65DPS-S3288-informal-solicitation-2025-04-08.docx

Nevada State Purchasing Division Department of Administration 515 E Musser St Ste 300 Carson City, NV 89701 purchasing.nv.gov nevadaepro.com

Informal solicitation

Date April 8, 2025

Solicitation number 65DPS-S3288

Single point of contact name Kami Thompson

Single point of contact email k.thompson@dps.state.nv.us

Contracting agency DPS – Records, Communications and Compliance Division (RCCD)

Project title Uninterruptable Power System (UPS) Maintenance and Battery Replacement

Quote submission deadline April 30, 2025

This informal solicitation is available at nevadaepro.com as a bid solicitation.

Project

Overview

DPS – Records, Communications and Compliance Division (RCCD) is seeking quotes from qualified vendors to provide preventative maintenance, repairs and batter replacement on Liebert 30KVA and Mitsubishi 1100 Series 20KVA as described in the scope of work.

The State intends to award one contract in conjunction with this informal solicitation, as determined in the best interests of the State. RCCD shall administer contract(s) resulting from this solicitation. The resulting contract(s) are expected to be for a contract term of 4 years.

Scope of work

Contractor Scope of services include, but are not limited to the following:

1. UPS Preventive Maintenance / Annual (include Semi-Annual plus the following):

a) Check the inverter and rectifier snubbers for discoloration or damaged wiring.

b) Check all contacts to ensure secure connections.

c) Verify all connections show no signs of discoloration.

d) Check fuses on the DC capacitor deck for continuity, as applicable.

e) Clean interior and exterior of unit.

f) With RCCD approval, perform operational test of the system including unit transfer and battery discharge.

g) Measure and calibrate, as necessary, where possible, all electronics to system specifications.

h) Measure and record all low-voltage power supply levels.

2. UPS Preventive Maintenance / Semi-Annual

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

b) Check for proper clearance around the unit.

c) Perform temperature checks on all breakers, connections and associated controls. Report all high temperature areas.

d) Check air filters for cleanliness; clean or replace.

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

1) Rectifier and inverter snubber circuit board discoloration

2) Power capacitors for swelling or leakage

3) Capacitor vent caps extruded more than 1/8”

4) Fans for proper operation

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

f) Record all meter readings and calibrate as necessary, where possible.

g) Measure and record phase-to-phase input, output, bypass and battery voltages and currents, where possible.

h) Review alarm log/history for any irregular activity, where possible.

i) Verify remote status panel operation.

j) Measure and record harmonic trap filter currents, where possible.

k) Review system performance with customer to address any questions and to schedule any repairs.

l) Implement manufacturer field change notices, as possible.

m) Perform functional system test upon RCCD approval.

3. Battery System Preventive Maintenance / Annual

a) Torque battery to manufacturer’s specification (as needed if connection resistance measures greater than 20% of average).

b) Clean and re-secure all battery terminals and jumper connections, as applicable (up to 20%).

c) Clean and neutralize jar and rack/cabinet, as applicable.

d) Load test each jar or use equivalent device.

4. Battery System Preventive Maintenance / Semi-Annual

a) Measure and record

1) Each cell terminal voltage (DC and AC)

2) Overall system DC voltage and current levels

3) Ambient room temperature

4) Temperature of all negative posts

5) AC ripple voltage and current

6) VDC and VAC of jar/cell (cell #1 + post to frame ground; frame ground to – post of last cell in string)

b) Check jar and cover for signs of leakage.

c) Check for corrosion on terminal post and connector.

d) Check general appearance and cleanliness of battery room and batteries.

e) Review RCCD battery maintenance logs and add maintenance entry.

f) Perform safety checks:

1) Confirm proper warning/hazard labels

2) Confirm proper operational information, placards, and labeling

3) Check safety equipment and supplies for proper amount and location

5. Logs/Reporting

a) Establish (if applicable) and/or complete maintenance logs at each visit.

b) Submit inspection report and all applicable recommendations to RCCD within 10 business days of inspection and/or completed work.

c) CONTRACTOR agrees to identify any critical issues before leaving the site.

6. Service Rates and Minimum Service Response Times

a) CONTRACTOR agrees to provide emergency service 7 days per week, 24 hours per day.

b) CONTRACTOR agrees to a call back time not to exceed 2 hours and a maximum response time of 8 hours.

c) CONTRACTOR shall provide a time and material rate schedule on the Cost Summary that shall include rates for normal business hours, evenings, weekends, and holidays.

d) CONTRACTOR agrees to a maximum of 25% mark-up for parts and materials.

e) CONTRACTOR shall be responsible for all costs associated with warranty work.

7. Fees and Payments

1. Invoices shall be detailed and itemized in a format and language easily understandable by both technical and administrative reviewers; and include, but not be limited to, details as to the specific items reviewed and completed during each visit. All invoices must be reviewed and approved by RCCD prior to payment being processed.

Vendor background. Provide a company background/history and why vendor is qualified to provide the services described here. Provide a brief description of the length of time vendor has been providing services described in this solicitation to the public and/or private sector.

Attachments

Standard form contract Insurance schedule

TIMELINE

Timeline. The following represents the proposed timeline for this project.

All times stated are Pacific Time (PT).

These dates represent a tentative schedule of events.

The State observes the right to modify these dates at any time.

The deadline for submissions is the nevadaepro.com bid opening date and time. Late quotes will not be accepted.

Deadline for questions…………………..No later than 5:00 pm on 04/17/2025 Answers posted…………………………On or about 04/24/2025 Deadline submissions and opening……………..No later than 2:00 pm on 04/30/2025

Evaluation

Submit quotes through nevadaepro.com.

Quotes shall be consistently evaluated and scored based upon the following factors and relative weights.

Mandatory minimum requirements

Pursuant to NRS 333.311 a contract cannot be awarded to a vendor that does not comply with the requirements listed in this section. By submitting a quote, vendor confirms compliance with all mandatory minimum requirements.

Nevada Law and State indemnity. Pursuant to NRS 333.339, any contract that is entered into may not: (1) require the filing of any action or the arbitration of any dispute that arises from the contract to be instituted or heard in another state or nation; or (2) require the State to indemnify another party against liability for damages.

No Boycott of Israel. Pursuant to NRS 333.338, the State of Nevada cannot enter a contract with a company unless that company agrees for the duration of the contract not to engage in a boycott of Israel. By submitting a response, vendor agrees that if it is awarded a contract, it will not engage in a boycott of Israel as defined in NRS 333.338(3)(a).

Nevada business license. Pursuant to NRS 353.007, prior to contract execution awarded vendor must hold a state business license pursuant to NRS chapter 76 unless exempted by NRS 76.100(7)(b). Business license must match nevadaepro.com vendor registration.

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