D.3 PWS Attachment 3 - BPA Call Order.docx

?.## PERFORMANCE WORK STATEMENT PERFORMANCE WORK STATEMENT

Department of Veterans Affairs (VA) Hines Information Technology Center (HITC) HITC facility and data center Maintenance Support Services

1.0 BACKGROUND

The mission of the Department of Veterans Affairs (VA), Office of Information & Technology (OIT), Service Delivery and Engineering, Enterprise Operations (EO), and Data Center Operations (DCO), Hines Information Technology Center (HITC) is to provide benefits and services to Veterans of the United States. In meeting these goals, OIT strives to provide high quality, effective, and efficient information technology (IT) services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all the points of the Veterans’ health care in an effective, timely and compassionate manner. HITC processes data that is considered a lifeline to Veterans and constant availability of that data is crucial. The emergency electrical power system is critical to the readiness objective of this mission. Only the highest standard of competency and workmanship will be accepted to perform this important task. The HITC facility is responsible for ensuring the data center will not experience any power loss of services under any circumstance, the facility operates twenty-four hours a day, seven days a week, and three-hundred-sixty-five days a year (24/7/365).

The facility maintenance contractor is responsible for the general maintenance of the facility and any associated repair of building and system components.

2.0 PLACE OF PERFORMANCE

The Contract shall be performed onsite at 5000 South Fifth (5th) Avenue, Building 215 Hines, IL 60141. Hines Information Technology Center (HITC) is a federally owned OIT facility, located on the VA Medical Center (VAMC) campus in Hines, IL. The facility is a two-story building of approximately 135,000 gross square feet (GSF) in size. The facility includes office space, mechanical and electrical space and a 15,000 square foot (SF) data floor along with an EPDM Membrane flat roof with drains of approximately 87,000 sf.

3.0 Period of Performance

The period of performance for this Blanket Purchase Agreement (BPA) Task Order is one (1) twelve-month base period. For the purpose of the price evaluation, the contractor will quote another four (4) twelve-month periods.

Base Period: 1/1/2024 – 12/31/2024 Option Period One: 1/1/2024 – 12/31/2025 Option Period Two: 1/1/2025 – 12/31/2026 Option Period Three: 1/1/2026 – 12/31/2027 Option Period Four: 1/1/2027 – 12/31/2028

4.0 TYPE OF CONTRACT FOR BPA CALL ORDERS

This Call Order Placed under this BPA will be Firm Fixed-Price (FFP) and time & material (T&M).

5.0 TRAVEL

In accordance with BPA.

6.0 GOVERNMENT-FURNISHED EQUIPMENT (GFE)

In accordance with BPA.

7.0 APPLICATION DOCUMENTS

In accordance with BPA.

8.0 SCOPE

In accordance with BPA for General Maintenance and Emergency Repair.

9.0 Contractor Key Personnel Qualifications and Responsibilities for General Maintenance

In accordance with BPA.

10.0 TASKS AND DELIVERABLES

This is a non-personal services contract. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

10.1 Maintenance Schedule

10.1.1 Upon award contractor must develop maintenance schedule for all equipment and sub-components at Hines Facility. The contractor shall use Attachment 1- Systems and Equipment List Table Systems and Equipment for Maintenance and Repair as basis for the development of this plan. Although the table is comprehensive in nature, it is incumbent on the contractor to include all sub-components listed, and not listed, in their preventative maintenance plan. The maintenance and minor repairs shall be completed by contractor staff when OEM service is not specified. The descriptions and listing of equipment is/are not all inclusive. It is incumbent upon the contractor to perform an onsite, in-depth inspection of the facility to verify and determine the exact equipment, building and property inventory. Upon award of this contract, the contractor ultimately becomes responsible for all buildings and equipment located within the designated property lines. This plan shall be submitted for review and approval within 14 days of contract award, and contract renewal.

10.1.2 Attachment 1- Systems and Equipment List Table Systems and Equipment for Maintenance and Repair will indicate which systems require maintenance by certified OEM tech, or contractor staff. The systems that require certified OEM tech must have that OEM tech perform the work, and included in the maintenance schedule. It is expected that those systems that are to be worked on by On-site personal, have the knowledge to perform the maintenance as indicated by the manufacturer, at the discretion of the government. It is the expectation that the contractor must be able to perform all work indicated by on-site personal.

10.1.3 This order includes labor for on-site personal. Those labors hours can be used at the discretion of the government to perform maintenance and repairs, in which the on-site personal must be qualified to do as prescribed in the position descriptions. Skilled and unskilled labor is to be included in the work to be performed.

10.2.1 General Maintenance

All facility systems must be maintained according to the Original Equipment Manufacturers (OEM’s) recommendations Attachment 1- Systems and Equipment List Table Systems and Equipment for Maintenance and Repair and when not available industry standards. The Contractor shall only use OEM recommended parts and tools when repairing and replacing equipment parts as part of general maintenance. The purpose of general maintenance is to ensure the contractor follows the OEM suggested maintenance. Before initial general maintenance, the contractor must submit a risk assessment and a method of procedure at a task order level. This section is for General Maintenance only and does not include repairs.

Notification to both Government COR and PM before any system is removed from service. All necessary training and certifications to maintain these systems and associated equipment shall be provided to COR seven (7) days before start by the contractor and/or any subcontractors.

All general maintenance must be performed without interfering with the continued operations of HITC. In addition, the Contractor shall ensure the following:

· All system work must be done in synchronization to avoid as much down time as practical. At all times, the contractor must schedule maintenance N+ plus status for all operations.

· The Contractor must complete monthly inspections of all systems covered under this PWS.

· The Contractor must include all consumable materials such as air filters, belts and liquids, hoses, bearings, valves, gauges, bulbs, switches, etc., which are standard in the general maintenance. These materials will not be directly billed to the VA, but shall be indirectly included within the priced task order.

· The Certified technicians/specialists must be trained and qualified service personnel to work on current systems being serviced. The Certified technician/specialist must remain on site for testing, setting, calibrating and recommissioning of all unit systems after each general maintenance service.

· The Contractor must prepare complete performance check, maintenance repair and inspection test reports for all different system equipment/units with suggested plan of action for any wear and tear items needing to be repaired or replaced per manufacturer requirements.

· The contractor must provide all safety equipment to include personnel protective equipment (PPE) to perform tasks orders under this BPA.

· The contractor must supply a Maintenance Management software program (i.e. Maximo) with twenty-one (21) calendar days from the start of the initial task order to issue work orders, service records and track historical data of work being performed. The management software must have the capability to allow either PDF or Word Format for Government use. The Government COR and Program Manager must have a secure connection onsite or remote to input work orders, review and retrieve data as needed.

Other Facility Maintenance will be identified at the task order level. Any sub-tasks will be identified at a task order level.

The List below represents areas in which the contractor is responsible for general maintenance:

1. Emergency UPS Power System

2. UPS Power and Battery System

3. Emergency Generator Power System

4. Emergency Generator Fuel System

5. Building Electrical System

6. Electrical Distribution System

7. Facility and Data Center HVAC System

8. Fire and Alarm System

9. Fire Suppression System (Dry, Wet, and Chemical)

10.1.1.10 Other Facility Maintenance

10.1.1.10.1Elevator Inspection and Testing

a. Dock Levelers and Overhead Doors

b. Interior and Exterior Pest Extermination

c. Lightening Protection

d. Resealing Packing Lot

e. Roof Inspection

f. Snow Removal

g. Lawn and Tree Service

h. Interior and Exterior Lighting

i. Plumbing (including eye wash/shower stations and water fountains)

10.2.1.1 Emergency UPS Power System

Contractor must reference Attachment 1- Systems and Equipment List Table Systems and Equipment for Maintenance and Repair for make and model of equipment associated with this system. Contractor must service and maintain all components associated, and referenced with that make and model equipment.

Contractor must follow OEM manual for preventative maintenance. Additional HITC duties maybe required per system. If and when, they will be listed below per system.

The Contractor shall provide monitoring, inspection, preventative maintenance, repair, load testing and service 24/7/365 on three (3) UPS units and all UPS switchgear, three (3) battery trail, battery monitoring, battery switchboard and sets with other related systems such as UPS input/output switchgears, Hydrogen gas detector system. All preventive maintenance and testing shall be in accordance with task 3 and facility specific items listed below. Additional services described under this trade task are above preventative maintenance requirements and are facility specific to HITC.

10.1.1.2 UPS Power and Battery System

10.1.1.2.1 UPS: Minor Inspection Service three (3) Inspections per 12-month period:

1. Inspect to ensure that all components are clean and clear of loose dust.

2. Supply and install new air filters; ensure that vents and air passages are clean.

3. Ensure that access panels are intact and fasteners are in place.

4. Verify that transformer wiring is per specification and customer connection wiring is correct.

5. Inspect all wiring components for wire integrity and neatness; record any damage.

6. Perform detailed inspection of components and provide report.

7. Verify all fuses are intact, per specifications, and that spares are readily available. Provide these spare fuses and store in the cabinet.

8. Inspect all insulators, and insulation material, and conductors for deterioration and wear.

9. Check and record input and output voltages, amperages, and currents.

10. Check and record AC Ripple voltages and currents on the DC bus.

11. Test the main operating sequences and that system monitoring functions are operating per specification; verify all circuit board revisions and update as required.

12. Verify and implement all required Field Advisories and Field Modifications.

13. Test and calibrate the EnviroGuard Hydrogen Gas Monitor per the manufacturer's guidelines; provide calibration report; calibrate all sensors / probes.

14. Clean, inspect, and evaluate the Alcad Battery Charger per manufacturer's instructions.

10.1.1.2.2 UPS: Major Inspection Service one (1) Inspection per 12 consecutive months:

1. Perform all minor service functions as listed above.

2. Shut down the unit and vacuum all compartments; clean interior/exterior of the unit completely.

3. Inspect and clean logic card and similar connections.

4. Re-torque bus and conductor connections per specifications at unit shut down.

5. Re-energize the PDU and operate and verify circuit breaker function per specifications.

6. Verify proper air flow and cooling through the unit.

7. Perform specified test transfers of the unit per specifications.

8. Verify all PDU protection settings; check and record all power supply voltages.

9. Thermographic Testing- survey all equipment included in this system to record radiation signatures of all critical components. Analyze the data and make corrective action if necessary.

10.1.1.2.3 Deliverables:

Immediately upon completion of each preventive maintenance, repairs and inspection test, the Contractor shall provide a detailed written report to the COR to include the following information:

10.1.1.2.4 Battery and UPS System Maintenance Equipment

The contractor must maintain the Battery and UPS Systems identified in Attachment 1- Systems and Equipment List, Table Battery and UPS Systems for this requirement.

Qualifications UPS System: The Contractor shall provide OEM certified technicians who are knowledgeable and experienced with above items listed. The Contractor shall also be certified to work by UPS system equipment manufacturer and have the software to connect to the equipment to evaluate history and perform diagnostic analysis. The Contractor shall have licensed access to all system software and firmware. The Contractor shall show proof of training and licensing for support of these systems as provided by the system manufacturer.

10.1.1.2.5 UPS Battery Monitoring System

UPS System Battery Monitoring: The Contractor OEM certified technicians that is knowledgeable and experienced with the equipment listed. The Contractor shall provide certifications and proof of training on the designated equipment. The Contractor shall have licensed access to all system software and firmware. The Contractor shall show proof of training and licensing for support of these systems as provided by the system manufacturer.

10.1.1.2.5.1 Uninterruptible Power System (UPS) Battery Monitoring:

The Contractor provides all support services to provide UPS Main Battery monitoring, battery status reporting, remote monitoring, battery health reporting and analysis, system support, system upgrades, on-site preventative maintenance support, and supplement systems training at the HITC. The monitoring of the system includes modular control and reporting components providing real time monitoring of battery cell impedance, cell temperatures, component current, float, charge and discharge voltage conditions, system voltage and system trending. Contractor provides all supervision, management, personnel, labor, materials, supplies and equipment to complete the following for all battery modules:

· Review & analyze impedance and voltage data for each battery (unit) and communicate all needed services and advisories to the customer

· Analysis of battery system performance during power interruptions or outages and notification of issues to customer as needed

· Analyze all alarm messages and supply necessary customer advisories for action

· Prepare and present a formal quarterly report to document the current battery system status to include the prior three months of monitoring activity

· Provide remote and on-site diagnostic support of these monitors on a needed basis

· Inspect, test, and validate the four control modules providing monitoring data

· Functional System Tests- perform standard systems on-site tests

· Remedial Repairs (Labor Only)

· Verify on-site battery system analysis compared to remote analysis

· Inspect and verify load control lead (LCL) and voltage sense lead (VSL) wiring

· Obtain and install required hardware and firmware upgrades

· Install new monitoring system back-up lithium battery

· Provide annual system refresher training for up to four Owner supported users

· Obtain and provide support to Owner for any updated system licenses

· Software upgrade subscription

· Inspect and Clean Batteries connection terminals to maintain load

· Fill Die-electric water in batteries as required

10.1.1.2.5.2 Deliverables:

Immediately upon completion of each preventive maintenance, repairs and inspection test, the Contractor shall provide a detailed written report to the COR to include recommendations.

10.1.1.3 Emergency Generator Power System

HITC maintains generator and paralleling gear in the control cabinet within Rm 166D. All PLCs, relays, controls, governors, and associated control equipment. Including the Woodward EFC Actuators and Woodward Model SG 2D electronic governor associated therewith.

The Contractor shall perform a level of maintenance and load testing on the HITC generators over the course of the period of performance. In addition, the items listed below are specific facility and system task requirements to include associated interconnected Facility Electrical Infrastructure equipment. All maintenance and repair/replacement work shall be performed by stationary diesel generator repair/maintenance certified OEM technicians. Activities shall be performed in accordance with NFPA 110, “Standard for Emergency and Standby Power Systems”.

The Contractor shall add oil and coolant to the generator system as necessary and add water to the starting batteries as necessary.

10.1.1.3.1 Generator Maintenance

10.1.1.3.2 In addition to the annual preventative maintenance as required, the Contractor shall complete minor preventative maintenance, as defined by the OEM, every three months, when an annual preventative maintenance does not occur.

10.1.1.3.3 Generator No-Load Test: The Contractor shall complete a 15 minute no load test to each generator system per OEM standards to ensure that the generators are available and capable of performing at required load levels. Prior to commencing, the Contractor shall send out a notification to HITC personnel via va.gov email distribution list notifying them at the start of the weekly testing. At the conclusion of the weekly testing, the Contractor shall notify HITC personnel via va.gov distribution list notifying them that weekly testing has been completed and then clear all messages.

Generators maintenance and repairs shall adhere to all applicable current industry standards, including the Institute of Electrical and Electronics Engineers (IEEE), the National Fire Protection Association (NFA), and the National Electrical Manufactures Association (NEMA) applicable to Underground Fuel Storage Tanks, Fuel Pumps, Day Tanks, Fuel lines, Controllers, and Fuel Conditioning System and EPA regulations.

10.1.1.3.4 Quarterly Generator Load Test: The Contractor shall complete the load tests twice per year according to OEM standards at the discretion of the VA.

10.1.1.3.5 Spare Parts: The Contractor is required to generate a list of emergency spare parts to be stored for Cummins generators. See equipment list at end of this section. The VA will provide spare part stock of items that requires a longer lead time. The Contractor shall store parts onsite for ready access by service personnel. The list of spare parts shall be available to all service personnel and the COR will review and approve the list.

10.1.1.3.6 Deliverables:

10.1.1.3.6.1 Each service visit shall include OEM standard check lists for inspection, testing, repairing, calibrating and tuning the system to specified energy output performance, emergency power response time, power quality delivery, and efficient transfer sequencing per OEM standards. An Inspection Report shall be delivered to the COR within 72 hours of system servicing. The Contractor must include an Inspection Report for each generator that lists any failed components and whether the components were replaced or repaired.

10.1.1.3.6.2 Load and No-Load Test reports shall provide list of any failed components with recommendation of repair/replace. Test reports shall be delivered to the COR (Due:

Within 72 hours of system servicing).

10.1.1.3.6.3 The Contractor shall provide a repair Offer for any parts needing to be replaced and performed. (Due: Within 72 hours of system servicing)

10.1.1.3.6.4 Spare Parts List or any updates to the list shall be delivered to the COR (Due: Within 72 hours of system servicing).

10.1.1.3.6.5 Mechanical Inspection Points

At minimum inspections should include the following actions:

_ Inspect and re-torque all bus connections and report to the VA HITC COR.

_ Inspect main contactors and arcing contactors.

_ Inspect length of linkage.

_ Inspect all motor and other mounting hardware for tightness, re-torque and report to the VA HITC COR.

_ Check heim joints, interlock rod, handle brackets.

_ Inspect and lubricate all lube points and points subject to wear if not lubed properly.

10.1.1.3.7 Other items to be completed based on OEM or manufacturer standards:

_ Verify operation of LED indicators proving that (Computer Processing Unit) is in normal operation, that ATS is in Normal mode and that ATS is per specification when in emergency position. Check and test LED indicators showing Normal position status, Normal power available, Transfer to normal, Engine Start Relay, Emergency Position indicator, Transfer to emergency indicator, Block Transfer and Load Shed. Check time delay settings and function in all modes per the Timer Set-up menu.

_ Check and record Normal and Emergency Source Voltages at all settings.

_ Verify Engine Start signal function, Transfer to Emergency, Transfer to normal via manufacturer’s standard test protocols.

_ Using testing purposed and calibrated equipment perform infrared scanning diagnostic for rise in ambient values on energized main contacts, bus works and cable lugs at load conditions.

_ Completed a full wipe down of exterior and full interior cleaning of the apparatus, vacuum interior, inspect door closure for security, clean and clear all vents and airways.

10.1.1.3.8 Repair Corrective Maintenance: Such services may be required in conjunction with a scheduled facility of site power shutdown. For any parts needing to be replaced and performed under task, Repairs and Emergency Maintenance.

10.1.1.3.9 Performance Verification and Maintenance Inspection (PVMI): The Contractor shall be responsible to conduct one (1) PVMI once per year on schedule date and make repairs and adjustments found necessary to restore the covered equipment to its designed operation status.

The PVMI shall consist of, but not necessarily be limited to, a functional test of all automatic and manual control features, associated detectors, valves, safeties, alarms, instrumentation, etc., conducted in accordance with published recommendations by the covered equipment’s manufacturer and/or local, state, or federal regulatory agencies having jurisdiction. The Contractor shall provide before and after settings of the parameters in report.

10.1.1.3.10 Training HITC Staff: The training shall include yearly four (4) hours on-site training that includes Generator Gear sequence of operation for manual transfer of maintenance as performed by HITC staff. Program shall put in effect protocols for daily, weekly and monthly checks, tests and inspections to support the overall generator gear as it relates to this critical function. Program will allow for training of up to six (6) HITC personnel.

10.1.1.3.11 The Contractor shall be experienced and qualified OEM perform preventive maintenance, inspections, repairs, and service for diesel engine driven generator sets, electrical controls, and automatic transfer switches. The Contractor shall be experienced and qualified in performing electrical and mechanical troubleshooting and repair of engines and automatic transfer switches. The Contractor shall be experienced and qualified in diagnosing and repairing engines, electrical component problems, interpret electrical, schematic, and mechanical drawings.

10.1.1.3.12 Deliverables:

Immediately upon completion of each preventive maintenance, repairs and inspection test, the Contractor shall provide a detailed written report to the COR to include the following information:

10.1.1.3.12.1Preventive maintenance service, recommendations, and repairs completed with name, make and model number (equipment or items) and warranty period information (Due: Within 72 hours of any maintenance and servicing). Unit’s operational performance and preventive maintenance check list (Due: At the time of servicing).

10.1.1.3.12.2 Inspection test report on units with suggested plan of action for any wear and tear items needing to be repaired or replaced per manufacturer requirements (Due:

Within 48 hours of any maintenance and servicing).

10.1.1.3.12.3 Yearly four (4) on-site training for six (6) HITC personnel. (Due: Within 30 days of contract or option renewal upon approval by the COR)

10.1.1.3.13 Generator Energy Command Maintenance –Emergency Generator Paralleling & Synchronization Equipment Maintenance. Additional services described under this trade task are above preventative maintenance requirements.

The Contractor shall provide preventive and emergency maintenance for a complete job to inspect and maintain the emergency generator PLC control system, switchgear, and ATS and remote monitoring panel. Only one (1) of the systems may be taken out of service at one time. OEM work to be completed once per year.

10.1.1.3.13.1The Contractor shall complete the facility specific tasks listed below every three (3) months. The tasks listed below are minor tasks defined by HITC, not the OEM.

Control Cabinets:

_ Inspect interior wiring for signs of cracking and wear, overheating, or deterioration of insulation.

_ Inspect and tighten control circuit wiring and bus connections as needed.

_ Check switches for contact continuity, clean and adjust relay contacts.

_ Inspect all common and ground wire connections, measure and record resistance to ground.

_ Inspect control transformers, inspect fuses and provide backup fuses of correct rating.

Circuit Breakers:

_ Inspect and clean breaker mechanisms, inspect interlocks and contacts, lubricate, check overcurrent trip settings.

_ Clean interior of breaker cubicles, re-install breakers and check trip operation.

Indicators and Displays:

_ Inspect all indicator lights, inspect and check annunciator alarm, check pre-alarms and shutdown failure mode indications.

_ Clean and adjust reverse power relay and check trip calibration and report.

Automatic Transfer Switch:

Interior Wiring and Components:

_ Make visual inspection of all wiring and wire connections for signs of wear or fault.

_ Inspect and re-torque to specifications all control circuit terminal connections.

_ Check and tighten plug-in connections.

_ Inspect relays and manual switch components for contact continuity and soundness.

_ Inspect common and ground wiring, measure, record and report resistance to ground readings.

_ Check lug connections and mounts and re-torque as needed and report this if re- torque is needed.

10.1.1.4 Emergency Generator Fuel System

10.1.1.4.1 Generator Diesel Fuel System Maintenance

10.1.1.4.1.1 Preventive Maintenance Service: Additional services described under this trade task are above preventative maintenance requirements.

The Contractor shall provide for a complete job to inspect and maintain the fuel oil storage and monitoring system in accordance with the latest version of the NFPA 30 and 30a as well as the latest version of the International Fire Code Section 604 and

CARB G-70-162.

10.1.1.4.1.2 Fuel Piping System: The Contractor shall perform fuel system inspection in conjunction with emergency generator inspection with the generator set operating, inspect the fuel supply and return lines, electric pumps and manual pump, valves, water separator, filters, and fittings for cracks or abrasions. Make sure the lines are not rubbing against anything that could cause an eventual failure. Records for fuel system operation and maintenance shall be prepared as follows: (a) Records of Inspections and Tests, (b) Records of Fuel Deliveries, (c) Records of Alarms, (d) Records of Maintenance / Repair Services. Records shall be maintained for a minimum of 3 years.

The Contractor shall be responsible to repair/replace filters, valves, separator, electric pumps and manual pump, and any item that obstruct fuel flow from tanks to the generators.

10.1.1.4.1.2 Fuel Monitoring System: The Contractor shall check fuel monitoring system weekly, and make sure it is logging data properly during engine exercise. Check panel wiring connection.

The Contractor shall be responsible to replace Fuel Monitoring system sensors, wiring, upgrade software, printing paper, etc. to maintain full operation of fuel monitoring system. The Contractor shall be responsible to confirm tank gauge reading with manual stick gauge check, and high-level audible alarm is functional. The Contractor shall check annually the level transmitter by removing float and adjusting too high and low range and confirm level alarms match panel settings. Remove all leak sensors, activate sensors, confirm panel alarm and correct identification of sensor.

10.1.1.4.2 Deliverables:

Immediately upon completion of each generator diesel system preventive maintenance, repairs and inspection test, the Contractor shall provide a detailed written report to the COR to include the following information:

10.1.1.4.2.1 Preventive maintenance service and repairs completed with name, make and model number (equipment or items) and warranty period information (Due: Within 72 hours of any maintenance and servicing). Unit’s operational performance and preventive maintenance check list (Due: At the time of servicing).

10.1.1.4.2.2 Inspection test report on units with suggested plan of action for any wear and tear items needing to be repaired or replaced per OEM requirements (Due: Within 48 hours of any maintenance and servicing)

10.1.1.4.3 Diesel Fuel Tank System

10.1.1.4.3.1 The Contractors must schedule fuel delivery, nonemergency and emergency fuel delivery, fuel cleaning, and filter maintenance, fuel treatment services and cathodic protection testing for fuel lines. The Contractor must provide all necessary services, equipment, personnel, delivery, travel, and materials required to properly support HITC backup generator support requirements. The Contractor shall perform the following tasks:

a. Respond to request for information or updates to delivery scheduling, billing and other contract items within four (4) business hours of initial contact either by phone call or email.

b. Be responsible for all fuel spills and hazardous waste spills caused by its employees or subcontractors. Fuel and fuel waste spills are required to be handled per EPA and IL EPA standards.

10.1.1.4.4 Scheduled Diesel Fuel Deliveries: The Contractor shall deliver fuel only during a pre-arranged scheduled time frame. When the tank level reaches below 60 percent fuel level, the Contractor shall top off the Underground Storage Tank (UST) with Ultra Low Sulfur Diesel No. 1-D Fuel (suitable for winter operation) for Off-Road Vehicles and Machines (90 percent fuel level). Date and time shall be scheduled at least one week in advance with the COR. Typical nonemergency annual fuel requirement is approximately 1,500 gallons. Scheduled fuel deliveries shall occur during normal business hours and the COR will confirm the number of gallons of fuel required for the delivery. The Contractor shall deliver documentation of proper fuel type and quantity. Without proper documentation and certification, payment for fuel and services cannot be made. The Contractor must bill at current fuel rate. The COR will review and approve electronic invoice for payment.

10.1.1.4.5 Emergency Diesel Fuel Deliveries: If HITC is without power for a significant duration of time (>24 hours) during regional disasters or catastrophic incidents where extended generator run times, emergency fuel deliveries may occur by notice from the COR. The contractor shall use the same fuel as noted in the prior section for the same purposes. The Contractor shall deliver fuel to the place of performance within a two (2)-hour time frame of scheduled delivery time.

During an emergency, the Contractor shall deliver fuel every three (3) days or as required by the VA. Three (3) days is the estimated time frame that HITC would be able to remain on generator based on the capacity of the UST. Emergency fuel deliveries must be delivered to the place of performance within a four (4) hour time frame window of first notice to the fuel service. Each delivery shall be able to top off the UST which can store up to 7,500 gallons. Documentation of proper fuel type and quantity must be provided by the Contractor delivering the fuel. Without proper documentation and certification, payment for fuel and services cannot be made.

10.1.1.4.6 Quarterly Inspection/Fuel Filter Replacement: The Contractor shall provide quarterly inspection/fuel filter replacement as necessary of the two inline fuel filters on the incoming fuel supply line. Filter shall be replaced twice yearly. HITC currently uses CARQUEST Fuel Filter Stock Number 89390.

10.1.1.4.7 Semi-Annual cleaning of Underground Storage Tank: The Contractor shall provide semi-annual cleaning of two underground storage tank (UST) containing diesel fuel and associated piping into the building without using detergents or a water based cleaning method. Cleaning shall accomplish below levels stated in ASTM D975 (Standard specification for Diesel Fuel Oils) and re-suspending combustible particulate matter to maintain ASTM standards for British Thermal Unit (BTU) value, lubricity and cetane. Contractor shall draw fuel samples after 60 minutes and sent for testing per industry standard. Contractor shall use certified and licensed hazardous hauler to remove and disposal of waste materials from cleaning.

10.1.1.4.8 Annual Cleaning of Four Above Ground Storage Tanks: The Contractor shall provide annual cleaning of four (4) above ground storage tank (AST) containing diesel fuel and associated piping within the building without using detergents or a water based cleaning method.

10.1.1.4.9 Fuel Treatment Products: The Contractor shall add fuel treatment products to all diesel tanks (UST & ASTs) based on test reports.

10.1.1.4.10 Annual Cathodic Testing of Underground Fuel Lines. The Contractor shall provide annual cathodic protection testing of the underground fuel lines coming from the underground storage tank to the inside of the building. Testing shall be completed by at least a minimally qualified “cathodic protection tester” as defined in industry standard. One (1) failure test shall require the Contractor to return at least one (1) month later to retest the cathodic protection testing and ensure that a failure test was not an anomaly.

10.1.1.4.11 Fuel Testing Requirements and Report Contents:

a. Fuel samples being drawn must be witnessed by the COR.

b. The COR must sign off verifying that the sample was taken from appropriate tank(s) as well as when the testing sample was taken (pre or post cleaning).

c. Pre-cleaning testing samples must be taken prior to any cleaning or additives activity being performed on the tank. Fuel samples taken prior to cleaning services are not required to be lab tested.

d. Post tank cleaning testing samples must be taken after a minimum of one hour of setting time.

Report contents must include the following tests:

a. Actual and recommended levels must be reference in each report and table documenting the results. Reports must be organized by tank number and if appropriate during cleaning services that also show results both pre-cleaning and post cleaning.

b. API Gravity, Density, Relative Humidity

c. Appearance or Haze

d. Cetane Index

e. Cloud Point

f. Color ASTM

g. Lubricity, HFRR or BOCLE

h. Diesel fuel microbe infestation analysis performed in accordance with the IP 385 and IP 473: bacteria, yeast, mold, fiber count, moisture content

i. Pour Point

j. Sulfur Content

k. Sediment and water (S&M) Report contents and fuel testing: Document a passing or failing test of the cathodic protection system-based industry standards. Structure-to-soil test procedure for galvanic cathodic protection systems will be based on industry standards.

Qualification Fuel System Services: The Contractor staff members shall be knowledgeable and experienced with NFPA 30 Storage of Flammable and Combustible Liquids as well as NFPA 30a Code for Motor Fuel Dispensing Facilities.

Knowledge and experience with the details of lnternational Fire code 2009 Section 604 Emergency and Standby Power Systems is also required. Knowledge and experience with California Air Resources Board (CARB) G-70-162 Steel Tank Institute guidelines is also required for this contract. Individual(s) working on the system is licensed and/or have at least three (3) year (out of the last five years) experience with all the equipment listed. Equipment and have the technical expertise necessary to perform the duties specified within this maintenance contract.

Cathodic Protection Testing: Qualified person shall be an employee who has demonstrated an understanding of the principles and measurements of all common types of cathodic protection systems as applied to buried or submerged metal piping and tank systems, by passing a cathodic protection test given by the National Association of Corrosion Engineers or the Steel Tank Institute. Such persons must also have education and experience in soil resistivity, stray current, structure-to-soil potential, and component electrical isolation measurements of buried metal piping and tank systems. Qualified person performing the cathodic protection testing shall have had at least one (1) year of experience testing cathodic protection systems.

Note: Contractor’s services apply to all equipment listed in Emergency Power System equipment list below (Emergency Generator System, Generator PLC controller, Diesel Fuel System). The following list includes device counts for the systems to be maintained in accordance with this contract. All components shall be covered under the PWS. The lists of equipment below are to be used as a guide. Any additional equipment located shall be part of the facility full services contract.

10.1.1.4.12 Deliverables:

Immediately upon completion of each preventive maintenance, repairs and inspection test, deliveries, replacement, and cleaning the Contractor shall provide a detailed written report to the COR to include the following information:

A) Preventive maintenance service and repairs completed with name, make and model number (equipment or items) and warranty period information (Due: Within 72 hours of any maintenance and servicing). Unit’s operational performance and preventive maintenance check list (Due: At the time of servicing).

B) Inspection test report on units (UST & AST cleaning, fuel, etc.) with suggested plan of action for any wear and tear items needing to be repaired or replaced per manufacturer requirements (Due: Within 48 hours of any maintenance and servicing).

C) Cathodic Protection test report (Due: Within 48 hours of maintenance and servicing).

D) Schedule fuel delivery, cleaning, filter and fuel scrubber maintenance, fuel treatment, and protection testing for fuel lines.

E) Respond to request for information and updates (Due: Within (4) business hours of initial contact).

F) Clean all fuel spills and hazardous waste spills as required per EPA and IL EPA standards.

10.1.1.4.13 Fuel Monitoring System: The Contractor shall check fuel monitoring system weekly, and make sure it is logging data properly during engine exercise. Check panel wiring connection.

The Contractor shall be responsible to replace Fuel Monitoring system sensors, wiring, upgrade software, printing paper, etc. to maintain full operation of fuel monitoring system. The Contractor shall be responsible to confirm tank gauge reading with manual stick gauge check, and high-level audible alarm is functional. The Contractor shall check annually the level transmitter by removing float and adjusting too high and low range and confirm level alarms match panel settings. Remove all leak sensors.

10.1.1.5 Building Electrical System

10.1.1.5.1 HITC maintains a 24/7/365 dual power station systems Data Floor that requires insulation / repair / inspection / exercising of equipment / electrical testing of devices / reporting of test data for electrical system to include electrical switchgear (Square D), electrical power distribution system, automatic transfer switchgear (ATS). In supporting this task, the Contractor shall ensure there are onsite resources available 24 hours per day, 7 days per week, 365 days per year (24/7/365). The Contractor shall use its own personnel, in mixture with subcontractors as necessary, to ensure the facility is supported at all times. Contractor resources shall be knowledgeable and experienced with Square D and other equipment manufacturers items listed. Technicians performing the electrical tests and inspections shall be trained, certified, and experienced concerning the apparatus and systems being evaluated. These individuals must be capable of conducting the tests in a safe manner and with complete knowledge of the hazards involved. They must be able to evaluate the test data and make a judgment on the continued serviceability or non-serviceability of the specific equipment.

All other technicians assigned to the project must be certified by NICET, NETA, or must have equivalent qualification certification. Test assistants and apprentices may be assigned to the project as assistants to certified technicians at a ratio not to exceed two

(2) certified to one (1) non-certified assistant or apprentice. Each on-site Contractor shall have completed the Occupational Safety & Health Administration (OSHA) approved 10-hour construction safety training. Copies of NETA, OSHA and any other applicable certificates shall be delivered to the COR before any work can begin on site.

10.1.1.5.2 Contractors should have technical training, and track records of working experience in maintenance, inspection, and testing of the Electrical Power Distribution System and its components in healthcare, industrial, educational, and commercial facilities for a minimum of five (5) continuous years. Contractors shall have safety training – either on the-job or class-room type - in electrical safety outlined in the OSHA Standard 29 Code of Federal Regulations (CFR) 1910 Subpart S – Electrical, and the National Fire Protection Association (NFPA) 70E – Standard for Electrical Safety in the Workplace. Training certifications shall be submitted to the COR prior to work. If no training certifications are available, the Contractor’s employer shall certify that he/she has met this requirement in writing and submit it to the VA HITC COR prior to work. The Contractor shall include and ensure staff be equipped with all necessary tools, equipment, and Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. Tools, equipment, and PPE shall comply with the requirements of OSHA Standard 29 CFR 1910, Subpart I, and NFPA 70E. The Contractor shall also supply their own portable generators, lights, etc., as needed to accomplish work during power shutdowns. VA will not furnish materials or equipment for the Contractor’s use.

10.1.1.5.3 The Contractor shall include low energy service connections and maintenance including branch service panels, branch circuit breakers, branch disconnects, outlets, switches, controls, all equipment wiring and disconnects. Work shall include replacement of lamps (inside and out), ballasts, controls, shades, hangers, base and trim plates and finishes. Complete replacement of fixtures (interior and exterior) or parts of same is included as well as inspection, cleaning of fixture shades and the like when required. The work includes inspection of appliance connections in break rooms, GFI testing and maintenance. Electrical Contractor shall have rating and competence to service equipment, motors and controls up to and including 480V / 3phase / 600A / 600V capacity. Electrical Contractor shall have experience and/or resources available to provide Data Floor specific connections including branch circuit placement and modification to Power Management Modules (PMM’s) and work in raised data floor confined space environments. Work will include understanding of and care of data production circuit safe practices for dual power systems that maintain integrity of the data floor operations and work place safety. Complete adherence to NEMA codes and/Tag-out (LO/TO) best practices is required. Workplace program practices will be required.

10.1.1.5.4 Deliverables:

Immediately upon completion of each preventive maintenance, repairs and inspection test, deliveries, replacement, and cleaning the Contractor shall provide a detailed written report to the COR.

10.1.1.6 Building Electrical Distribution System

10.1.1.6.1 The Contractor shall complete a comprehensive inspection and maintenance for the Square D and other manufacturers Switchboard & Switchgear (every three (3) years). Last inspection was completed in June 2023. This work also includes all Automatic Transfer Switches, power monitoring system. All maintenance shall be performed without interfering with the continued operations of the HITC and in accordance with the manufacturer’s instructions. Work items, definitions, and references shall comply with the 2015 edition of the International Electrical Testing Association Inc. (NETA) – Standard for Maintenance Testing Specifications for Electrical Power Equipment and Systems (ANSI/NETA MTS-2015). Electrical contractor shall have Arc Flash Safety Training to meet NFPA 70E and OSHA compliant training. The work shall include visual inspections, exercising of equipment, electrical testing of devices, preventive maintenance, and reporting of test data to the COR and complete electrical equipment list shall be prepared by the Contractor, electrical power distribution single line diagram (drawing) can provide partial equipment list that shall be maintained, and tested. The Contractor shall be certified and experience in data center electrical system work.

10.1.1.6.2 This work item must be done while the Electrical Power Distribution System is energized. Appropriate safety precautions must be taken before, during and after scanning the system. The Contractor shall use an Infrared (IR) camera to detect hot spots in the Electrical Power Distribution System. The Contractor shall provide method of procedures (MOP) to COR before any work is performed. Objective of this work is to detect any loose, broken, or corroded connections in the system. Problem connections shall be replaced with new connectors, and/or tightened with torque wrench to meet the equipment manufacturer specifications. Color IR photos will be required in the final report to the COR. The Contractor shall ensure power distribution (incoming/outgoing) system is fully operational to meet the requirement of the facility operation and industry standard.

10.1.1.6 Deliverables:

Immediately upon completion of each preventive maintenance, repairs and inspection test, deliveries, replacement, and cleaning the Contractor shall provide a detailed written report to the COR.

10.1.1.7 Facility and Data Center HVAC System (HVAC Tech)

10.1.1.7.1 The center’s various HVAC systems deployed throughout specific computer and electrical service rooms and all area of facility of the data center require specialized maintenance personnel highly trained and knowledgeable of the unique requirements needed to sustain one of the data center’s most critical systems. The Contractor shall perform inspection twice per each shift on data center HVAC system equipment (CRAC’s, Cooling Towers, circulation pumps, RTU’s, fans, etc).

10.1.1.7.2 Full Service Maintenance Program: The Contractor shall produce a full service maintenance program plan for HITC following Government approval. The maintenance program plan shall satisfy current OEM maintenance requirements and be enhanced by industry’s best practices for achieving a proactive maintenance program. Key program elements shall address business and technical processes and procedures, contractual maintenance requirements, inspection and surveillance, governmental regulations, technical training and certifications. Each Computer Room Air Conditioning (CRAC) system, all HVAC system equipment and its overall maintenance schedule will be incorporated within the maintenance program. The maintenance schedule shall include its baseline status; scheduled or accomplished repairs, modifications, and upgrades; and scheduled preventative maintenance events.

10.1.1.7.3 A CRAC and all HVAC system maintenance tool (e.g. database) shall be utilized and maintained throughout the period of performance of this contract (to be provided by contractor). The maintenance tool shall be the repository of all maintenance program data on each CRAC system, all HVAC system and other related program metrics and data. A standard daily, weekly, and monthly report shall be generated from the maintenance tool as required by the Government to document, track, and analyze each CRAC system’s and all HVAC system’s operational health status and performance. The CRAC Maintenance Program Plan is due no later than 14 working days prior to contract start.