DQ-2025-059-LB Addendum 1.pdf
PDF 151 KB Posted
- Attached to
- UPS Maintenance and Repair Services
- Solicitation number
- DQ-2025-059-LB
- Issued by
- Larimer County, Colorado
About this file
This document is an Addendum #1 for a Documented Quote (DQ-2025-059-LB) from Colorado State University (CSU) Procurement Services for UPS Maintenance and Repair Services. The solicitation covers comprehensive maintenance and repair services for Uninterruptible Power Supply (UPS) systems, with specific details about battery and capacitor maintenance, emergency repair protocols, and scheduled preventative maintenance (PM). The contract will involve semiannual PMs in April and October, with emergency response times of 2 hours by phone and 4 hours onsite. The contract includes provisions for battery and capacitor replacements, with a 3-year warranty beginning upon installation, and allows for potential mid-contract additions of new UPS systems.
Key pricing and service terms include a fixed annual rate that encompasses travel time, truck charges, and overhead, with no separate billing permitted. CSU will provide on-campus storage for removed batteries, accept schedule relief for manufacturer backorders or freight delays, and will issue a new purchase order annually for contract renewal. The university will consider documented cost escalations during option years and has flexibility in handling pricing for new systems added mid-contract. No performance or payment bonds are required, and the contractor must provide PDF reports, label replaced components with installation and warranty dates, and be prepared to work in secure or research lab areas requiring escorts and potential background checks.
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DQ-2025-059-LB Page 1 of 3
DQ-2025-059-LB
UPS Maintenance and Repair Services
Addendum #1 - Clarification Questions
• The sole point of contact for this documented quote is Lynette Brink, Procurement Services, at lynette.brink@colostate.edu.
• All addendums or modifications associated with this solicitation will be posted on Rocky Mountain E-Purchasing System (RMEPS). Individual emails will not be sent to interested parties notifying them of any addendums or modifications. It is the responsibility of the Offeror to check RMEPS.
1. Question: Will CSU authorize the replacement and scheduled installation of any failing batteries or units found during the initial PM prior to the on call portion of the contract going into effect? The age of the existing batteries suggest around 250 will fail the testing metric <80% and would likely need to be replaced.
Answer: Yes, we have reports of the condition of all of our batteries from the last round of maintenance and will have new ones in a couple of days as we just did the maintenance again.
2. Question: Can CSU confirm the specific conditions that constitute an “emergency repair” like life threatening outage or an outage that degrades the system by 33% or more?
Answer: Yes, in E7 if we have both redundant UPS systems fail on A or B. If we have the system at USC go down. If the system goes down at Scott Bio Engineering. These will be the only units that constitute emergencies.
3. Question: Would CSU be open to a 2 hour phone response followed by a 4 hour onsite response for emergency calls?
Answer: Yes.
4. Question: Assuming semiannual PMs occur 6 months apart, what months would work best for CSU?
Answer: April and October.
5. Question: Will CSU take responsibility for tech time and travel if facilities or escorts are not available at the scheduled PM times and locations?
https://www.bidnetdirect.com/colorado/colorado-state-university
DQ-2025-059-LB Page 2 of 3
Answer: No, we will have available escorts.
6. Question: Does the 3-year battery/capacitor warranty period begin upon delivery, installation, or CSU acceptance?
Answer: Upon installation.
7. Question: Will CSU allow documented cost escalations (e.g., OEM price increases, freight surcharges) beyond “governmental tariffs” during option years?
Answer: Yes, they will be considered and if found to be reasonable through documentation, an amendment to the contract will be done.
8. Question: For automatic renewals, will CSU issue a new purchase order each year, or does acceptance of service alone trigger renewal?
Answer: The University will issue a new purchase order each year.
9. Question: Can CSU provide its pass/fail thresholds (voltage, resistance, capacity) used during IEEE-1188 testing to trigger a replacement authorization?
Answer: Yes, these can be provided to the awarded vendor based on existing previous thresholds.
10. Question: Does CSU have historical battery resistance or capacity data that the contractor can use as baseline references?
11. Question: Will CSU issue a work order only after receiving written failure data, or may the contractor proceed immediately to minimize downtime and travel?
Answer: Only after written failure data.
12. Question: If spare batteries or capacitors are needed for quicker response, will CSU purchase them and provide storage?
13. Question: Can CSU confirm the current capacitor quantities per UPS? (They are not fully listed in the DQ.)
Answer: That information is not readily available. If it can be gathered, another addendum will be posted.
14. Question: Who authorizes and schedules system shutdowns for battery/capacitor replacement to avoid load loss?
Answer: Electric shop supervisor or trades management.
DQ-2025-059-LB Page 3 of 3
15. Question: Are there secure or research-lab areas requiring escort, safety briefings, or background checks for technicians?
16. Question: How will CSU handle pricing and scheduling if new UPS systems are added mid-contract?
Answer: If pricing is reasonable, a contract amendment would be done.
17. Question: Does CSU require PM and test reports in a specific electronic format (PDF, Excel, or their CMMS)?
Answer: Yes, PDF.
18. Question: Should replaced batteries/capacitors be labeled with installation date and warranty expiration for CSU tracking?
19. Question: Must CSU receive disposal manifests for each battery/capacitor shipment, and who retains them for audit?
Answer: No.
20. Question: Is there a required template or timeframe for submitting emergency repair summaries?
Answer: No, ASAP.
21. Question: Can CSU confirm that travel time, truck charges, and shop overhead must be included in the fixed annual rate, with no separate billing allowed?
Answer: Yes, include in the fixed annual rate.
22. Question: Will CSU provide on-campus space for temporarily staging removed batteries awaiting recycling?
23. Question: Are performance or payment bonds required for this multi-year award?
Answer: No.
24. Question: Will CSU accept schedule relief for events like OEM backorders or freight delays beyond the contractor’s control?
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