1.1.3 SOW UPS Batteries replacemnt DHS FEMA Final Update.docx

Department of Homeland Security (DHS) DHS Statement of Work (SOW)

Federal Emergency Management Agency

STATEMENT OF WORK (SOW) FOR:

WTC UPS Batteries replacement

Kendall Feaster, Contracting Officer

PROCUREMENT SENSITIVE INFORMATION

This document contains non-public information intended for use on a need-to-know basis within FEMA only.

Please protect this document as procurement sensitive and handle accordingly.

DEPARTMENT OF HOMELAND SECURITY (DHS)

Statement of Work (SOW) For FEMA One World Trade Center UPS Batteries replacement.

<Contracting Officer enter final date solicitation is released>

1.0 GENERAL

1.1 BACKGROUND

The World Trade Center (WTC) FEMA Region 2 HQS has a critical IT infrastructure located on the 53rd floor. The UPS Battery cabinets currently supporting essential IT infrastructure in the building have not undergone battery replacement since 2017/2018-time frame. The batteries installed – Model 12HX505-FR – are VRLA-type units with a manufacturer-rated design life of approximately 5-7 years under optimal conditions. Given the elapsed time, these batteries have exceeded their expected service life and pose a growing risk of failure, which could compromise operational continuity during a power interruption. This statement of work outlines the scope and procedures for the safe and effective replacement of these end-of-life batteries.

1.2 SCOPE

The contractor shall provide all tools, labor, and materials to procure, deliver, assemble, and install One Hundred Twenty (120) Uninterruptible Power Supply (UPS) Batteries located at 285 Fulton Street, 53rd floor, New York, NY, 10007. Model Numbers of UPS Battery cabinets are as follows:

1. Model: 38BP120XWX1BNS Serial: M15JCN0011

2. Model: 38BP120XWX1BNS Serial: M15JCN0009

3. Model: 38BP120XWX1BNS Serial: M15JCN0004 All work shall adhere to manufacturer guidelines and industry best practices for UPS battery maintenance and replacement requirements. Each cabinet above consists of forty (40) 12HX505-FR batteries.

· Removal and decommissioning of the existing three battery strings (40 batteries each) that have reached the end of their life, without disrupting facility power; the UPS will be placed on bypass or an alternate source during the procedure.

· Provision and installation of new batteries of identical or manufacturer-approved equal specifications, including all necessary hardware (terminal bolts, connectors, rack fuses or cables as applicable). Ensure that new batteries are appropriately tested, matched, and charged according to the manufacturer's recommendations before the cut-over.

· Provision and installation of new DC capacitors per the manufacturer's recommended guidelines.

· Safety and compliance throughout the project: adhering to all electrical safety protocols, utilizing proper personal protective equipment, and disposing of hazardous materials (lead-acid batteries) following federal, state, and local environmental regulations.

· Safety and tools: The Contractor shall utilize all appropriate tools (e.g., insulated screwdrivers, anti-static wrist wraps, battery terminal pullers or pliers, etc.) when working near, around, or with UPS batteries. The Contractor shall use the Lockout-Tagout procedure to perform any electrical disconnects and connections. Coordinate with the building's personnel as necessary to access the electrical panels.

· Fire safety: Appropriate Class of fire extinguishers shall be used in the work area. The contractor shall ensure the area is well-ventilated and the battery cabinets are open during service to prevent the accumulation or leakage of hydrogen gas.

· Battery disposal and recycling: All removed batteries shall be transported, moved, and properly disposed of by the certified handler in compliance with federal, state, and local environmental laws and regulations.

· Leaks and spills: All spilled electrolyte (if any) from the old batteries must be neutralized and cleaned up in accordance with hazardous materials (Hazardous Materials, or "Hazardous Waste") guidelines. Any batteries found to be damaged or leaking shall be placed in a leak-proof container for transportation.

· Credits and core charge: All applicable core charge fees as a credit shall be incorporated into the proposal as part of the credit line.

· Post–installation testing and Verification: Perform all applicable post-installation and verification tests (e.g., battery discharge test, charging and float check, infrared thermal check, final inspection).

1.3 OBJECTIVE

The objective of this project is to replace the original UPS battery systems that have exceeded their useful service life, to enhance the reliability and resilience of FEMA Region 2’s uninterruptible power infrastructure. The work will ensure uninterrupted protection of critical IT equipment, align with industry best practices, and support continued operational continuity during power disruptions.

2.0 SPECIFIC REQUIREMENTS/TASKS

The contractor shall provide all labor, materials, tools, transportation, supervision, and incidentals necessary to complete the UPS battery replacement project as specified. The following requirements and tasks must be met:

1. Pre-replacement coordination

a. Schedule replacement work during an approved maintenance window with the project officer to minimize disruption.

b. Coordinate with the Facility and IT point of contacts, as well as the building electrical teams, to place the UPS system in bypass mode before removal.

c. Provide all personnel who are trained and certified to handle high-voltage DC systems and hazardous materials.

2. Site preparation

a. Ensure that adequate protective covers for floors, walls, and other building structures are in place.

b. If needed, deploy safety barriers and signage to restrict access to the work area.

c. Provide and use all necessary PPE (e.g., gloves, eye protection, insulated tools).

3. Battery removal

a. De-energize the battery cabinet and verify voltage before work starts.

b. Disconnect and remove 120 existing batteries from the three cabinets.

c. Inspect and clean terminals, cables, and battery racks; report any corrosion or damage.

d. Package used batteries for safe transport and disposal.

4. Battery installation

a. Install 120 new batteries (12HX505-FR or OEM–approved equivalent), ensuring proper polarity and terminal torque.

b. Use only new, date-stamped batteries with a manufacture date no more than 6 months old.

c. Confirm that all connections meet the manufacturer's torque specifications and are covered with protective boots.

d. Update any existing Battery Monitoring system.

5. System Testing and Commissioning

a. Reconnect the battery strings to the UPS input and restore the charger.

b. Float charge new batteries for at least 24 hours before any load testing.

c. Conduct a functional UPS battery test under simulated load or actual conditions to verify operational integrity.

d. Provide a thermal scan of connections and pictures to detect hot spots or faulty links.

6. Documentation and reporting

a. Submit a detailed completion report including: serial numbers and installation date of new batteries, connection torque log, test results, and thermal scan findings to the project officer.

7. Disposal

a. Properly transport, dispose of, and recycle removed used batteries.

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this SOW.

3.2 Continuity of Support

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor shall ensure that all contract support personnel are present for the entire workday. If, for any reason, the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

3.3 Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note: The Government may designate additional Contractor personnel as Key at the time of award.

A. Project Manager

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this SOW. The Project Manager shall serve as the single point of contact for the Contracting Officer and the Contracting Officer's Representative (COR). The name of the Project Manager and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager shall be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak, and understand English. Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

3.5.1 Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, and badge expiration date.

Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

Contractor’s employees shall comply with all applicable Government regulations, policies, and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure that Contractor employees always present a professional appearance and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall ensure Contractor employees understand and abide by the Department of Homeland Security established rules, regulations, and policies concerning safety and security.

3.7 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

The contractor shall meet the building and DHS/FEMA security requirements before commencing any work.

4.2 Period of Performance

The period of performance for this contract is twelve months from the date of award.

4.3 Place of Performance

The One World Trade Center, 285 Fulton Street, 53rd floor, New York, NY 10007. DHS FEMA.

4.4 Hours of Operation

Contractor employees shall perform all work between the hours of 0800 and 1700 EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees are required to work outside of regular business hours, including weekends and holidays, to fulfill the requirements outlined in this Statement of Work (SOW).

4.5 Travel

Contractor travel shall not be required for this requirement.

4.6 Post-Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than 15 business days after the date of award. The purpose of the Post Award Conference, which the Contracting Officer will chair, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post-Award Conference will be held at the government’s facility, located at 285 Fulton Street, 53rd floor, New York, NY 10007, or via teleconference.

4.7 Project Plan

The Contractor shall provide a draft Project Plan at the Post-Award Conference for Government review and comment. The Contractor shall provide a final Project Plan to the COR not later than 15 business days after the Post-Award Conference.

4.8 Business Continuity Plan

The Contractor shall prepare and submit a Business Continuity Plan (BCP) to the Government. The BCP Plan shall be due 15 business days after the date of award and will be updated on an annual basis. The BCP shall document the Contractor's plans and procedures for maintaining support during emergencies, including natural disasters and acts of terrorism. The BCP, at a minimum, shall include the following:

A description of the Contractor’s emergency management procedures and policy A description of how the Contractor will account for their employees during an emergency How the Contractor will communicate with the Government during emergencies A list of primary and alternate Contractor points of contact, each with primary and alternate:

Telephone numbers E-mail addresses

4.8.1 Individual BCPs shall be activated immediately after determining that an emergency has occurred, shall be operational within 8 hours of activation or as directed by the Government, and shall be sustainable until the emergency situation is resolved and normal conditions are restored or the contract is terminated, whichever comes first.

In the event of a life-threatening emergency, the COR shall immediately contact the Contractor Project Manager to determine the status of any Contractor personnel located in Government-controlled space affected by the emergency. When any disruption of normal, daily operations occurs, the Contractor Project Manager and the COR shall promptly open an effective means of communication and verify:

Key points of contact (Government and contractor) Temporary work locations (alternate office spaces, telework, virtual offices, etc.)

Means of communication available under the circumstances (e.g., email, webmail, telephone, FAX, courier, etc.)

Essential Contractor work products expected to be continued, by priority

4.8.2 The Government and Contractor Project Manager shall make use of the resources and tools available to continue contracted functions to the maximum extent possible under emergency circumstances.

Contractors shall obtain approval from the Contracting Officer prior to incurring costs over and above those allowed for under the terms of this contract. Regardless of contract type and of work location, Contractors performing work in support of authorized tasks within the scope of their contract shall charge those hours accurately in accordance with the terms of this contract.

4.9 Progress Reports

The Project Manager shall provide a weekly progress report to the Contracting Officer and COR via electronic mail. This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted, and any Contractor concerns or recommendations for the previous reporting period.

4.10 Progress Meetings

The Project Manager shall meet with the COR on a weekly basis to discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place at the government’s site or via telecom.

5.0 Government Terms & Definitions

5.1 COR – Contracting Officer’s Representative

5.2 DHS – Department of Homeland Security

5.3 UPS - Uninterruptible Power Supply

6.0 Government Furnished Resources

The Government will not furnish any resources to the Contractor in support of this contract.

7.0 Contractor Furnished Property

The Contractor shall furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and SOW 6.0.

8.0 Government Acceptance Period

The COR will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

8.1 The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

9.0 Deliverables

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to next deliverable or event in this SOW.

N/A

COR, Contracting Officer

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