Attachment 2 - PWS.docx

United States Department of Agriculture Agricultural Research Service

PERFORMANCE WORK STATEMENT

Rectifier/Charger, Battery, & Uninterruptible Power Supply (UPS) Systems Preventative Maintenance

National Bio and Agro-Defense Facility (NBAF) USDA-ARS, Manhattan, KS

10/28/2025

Contents

Project Rectifier/Charger, Battery, & Uninterruptible Power Supply (UPS) Systems Preventative Maintenance

General Information

1.0 Scope of Work

This is a non-personal services contract to provide all-inclusive maintenance and repair services for the National Bio and Agro-Defense Facility’s (NBAF) UPS Systems, including all necessary components, as detailed in this PWS. The Government shall not exercise any supervision or control over the Contractor’s employees or agents performing the services; however, the Government retains the right to inspect and evaluate the results of the contract services to ensure compliance with this PWS. The Contractor shall be solely responsible for the performance and conduct of its employees, subcontractors, and agents, and the Contractor remains fully responsible to the Government for PWS compliance. The Contractor shall provide all labor, supervision, equipment, supplies, tools, materials, transportation, and non-personal services necessary to perform the required UPS maintenance, repairs, replacement of the designated batteries or battery string(s), and replacement of designated capacitor bank(s) services at NBAF, except for those items explicitly identified in Section 4.0 (Government Furnished). All performance times referred to in this PWS are calendar days, unless otherwise specified.

2.0 Background

The National Bio and Agro-Defense Facility (NBAF) is seeking a company or individual with extensive knowledge and expertise maintaining UPS Systems within large facilities that require annual performance verification, detailed calibrations, and validation/certification of systems and equipment. The NBAF campus houses nine buildings covering 45 acres. The 574,000 SF main building contains multiple, state‐of‐the‐art laboratories. The NBAF campus address is 1980 Denison Ave., Manhattan, KS. Components of the UPS systems resided on the first and second floor of the Central Utility Plant building and basement and third floor of the main lab building. Refer to Technical Exhibit 1 for the list of equipment.

3.0 Contractor Requirements

3.1 Work Restrictions & Conditions

3.1.1 Site Security Access: Access to the site is controlled by a security fence and visitor/contractor check-in/check-out system. A current REAL ID compliant government-issued identification with a picture is required for entry. Contractor/subcontractor vehicles will be checked at the main entrance gate. A visitor badge will be issued/turned in daily at the visitor center and all contractor employees will be searched. The contractor/visitor identification badge must always be worn while on the site. See 8.0 for additional security information.

3.1.2 All people accessing the site must watch and acknowledge the approximate 15 minute, NBAF Safety and Security video.

3.1.3 All contractor employees, including subcontractor employees, providing services for the NBAF shall read, acknowledge, and follow all applicable NBAF policies, SOPs, and guidelines.

3.1.1 Work shall be confined to the areas identified on the Drawings. Unless accompanied by a USDA employee, the Contractor, subcontractors, and their employees shall not enter buildings or facilities not specifically part of this project. Reasons included, but are not limited to, disease control and health requirements.

3.1.2 Failure to comply with access requirements shall be adequate grounds for the removal of the Contractor/subcontractor employees from the site and barring further site access to individuals.

3.1.3 Work Hours: Regular work hours for the site are 6:00 am to 6:00 pm, Monday through Friday, excluding Government holidays.

3.1.3.1 Federal Holidays are listed below:

Juneteenth

3.1.4 Work Outside Regular Work Hours: Work scheduled outside regular work hours including late hours, Saturdays, Sundays, and Government holidays requires Security approval in advance. Make application through the COR at least 5 calendar days prior to such work to allow arrangements to be made by the Government for access to the work area and inspection & monitoring arrangements. Requests shall include the exact dates, hours, location, and purpose of the exception. If approved, the COR will coordinate access with the site security office.

3.2 General Requirements/Tasks

3.2.1 The Contractor shall furnish a detailed cost proposal, including all prime and sub pricing showing labor cost, material cost, OH and Profit and estimated service hours including crew size to provide services as specified in the scope of work. The Contractor's cost proposal must be submitted in whole dollars only. Proposals containing cents will be rejected as non-responsive.

3.2.2 In addition to the detailed cost proposal, to be considered technically acceptable, the Contractor shall submit both resumes for the key personnel and two (2) case studies of examples of past projects that are similar in scope to this project, including contract information for reference.

3.2.3 For NBAF Facility security purposes, the contractor must provide the CO with a list of all employees who will perform work under this contract. The contractor must maintain revisions and updates to this list and submit them to the COR monthly as needed. The contractor must furnish each employee with a contract identification badge that must be conspicuously displayed when working.

3.2.4 Contractor shall provide a work schedule for each system that includes plans for all preventative maintenance that conform to the manufacturer’s recommended practice for the equipment listed in this work statement. The annual schedule shall be submitted to the COR NLT than 10 working days prior to commencing work on this PWS. Updates to the schedule shall occur as needed but not less than annually. Building will be occupied while service is ongoing. The Contractor shall complete final coordination of all work schedules with the Contracting Officer's Representative (COR) at least ten (10) calendar days in advance to prevent interference with critical NBAF research and facility operations. The COR has final approval authority over the work schedule.

3.2.5 Contractor personnel’s conduct shall not reflect discredit upon USDA-ARS. The Contractor shall ensure that personnel conduct themselves and perform services in a professional, safe, and responsible manner and present a professional appearance.

3.2.6 The Contractor shall provide constant, high-quality service to properly protect all Uninterrupted Power Supply System equipment from deterioration and to provide constant peak performance of all UPSs, resulting in a minimization of long-term repairs, to minimize the number of service calls and to minimize UPSs downtime while maximizing customer satisfaction.

3.2.7 Maintain safe and operational systems

3.2.8 The Contractor shall protect existing property and structures within the limits of the service activities. Any damage to property shall be repaired at the Contractor’s expense, to pre-damaged conditions to the satisfaction of the COR.

3.2.9 The work performed under this contract shall be subject to continuous audit by the CO/COR/LM. Quality control is the exclusive responsibility of the Contractor. The Contractor will evaluate their contract services, correcting any deficiencies, which deviate from the commercially acceptable standard for these services prior to delivering services reports.

3.2.10 Safety and health matters, as they relate to the work, are the exclusive responsibility of the Contractor. At a minimum a hard hat, safety vest, close-toed safety boots/shoes, and long pants shall be worn on site.

3.2.11 Coordinate Option CLIN work with site personnel to minimize disruptions.

3.2.12 Provide detailed written reports including all measurements (e.g., individual cell voltages, float voltage, AC ripple voltage), actions taken, identification of all parts that were replaced, status of the systems upon departure, and detailed descriptions of deficiencies with part numbers needing to be replaced within seven (7) business days of completion.

3.2.13 If deficiencies are identified that require repairs outside the scope of this contract, the Contractor shall notify the COR verbally before leaving the site the day the deficiencies are identified and in the written report noted in 3.2.10.

3.2.14 The facility shall be given the opportunity to verify defectiveness of all parts and/or materials replaced under this contract before they are disposed of. Payment for replacement parts is contingent upon this verification.

3.2.15 Schedule, administer, and provide agendas/minutes for coordination meetings.

3.2.16 Replacement parts must be new and fully compatible with NBAF’s systems.

3.2.17 Areas where services are rendered shall be free of all excess parts and materials, trash, and debris upon completion of service.

3.2.18 If any UPS system is taken out of service for more than one (1) hour, the Contractor shall immediately notify the COR. This notification must include: (1) Time taken out of service, (2) Reason for being out of service, and (3) Estimated time to be returned to service.

3.2.19 The work must strictly adhere to manufacturer specifications and all relevant electrical safety codes and regulations.

3.2.20 Dispose of all materials in compliance with all local, state, and EPA regulations for universal, hazardous, or electronic waste (eWaste). Track Universal Waste and eWaste that is generated at the facility under this contract. Submit data annually by January 31st in any format (letter, spreadsheet, etc.) that provides waste types, weights generated and documentation of proper disposal. Provide confirmation of proper disposal which can be a form, receipts and/or written statement from the disposal facility.

3.3 Service Requirements/Tasks

CLIN 0001 Preventative Maintenance

3.3.1 Rectifier/Charger Service

On a semi-annual basis:

· Perform a complete visual inspection of all internal sub-assemblies, wiring harnesses, contactors, cables, DC power room, any additional power cabinets, and major components

· Check for proper clearance around the unit

· Check and record DC power room ambient temperature and verify proper operation of ventilation equipment

· Check system ventilation fans and clean/replace fans and fan filters, if present

· Check power capacitors for swelling or leakage

· Check for corrosion on terminal posts and connectors

· Check battery and cover for signs of leakage

· Check capacitor vent caps extruded more than 1/8 fans for proper operation

· Record all meter readings and calibrate as necessary, where possible

· Measure and record phase-to-phase input, output, bypass, load sharing, battery float voltage, and battery voltages and currents, where possible

· Review alarm log/history for any irregular activity, where possible

· Remove all foreign debris from all equipment compartments where applicable.

· Review system performance with NBAF to address any questions and to schedule any repairs

· Provide inspection report, with recommendations, to NBAF within seven (7) calendar days

· Replace small, government-provided parts as a required component of the preventative maintenance service. All government-furnished parts must be installed in strict adherence to the manufacturer's instructions and documented as part of the maintenance record.

On an annual basis:

· All steps included with Semi-Annual Service

· Check all contacts to ensure secure connections

· Verify that connections show no signs of discoloration

· Check fuses on the DC capacitor deck for continuity, as applicable

· Clean interior and exterior of unit

· Measure and calibrate, as necessary, where possible, all electronics to system specifications

· Measure and record all low-voltage power-supply levels

3.3.2 Battery Service (All tasks listed below performed in accordance with the IEEE 1188 Standard-manufacturer's specifications for Valve Regulated Lead Acid (VRLA) batteries) On a quarterly and semi-annual basis:

• Measure and record each cell terminal voltage (DC and AC)

• Measure and record overall system DC voltage and current levels

• Measure and record ambient room temperature

• Measure and record temperature of all negative posts

• Measure and record AC ripple voltage and current

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

• Check jar and cover for signs of leakage

• Check for corrosion on terminal post and connector

• Check general appearance and cleanliness of battery room and batteries

• Review NBAF battery maintenance logs and add maintenance entry

• Safety check: confirm proper warning/hazard labels

• Safety check: confirm proper operational information, placards, and labeling

• Safety check: check safety equipment and supplies for proper amount and location

• Provide inspection report with recommendations to NBAF within seven (7) calendar days

On an annual basis:

• All steps included with Semi-Annual/Quarterly Service

• Torque battery to manufacturer's specification (if connection resistance measures greater than 20% of average)

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

• Clean and neutralize jar and rack/cabinet, as applicable

• Load test each jar or use equivalent device

3.3.3 Uninterruptible Power Supply (UPS) Service

On a semi-annual basis:

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

• Check for proper clearance around the unit

• Perform temperature checks on all breakers, connections, and associated controls;

report all high-temperature areas

• Check air filters for cleanliness; clean or replace

• Check rectifier and inverter snubber circuit board for discoloration

• Check power capacitors for swelling or leakage

• Check capacitor vent caps extruded more than 1/8 fans for proper operation

• Lubricate and check bearings for abnormal condition, where possible

• Record all meter readings and calibrate as necessary, where possible

• Measure and record phase-to-phase input, output, bypass, and battery voltages and currents, where possible

• Review alarm log/history for any irregular activity, where possible

• Verify remote status panel operation

• Measure and record harmonic-trap filter currents, where possible

• Review system performance with NBAF to address any questions and to schedule any repairs

• Provide inspection report, with recommendations, to NBAF within seven (7) calendar days

· Replace small, government-provided parts as a required component of the preventative maintenance service. All government-furnished parts must be installed in strict adherence to the manufacturer's instructions and documented as part of the maintenance record.

On an annual basis:

• All steps included with Semi-Annual Service

• Check the inverter and rectifier snubbers for discoloration or damaged wiring

• Check all contacts to ensure secure connections

• Verify that connections show no signs of discoloration

• Check fuses on the DC capacitor deck for continuity, as applicable

• Clean interior and exterior of unit

• With NBAF approval, perform operational test of the system including unit transfer and battery discharge

• Measure and calibrate, as necessary, where possible, all electronics to system specifications

• Measure and record all low-voltage power-supply levels

CLN 0002 Service Calls and Repairs

3.3.4 Requested service call are calls requested outside of the normal schedule as defined as preventative maintenance CLIN 0001.

3.3.5 Non-Emergency Repair Response: The Contractor shall respond to non-emergency repair requests within three (3) calendar days of notification from the COR by providing an estimated timeline for repair, necessary resources, and a proposed work schedule.

3.3.6 Emergency Repairs Response: For emergencies determined by the COR to detrimentally affect facility operations, the Contractor shall: (1) Respond by phone within two (2) hours of notification. (2) Be on-site with necessary personnel and tools within six (6) hours of notification.

3.3.7 The Contractor shall be fully responsible for timely execution of all repairs. All costs associated with responding to and accomplishing repairs shall be included in the fixed labor hour price for the contract, with the following exception.

· Parts and materials shall be billed separately as described in CLIN 0003.

3.3.8 Individual repair work orders with an anticipated repair time exceeding thirty-two (32) labor hours are considered outside the scope of this contract and shall be managed by the Government via separate procurement action.

CLIN 0003 Materials for Service Calls and Repairs

3.3.9 The Contractor will be reimbursed for parts and materials required to perform service call work and repairs within of the scope of this contract, in accordance with the applicable contract line items and as described herein.

3.3.10 Pre-approval of Pricing for parts, materials, and any special equipment shall be unburdened and supported with a quote. The amount billed shall be the lowest cost that is reasonably available to the Contractor. All parts and materials billed for shall be recorded on the UPS maintenance logs, have approved supporting documentation submitted in conjunction with the invoice, and shall be included on the invoice under the appropriate CLIN, for the period of performance that the work was completed.

CLIN 0004 Replacement of UPS Batteries or Battery Strings.

CLIN 0004AA (Optional) – Replace one (1) Saft LSE300 Battery CLIN 0004AB (Optional) – Replace one (1) Enersys 14DX-13B Battery CLIN 0004AC – Replace one (1) Saft 60-Cell Battery String CLIN 0004AD – Replace one (1) Enersys 240-Cell Battery String CLIN 0004AE (Base Year only) – Replace two (2) Eaton 93PM Battery Inverter/Cabinet Battery Strings

3.3.11 Supply new replacement batteries with a manufacturing date less than six months from the date of installation.

3.3.12 Batteries must be new (not refurbished) and UL Listed/approved/compliant.

3.3.13 All necessary interconnecting cables and hardware shall be provided as part of the new battery string kit (if applicable).

3.3.14 Safely shut down the UPS system, bypass the load, and disconnect all power sources to ensure electrical safety.

3.3.15 Disconnect and safely remove the old battery string(s) from the UPS cabinet/rack.

3.3.16 Inspect the rack for any signs of corrosion or damage and clean as needed.

3.3.17 Install the new batteries in the correct orientation, ensuring all connections are secure and torqued to the manufacturer's specifications.

3.3.18 Verify correct polarity and wiring configuration.

3.3.19 Restore power to the UPS system and bring it back online from maintenance bypass operation.

3.3.20 Perform a complete system calibration and sync to ensure the UPS system recognizes the new batteries.

3.3.21 Verify proper system operation and test alarms.

3.3.22 Remove all old batteries and associated waste from the site.

3.3.23 Dispose of/recycle all materials (lead-acid batteries) in compliance with all local, state, and U.S. Environmental Protection Agency (EPA) regulations.

3.3.24 Clean the installation area upon completion of service.

CLIN 0005 (Optional) Replacement of UPS/Inverter Capacitors CLIN 0005AA - Replace Capacitors for one (1) Eaton Power Xpert 9395 UPS.

(equipment tags 01-0UUHG1, 01-0UUHG2, 01-3UUHG1, and 01-3UUHG2) CLIN 0005AB - Replace Capacitors for one (1) Eaton 93PM Inverter & Cabinet. (equipment tags 01-0EUHG1 and 01-3EUDHG1)

3.3.25 Perform a visual inspection of the existing capacitors for signs of degradation (e.g., bulging, leaking oil, or scorched wires) and document findings.

3.3.26 Carefully desolder/disconnect and remove the old capacitor bank(s) from the circuit board or chassis.

3.3.27 Install the new capacitors, ensuring correct polarity and secure physical mounting within the chassis.

3.3.28 Torque all electrical connections to manufacturer specifications.

3.3.29 Clean and adjust all replaced parts and surrounding areas as necessary.

3.3.30 Gradually reform/recharge the new capacitors as per manufacturer guidelines to ensure proper conditioning and prevent immediate failure.

3.3.31 Restore power to the system and bring the unit back online from maintenance bypass mode.

3.3.32 Perform a complete system calibration and functional test of all transfer switches and alarms.

3.3.33 Verify and record system parameters, including AC ripple voltage, DC bus voltage, and output voltages, to confirm performance meets factory specifications.

3.3.34 Remove all old capacitors and associated waste from the site.

3.3.35 Clean the installation area upon completion of service.

4.0 Government Furnished

The government will provide a reasonable amount of electricity and potable water upon request. A government escort may accompany contractor employees during site visits for services.

5.0 Deliverables / Schedule

The initial term of this contract is one (1) year. The contract may be extended by four (4) additional one-year option periods at the discretion of the government. Services will be rendered on a monthly basis.

Key Deliverables

6.0 Travel

All travel, lodging, and per diem expenses associated with the performance of this Contract shall be paid by the Contractor and are inclusive within the negotiated task prices. No separate reimbursement for these costs will be provided.

7.0 Contractor’s Key Personnel

The Contractor shall provide a contract manager who shall be responsible for the performance of the work and shall be the central point of contact with the Government. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the CO. The contract manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available from 0800 to 1600, Monday through Friday except Federal holidays or when the USDA-ARS facility is closed for administrative reasons. All contractor personnel performing hands-on maintenance, calibration, or repair of the equipment and systems delineated withing this document must be a factory-authorized technician of said equipment or system being serviced. Proof of certification for each employee shall be available upon request to the CO/COR.

8.0 Site Specific Security Requirements

8.1 Security Requirements: Personnel employed by the Contractor or any representative of, or agent of the Contractor, entering this facility shall conform to the facility security regulations and any site training requirements. The Prime Contractor is required to provide onsite escort of contractor employees or any representative of, or agent of the contractor entering this facility and therefore shall be eligible to meet requirements to obtain either a local badge or PIV depending operational requirements and must complete the approximate two hour, NBAF Site Security and Safety Orientation and site specific bio agent training if access into containment is needed The bio agent training may be required of all persons accessing the site regardless of the need for access into containment. The Contractor shall provide all information required for background checks to meet facility access requirements as performed by the facility security office. Contractor personnel shall comply with all personal identity verification requirements as directed by USDA-ARS Security office. Each person accessing the site will be required to provide personal details, (full name, DOB, SSN, DL#) and will undergo a routine background check, such as a National Agency Check with additional inquiries, which may include a criminal and credit check. Details required for the check should be submitted the security office NLT 5 days prior to the visit. Results of this check may return earlier. However, it should not be planned to have results earlier than 5 days. For Non-U.S. Citizens requiring access, further checks are required that can delay processing up to 30 days or more. NBAF requires visitors to present government-issued identification for access to its campus. For visitors presenting a state-issued driver’s license or identification card, NBAF only accepts such documents if they are issued by states that are REAL ID compliant or have an extension from the US Department of Homeland Security. If the state that issued the license is listed as noncompliant without an extension, an alternate form of government-issued photo ID—such as a passport, Enhanced Driver’s License (EDL), or federal employee, or military identification card—may be presented to facilitate access. If, while on site the contractor/vendor will have access to sensitive information, they must complete a Non-Disclosure Agreement (NDA), along with the required training per USDA and, if applicable, Select Agent regulations. This training will most likely be completed by reviewing a series of slides covering the topics of the definition of controlled unclassified information (CUI), access, handling, distribution, storage, and destruction of CUI. Each person will acknowledge receiving and understanding the training on the NDA. The process should not exceed two hours. Acknowledgement and completion of the NDA will be turned in with the form required for the background check. Results will be returned through the Contracting Officer or Contracting Officer Representative. Contractors need to follow Title 41, Code of Federal Regulations, Part 102-74, Subpart C Rules, and Regulation Governing Conduct on Federal Property. Additional security requirements may be imposed by NBAF Security through general updates or when the Federal Government raises the Homeland Security Alert Level. Additional directions will be provided if the situation occurs. The Contractor shall safeguard all USDA-ARS equipment, information and property provided for Contractor use.

9.0 Data Rights

Not Applicable

10.0 Section 508 – Electronic and Information Technology Standards Not Applicable

11.0 Performance Requirements Measures:

Surveillance Impact

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