Comms_-_Public_Safety_Building_UPS_Maintenance.pdf

RFQ

Comms 2026-8

COMMS - PUBLIC SAFETY BUILDING UPS MAINTENANCE

Escambia County

213 Palafox Place

Pensacola, FL 32502-5822

RELEASE DATE: September 16, 2025

DEADLINE FOR QUESTIONS: September 22, 2025

RESPONSE DEADLINE: September 23, 2025, 8:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/escambiacountyfl https://secure.procurenow.com/portal/%7bproject.government.code%7d

Escambia County

RFQ

Comms - Public Safety Building UPS Maintenance

1. Introduction

2. Project Details

3. General Terms and Conditions

4. Pricing Table

5. Vendor Submissions

Attachments:

A - UPS SYSTEM INFO

B - UPS SYSTEM INFO-1

C - Contract Insurance Requirements V14 6-29-25 update

RFQ #Comms 2026-8 Title: Comms - Public Safety Building UPS Maintenance

1. Introduction

1.1. Summary

Escambia County is seeking quotes for UPS System Preventative Maintenance and Repair

1.2. Contact Information

Andrew Hamilton

Emergency Communications Chief

6575 N W St

Pensacola, FL 32505

Email: ahamilton@myescambia.com

Phone: (850) 471-6316

Department:

Public Safety

1.3. Timeline

Release Project Date September 16, 2025

Question Submission Deadline September 22, 2025, 12:00pm

Quote Submission Deadline September 23, 2025, 8:00am

2. Project Details

2.1. Important Instructions for Electronic Submittal

Escambia County is accepting electronic quote submissions. Bidders shall create a FREE account with

OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic bid.

2.2. Scope of Work or Project Details

Vendor must be an authorized service provider for Liebert power product lines (uninterruptible power supply/battery, static transfer switch, etc.) Documentation showing authorized service provider status must be submitted with quote.

• One (1) year full maintenance coverage: (2 Liebert UPS & 5 STS) mailto:ahamilton@myescambia.com tel:(850)471-6316 https://procurement.opengov.com/governments/3340/signup

• Emergency Service 7x24, 365

• All parts, labor and expenses

• Response time: four (4) hours or less

• One PM Inspections: (2 Liebert UPS @ 5 STS)

• System overview with customer and detailed inspection report

STATIC TRANSFER SWITCH

SCOPE OF WORK

• Perform a complete visual inspection of the equipment, including sub-assemblies, wiring harnesses, contacts, cables and major components.

• Check all mechanical connections for tightness and heat discoloration, making corrections where necessary.

• Clean foreign material and dust from internal compartments. Perform a status check of alarm circuits.

• Calibration of the equipment to meet manufacturer’s specifications.

• Operational checkout of the system to include transfers and proper status indications.

• Install or perform Engineering Field Change Notices (FCN) as necessary.

• Return unit to operational service with normal load then measure and verify display indications.

• Perform additional checks as consistent with customary commercial practice.

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

• Provide a detailed written report noting any deficiencies and corrective action needed, taken and/or planned.

BATTERY SYSTEM

• Clean normal cell top dirt accumulation.

• Measure and record the total battery float voltage and charging current.

• Measure and record the overall AC ripple voltage.

• Visually inspect the jars and covers for cracks and leakage.

• Visually inspect for evidence of corrosion.

• Measure and record the ambient temperature.

• Verify the integrity of the battery rack/cabinet.

• Measure and record 100% of the jar temperatures.

• Measure and record the float voltage of all jars.

• Measure and record all internal ohmic readings.

• Re-tighten all connections to the battery manufacturer's specifications, if required.

• Measure and record all battery connection resistances in micro-ohms, when applicable.

• Refurbish cell connections as deemed necessary.

• Check integrity of battery cabinet.

• Check for NO-OX grease or oil on all connections (if applicable).

• Check battery jars for proper liquid level (if flooded cells).

• Check for corrosion on all the terminals and cables.

• Examine the physical cleanliness of the battery room and jars.

• Measure and record DC bus ripple voltage (if applicable). Measure and record total battery float voltage.

• Perform additional checks as consistent with customary commercial practice.

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

UNINTERRUPTIBLE POWER SYSTEMS

• Perform temperature check on all breakers, connections, and associated controls. Repair and/or report all high temperature areas.

• Perform a complete visual inspection of the equipment including subassemblies, wiring harnesses, contacts, cables, and major components.

• Check air filters for cleanliness. (if applicable)

• Check rectifier and inverter snubber boards for discoloration.

• Check power capacitors for swelling or leaking oil.

• Check for DC capacitor vent caps that have extruded more than 1/8". (if applicable)

• Record all voltage and current meter readings on the module control cabinet or the system control cabinet.

• Measure and record harmonic trap filter currents.

• Check the inverter and rectifier snubbers.

• Check all nuts, bolts, screws, and connectors for tightness and heat discoloration.

• Check fuses on the DC capacitor deck for continuity (if applicable).

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

• Calibrate and record all electronics to system specifications.

• Check or perform Engineering Field Change Notices (FCN) as necessary. Measure and record all low-voltage power supply levels.

• Record phase-to-phase input voltage and currents.

• Perform additional checks as consistent with customary commercial practice.

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

UPS SYSTEM INFO

A. Liebert s610 SMS UPS Model # UDA63154A36AD68 Tag # 1303573

Battery:

Manufacturer: ENERSYS No of Jars: 40

Model: HX505-FR Cells per Jar: 6

Battery Type: VRLA Cells per string: 240

MBCPM Model# U36MB15430AA25S TAG# 1303576

B. Liebert s610 SMS UPS Model # UDA63154A36AD68 Tag # 1303573

Battery:

Manufacturer: ENERSYS No of Jars: 40

Model: HX505-FR Cells per Jar: 6

Battery Type: VRLA Cells per string: 240

3. General Terms and Conditions

Escambia County General Terms and Conditions apply to all Purchase Orders resulting from a request for quotes. See the full list of terms and conditions here:

https://myescambia.com/our-services/purchasing/vendor-registration/uniform-contract-format

If you are performing work on Escambia County property, you must provide proof of a certificate of insurance that meets the County’s standard requirements and lists Escambia County as an additional insured. Vendors should contact the designated department or project representative to confirm specific insurance requirements before proceeding with work.

4. Pricing Table https://myescambia.com/our-services/purchasing/vendor-registration/uniform-contract-format

PREVENTATIVE MAINTAINANCE

Include all costs associated with Preventative Maintenance in the Unit Cost listed.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Preventative Maintenance 1 1

TOTAL

MATERIAL MARK UP

Line Item Description Unit of Measure Percentage

1 Material Mark Up Percentage

5. Vendor Submissions

5.1. I understand that this is a written quote request not a formal bid or solicitation. *

☐ Yes

☐ No

*Response required

5.2. I confirm that the pricing submitted in the Pricing Table is valid for the purposes of this written quote request*

☐ Please confirm

*Response required

5.3. Supporting Documents or Specifications for Quotes

Please upload any supporting documents for your quote here such as technical or detailed specifications for solution provided.

5.4. Proof of Sunbiz Registration*

Please provide proof of Sunbiz registration in your submission packet for the quote. Vendors outside the State of Florida are still eligible to participate in purchases with Escambia County, but you must register in Sunbiz before we can issue a payment or finalize the award.

*Response required

5.5. W-9*

Please Provide a copy of your W-9. If awarded the quote, the department will need your W9 to add you to our system for issuing a Purchase Order.

*Response required

5.6. Are you an authorized service provider for Liebert power product lines * ☐ Yes

☐ No

*Response required