documentation accompanying the components shall be submitted to the COR.

4.2.4. All components provided shall carry a minimum of one (1) year replacement warranty.

4.3. CLIN 0003 - Contractor shall provide one (1) Annual Preventative Maintenance Service (Major)and one (1) Semi-Annual Preventative Maintenance Service (Minor) per contract year on the equipment listed in 3.1. Preventative maintenance services shall include, but not limited to the task items below.

4.3.1. Tasks for Semi-Annual Inspection (Minor)

• Review alarm history and operation of the system.

• Perform thermal scan and visual inspection of breakers, power connections, wiring harnesses, contactors, cables, fans, and major components of General cleanliness of Battery system area.

• Clean and replace air filters, as needed.

• Measure and record input, output, battery voltages, currents, and frequency from the display panel.

• Where possible, calibrate the display/meters. Inspect cells for physical abnormalities.

• Calculate and record load percentages.

• Verify proper float and equalize settings for existing batteries.

• Measure and record harmonic trap filter currents, where applicable.

• Verify proper operation of remote status panel and monitoring.

4.3.2. Tasks for Annual Inspection (Major)- Annual inspection shall include the items lists in Semi-annual inspection, plus the following items:

• Per customer approval, perform full system functionality test and confirm proper operation, which includes:

o Bringing generator online.

o Transfer system to bypass and secure critical load.

• Review/implement manufacturer field change notices, as needed.

• Utilize external maintenance bypass system, if equipped.

• Inspect inverter and rectifier snubber circuits, gate drives, and discrete components.

• Inspect all power connections, breakers, contactors, transformers, and subassemblies for discoloration or damage.

• Inspect all AC and DC capacitors for leakage or swelling.

• Record date codes, part numbers, and quantities.

• Inspect all fans and record date code, part numbers, and quantities.

• Inspect all logic boards, assemblies, and connections and clean as necessary.

• Clean and vacuum interior and exterior of systems.

• Measure, record, and calibrate power supplies as necessary.

• Verify and calibrate system alignments to factory specifications, where possible.

Deliverables from Preventative Maintenance Inspections

4.3.3. If for any reason, any deliverable cannot be delivered on-time according to the below schedule, the contractor shall provide a written explanation three days prior to the due date to the Contracting Officer Representative (COR). This written transmittal shall include a detailed schedule of when the work shall be completed. The transmittal to the COR shall cite reasons for the delay and the impact on the overall project. The POC will review collaboratively with the program office and issue a response in accordance with the contract terms and conditions.

4.3.4. Within 7 business days after work performance has been completed, contractor shall provide an emailed written service report to the COR. The report shall include all inspections, tests, results, deficiencies, and all parts cleaned or replaced. The report shall include a maintenance service breakdown for all equipment serviced. The report shall include all values recorded during the PM service. All deficiencies identified shall be reported to the COR in writing, on the day the deficiency is discovered.

4.3.5. All deficiencies identified during the service work shall be included in the service report. A repair estimate and timeline for the deficiencies shall accompany the service report provided to the COR. The VA shall review the estimate and determine how the repairs will be completed. If the Contractor determines that additional repairs will be needed beyond replacing UPS batteries, a modification to this contract may be required.

VA to provide confirmation to Contractor from the Contracting Officer (CO) or COR. Field response time during the period of M-F 7AM – 5PM within 4 hours. Next-day repair parts.

4.3.6. All parts replaced or repairs made during the service without authorization from the VA, will be at the Contractors expense.

4.4. 7X24 Technical Support

4.4.1. Contractor shall provide 7x24 technical support via telephone or email. Contractor shall return all inquiries within 1 hour of submission. Field response time during the period of M-F 7AM – 5PM within 4 hours. Next-day repair parts.

5. Period Of Performance The period of performance shall be from the date of award for a base year and 4 option years.

The contractor shall coordinate with the COR to schedule the services outlined in Section 4.

Normal hours of operation are Monday through Friday, 8:00am-5:00pm, except Federal holidays. The Contractor shall have the flexibility to schedule work outside the normal hours with prior approval of the COR. Contractor shall notify the COR 10 business days in advance to schedule work outside of normal operating hours. Work is to be conducted in a manner which would present the least amount of disruption to the healthcare facility.

There are eleven (11) Federal holidays set by law (U.S.C. Title 5 Section 6103). Additional days which are deemed holidays by the federal government during this contract period shall also be observed.

Under current definitions, five are set by date:

New Year’s Day January 1 Juneteenth June 19 Independence Day July 4 Veteran’s Day November 11 Christmas Day December 25

If any of the above falls on a Saturday, then Friday shall be observed as a holiday.

Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

Martin Luther King Day Third Monday in January Washington’s Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November

6. Place of Performance:

6.1. Grand Junction VA Medical Center-Building 1

2121 North Avenue Grand Junction, CO. 81501

7. Key Personnel

7.1. Certain skilled experience professional and/or technical personnel are essential for accomplishing the work to be performed. These individuals are defined as “Key personnel”.

The Contracting Officer may notify the Contractor and request immediate removal of any personnel assigned to the task order by the Contractor that are deemed to have a conflict of interest with the government or if the performance is deemed to be unsatisfactory. The reason for removal will be documented and replacement personnel shall be identified within three business days of the notification. Employment and staffing difficulties shall not be justification for failure to meet established schedules.

7.2. The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as subcontractor efforts used in performance of this effort. The Contractor’s management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in the statement of work.

7.3. Domain Knowledge

7.3.1. Contractor personnel shall have specific and in-depth knowledge of UPS systems and testing equipment.

7.3.2. Contractor personnel shall have knowledge of and shall complete all work in conformance with the latest versions of VHA Directive 1028, NFPA 111, OSHA, and the manufacturer’s requirements.

7.4. Contractor Qualifications

7.4.1. Key personnel shall have the skills and knowledge related to the construction and operation of the electrical equipment and installations and has received safety training to recognize and avoid the hazards involved.

7.4.2. Key Personnel should have a minimum of three (3) years of recent experience servicing, troubleshooting, installing, and maintaining UPS systems critical power or similar equipment.

7.4.3. Key Personnel shall have factory training from Schneider Electric and shall provide documentation of completed training to the CO/COR.

8. Type of Contract Firm Fixed price

9. Changes to the SOW:

Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. Contractor and Government Responsibilities

10.1. Contractor Responsibilities

10.1.1. Contractor shall furnish personnel, supervision, knowledge, professional expertise, tools, materials, equipment, and quality control to complete the mandatory tasks and deliverables of this SOW.

10.1.2. The items necessary to perform work as required under this contract shall be furnished, maintained, and operated by the contractor and shall be consistent and fully compliant with all applicable VHA Directives, OSHA, IEEE, NFPA, Federal, State, County, City laws, ordinances, and regulations.

10.1.3. Upon request, Contractor shall provide the COR copies of the key personnel’s valid certifications, training records, and work history prior to the commencement of any work performance.

10.1.4. The Contractor and Key personnel shall be responsible for the cost of repair or replacement of any damage to any VA facility structure and/or equipment caused by the Contractor or Key Personnel.

10.1.5. The contractor shall provide the COR a minimum 10 business days’ notice to schedule any services. The COR shall have 7 business days to review and respond to the notice.

10.1.6. Key personnel shall sign in and out at Building 8 and communicate ongoing changes with the COR while on-station. Contact information for all personnel on site shall be provided to the COR.

10.1.7. Where applicable, Contractor shall request energized work permit prior to conducting hot work. Testing, troubleshooting, and voltage measurement do not require an energized work permit in accordance with NFPA70E. Consult NFPA70E for further information. Energized work permits shall be submitted fourteen (14) days prior the requested work date. The energized work permit shall be posted at the work area and all requirements shall be followed.

10.1.8. Contractor shall retain all inoperable UPS’s and batteries for proper disposal per VHA Directive 1850.06 – Waste Management Program. The Contractor shall place the unusable equipment in the proper disposal container or shall give to the COR for proper disposal, at the end of each service trip.

10.1.9. Contractors shall have access and conform to the latest versions of the following Standards and References:

• NFPA 70B, Recommended Practice for Electrical Equipment Maintenance.

• NFPA 70E, Standard for Electrical Safety for the Workplace.

• NFPA 110, Standard for Emergency and Standby Power System.

• NFPA 111, Standard on Stored Electrical Energy Emergency and Standby Power

Systems.

• OSHA Standard 29 CFR 1910, Subparts I & S.

• NFPA 70, National Electrical Code.

• IEEE 450 and IEEE 1106

• International Electrical Testing Association, Inc. (NETA) – Maintenance and Testing Specifications.

• VHA Directive 1028, Electrical Power Distribution System

10.2. Government Furnished Items

The COR shall supply the Contractor an escort to the representative for the service line the equipment to be serviced is located.

11. Formal Acceptance or Rejection of Deliverables If deficiencies were discovered not covered by this service contract, Contractor shall provide a written (email) detailed description of deficiencies discovered and a proposal to correct the deficiency, including a description of the work and cost. The VA shall have 10 business days to review the proposal before accepting or declining the offered correction. Acceptance of the correction will be in the form of a modification to this contract.

12. Quality Standards for Deliverables – Performance Measures

12.1. All equipment and components provided shall be free from defects or damage.

12.2. All equipment and components used shall meet the manufacturer’s requirement for acceptable replacements.

12.3. All service reports are completed, thoroughly documented, and delivered to the COR on time, per the requirements of this SOW.

12.4. All completed work shall comply with the latest version requirements of VHA Directive 1028, NFPA 111, OSHA, and manufacturer’s requirements.

13. Security and Safety Requirements

13.1. The A&A requirements do not apply, and a Security Accreditation Package is not required.

13.2. All Contractor personnel working onsite at the Grand Junction campus shall check in and out at the Engineering Office, located at building 8. Access to work areas and performance monitoring shall be provided by the COR and the Service Line representative.

13.3. The Contractor shall adhere to all the facility safety policies. These policies include:

13.3.1. Contractor shall comply with OSHA standards while on station. Any VA employee can stop work that is not in compliance with OSHA standards. The VA will not provide additional funds for delays caused by failure to comply with OSHA standards.

13.3.2. Contractor’s employees shall wear proper PPE for the task they are assigned.

13.3.3. Smoking is prohibited on all WCHCS property. Smoking is not allowed inside any building or outside.

14. Records Management

14.1. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

14.2. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

14.3. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

14.4. The Government Agency shall own the rights to all data/records produced as part of this contract.

14.5. The Government Agency shall own the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor shall deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.