Atch 4 Technical Scope of Work - 302d UPS Systems(4).pdf

Technical Scope of Work – UPS and Battery System PMCS (302d Sites)

Section 1. General Scope The Contractor shall provide all labor, materials, equipment, and supervision necessary to perform annual Preventive Maintenance Checks and Services (PMCS) on Uninterruptible Power Supply (UPS) and its associated Battery System/bank. All PMCS shall follow the original equipment manufacturers (OEM) recommended procedures, tailored to the installed UPS model and configuration listed in Appendix A – Site Inventory & System Configuration. Applicable technical standards referenced in Appendix D may be consulted to supplement OEM procedures where appropriate. PMCS shall include inspection, testing, and servicing of core UPS elements such as battery strings, capacitors, cooling fans, internal wiring, static bypass switches, and monitoring systems. This also includes identification of visible component degradation, such as frayed wiring, corroded terminals, heat damage, or other visually inspectable failure conditions that could compromise performance or safety. UPS systems operate in redundant/parallel configurations. At least one unit must remain fully operational throughout all maintenance activities to ensure uninterrupted power. No UPS shall be taken offline until redundant or parallel availability is verified. Upon completing maintenance for each UPS, the Contractor shall submit a report detailing observed conditions and any technical recommendations, such as degradation trends, aging components, or OEM-advised replacement. Reporting requirements are outlined in Section 2.1 – PMCS Reporting.

Emergency Services and On-Call Response The Contractor shall provide 24x7 emergency support for all systems covered under this Scope of Work. Emergency response services shall include:

• Callback within 30 minutes of Government notification

• On-site response within 24 hours (or sooner, as required by mission conditions)

• Direct access to factory-authorized technical support or OEM coordination

• All labor, travel, and associated expenses related to emergency response are included under this scope

• Coverage applies to urgent failures, critical alarms, or any UPS/battery issues that pose an immediate risk to operational continuity or personnel safety

This emergency response coverage supplements regularly scheduled PMCS activities and is intended to ensure continuity of operations across all supported sites.

Note: This Scope of Work excludes full corrective repairs or major component replacements that involve material procurement or extended downtime. Emergency support under this scope includes troubleshooting, diagnostics, system stabilization, and minor component resets or adjustments as needed to restore service. Any substantial repairs or part replacements must be authorized through a separate, Government-issued task order or approval.

Section 2. Preventive Maintenance Checks and Services PMCS for each UPS shall align with the OEM’s official maintenance documentation. Activities include, but are not limited to, inspection, testing, cleaning, and evaluation of: ● AC input and DC output capacitors ● Cooling fans and airflow paths ● Battery strings, terminals, and interconnects ● Static bypass switch and transfer circuitry ● Internal wiring, terminations, and busbars ● Battery Monitoring System (BMS) functionality ● Alarm logs and fault/event history ● Firmware/software version status and configuration compliance (if applicable) ● Environmental conditions (temperature, airflow, dust accumulation) All preventive maintenance and evaluation activities shall align with OEM documentation and may also reference applicable industry standards as listed in Appendix D – Technical Reference Standards. Visual indicators of deterioration — including but not limited to corrosion, discoloration, frayed insulation, or loose/damaged connectors — shall be documented and flagged, even if not currently impacting UPS performance. Only OEM-approved diagnostics, tools, and software shall be used for testing, calibration, or firmware validation.

2.1 PMCS Reporting Upon completion of each UPS PMCS, the Contractor shall submit a report that includes:

• Tasks performed and observed system conditions

• Indicators of degradation, wear, or OEM-noted issues

• Recommended technical actions or parts flagged by OEM guidance

Severity-Based Reporting Any hazardous or mission-critical findings (e.g., compromised redundancy, safety issues, imminent failures) shall be reported verbally to the Government-appointed POC or escort while onsite. In such cases, a written report noting the critical findings must be submitted within one business day. This report should include a Preliminary Technical Findings Summary outlining the issue, associated risks, and recommended next steps to mitigate impact. All other routine reports are due within 10 business days of PMCS completion. PMCS reports shall clearly document findings, observations, and technical recommendations using OEM terminology and diagnostic indicators where applicable. Reports must be sufficiently detailed to support Government evaluation and enable tracking of system condition trends over time. Reports may follow the Contractor’s standard format, provided that all observed conditions, risks, and OEM-aligned recommendations are clearly communicated.

Section 3. Battery/Jar Preventive Maintenance

3.1 Scope

This section covers preventive maintenance and condition-based evaluation of batteries supporting UPS systems, including VRLA, AGM, and other sealed types. All work shall follow OEM guidance and site-specific battery/jar configurations (Appendix A). Battery services may be performed independently of UPS maintenance cycles when required.

3.2 Inspection and Testing

Visual inspection shall include signs of corrosion, swelling, leakage, heat discoloration, and loose connections. Electrical testing shall include: ● Terminal voltage ● Internal resistance or conductance ● Interconnect torque verification per OEM specifications Additional evaluation parameters may be informed by guidance listed in Appendix D – Technical Reference Standards, where relevant to battery type and configuration. Additional checks shall include labeling, mechanical securement, and evidence of overheating or venting. Any markings that indicate thermal damage or gas expulsion (e.g., discoloration, pressure relief events) shall be flagged and documented.

3.3 Battery Monitoring System (BMS) Confirmation Prior to and following battery work or jar replacement, the BMS shall be verified to confirm active module communication and the absence of fault codes - if none previously noted. Alarm logs shall be reviewed and cleared if appropriate. If the BMS supports firmware tracking or event snapshots, version and status shall be noted in the PMCS record.

3.4 Condition-Based Battery Replacement Individual battery/jar replacement shall be based on the following conditions: ● Elevated internal resistance ● Abnormal voltage ● Physical deformation, swelling, corrosion, or leakage ● Active BMS alerts or logged anomalies Replacements must be in-kind or OEM-approved equivalents matching the original specifications in voltage, capacity, and form factor. Terminal torque must be re-verified post-install, and BMS validation repeated to ensure restored module communication and alarm resolution. Each replacement effort must be documented with the following: ● Battery model, install date, and identifying label (if present) ● Reason for removal and replacement trigger ● Torque settings used and last calibration date of torque tool

3.5 Reporting

All findings must be reported either in the UPS PMCS Report or a standalone battery maintenance report. ● Safety-critical issues: Report within one business day ● Routine observations and results: Submit within 10 business days Reports must clearly identify replaced components, visual/electrical issues, and recommendations for continued tracking or full bank replacement if warranted.

Section 4. Full Battery System Replacement This section covers full UPS battery bank or cabinet replacements, typically required when batteries reach the end of their usable life or when site-wide risk conditions demand a full refresh. Battery system replacement may be initiated under the following conditions: ● Age-based retirement, as defined by OEM or lifecycle documentation ● Degradation confirmed through testing (e.g., elevated internal resistance, BMS fault trends) ● Thermal or electrical events that compromise overall bank integrity The Contractor shall obtain written Government approval prior to initiating any full battery replacement. Proposed battery specifications, including OEM data sheets and model identifiers, must be submitted for review and concurrence. Approved replacements shall be in-kind or OEM-approved equivalents, and installation must follow all manufacturer standards for safety, torque specifications, and system validation. To ensure uninterrupted power, at least one UPS must remain fully operational throughout the replacement process. Upon completion, the Contractor shall submit full documentation, including: ● Battery model, specifications, and manufacture date

● BMS post-installation validation results ● Justification for the replacement (e.g., test data, physical condition, OEM alerts) ● Torque settings used and, upon request, tool calibration record See Appendix A – Site Inventory & Battery Configuration for baseline system details and cabinet layouts.

Section 5. Lifecycle-Based Component Replacement Certain UPS components are subject to age-based degradation and should be evaluated during PMCS activities for possible replacement. These include, but are not limited to: ● AC input capacitors ● DC output capacitors ● Cooling fans and associated airflow assemblies Typical service timelines and performance benchmarks are outlined in Appendix C – Component Evaluation Templates, which support condition-based maintenance planning and informed replacement decisions. Actual replacement needs shall be determined using a combination of OEM recommendations, real-time diagnostics (e.g., ERL/stress indicators), and observed physical condition during PMCS activities. Supplemental evaluation criteria may also be drawn from relevant standards listed in Appendix D. If a component is identified as approaching the end of its service life, the Contractor shall submit a Replacement Recommendation Report to the Government. The report must include: ● Description of the component and its system location ● Summary of supporting data (e.g., thermal stress, predictive diagnostics, physical degradation) ● Recommended timing for replacement ● Any foreseeable impact to system continuity if deferred No component replacements shall be performed without written Government review and approval. All actions must align with OEM guidance and remain within the scope of approved tasking or funding.

Appendix A – Site Inventory & Battery Configuration Note: requirements are being validated and smaller UPS systems may be included Site Facility UPS Model Qty / Config Battery Cab/UPS Total Jars Battery Model 302d Sig Bn – Ft. Detrick, MD Bldg. 1673 Eaton Powerware 9315 (200–500kVA)

2 4 320 CSB HRL12540W

USASA Detrick – Ft. Detrick, MD

Bldg. 1668 APC Symmetra MW (400kVA) 2 2 96 Enersys Datasafe 16HX925F-FR

USASA Detrick – Ft. Detrick, MD Bldg. 1650 Eaton 93PM-100-3 2 1 72 Eaton PWHR12390W4F

USASA Belvoir – Ft. Belvoir, VA Bldg. 2310 Eaton Power Xpert 9395 (550kVA)

2 4 320 Enersys Datasafe 12HX540-FR USASA Bragg – Ft. Bragg, NC Bldg. 56211 Eaton 9390 UPS (160kVA) 3 2 90 Enersys Datasafe 16HX800F-FR USASA Roberts 18301 APC Symmetra MW (1600kVA)

2 [TBD] 192 C&D

UPS12-

1000MRXF

USASA Roberts 18301A APC Symmetra (500kVA) 2 TBD 96 C&D 12-540MR USASA Roberts 18333 Eaton Powerware 9390 2 TBD 80 Data Safe 12HX540-FR

Appendix B – OEM Maintenance Protocols (Reference Only) This appendix provides a reference list of Original Equipment Manufacturer (OEM) maintenance documentation applicable to UPS models and configurations covered in this SOW. It may include model-specific preventive maintenance guides, firmware version requirements, diagnostic software needs, or other OEM guidance documents. This appendix is for technical reference only and does not substitute for licensed OEM material or training. UPS Model Document Title Version / Rev Notes Eaton Powerware 9315 9315 Preventive Maintenance Manual Rev. C Requires OEM-trained personnel; part of 9x series; legacy support APC Symmetra MW Symmetra MW Service Guide 2021-09 Eaton 93PM-100-3 93PM Installation and Operation Manual v3.2

Eaton Power Xpert 9395 9395 Preventive Maintenance & Diagnostics v7.0 Eaton 9390 UPS 9390 User & Service Manual Rev. G APC Symmetra MW (1600kVA) Symmetra MW High-Capacity Manual 2022-02

Appendix C – Component Evaluation Templates This appendix provides component performance indicators and replacement guidance based on OEM recommendations, predictive monitoring results, field diagnostics, and visual/mechanical inspection findings. In systems equipped with diagnostic features such as Expected Remaining Lifetime (ERL), stress status, or battery management systems (BMS), those tools shall be the primary drivers of replacement decisions.

Eaton Powerware 9315 (Site 1) Component Performance Indicator Inspection Criteria Replacement Justification AC/DC Capacitors Typically reviewed beginning at 5 years of service Visual and ESR evaluation during annual PM. Aging capacitors may show swelling, leakage, or electrical deviation.

Replacement is recommended if degradation is observed, supported by OEM guidance or measured performance decline Cooling Fans Assess condition during each PM visit Listen for abnormal noise, verify airflow, check for heat discoloration.

Fans showing signs of wear should be replaced to prevent cascading failure.

Torque Check Annually and after battery replacements Terminal and bus connections should be re-torqued per OEM specs.

Required step for any battery refresh or thermal event response.

APC Symmetra MW II (Site 2 & 6) Component Performance Indicator Inspection Criteria Replacement Justification Capacitor & Inverter Modules Continuously monitored via OEM diagnostics Review ERL and Stress Status for each module. Major Stress or ERL nearing threshold requires action.

Modules must be replaced based on ERL alerts or predictive diagnostics triggered within the OEM touchscreen interface. Cooling Fans Condition-based via predictive monitoring System ERL and fan diagnostic indicators should be reviewed during PM.

Replace fans flagged by OEM software for nearing end-of-life or degraded airflow.

Event Log & Predictive Metrics Each PM interval Download and retain logs; assess for faults, warnings, or accumulated stress indicators.

Serves as supporting data for replacement decisions.

Eaton 93PM (Site 3) Component Performance Indicator Inspection Criteria Replacement Justification AC/DC Capacitors Typically evaluated at or beyond 5 years of runtime Check ESR and inspect for swelling or wear during annual PM.

Replace based on aging characteristics and service history.

Cooling Fans Reviewed during each PM Evaluate for noise, airflow, or Replace any fan exhibiting discoloration due to thermal strain. degradation or performance loss. Torque Verification Annually or post battery servicing Battery terminal and cable torque values verified per OEM spec.

Essential for system stability and safety.

Air Filter (if equipped) Quarterly Visual check of filter element for blockage or damage. Replace if airflow is impeded or filter is visibly dirty.

Eaton 9395P w/ Samsung Gen3 (Site 4) Component Performance Indicator Inspection Criteria Replacement Justification DC Capacitor Discharge Wait Time Mandatory 5-minute minimum after isolation Applies to all DC work; begin timer post-isolation from battery bank.

Required for technician safety and system integrity. Component Inspection Annually Visual and electrical inspection of UPS and battery cabinet per OEM practice.

Use findings to recommend capacitor/fan replacement if performance degrades.

Eaton 9390 (Site 5) Component Performance Indicator Inspection Criteria Replacement Justification Capacitors Typically evaluated at or beyond 5 years Check for swelling, heat wear, or changes in electrical tolerance.

Replace based on field performance and inspection results. Cooling Fans Monitored during PM Check for vibration, reduced output, or mechanical wear. Replace any degraded fan to maintain airflow and thermal management.

Appendix D – Technical Reference Standards The following references support industry-recognized practices for maintenance, testing, and evaluation of UPS systems and associated battery infrastructure. These documents may be used to inform condition-based servicing decisions, supplement OEM guidance, and provide technical justification for performance evaluations or component replacement.

Reference Title Use in Scope

IEEE 1188 Recommended Practice for Maintenance, Testing, and Replacement of VRLA Batteries for Stationary Applications

Supports condition-based battery inspections, testing thresholds, torque validation, and replacement justification.

NFPA 70B Recommended Practice for

Electrical Equipment Maintenance

Provides guidance on environmental inspections, electrical connection integrity, and preventive maintenance for UPS systems and related infrastructure.

IEEE 450 Recommended Practice for

Maintenance, Testing, and Replacement of Vented Lead- Acid Batteries

Applicable to non-sealed battery types, ensuring proper evaluation and maintenance of future or legacy systems.

IEEE 1106 Recommended Practice for

Maintenance, Testing, and Replacement of Nickel- Cadmium Batteries

Reference for Ni-Cd battery systems, if encountered in legacy installations or specialty backup power units.

NETA MTS Standard for Maintenance

Testing Specifications for Electrical Power Equipment and Systems

Industry-accepted testing intervals and performance validation for electrical system components, including UPS systems.

OEM Technical Bulletins Manufacturer-Issued Service

Advisories, Field Notices, and Firmware Bulletins

Supplemental documentation addressing emerging issues, performance advisories, or updated service recommendations not yet reflected in manuals.

Acronyms:

AC – Alternating Current AGM – Absorbent Glass Mat BMS – Battery Monitoring System DC – Direct Current ERL – Expected Remaining Lifetime ESR – Equivalent Series Resistance OEM – Original Equipment Manufacturer PM – Preventive Maintenance PMCS – Preventive Maintenance Checks and Services POC – Point of Contact SOW – Scope of Work UPS – Uninterruptible Power Supply VRLA – Valve-Regulated Lead-Acid