DQ-2025-059-LB UPS Maintenance and Repair Services.pdf

DQ-2025-059-LB UPS Maintenance and Repair Services Page 1 of 12

Documented Quote

DQ-2025-059-LB

UPS Maintenance and Repair Services

THIS IS NOT AN ORDER

PROCUREMENT CONTACT:

Lynette Brink lynette.brink@colostate.edu

(970) 491-6263

DUE DATE AND TIME:

Monday, November 10th, 2025

10:00 A.M. Mountain Time

NO. QUANTITY UNIT DESCRIPTION UNIT PRICE EXTENSION

See attached price sheet labeled “DQ-

2025-059-LB Price Sheet”

By signing below, the Offeror affirms acceptance of all terms listed in this DQ. The Offeror shall identify clearly and thoroughly any exceptions to this DQ in section VI.E.

Offeror’s Legal Name:

Printed Name of Authorized Representative:

Signature of Authorized Representative:

Title:

Telephone:

Email:

Date of Signature:

mailto:lynette.brink@colostate.edu

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Section I. Summary Colorado State University is seeking firm pricing on services that include supplying UPS maintenance, battery and capacitor replacement, and other related equipment/services.

Award from this DQ will result in a multiyear contract (see term of award below).

Section II. Specifications/Requirements/Performance Requirements A. Specifications/Requirements/Performance Requirements To be considered, responses must meet or exceed all the minimum requirements listed.

The University will be the sole judge as to the equivalence of any offer. Vendors must bid new OEM equipment (refurbished or remanufactured equipment is not acceptable). All equipment provided must be by a vendor that is a factory authorized dealer and/or service provider for the products supplied.

UPS BATTERY AND CAPACITOR REPLACEMENT

1. General Information to be included on ‘DQ-2025-059-LB Price Sheet’

• Pricing and invoicing shall be broken down into individual UPS systems and location for budgeting and expense allocation. The University will submit work orders to the vendor when services are required/needed (this includes the semi-annual planned maintenance). The vendor will then submit an invoice for each work order for payment. Semi-annual planned maintenance is generally requested in November and May, but can vary somewhat based on department workload.

• Exceptions to the minimum requirements listed below must be clearly stated and provided with response.

• Provide a list of any additional services that your company will provide beyond the minimum requirements listed.

• Provide company experience related to working on equipment listed below.

2. Minimum Requirements

• Qualified vendors shall have a minimum of five (5) years of experience in providing similar services on comparable equipment. At all times during the term of the contract the contractor shall have a minimum of two (2) technicians to perform services under the resulting contract. Technicians should have a minimum of two (2) years’ experience performing maintenance/repair on similar equipment.

Technicians shall be employed by the contractor at the time the bids are submitted.

• The vendor shall have the financial resources and qualified personnel to perform as required under the resulting contract.

• The vendor shall provide a twenty-four (24) hour point of contact for emergency repairs to include name and phone number. Said point of contact must be able to respond by phone within thirty (30) minutes and be on-site within four (4) hours of notification.

3. General Requirements

• Battery and capacitor replacement shall be scheduled with the Electric Shop

Supervisor, David Hendrix 970-556-3531, or his authorized representative.

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• Vendor’s employees shall wear uniforms bearing the company name whenever on the job site. The vendor’s vehicle shall bear the company name/logo whenever the vendor is traveling to and from the job-site.

• Vendor should provide five (5) days advanced notice for scheduled service.

• All work should be scheduled at the convenience of the University to not interfere with University business (7:00 a.m. - 5:00 p.m.). Provide after-hour premium rates on price sheet in case after hour work is required to replace the batteries and capacitors.

• At all times during the term of the contract the vendor shall have employed a minimum of two (2) technicians to perform services under the resulting contract.

Technicians shall have a minimum of two (2) years’ experience performing maintenance/repair on similar equipment. Technicians shall be employed by the contractor at the time the bids are submitted.

• Contractor shall not use subcontractors for services provided under the resulting contract.

• Semi-annual inspection reports shall be forwarded to CSU representative: Electric Shop Supervisor, David Hendrix, david.hendrix_ii@colostate.edu, 970-556-3531, or his authorized representative.

• Time spent for transportation of workers, material acquisition, handling and delivery, or for movement of contractor owned or rented equipment is not chargeable directly but is overhead and the cost shall be included in the fixed annual rate for each system. The fixed rate shall also include direct labor, general and administrative overhead, insurance, profit and the cost of equipment that is normal and necessary tools of trade.

4. Requirements Specific to Battery Replacement

• Purchase new same as or equal batteries to match existing. New batteries shall have a flame-retardant case.

• Remove old batteries and dispose of in accordance with all Federal, State, and/or local regulations.

• Install new batteries.

• Calibrate rectifier.

• Re-torque all interconnections.

• Take and record resistance measurements of all battery connections.

• Perform battery discharge test using UPS load according to standards and manufacturer’s recommendations.

• Provide a three-year warranty on new batteries to include labor and materials.

5. Requirements Specific to Capacitor replacement

• Purchase new same as or equal AC Input, AC Output and DC capacitors to match existing.

• Remove old capacitors and dispose of in accordance with all Federal, State, and/or local regulations.

• Install new capacitors.

• Re-torque all interconnections.

• Provide a three-year warranty on new capacitors to include labor and materials.

mailto:david.hendrix_ii@colostate.edu

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The following locations list the UPS manufacturer and model number where batteries and capacitors need replaced.

Computer Science Building

1. UPS – 50 kVA: Liebert Model NPOWER 37SA50A0C6EA19, Serial #MO8G300001

a. Capacitors

b. Batteries – 1 string 40 each: C&D UPS12-150MR

c. Located in 4th floor

Engineering Building

2. UPS – 225 kVA: Liebert Model U39MM229A0AB451, Serial #D08A50020

a. Capacitors only

b. Located in Basement

3. UPS – 225 kVA: Liebert Model U39MM229A0AB451, Serial #D08A50021

a. Capacitors only

b. Located in Basement

NRRC B Building

4. UPS – 100 kVA: Toshiba Model T90S3S10KS6XSN2, Serial # 23530106

a. Capacitors only

b. Located on 1st floor

Parking Garage

5. UPS – 50 kVA: Chloride Model EPEM 50-4X4F, Serial # B290485

a. Capacitors

b. Batteries – 3 strings 40 each: C&D UPS12-350FR

c. Located on 1st floor, Room 131

UNINTERRUPTABLE POWER SUPPLY AND DC SUPPLY MAINTENANCE SERVICES

• CSU has the following listed equipment that requires planned maintenance and unplanned service work for the duration of the contract. Planned maintenance shall be scheduled as indicated. Unplanned service work shall be performed as needed in on-call basis. The vendor must be able to respond within four hours of the time notified to determine and fix the problem(s). As needed repairs shall be fully covered as part of the contract for all part, labor and materials except for batteries and oil filled capacitors. Replacement batteries and oil filled capacitors will be considered as outside the scope of this contract. Technicians shall be factory certified to work on the listed equipment.

• Proposals shall identify total annual cost broken out by building and by each system in a table format. The following list of UPS’s and Batteries will be included in the contract. In addition, new UPS systems may be added or old UPS systems may be removed as needed to meet the University’s needs. Systems included in the bid shall be:

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CSU Computer Center - Engineering Building

1. CB #1-A UPS - 225 kVA: Liebert Model U39MM229A0AB451, Serial # D08A5A0021

a. CB#1 Static Bypass – Liebert Model U39CC5604AT451, Serial # D08A630017

b. Installed 2008

2. CB #1-B UPS - 225 kVA: Liebert Model U39MM229A0ABS57, Serial # D11M5S0002

a. CB#1 Static Bypass – Same as CB #1-A UPS

b. Installed 2012

3. CB #2-A UPS – 225 kVA: Liebert Model U39MM229A0AB451, Serial # D08A5A0020

a. CB#2 Static Bypass – Liebert Model U39CC5604AT451, Serial # D08A630016

b. Installed 2008

4. CB #2-B UPS – 225 kVA: Liebert Model U39MM229A0ABS57, Serial # D11M5S0001

a. CB#2 Static Bypass – Same as CB #2-A UPS

b. Installed 2012

CSU Computer Science Building

1. UPS – 50 kVA: Liebert Model NPOWER 37SA050A0C6EA19, Serial

#MO8G300001

a. Batteries – 40: Original UPS 12-150MR

b. Installed 2009

2. UPS – 20 kVA: Liebert Model NXb20 38SB020CCCHX, Serial #38-7079

a. Batteries – 24: Original C&D 12-150MR

b. Installed 2012

3. UPS – 40 kVA: Liebert Model 475A040EACH3021, Serial #M18JZB0018

a. Batteries – 24: Original Enersys HX150E-FR

b. Installed 2018

4. UPS – 30 kVA: Liebert Model 475A030DACM3021, Serial #M18KZB0017

a. Batteries – 24: Original Enersys HX205-FR

b. Installed 2018

NRRC A Building

1. UPS – 160 kVA: Toshiba G9000 series Serial # 22530169

a. Batteries –

b. Installed 2025

2. UPS – 15 kVA: 15KVA Toshiba 4400 series Serial # 230800809

a. Batteries

b. Installed 2025

NRRC B Building

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1. UPS – 100 kVA: 100KVA Toshiba Model T90S3S10KS6XSN2 Serial # 23530106

a. Batteries –

b. Installed 2025

NRRC D Building

1. UPS – 100 kVA: Chloride Model EDP 70L 100-4X4F, Serial #B216139

a. Batteries – 2 strings 40 each: Originally Chloride 1000010195, existing C&D

UPS12-300MR 9/2008

b. Installed 2002

Parking Garage

1. UPS – 50 kVA: Chloride Model EPEM504X4F, Serial # B290485

a. Batteries – 3 strings 40 each: C&D UPS12-350FR

b. Installed 2009

Scott Bioengineering

1. UPS – 120 kVA: Toshiba Model T90S3S30KS6XSN, Serial # 12-7E4216390014

a. Installed 2014

University Service Center

2. UPS – 120 kVA: Eaton/Powerware Model PW9390-160, Serial # EF203CBB10

a. Battery bank check

b. Installed 2012

Unplanned Service Work Unplanned service work shall cover all components of UPS to include the static by-pass even if it is a physically separate component from the UPS cabinet. All costs for repairs shall include travel time, labor, parts and materials required to make the unit 100% operational.

All replacement parts used shall be the manufacturer’s recommended parts. Repair work shall be expedited. All parts that are not on hand shall be transported the quickest way possible to get them to the equipment location and installed with minimum delay. If unit is going to be down more than 24 hours for repairs, a meeting shall be scheduled with CSU and the User to determine what can be done to expedite repairs.

Planned Maintenance Planned service work shall be as follows. All costs for planned maintenance shall include travel time, labor, parts and materials required to perform the tasks listed.

1. UPS Planned Maintenance – Semi-Annual Service

• Review alarm log/history for any irregular activity

• Check for proper clearance around the unit for ventilation and working area

• Check air filters for cleanliness; clean or replace as needed

• Perform a complete visual inspection of all internal sub-assemblies, wiring harnesses contractors, cables, and major components. Note any board, connection, and wire discoloration

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• Perform infrared temperature checks on all connections, breakers, and associated controls with an infrared thermal imager. Report and provide a hard color copy of all high temperature areas

• Check module(s) for the following:

• Rectifier and inverter circuit board for discoloration and damaged wiring

• Power capacitors for swelling or leakage

• Check fuses on the DC capacitor deck for continuity

• Fans for proper operation

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

• Measure and record harmonic trap filter currents

• Record all meter readings and calibrate as necessary to match measured values

• Measure and record harmonic trap filter currents

• Implement manufacturer field change notices

• Coordinate with Facilities Management and perform operational test of the system including unit transfer and battery, battery bank or DC Flywheel discharge

• Clean interior and exterior of unit

• Make all adjustments needed to bring unit within manufacturer’s tolerances and note changes.

• Repair and correct any and all components associated with abnormal conditions found above.

• Provide inspection and test reports, with recommendations in written and pdf file format, to Facilities Management within 10 working days after completion of PM

• Check time and date and correct if needed.

2. Battery Planned Maintenance - Semi-Annual Service: Tasks performed on batteries shall be in accordance with IEEE 1188 Standard and manufacturer’s recommendations for valve regulated lead acid batteries.

• Check general appearance and cleanliness of batteries. If needed clean and neutralize batteries and rack/cabinet

• Check each battery and cover for signs of leakage

• Check for corrosion on terminal post and connector of each battery.

• 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

• Perform infrared temperature checks on all battery posts with an infrared thermal imager. Report and provide a hard color copy of all high temperature areas

• Measure and record AC ripple voltage and current

• Measure and record VDC and VAC of battery (First battery #1 + (positive terminal) to frame (ground) and frame (ground) to – (negative terminal) of last battery in string

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• Obtain inter-battery connector resistance readings on 100% of string. Torque connectors as needed for all connection resistance values greater than 20% of average

• Clean and re-secure all battery terminals and jumper connections to manufacturer’s specifications that were corroded, show elevated temperatures, or high connection resistance

• Provide inspection and test reports, with recommendations written and pdf file format, to Facilities Management within 10 working days after completion of PM

Annual Service:

• Load test each battery by using an equivalent load test device according to IEEE

1188 Standard

B. Delivery All shipments must be quoted as DAP=Destination/CSU, with freight costs included or clearly specified as a separate cost and divulged at the time of solicitation response. CSU reserves the right to schedule separate a Freight Carrier if the cost is advantageous to the University.

C. Pricing Pricing or discount is to be FIRM for the initial term of the contract period. CSU understands and will consider reasonable price changes based on uncontrollable external factors such as governmental tariffs. Any such price changes must be confirmed with CSU Procurement Services before orders may be placed against this Documented Quote.

Colorado State University reserves the right to purchase additional supplies and services that fall within the general scope of the annual maintenance and repair services if the need arises. Pricing for these items shall remain firm for the remainder of the initial or option period in effect at the time of the request.

D. Tax Exempt Colorado State University is a Colorado sales tax exempt entity. A sales tax exemption certificate will be provided to the successful vendor on demand. If your state does not recognize our tax exemption status, then your price will be deemed to already include any and all sales or use taxes imposed.

E. Term of Award The University will issue an Independent Services Contract (“Agreement”) for the awarded services. The initial term will be January 1, 2026 (or upon contract execution, whichever is the latter) through December 31, 2026 with the option to renew for up to four additional years in one-year increments for a total term not to exceed five years. Option periods will automatically renew upon issuance of a Colorado State University open purchase order and acceptance by the supplier.

Section III. Evaluation and Award

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A. Factors for Consideration Award determination will be based on the submission(s) deemed to be the most advantageous to the University at the University’s sole discretion utilizing the following criteria, in no particular order:

• Bidder’s capabilities and qualifications (as determined by responses to all questions on the document labeled “DQ-2025-059-LB Price Sheet)

• Financial Considerations

B. Award Notification Results of this Documented Quote will be posted on Rocky Mountain E-Purchasing System/BidNet. Results will not be given over the phone.

Section IV. Schedule of Activities

Schedule of Activities Timeline All times are Mountain Time

DQ Published Monday, October 27th, 2025 Submission Deadline Monday, November 10th, 2025, 10:00 AM

Award Notification (estimate) November 17th, 2025

A. Inquiries Inquiries must be submitted in writing and directed to lynette.brink@colostate.edu.

The subject line of all inquiries should read DQ-2025-059-LB UPS Maintenance and Repair Services.

Vendors who phone in questions will be asked to submit their inquiry in writing.

The Procurement Official listed herein is to be the SOLE point of contact concerning this DQ. Offerors shall not directly contact other personnel regarding matters concerning this DQ or to arrange meetings related to such.

B. Addendum or Supplement In the event it becomes necessary to revise any part of this Documented Quote, an Addendum to this DQ will be published on Rocky Mountain E-Purchasing System. It is the responsibility of Offerors to review all Addendums. Offerors shall not rely on any other interpretations, changes, or corrections.

Section V. Administrative Information

A. General Conditions for Invitation for Bid / Documented Quote This solicitation is subject to the Colorado State University General Conditions for Invitation for Bid/Documented Quote.

B. Purchase Order Terms and Conditions https://www.bidnetdirect.com/colorado/colorado-state-university https://www.bidnetdirect.com/colorado/colorado-state-university

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A University Purchase Order will be issued to the successful Offeror. The Colorado State University Purchase Order Terms and Conditions for Goods will govern this procurement.

C. Terms and Conditions Documented Quote / Invitation for Bid Multi-Year

Awards This solicitation is subject to the Colorado State University Terms and Conditions Documented Quote / Invitation for Bid for Multi-Year Awards.

D. Offeror Terms and Conditions Proposals with preprinted Offeror terms will not be accepted. Any terms and conditions submitted after the award will be null and void.

E. Group Purchasing Organization / Consortiums Colorado State University is a member of various group purchasing organizations or consortiums such as E&I, Omnia, Vizient, BuyBoard, and others.

F. Cooperative Purchasing Any price agreement from this solicitation may be extended to other cities, counties, institutions of higher education, and school districts or other political subdivisions, providing they are willing to order against the Agreement in accordance with the prices, services and terms and conditions of the Agreement. Extension is limited to the prices, services and terms contained in the University's Agreement, except where applicable, additional terms and conditions may be negotiated with such other entities as agreed to by those parties.

G. Supplier Inclusion Program The Supplier Inclusion Program at Colorado State University supports the University’s goals for promoting inclusive, equitable, and socially responsible purchasing. The University encourages vendors to provide for participation of diverse business participation through subcontracts or other contractual opportunities in connection with the performance of this solicitation.

H. Confidentiality Any restrictions on the disclosure or use of Confidential Information contained within a bid or proposal must be clearly stated in the bid or proposal itself. The Colorado Open Records Act, C.R.S. sec 24-702-201 et seq., applies to all documents submitted in response to this solicitation. The Open Records Act specifically states that the following are considered confidential: “Trade secrets, privileged information, and confidential commercial, financial, geological, or geophysical data.” The Bidder or Offeror must designate documents as Confidential Information that fall into these categories by clearly and conspicuously marking the documents. Confidential Information shall not include any subsequent contractual terms or pricing that result from the Bidder or Offeror’s submission.

If Confidential Information is submitted, then it must be submitted as a separate file, with the file name clearly and conspicuously marked with: “Confidential Information DQ-2025- 059-LB UPS Maintenance and Repair Services.” Failure to comply with this requirement shall render all materials received from Offeror as non-confidential after

DQ-2025-059-LB UPS Maintenance and Repair Services Page 11 of 12 the award.

I. Method of Payment The University’s standard payment terms are N30.

Payment can be expedited as N5 using the Colorado State University AP System, an electronic payment solution using single-use commercial credit card numbers. This program is being used in conjunction with our commercial card provider, JP Morgan Chase.

Since this program uses the commercial credit card network, suppliers must be prepared to accept credit cards and should understand that processing fees are involved.

J. Accessibility of Information Communication Technology Colorado State University is committed to making our campus accessible by acquiring Information Communication Technology (ICT) in compliance with all applicable provisions of §§24-85-101, et seq., C.R.S., and the Accessibility Standards for Individuals with a Disability, pursuant to Section §24-85-103 (2.5), C.R.S. Supplier shall also comply with all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards.

ICT means any and all technology used for the creation, manipulation, storage, display, receipt, or transmission of electronic data and information. Examples include but are not limited to; computers, information kiosks, transaction machines, telecom equipment, office machines (copiers/scanners), software and applications, websites, videos and electronic documents.

Section VI. Submission Information A. New CSU Vendors.

If you are a new vendor to CSU, or recently had a name change or Tax ID # change, include your W9 and the CSU Vendor Self-Certification form with your solicitation response for accurate payment if awarded.

B. Accessibility of Information Communication Technology.

If you are providing Information Communication Technology, provide certification and attestation documentation related to security and accessibility, including the Higher Education Vulnerability Assessment Tool (HECVAT Lite), version 3.02 or higher, and a current Voluntary Product Accessibility Template (VPAT), referencing WCAG 2.1 standards or higher.

C. Pricing.

Sumit pricing and answer all questions on document labeled “DQ-2025-059-LB Price Sheet”.

D. Signature Page.

The Offeror must complete and include the COVER PAGE with their response.

E. Exclusions.

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The Offeror must include any exclusions to this DQ in this section.

F. Electronic Submission Your written response with complete pricing information must be submitted to Procurement Services via Rocky Mountain E-Purchasing System (RMEPS)/ BidNet by 10:00 A.M. Mountain Time on November 10th, 2025. The file name(s) must include “DQ- 2025-059-LB UPS Maintenance and Repair Services.”

UNDER NO CIRCUMSTANCES WILL A TELEPHONE, EMAIL, FAX, OR PAPER RESPONSE BE

ACCEPTED.

G. Rocky Mountain E-Purchasing System/BidNet Vendor Guides You can find user guides on How to Register, How to Place your Bid, etc.

https://procurement.colostate.edu/rocky-mountain-e-purchasing-information/ https://procurement.colostate.edu/rocky-mountain-e-purchasing-information/

A. Factors for Consideration