36C25926Q0070_1.docx

SUBJECT*

UPS Preventative Maintenance Service

GENERAL INFORMATION

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist Tiffani Perkins Tiffani.Perkins@va.gov

PLACE OF PERFORMANCE

Eastern Oklahoma VA Health Care System

1011 Honor Heights Drive

Muskogee OK

ADDITIONAL INFORMATION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

Performance Work Statement (PWS) Uninterruptible Power Supply Preventative Maintenance Department of Veterans Affairs (VA) Veterans Health Administration (VHA) (Brief Scope of Work)

PURPOSE:

Veterans Affairs has a requirement for Uninterruptible Power Supply Preventative Maintenance services at the Eastern Oklahoma VA Health Care System (EOVAHCS). Services are to be performed in accordance with this PWS and to OEM standards, with the intent of ensuring the equipment operates as the original manufacturer intended, uninterrupted (95% uptime), in a cost-effective, efficient manner, contributing to the VA Mission.

This is a non-personal services contract. The Contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose of fulfilling the SOW and shall be considered employees of the Contractor.

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

LOCATION:

Eastern Oklahoma VA Health Care System (EOVAHCS) 1011 Honor Heights Drive Muskogee, OK 74401

BACKGROUND: UPS is utilized at the EOVAHCS to prevent any power fluctuations that may affect any computer equipment in the server room.

Equipment to be covered is:

Eaton 9355-30 – Serial Number EA024KXX10

TASKS AND REQUIREMENTS:

The contractor shall provide inspection and preventative maintenance on the Power Module and batteries annually. Battery replacement is not included. The UPS is located in Building 22 at the EOVAHCS.

Services include:

· 7x24 Emergency Service Coverage including parts, labor and travel

· Annual 5x8 Preventive Maintenance Inspection

· Annual 5x8 Comprehensive Battery Inspection

· Eight (8) Hour (maximum) Response Time

· Web Access to Service History

Description of Tasks and Associated Deliverables: The contractor shall provide inspection of all UPS components and batteries in accordance with manufacturer’s recommendations. 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 Officers Representative (COR). This written transmittal shall include a firm commitment of when the work shall be completed. This transmittal shall include a firm commitment of when the work shall be completed. This transmittal to the COR shall cite reasons for the delay and the impact on the overall project. The COR will review and issue a response in accordance with the contract terms and conditions.

Specifically, the contractor shall:

Task One: The contractor shall inspect all UPS components in accordance with manufacturer’s recommendations. Corrective Maintenance Coverage: Inspection and repair of the electronic portion of the UPS (or other equipment type), or Power Module

Deliverable One: Visual Inspection

· Inspect all printed circuit board connections for cleanliness, swab contacts if necessary.

· Inspect all power connections for signs of overheating.

· Inspect all subassemblies, bridges and legs for signs of component defects or stress.

· Inspect all DC capacitors for signs of leakage.

· Inspect all AC capacitors for sings of leakage.

· Inspect and inventory all customer-owned spare parts.

· Inspect for, and perform as required, any open engineering changes.

Internal Operating Parameters

· DC Ground Detection Offset (if applicable)

· Inverter leg current average balance (if applicable)

· Output filter current average phase balance

· Rectifier bridge current average leg balance

· AC Protection settings are checked

· DC Protection settings are checked

· Input and Output Frequency and Voltage Bandwidth settings are checked

· Verify DC filter capacitance

· Verify AC tank and trap filter capacitance

· Power Supply voltages and waveforms

External Operating Parameters

· System Input Voltages (all phases)

· System Input Currents (all phases)

· DC Charging Voltages (float and equalize), record settings, adjust to nominal

· Rectifier phase on and walk up

· Inverter phase on and walk up

· Adjust all panel meters to measured values

· System Bypass Voltages (all phases)

· Manual and UV Transfer testing, verify uninterrupted transfer waveform (if applicable)

· Outage simulation and battery capability testing and verify charger current limit

· Generator operation and interface verification (if applicable)

· Environmental Parameters

· UPS area ambient temperature and condition of ventilating equipment

· General Cleanliness of UPS Power Module

· General Cleanliness of UPS area

· Replace all air filters

· Clean control panel/CRT screen

· Flywheel only: Drain oil and change oil and filters

Battery Cabinet Checks

· General appearance of Battery System

· General cleanliness of Battery system area

· Inspect cells for physical abnormalities

· Inspect all DC connections for abnormalities

· Battery system area ambient temperature and condition of ventilating equipment

· For internal batteries only, measure and record:

· Overall battery float voltage

· Charger input current and voltage

· Negative terminal temperature of one cell/battery per battery cabinet shelf or rack tier

Monitoring System Parameters

· Alarm archive review and printing

· Alarm lamp test-local and remote (if applicable)

· Replace all open monitor bulbs

· Review battery test in history (if applicable)

General

· Customer Consultation

· Verbal Recommendations

· General Observations

Task Two: The contractor shall inspect all UPS batteries in accordance with manufacturer’s recommendations

Deliverable Two: Measure and Record Battery performance

· Individual cell/battery float voltages and overall float voltage

· Charger output current and voltage

· AC ripple current and voltage imposed on battery

· Internal ohmic values of each cell/battery or perform a continuity test of each cell/battery

· Connection Resistance of 10% of the inter cell/battery connection

· Ambient temperature

· Negative terminal temperature of one cell/battery per battery cabinet shelf or rack tier

Visually inspect conditions and appearance of the following

· Connection terminal inter cell/battery connectors, cables and associated hardware

· Cell/battery covers, containers and post seals

· Battery racks or cabinets and associated components and hardware

· Cell/battery jar or cover, noting any excessive distortion

· Perform cleaning of all accessible surfaces as required

· Measure and record the connection resistance of 100% of the inter cell/battery connections yearly

· Re-torque any connection where the resistance is above 20% of the average yearly

· The technician(s) will issue the customer a verbal report summarizing the condition of the battery and identifying any critical issues before leaving the customer’s site.

· A detailed report containing all reading and observations will be sent to the customer within 5 business days

· Technical support 7x24: technical support via telephone or email. Contractor shall be available to answer product or support questions.

Attachment A Schedule of Deliverables

Deliverable No.

Task 1 Item

Visual Inspection

Delivery Date

Within 30 days after contract award

IMPORTANT NOTE: This Sources Sought is for information only (to determine the socioeconomic status of interested companies). No award will be made off of this posting.

LIMITATIONS OF SUBCONTRACTING: The Limitations of Subcontracting may or may not apply to a resulting solicitation from this Market Research. Vendors are advised to familiarize themselves with Federal Acquisition Regulation parts 19.505(a)(2) and 19.505(b)(1) as it pertains to subcontracting limitations. Vendors are also advised to familiarize themselves with 13 CFR 125.6 and the penalties described in this regulation.

Please communicate via e-mail to tiffani.perkins@va.gov by COB 11/24/2025 as to your company’s interest and ability to perform service per this brief Scope of Work.

If interested, please provide the following:

1. Please state your company’s business size as related to NAICS code 811310

1. As per the Limitations of Subcontracting: (see FAR 19.505)

1. As Primary Contractor: what % of “Total Contract Value” will you retain?

1. If using a Subcontractor: what % of “Total Contract Value” will go to them?

1. Please provide SAMs Unique Entity Identifier number

1. If you have an FSS/GSA contract that includes this service

1. Provide FSS/GSA contract number if applicable

In order for your company’s information to be counted in relation to this Market Research all above questions must be answered.

Sources Sought Notice 36C25926Q0070