Appendix B - Scope of Work.pdf

03/26/2025 Rev. 0

Appendix B – Scope of Work Ames National Laboratory’s Facilities and Engineering Services Department is searching for a contractor to provide 24/7 emergency response and perform semi-annual preventative maintenance on Laboratory uninterruptible power supply (UPS) units. This maintenance shall include all battery units, cabling, capacitors, fans, housing, fasteners, connections, etc. This will be a one year contract with three option years.

See below for a comprehensive list of requirements.

1. Emergency Response

(a) Comprehensive Coverage

(b) 24/7 Corrective Maintenance

(c) Parts & Labor for UPS Electronics included

(except scheduled battery/fan/cap replacement separately; contractor should provide material quotes with a predetermined noted discount)

(d) Guaranteed Emergency Response Times 24/7 incident phone support 4 hour or sooner, call back from technician On site next business day

(e) Manufacturer (Eaton) support for firmware compatibility/interoperability on replacement parts, etc.

2. Preventative Maintenance

(a) Included scheduled preventive maintenance two on-site visits per year during business hours (one minor PM in early spring and one major PM in late fall to avoid thunderstorm season)

(b) PM visit confirmation at least two weeks in advance and provide PM technician name and country of citizenship

(c) Professional Services Field Engineers, fully equipped with all necessary tools, laptop computer pre-loaded with equipment manuals, parts kit unique to your equipment.

(d) Service performed by factory-trained and certified Field Engineers

(e) Field Service Reports reviewed, approved, and made available within 14 days.

Provide written report, including all data and graphs, of all documented actions, findings and review with customer POC.

If a problem is detected, additionally provide recommended corrective action plan.

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Minor PM requirements:

(a) Download UPS logs.

Analyze and record all discharge events since the last PM.

(b) Check alarm history, record any major concerns and report to customer POC.

(c) Measure and record ambient temperature.

(d) Measure and record float voltages of all individual batteries

(e) Visual inspection of the equipment including subassemblies, wiring harnesses, contacts, cables and major components.

(f) Inspect air filters for cleanliness and have them replaced if necessary.

Check Fan operation and appropriate ventilation.

Also check for general cleanliness, both inside and outside of the UPS.

(g) Visually inspect Cells/Units for cracks, leaks, jar/cover distortion, corrosion Inspect for corrosion at connecting points, cables, breakers, etc. and for loose connections.

(h) Inspect rack or cabinet integrity, and clean or repair as necessary

Major PM requirements (in addition to Minor PM requirements):

(i) Measure and record battery internal resistance of all individual batteries;

Load test and record individual batteries if needed.

(j) Measure and record charger output voltage, current, and ripple voltage.

Adjust if necessary.

(k) Measure, verify, certify and record maintenance readings.

(l) Check battery connectors;

Where necessary re-torque all battery post connections.

(m) Check modules completely

(rectifier and inverter boards, static bypass switch, AC and DC power capacitors, capacitor vent caps, fans).

(n) Ensure proper connections, tighten and replace as needed.

(o) Calibrate and record all electronics to system specifications.

Install and/or perform engineering modifications as needed.

(p) Verify transfer operation. Perform operational test of the system including unit transfer and battery discharge.

(q) Check power waveforms where it is possible.

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(r) Perform temperature check on all breakers, connections and associated controls, repair and report on all high temperature areas.

3. Corrective Maintenance Inspection and repair of the electronic portion of the UPS (or other equipment type), or “Power Module” shall be performed as needed during the contracted period of maintenance at no extra charge to Purchaser.

Remedial maintenance provided by Contractor shall include, and be expressly limited to, maintenance to the Power Module, travel expenses, all necessary parts replacement, adjustments and repairs.

If the Purchaser maintains spare parts at the maintenance site, Contractor may, at its option, use those spare parts in the performance of Corrective Maintenance.

Contractor shall replace the spare parts that it uses.

Exclusions: certain wear parts are excluded from corrective coverage including external batteries and full capacitor replacement.

All Corrective Maintenance to Battery System, if any, will be in accordance with battery manufacturers ’warranty or separate agreement, if any.

4. Safety Ames National Lab embodies a safety culture throughout all research and operations.

The contractor shall follow all NFPA 70E safety standards and Ames Lab Electrical Safety requirements. The contractor shall follow all NFPA 70E safety standards and Ames Lab Electrical Safety Program drivers (29 CFR 1910, 29 CFR 1926, NFPA 70 and NFPA 70E as referenced in 10 CFR 851).

Ames Laboratory recognizes UPS maintenance as energized electrical work and requires added safeguards and procedures to perform work, namely a job safety plan and an energized electrical work procedure and permit. As per Laboratory policy and NFPA 70E drivers, two-person work from provided contractor qualified electrical workers will be required based on assessed hazard classifications, energized troubleshooting and energized electrical work associated with this maintenance contract.

Security on Ames Lab’s campus is of utmost importance, workers will be required to be escorted by space owners, facilities staff or safety staff during their time onsite.

5. Compliance with the Service Contract Act Requirements is mandatory.

6. List of Equipment under this contract

See attached Exhibit 1