Attachment 1_Enterprise UPS_PWS_23Jul26.pdf

FEDERAL BUREAU OF INVESTIGATION

FINANCE AND FACILITIES DIVISION | PROCUREMENT SECTION

PERFORMANCE WORK STATEMENT

FBI Enterprise Uninterrupted Power Supply (UPS) Program Performance Work Statement (PWS)

Version 2.3 Page 1

Enterprise Uninterrupted Power Supply (UPS) Program for the

Federal Bureau of Investigation

Performance Work Statement

7/23/2026

PERFORMANCE WORK STATEMENT TEMPLATE

Performance Work Statement Version 2.3 Page 2

Table of Contents

1. Introduction

1.1 General Information

1.2 Background

1.3 Description of Services

1.4 Scope

1.5 Contract Performance Information

1.5.1 Hours of Operation

1.5.2 Place of Performance

1.5.3 Post Award Conference

1.5.4 Contract Progress Meetings

1.5.5 Contracting Officer Representative

1.5.6 Key Personnel

1.5.7 Data Rights

1.5.8 Non-Disclosure Requirements

1.5.9 Organizational Conflict of Interest

1.5.10 Quality Control Plan

1.5.11 Environmental

2 Definitions and Acronyms

2.1 Definitions

2.2 Acronyms

3 Performance Objectives and Standards

3.1 Requirements for PM, Service, Site Survey, and Replacement Visits

3.2 Preventative Maintenance (PM)

3.3 Planned Service Visits and Repairs

3.4 Unplanned Service Visits and Repairs

3.5 UPS Replacements

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3.6 Original UPS Components Warranty

3.7 Lifecycle Management

3.7.1 Risk-Ranked Assessment Report:

3.8 Technician Access and Availability

3.8.1 Security Documentation and Access Clearance:

3.9 Program Documentation

3.9.1 Frequency of Updates:

3.9.2 Document Ownership and Responsibility:

3.9.3 Document Submission and Review:

3.9.4 Document Retention and Access:

3.10 Contractor Program Management

3.11 Service Order Form (SOF)

4 Property

4.1 Government Furnished Facilities, Property, and Information

4.1.1 Government Furnished Facilities

4.1.2 Government Furnished Property and Contractor Acquired Property

4.1.3 Government Furnished Information

4.2 Warranties

5 Applicable documents

5.1 Reference Material and Technical Documents

6 Special Requirements/Constraints

6.1 Contract Classification

6.2 Safety and Accident Prevention

7 Deliverables

8 Attachments

9 Appendices

9.1 Appendix 1 - FBI’s Inventory:

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9.2 Appendix 2 - Service Reports

9.3 Appendix 3 - Service Order Form (SOF)

9.4 Appendix 4 - Service Order Log (SOL)

9.5 Appendix 5 - Invoice Requirements

9.6 Appendix 6 - Performance Requirements Summary

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1. Introduction

1.1 General Information

This is a contract to provide uninterrupted power supply (UPS) maintenance, repairs, and replacements at multiple Federal Bureau of Investigation (FBI) sites across the United States (U.S.) and its territories. This is a non-personal services contract. The Government shall not exercise any supervision or control over Contractor employees performing the services herein.

Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.2 Background

The current FBI Field UPS Program is managed through a third-party contract, which has provided baseline maintenance and replacement support. The FBI is seeking service options that balance cost-effectiveness with system reliability and mission assurance. Specifically, the FBI is interested in exploring flexible models that may include a mix of third-party services and Original Equipment Manufacturer (OEM) support. The objective is to ensure ongoing, centralized UPS PM and lifecycle replacement while minimizing the total cost of ownership across the enterprise. The service plan should provide comprehensive PM, repairs, and replacements by qualified technicians, proactive parts replacement, emergency response, and multi-faceted capabilities to maximize uptime and system lifetime. To measure the effectiveness of this service plan, performance metrics such as percentage completion of scheduled PMs; response time to emergency repair calls; the percentage of UPS units meeting operational capacity, efficiency, safety, and uptime standards (safety factor between 20-25%, while operating at greater than 90% efficiency for legacy systems, 95% for replacement systems installed within the past 2 years or in the future, and 100% uptime); and the reduction in unplanned downtime will be used to assess cost-effectiveness and reliability. For example, the Contractor will be expected to reduce unplanned downtime by at least 20% within the first year of service compared to baseline data, ensuring that the FBI’s UPS units remain reliable and resilient.

1.3 Description of Services

The Contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the FBI’s Field UPS Program tasks as defined in this Performance Work Statement (PWS) except for those items specified as Government Furnished Property (GFP). The Contractor shall perform to the standards in this contract.

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A centralized UPS serves as a redundant, large-capacity power backup system that supports FBI Enterprise IT systems across FBI Field Offices (FOs), Resident Agencies (RAs), and offsite facilities. UPS systems provide continuous, conditioned power to protect mission-critical systems. Without this power redundancy, unexpected outages could directly impact operations within the FO’s area of responsibility (AOR), leading to potential mission delays or failures.

Completing regular and routine preventative maintenance (PM) as well as updating failing, end of life, or obsolete UPS systems is essential to sustaining the FBI’s Field UPS Program. Routine inspections, diagnostics, and scheduled component replacements reduce the likelihood of unexpected breakdowns, minimize repair costs, and mitigate operational risks. Proactive management helps identify and correct potential issues before they escalate into critical failures, ultimately extending the useful life of UPS assets. By establishing a structured maintenance and replacement program, the FBI ensures its UPS systems remain reliable, resilient, and capable of supporting enterprise and mission requirements.

1.4 Scope

The requirements and performance standards contained in this PWS apply to all work performed under the resultant IDIQ contract. Individual Service Orders issued under the contract will identify the specific locations, equipment, quantities, and services required;

however, all work performed under such Service Orders shall be accomplished in accordance with the requirements of this PWS unless otherwise specifically authorized by the Contracting Officer.

The Contractor must provide maintenance, repairs, and replacements of the UPS units located at FBI sites across the U.S. and its territories. The Contractor must be able to support the FBI’s diverse UPS fleet from several manufacturers, including but not limited to APC Schneider, Eaton, Emerson, Liebert, Vertiv, MGE, and Staco. The size and configuration of units vary by location. The Contractor is required to perform planned preventive and corrective maintenance, testing, replacement of failed or aging components (included but not limited to batteries, capacitors, and fans), and unplanned emergency repair services for the UPS units. The Contractor shall provide services to keep the UPS systems functioning with an appropriate operational capacity safety factor between 20-25%, while operating at greater than 90% efficiency for legacy systems and 95% for replacement systems installed within the past 2 years or in the future. The Contractor will respond to UPS failures, alarms, or performance issues by providing a 24/7 emergency response line. Contractor personnel will respond via phone, within thirty minutes of receipt of emergency notification. The Contractor will propose a

Performance Work Statement Version 2.3 Page 7 quality assurance plan (see Section 1.5.13) to the FBI which outlines the process for ensuring the contract meets the requirements in this PWS.

As needed, the Contractor must replace UPS units that are failing or reaching obsolescence. The FBI intends to standardize UPS manufacturers to the maximum extent possible through the replacement of UPS units reaching end of life, catastrophic failure, or obsolescence to reach maximum efficiency in service, availability, and interchangeability of replacement components as well as conformity in training of technicians.

Another key consideration is operational continuity. Service will be performed during regular business hours, unless otherwise authorized by the FBI. Not all field UPS systems are equipped with a maintenance or manual bypass, which limits the ability to perform work without disrupting service. Because of the critical nature of the FBI mission, network interruptions must be minimal. As such, any maintenance or service activity that could impact availability of mission critical systems must be performed outside of normal business hours, in close coordination with the FBI Headquarters (FBIHQ) Technical Point of Contact (TPOC) and Contracting Officer’s Representative (COR).

The FBI’s inventory, found in Section 9.1, provides UPS manufacturer and model number of UPS systems currently covered by the FBI’s Field UPS Program. Additional information regarding the sites’ addresses and UPS units’ serial numbers will be provided upon contract award. Additional UPS units may be added or deleted over the life of the contract with a contract modification.

1.5 Contract Performance Information

1.5.1 Hours of Operation

1.5.1.1 Normal Working Hours

Hours of operation may vary by site and shall be identified in the applicable Service Order Form (SOF). Except for pre-approved situations, work shall be performed during the hours specified in the SOF. Maintenance activities shall not interfere with normal Government operations.

For UPS units without bypass capability, maintenance requiring a bypass, including non-emergency replacement of batteries, capacitors, or fans, shall be performed outside normal operating hours unless otherwise approved by the Government and coordinated through the

TPOC.

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Due to mission requirements, Government facilities may occasionally be unavailable because of holidays, national events, natural disasters, security concerns, or other operational requirements. The Government will provide notice of known closures or scheduling conflicts as soon as reasonably practicable. The Contractor and Government shall coordinate to reschedule affected services.

All work shall be performed in a manner that does not interfere with Government operations, unduly restrict traffic, create unsafe conditions for FBI personnel or visitors, adversely affect facility operations, or violate security requirements. Failure to comply with these requirements may be grounds for appropriate contractual remedies. If the Government determines that work is being performed in violation of these requirements, the Contractor shall immediately take corrective action and, if directed by the Contracting Officer, perform the work at such time and under such conditions as are necessary to protect Government operations.

Should the Contractor need to reschedule a scheduled service visit, the Contractor shall notify the TPOC and COR at least 72 hours prior to the scheduled appointment time unless prevented by circumstances beyond the Contractor's control.

1.5.2 Place of Performance

The places of performance are FBI facilities in the U.S. and its territories as required.

1.5.3 Post Award Conference

The Contractor shall attend the post award conference convened by the contracting activity or contract administration office in accordance with (IAW) Federal Acquisition Regulation (FAR) Subpart 42.5.

1.5.4 Contract Progress Meetings

The CO, COR, with other Government personnel, as appropriate, will meet quarterly with the Contractor to review the Contractor's performance. At these meetings the CO will appraise the Contractor of how the Government views the Contractor's performance, and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

The Contractor’s representatives shall attend meetings with time and frequency to be set by the COR, to discuss work status and contract performance. The Contractor will prepare and

Performance Work Statement Version 2.3 Page 9 provide meeting minutes to the COR. The Contractor shall be prepared to present and discuss the following on the Service Order Log (SOL):

• Status of planned and ongoing activities.

• Work and deliverables completed.

• Problems or issues projected or identified.

• Alternatives and/or recommended solution(s) for projected or identified issues.

• Known or projected resource, staff, and schedule impacts.

1.5.5 Contracting Officer Representative

The COR will be designated by a COR delegation letter. The designation letter issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates, or changes in delivery dates.

The COR is not authorized to change any of the terms and conditions of the resulting order.

The COR monitors all technical aspects of the contract and assists in contract administration.

The COR is authorized to perform responsibilities identified in their letter which can include receiving all deliverables; inspecting and accepting the supplies or services provided hereunder in accordance with the terms and conditions of this contract; providing direction to the Contractor which clarifies the contract effort, fills in details or otherwise serves to accomplish the contractual PWS; evaluating performance; and certifying all invoices/vouchers for acceptance of the supplies or services furnished for payment.

1.5.6 Key Personnel

The Contractor shall ensure that all services are performed by fully qualified, trained, and certified personnel. The Contractor will assign a qualified and experienced program manager with overall responsibility for ensuring the successful execution of this contract. The program manager’s responsibilities include, but are not limited to:

• Serving as the Contractor’s main point of contact for the TPOC, COR, and CO.

• Ensuring the documents required IAW this PWS.

The Contractor shall develop, implement, and maintain a contract-level Quality Assurance Plan (QAP) applicable to all work performed under the resultant IDIQ contract. The QAP shall describe the Contractor's overall approach for ensuring compliance with the requirements and performance standards of this PWS across all Service Orders issued under the contract. The

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Contractor may supplement the QAP with site- or order-specific procedures, as necessary, to address unique Service Order requirements. The Contractor will designate a Quality Control Manager (QCM) to assist in preparing the Quality Assurance Plan (QAP) for the FBI contract.

The QAP must cover, at a minimum, the following:

• Strict adherence to maintenance schedules

• Standard operating procedures for how PM must be performed at each site

• Compliance with safety standards

• Adherence to technical specifications to prevent system failures

• Ensuring uninterrupted conditioned power from the UPS

• Developing mitigation strategies for prolonged outages

• Creating and implementing PM plans

• Auditing maintenance records

• Managing spare parts availability

• Tracking corrective actions

• Validating and verifying technician qualifications

The Contractor must assign a Site Safety Officer (SSO) responsible for ensuring safety and accident prevention when UPS work is performed at FBI facilities. The SSO’s duties should include, but are not limited to:

• Lockout/Tagout Procedures

• Arc Flash Safety

• Identification and use of Personal Protective Equipment (PPE)

• Hazard Analysis and Management

• Battery Bank Maintenance Safety

• Safety Certification and Record Management

• Emergency Response and Training

• Investigation and Reporting of Safety Incidents

• Compliance with applicable Safety Standards such as those from Occupational Safety and Health Administration (OSHA), National Fire Protection Association (NFPA), and Institute of Electrical and Electronics Engineers (IEEE).

The Contractor shall ensure that all services are performed by personnel who are fully qualified, trained, and certified in accordance with industry standards and the specific requirements for

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UPS maintenance. "Fully qualified, trained, and certified" means that personnel must possess, at a minimum, the following:

• UPS System Certification: Certification in maintenance and repair of the specific UPS systems being serviced (e.g., APC, Eaton, Vertiv), which may include manufacturer-specific training or certification.

• Electrical Safety Certifications: Certification in electrical safety standards such as OSHA 10/30-hour certification, NFPA 70E for electrical safety, or equivalent training in safe electrical work practices.

• PM Training: Training in performing PM on UPS systems, including calibration, testing, and inspection techniques specific to the UPS units in use.

• Industry Certifications: Additional relevant certifications, such as those from the International Society of Certified Electronics Technicians (ISCET) or the Electronics Technicians Association (ETA), depending on the UPS model and components being serviced.

1.5.6.1.1 Removal of Key Personnel

The Government reserves the right to request the removal of key, subcontractor’s key or subcontractor(s) identified in the Task Order (TO) at any time during the life of the contract.

The Contractor shall provide an acceptable replacement(s) within 14 calendar days unless otherwise extended by the CO.

1.5.6.1.2 Key Personnel Substitution

The Contractor shall notify the COR and CO immediately of the removal or replacement of any key personnel identified for this TO. The Contractor shall identify a qualified replacement no later than 14 calendar days.

Prior to utilizing other than personnel specified in proposals in response to a solicitation, the Contractor shall notify the Government CO and COR. Substitute personnel qualifications shall be equal to, or greater than, those of the person(s) being substituted. If the Government CO and COR determine that the proposed substitute personnel is unacceptable, or that the reduction of effort would be so substantial as to impair the successful performance of the work, the Contractor may be subject to default action.

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1.5.7 Data Rights

The Government has unlimited rights to all documents/materials produced under this contract.

All documents and materials, including the source codes of any software produced under this contract, shall be Government-owned and are the property of the Government, with all rights and privileges of ownership and copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the Contractor without written permission from the CO.

Data Rights Duration: The Government’s data rights under this clause shall last for the duration of the contract and continue post-contract unless otherwise agreed in writing. Upon expiration or termination of the contract, all rights to the data, including any updates or revisions, shall remain with the Government. The Contractor agrees to provide all necessary documents and materials to ensure the uninterrupted use of the data by the Government beyond the term of this contract, at no additional cost to the Government.

Post-Contract Use: The Contractor may not use, disclose, or reproduce the data for any purpose other than the performance of this contract, unless otherwise authorized by the CO.

Any use of the data after contract completion shall require written permission from the CO.

1.5.8 Non-Disclosure Requirements

Performance under this contract may require the Contractor to access data and information proprietary to a Government agency, another Government Contractor, or of such nature that its dissemination or use other than as specified in this work statement would be averse to the interests of the Government or others. Neither the Contractor, nor Contractor personnel, shall divulge, nor release data or information developed, or obtained under performance of this work statement, except to authorized Government personnel or upon written approval of the CO. The Contractor shall not use, disclose, or reproduce proprietary data, which bears a restrictive legend, other than as specified in this PWS. All documentation showing individual names or other personal information shall apply and shall be controlled and protected under the provisions of the Privacy Act of 1974, Public Law 93-579, 5 United States Code (U.S.C.)

Section 552a. The Contractor is required to follow Department of Justice (DOJ) Regulations (JAR) 2852.203-71 Intelligence Related Non-Disclosure Agreement (NDA).

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1.5.8.1 Non-Disclosure Statements

The Contractor shall provide signed NDAs to the Government prior to commencement of work under the contract. Disclosure of information by Contractor personnel may result in Contractor personnel removal from performance of duties under this contract.

1.5.8.2 Advertising / Public Release

The Contractor is required to adhere to FBI-0029 Public Release of Information. No release of information shall be made without the prior written consent of the FBI’s Office of Public Affairs (OPA) and/or the CO of the FBI.

1.5.9 Organizational Conflict of Interest

Contractor and subcontractor personnel performing work under this contract are required to follow all requirements in FAR Subpart 9.5 and FBI-0030 Organizational Conflict of Interest (OCI). The Contractor shall notify the CO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the CO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the CO and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.5.10 Quality Control Plan

Quality Control (QC) is the responsibility of the Contractor and their quality control manager.

The Contractor must deliver quality services and supplies to the Government. The Contractor shall develop, implement, and maintain a Quality Control Plan (QCP) to ensure all work described in this contract is performed at or above the standard defined in the PWS. The QCP is developed by the Contractor for its internal use to ensure that it performs and delivers high-quality service. The contractor’s QCP is how the Contractor ensures all work complies with the requirements of the contract. The QCP identifies and corrects potential and actual problem areas throughout the entire scope of the contract. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

The QCP shall, at a minimum:

• Implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met.

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• Provide a systematic approach to monitor operations to ensure acceptable services/products are provided to the Government.

• Address continuous process improvement; procedures for scheduling, conducting, and documentation of inspections; discrepancy identification and correction.

• Provide corrective action procedures to include procedures for addressing Government discovered nonconformances.

• Provide procedures for root cause analysis to identify the root cause and the proposed root cause corrective action to prevent re-occurrence of discrepancies;

• Provide procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints.

• The Contractor shall, upon request, provide to the Government their quality control documentation. The Contractor shall submit electronically a comprehensive written QCP to the CO and COR within 30 days after contract award. A copy of a comprehensive written QCP shall be emailed to the CO and COR within five business days when changes are made thereafter. After acceptance of the QCP the Contractor shall receive the CO’s acceptance in writing of any proposed change to their QC system.

1.5.10.1 Inspection Program

Included shall be a quality control inspection program covering all general and specific tasks included in the contract PWS. It shall specify tasks or areas to be inspected on a scheduled or unscheduled basis, the manner in which inspections are to be conducted, the titles of the individuals who will perform the inspections, and the percentage of the work that will be inspected on a recurring basis. In developing this inspection program, the Contractor shall identify the key activities and associated characteristics in each process that have a significant influence on specific services and provide for methods for evaluation of the selected characteristics.

1.5.10.2 Deficiency Identification

The QCP shall include a method of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable as defined by the Government. This shall contain processes for corrective action without dependence upon Government direction.

1.5.10.3 Deficiency Correction

The program shall contain process control and process performance measurement procedures that shall include how the Contractor shall implement preventive corrective actions. The

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Contractor shall demonstrate that it has designed quality into the delivery of services thereby mitigating the risk(s) associated with delivery of deficient or nonconforming services.

1.5.10.4 Documentation and Enforcement

The QCP shall include a method of documenting and enforcing QC operations of both prime Contractor and subcontractor work, including inspection and testing.

1.5.10.5 Surveillance Methods

The QCP shall contain specific surveillance techniques for all contract services. The surveillance methods shall be comprehensive and adaptable to the reporting system of the plan.

1.5.11 Environmental

1.5.11.1 Environmental Compliance

The Contractor shall be responsible for the proper handling, storage, and preparation for disposal of all hazardous materials used in performance of this contract in accordance with the installation's hazardous material procedures. Hazardous material and waste shall be turned in to a designated and authorized collection point only. The Contractor shall maintain clean and safe working areas, to include immediate cleanup of any hazardous material spill or other hazards in the Contractor's working area. Working areas are subject to inspection by US and local Government officials.

1.5.11.2 Environmental Compliance Plan and Program

In the performance of this contract the Contractor shall ensure that all hazardous material will be disposed IAW all U.S. and local environmental laws and regulations.

2 Definitions and Acronyms

2.1 Definitions

Contract Discrepancy Report (CDR) - A report sent by the Government to the Contractor that identifies completion of required actions if any element of performance under this TO is unsatisfactory based on the Acceptable Quality Levels (AQLs) identified in the QASP. The CDR requires the Contractor to explain to the CO, in writing within one (1) workday, why performance is unsatisfactory, how performance shall be returned to satisfactory levels, and how recurrence of the problem will be prevented.

Contractor - Collective term for all prime Contractor and subcontractor employees / consultants. The prime Contractor is responsible for ensuring full compliance with the provisions of this TO during performance.

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Contracting officer (CO) - A person with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

Contracting Officer’s Representative (COR) - An individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

End of Life (EOL) - UPS service life status when a product stops being manufactured or available from manufacturer for purchase.

End of Service Life (EOSL) - UPS service life status when products are no longer manufactured after EOL and enters the EOSL status based on support agreement eligibility and age of product.

Equipment List - Inventory of units in the Field UPS Program which includes the location, UPS manufacturer, model number, and serial number.

Factory Technical Support - A point of contact at each UPS manufacturer's support center.

In Service - Active phase of the UPS lifecycle. The unit has full operational capability and support. This stage has the highest level of support, maintenance, and part availability.

Key Personnel - Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the

PWS.

Obsolete - UPS service life status when the manufacturer discontinues all support, and parts are no longer stocked or available.

Performance Work Statement (PWS) - A statement of work for performance-based acquisitions that describes the required results in clear, specific, and objective terms with measurable outcomes.

Physical Security - Protection of the perimeter area, government property, and assets that prevent the loss or damage of Government property.

Preventative Maintenance (PM) Visit - A scheduled, proactive service routine, typically annual or semi-annual, designed to clean, inspect, test, and monitor components to prevent failures, extend equipment life, and avoid costly unplanned downtime.

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Quality Assurance (QA) - The various functions, including inspection, performed by the government and the Contractor to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity.

Quality Assurance Evaluator (QAE) - The Government employee responsible for the monitoring of Contractor performance.

Quality Assurance Surveillance Plan (QASP) - A plan that describes how the Government will evaluate the output quality and responsiveness of the Contractor to ensure that the Government receives the services for which public funds are expended. Government use of the QASP is not a substitute for the Contractor’s quality control program (QCP).

Quality Control (QC) - All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

Quality Control Program (QCP) - A method used by the Contractor to evaluate the output quality and responsiveness of its rendered services verses specific requirements of this TO. It includes but is not limited to routine inspections performed and documented by supervisory personnel to ensure the control of the quality of goods and services provided to the Government.

Re-certification/Certification - A written affirmation by the Contractor that the UPS unit reviewed and maintained is performing within contract requirements and at an optimal performance as identified by the standards established by its manufacturer.

Repair - The restoration of real property (e.g., a piece of equipment, or a system) to such condition that it may be effectively utilized for its designated purposes. Repair may be planned or unplanned overhaul, reprocessing, or replacement of constituent parts or materials that have deteriorated by action of the elements or usage and have not been corrected through manufacturer recommended maintenance.

Replace - To remove damaged, defective, worn, or deteriorated equipment, components, materials, or parts and install new (or when approved, used or remanufactured) materials or parts. Replacement parts are to be OEM when possible.

Site Point of Contact (SPOC) - On-site Government employee (could include but not be limited to the Telecommunication Manager, Electronics Technician, Supervisory Information Technology Specialist, Information Technology Specialist, or Lease Facility Manager) that assists

Performance Work Statement Version 2.3 Page 18 the COR and TPOC with the management of on-site UPS maintenance and repair. The SPOC has no ability to obligate the Government.

Site Survey - A visit to assess equipment in anticipation of repairs or replacement quotes. Site surveys are no cost to the Government. Site surveys may be conducted concurrently with PM visits. Site surveys not conducted under PM visits must be pre-approved by the CO or COR.

Service Visit - A scheduled or emergency on-site visit to diagnose, repair, restore, or replace UPS components or batteries.

Subcontractor - Any supplier, distributor, vendor, or firm that furnishes supplies or services to or for a prime contractor or another subcontractor.

Technical Point of Contact (TPOC) - FBIHQ Government employee through whom coordination of UPS visits to FBI sites of any nature are arranged and who coordinates with the SPOC. The TPOC works closely with the COR to facilitate the program’s management. The TPOC has no ability to obligate the Government.

Workday - The number of hours per day the Contractor provides services in accordance with the contract.

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms

CFR Code of Federal Regulations CLIN Contract Line-Item Number CO Contracting Officer COR Contracting Officer’s Representative CPARS Contractor Performance Assessment Reporting System CSO Chief Security Officer EOL End of Life EOSL End of Service Life FAR Federal Acquisition Regulation FBI Federal Bureau of Investigation FBIHQ Federal Bureau of Investigation Headquarters FO Field Office FTR Federal Travel Regulation FY Fiscal Year GSA General Services Administration

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GFE Government Furnished Equipment GFP Government Furnished Property IAPO IT Infrastructure Advisory and Program Office IAW In Accordance With IT Information Technology LAR Limited Access Request NTP Notice to Proceed OSHA Office of Safety and Health Administration ODC Other Direct Costs OEM Original Equipment Manufacturer OCI Organizational Conflict of Interest PM Preventative Maintenance POC Point of Contact POP Period of Performance PWS Performance Work Statement QA Quality Assurance QC Quality Control QCP Quality Control Plan RA Resident Agency SecD Security Division SO Service Order SOF Service Order Form SOL Service Order Log SOP Standard Operating Procedures SPOC Site Point of Contact TO Task Order TPOC Technical Point of Contact UPS Uninterruptable Power Supply U.S. United States U.S.C. United States Code

3 Performance Objectives and Standards The Contractor shall provide all services for minor and major PM, planned and unplanned corrective maintenance, and the acquisition and replacement of UPS Units.

3.1 Requirements for PM, Service, Site Survey, and Replacement Visits The Contractor is responsible for the following requirements for PM, service, site survey, and replacement visits:

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3.1.1 The Contractor shall be responsible for planning, scheduling, and coordinating the visits with the COR and the TPOC. The Contractor may not reach directly to Site Point of Contact (SPOC) for scheduling, approvals, or other government obligations, unless during an after-hours emergency.

3.1.2 The Contractor must provide a detailed maintenance plan outlining what will occur during the PM or service visit at least five business days prior to the service date.

3.1.3 At the completion of each PM visit, the Contractor shall ensure the UPS is fully operational and actively protecting connected equipment by monitoring, conditioning, or supplying backup power while operating continuously with an operational capacity safety factor between 20-25%, while operating at greater than 90% efficiency for legacy systems, 95% for replacement systems installed within the past 2 years or in the future, and 100% uptime. This shall be considered normal required operational status.

Additionally, the Contractor will provide re-certification/certification that the UPS unit reviewed and maintained meets these requirements and is performing at an optimal performance as identified by the standards established by its manufacturer.

3.1.4 Appropriate service reports will be prepared by the Contractor documenting what occurred, current system status, and any potential concerns including, at a minimum, but not limited to, information outlined in Section 9.2. Service reports must include FBI Service Report Cover Sheet. See Attachment.

3.1.5 The Contractor is responsible for the disposal of the UPS and/or parts following all federal, state, and local disposal guidelines.

3.1.6 Other things to note: Remote logging in for UPS programming is NOT allowed by the FBI’s Security Division (SecD). Any programming that is necessary to reset alarms or update the software of the system will be considered "programming." All programming must be completed on a contractor-owned laptop that is cleared by the FBI Chief Security Officer (CSO) prior to use. The technician shall only hardwire connect to the UPS system. The contractor-owned laptop shall have Wi-Fi and Bluetooth disabled as verified by the CSO prior to use. Additional information shall be given at time of award.

3.2 Preventative Maintenance (PM)

The Contractor’s PM Plan shall provide all minor and major PM services, planned corrective maintenance, and battery maintenance services. Minor PM services are routine servicing and inspections where the UPS remains in normal operation. Major PM services require the UPS to be put in bypass mode which allows for a more thorough check of components of the UPS.

During minor and major PM services the Contractor shall perform planned corrective maintenance to ensure the UPS unit is restored and fully operational. The Contractor shall arrive with the necessary parts to perform PM Service. The Contractor shall utilize a

Performance Work Statement Version 2.3 Page 21 standardized maintenance checklist across all locations to ensure all units receive the same PM service.

The Contractor shall be responsible for planning, scheduling, and coordinating with the COR and the TPOC as identified on the TO for all maintenance services. Each of the UPS sites shall be visited IAW with the PM schedule. The TPOC is responsible for confirming the visit with appropriate SPOC personnel. All PM on the UPS which requires service interruption shall be coordinated with the COR/TPOC.

3.2.1 PM recommended by the manufacturer shall be the minimum acceptable preventative maintenance performed by the Contractor.

3.2.2 The Contractor will conduct a minimum of two service visits per year, one major PM and one minor PM, but factory recommendations must be followed.

3.2.3 The major PM and minor PM must be completed at least four and a half months apart.

3.2.4 Major PM service includes placing the UPS in bypass mode to allow for a more comprehensive assessment. Should the UPS not have a maintenance or manual bypass, a separate module provided by the Contractor, or transfer to generator power, is required to ensure the UPS may be bypassed to complete a Major PM. Major PM service protocols recommended by the manufacturer are the minimum acceptable actions performed by the Contractor. The Contractor shall perform calibration, adjustment, cleaning, lubrication, testing, inspection, system operation, and review of the UPS unit following the manufacturer’s inspection and maintenance protocol.

3.2.5 Minor PM service includes performing calibration, adjustment, cleaning, lubrication, testing, inspection, system operation, and review of the UPS unit following the manufacturer’s inspection and maintenance protocol.

3.2.6 The Contractor must have access to Factory Technical Support (Online or Telephonic) during normal business hours, Monday - Friday 8:15 AM - 5:00 PM local time.

3.2.7 The Contractor is required to correct defaults on-site, if applicable, to keep the UPS performing at peak performance (operational capacity safety factor between 20-25%, while operating at greater than 90% efficiency for legacy systems and 95% for replacement systems installed within the past 2 years or in the future). If defaults are not corrected on site, refer to Section 3.4, regarding emergency repair.

3.2.8 At both minor and major PM, the contractor shall include at a minimum:

Visual Inspections:

• Verify general condition of the UPS, battery cabinets, status panel, and surroundings, inspecting for external damage.

• Check for dust accumulation, corrosion, leaks, or loose connections.

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• Check area for environmental considerations/hazards (water, air, etc.).

• Inspect ventilation and air filters; clean or replace if necessary.

• Check ambient temperature.

• Ensure proper labeling, warning signs, and safety clearances around the unit.

• Check spare parts inventory.

• Inspect batteries and capacitors for swelling, corrosion, or electrolyte leakage.

• Check battery temperature and ambient conditions.

• Check operation of all indicators, alarms, and control panels.

• Check all contacts to ensure secure connections and no discoloration.

Mechanical Inspections:

• Check for physical damage or deterioration

• Check for physical non-conformance (the fit and finish of the unit).

• Check the connection integrity.

• Lubricate and check bearings for abnormal conditions where possible.

Electrical Inspections:

• Verify input and output voltage and frequency stability.

• Check phase balance and current draw on all phases.

• Measure and record UPS load percentage.

• Check system conductance.

• Check the printed circuit body calibration.

• Check the printed circuit board operation.

• Check the sub-assembly operation (rectifier, inverter, static switch, etc.).

System Operations:

• Check the forward and reverse transfers.

• Conduct runtime verification.

• Inspect and torque all power and control connections to manufacturer specifications.

• Check the system on battery.

• Check the overall normal operation.

• Verify start-up and load transfer procedures align with metering.

• Determine operational efficiency.

• Check the emergency power off.

• Check the alarm interface.

• Check the maintenance bypass sequence.

• Simulate power failure (if permitted) to verify UPS response and battery autonomy.

• Check the meter reconciliation.

• Check the system personalization.

• Measure and record battery voltage (string and individual if applicable) completing full battery maintenance.

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• Update firmware or control software if required.

• Review event logs and clear historical alarms.

3.2.9 Rescheduling PM

The Contractor is required to coordinate all PM visits with the TPOC and COR. The Contractor shall adhere to the PM schedule to the greatest extent possible, ensuring minimal disruption to the FBI's operations. However, in the event of emergency or unplanned service needs that require immediate attention (e.g., unplanned corrective maintenance or repairs), the PM schedule may be subject to modification.

Emergency or Unplanned Service Impact on PM Schedule:

• Priority of Service: Emergency or unplanned service needs, categorized as "Yellow" (priority) or "Red" (emergency/catastrophic) in accordance with Section 3.4, will take precedence over scheduled PM visits. In such cases, the Contractor shall work with the TPOC and COR to assess the urgency and determine whether a rescheduling of PM visits is required.

• Rescheduling of PM Visits: If an emergency or unplanned repair results in the need to reschedule a PM visit, the Contractor shall notify the TPOC and COR as soon as the need for rescheduling is identified. The Contractor will coordinate with the TPOC and COR to agree on a new time for the PM visit to be conducted. The rescheduled PM should occur within 14 business days of the emergency service date unless there are extenuating circumstances requiring further delay.

• Contingency Procedures for Critical Systems: If a scheduled PM visit cannot be conducted within the specified timeframe due to emergency repairs, the Contractor shall provide a contingency plan to ensure that critical UPS systems continue to operate without service interruptions. This may include temporary measures to maintain system performance or backup power as specified in Section 3.4.

• Documentation of Changes: Any changes to the PM schedule due to emergency services or unplanned repairs must be documented. The Contractor shall provide updated SOF and SOL for all changes to the PM schedule and ensure these updates are communicated to the TPOC and COR in a timely manner.

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3.3 Planned Service Visits and Repairs

The Contactor must complete planned repairs for the components of the UPS systems on the equipment list. At a minimum, the Contractor will:

3.3.1 Prepare quotes, plan, and replace UPS components (e.g., batteries, capacitors, fans) based on testing results or lifecycle thresholds.

3.3.2 Ensure technicians bring replacement components with them and only under FBI approved circumstances can the shipment of the components be coordinated through the TPOC for delivery to the site.

3.4 Unplanned Service Visits and Repairs

The Contractor will address unplanned corrective maintenance and repairs. Unplanned corrective maintenance is considered an emergency service where responsive support is required by the Contractor. The Contractor shall provide an immediate assessment of the unplanned corrective maintenance using the following definitions:

• Green (routine) – does not require immediate attention and can be handled during normal work hours and workdays.

• Yellow (priority) – requires immediate attention, if left unresolved problem could lead to an emergency or catastrophic event.

• Red (emergency/catastrophic) – an alarm condition on the UPS or any situation that can/will cause the UPS to cease working and thereby jeopardize the FBI’s capabilities.

The Contractor is responsible for ensuring UPS maximum uptime including provision of conditioned power in the event of a long-term outage of the UPS.

At a minimum, with regards to unplanned corrective maintenance the Contractor will:

3.4.1 Respond to UPS failures, alarms, or performance issues by providing emergency response within defined service-level timeframes. Contractor personnel will respond via phone, within thirty minutes of receipt of notification. If the UPS issue cannot be remedied by phone, the contractor personnel shall respond in person within twenty-four hours.

3.4.2 The Contractor shall diagnose root causes and perform necessary repairs or component replacements during the service visit. The Contractor is authorized to perform such repairs up to a total not-to-exceed the amount of $5,000 per visit without additional approval, in order to complete corrective actions in a single trip. Any repairs or component replacements exceeding $5,000 shall require prior approval from the COR.

3.4.3 Escalate repair with appropriate OEMs when required.

3.4.4 Document all corrective actions.

3.4.5 If the Contractor needs to take a piece of equipment back to their facility for offsite diagnosis and/or repair, the Contractor is responsible for the equipment while in their possession.

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3.4.6 If the UPS is out of service for an extended period, the Contractor must recommend alternate means of conditioning power to avoid damage to its supported equipment due to power outages or spikes.

3.4.7 If all attempts to repair the UPS are exhausted, the Contractor and FBI will determine the appropriate replacement based IAW Section 3.5.

3.5 UPS Replacements

3.5.1 If a UPS replacement is required, the Contractor may coordinate a site survey to develop the replacement quote to be submitted to the COR. The quote must assess if the UPS is appropriately sized for the site. The technical specifications must be included with the quote as well as any proposed changes from the current UPS infrastructure/ configuration (e.g., if a larger unit, location change, or bypass are needed).

3.5.2 Replacement UPS systems considered must meet the minimum specifications of an Eaton 93PM, 9155, or 9355, or equivalent model, at the appropriate kilovolt-amperes (kVA) rating determined by the site inspection.

3.5.3 The Contractor will remove the failed/obsolete UPS unit and replace it with the new UPS unit.

3.5.4 Following the installation, a report with updated unit information and any user guides must be provided to TPOC and COR.

3.6 Original UPS Components Warranty

3.6.1 All original UPS components must be covered at a minimum by manufacturer warranty.

3.6.2 All vendor replacement parts installed after the original manufacturer’s warranty must be covered by the replacement manufacturer’s warranty, at a minimum of one year.

3.6.3 All labor performed after the manufacturer’s warranty has expired must be covered for a minimum of 90 calendar days.

3.6.4 A formal QC investigation is required for any dropped load within 90 days of a PM.

3.6.5 Extended warranties for parts and labor performed after the expiration of original manufacturer’s warranty shall be offered.

3.6.6 New UPS systems shall receive maintenance, parts, labor, etc., covered by the warranty, coordinated by FBI TPOC and the Contractor, at no additional expense to the Government.

3.7 Lifecycle Management

The Contractor shall provide a comprehensive…