Exhibit A - Comprehensive Maintenance Plan.pdf

EXHIBIT A - COMPREHENSIVE MAINTENANCE PLAN

UNINTERRUPTIBLE POWER SUPPLY (S)

I. GENERAL INFORMATION:

The United States Embassy Rome in Italy requires professional services and contractor cost proposals to perform preventive maintenance services of the facility’s Uninterruptable Power

Supply(s).

II. PROJECT REQUIREMENTS:

The Contractor shall perform preventive maintenance as described in this COMPREHENSIVE

MAINTENANCE PLAN (CMP). The objective of scheduled preventive maintenance is to eliminate system malfunction, breakdown and deterioration when units are activated/running.

DESCRIPTION OF EQUIPMENT:

The attached equipment list provides details of the equipment to be maintained.

III. GENERAL REQUIREMENTS:

The Contractor shall provide the labor, tools, and materials required to perform all preventive maintenance as outlined in this SOW. Embassy staff have service manuals for uninterruptable power supply on-site. The contractor shall confirm government provided manuals are complete and current and provide the Contracting Officer’s Representative (COR) a listing of any missing or out of date manuals.

IV. SCOPE OF WORK – UPS PREVENTIVE MAINTENANCE

Contractor shall provide all materials, supervision, labor, tools and equipment to perform preventive maintenance. All personnel working in the vicinity shall wear and /or use appropriate safety protection while all work is performed. Any questions or injuries shall be brought to the attention of the Post COR and Occupation Safety and Health Officer (POSHO) immediately. Material Safety

Data Sheets (MSDS) for HAZMAT shall be provided by the Contractor. Copies shall be provided to the COR for approval.

The systems and components to be maintained include UPS module (s), fans, external battery module

(EBM), batteries, circuit breakers, electronic module (s), wiring and auxiliary devices. The attached equipment list provides details.

1. The contractor shall provide the COR with a list of necessary parts and materials.

2. The contractor shall provide emergency assistance for UPS support, priced at an hourly rate, within 24 hrs of being contacted by the COR.

3. The Contractor shall provide the labor, test equipment, tools and materials required to perform all preventive maintenance as outlined in this SOW. Embassy staff may have service manuals for switchgears on-site.

If any discrepancies are found with the uninterruptable power supply(s) that are not covered under this scope of work then the contractor shall provide the following:

1. Detailed report noting the discrepancy found.

2. Bill of Materials (BOM) to include component name, quantity, part #, and price for any repair material required and material lead time.

3. The contractor shall provide emergency assistance for UPS support within 24 hours of being contacted by the COR.

4. Price quote for repair labor.

At a minimum, the following work must be done:

SAFETY & SPECIAL INSTRUCTIONS:

1. Use appropriate personal protective equipment (PPE) when performing work

2. Check all work areas, tools, and equipment to ensure unsafe conditions are eliminated or guarded against.

3. Follow site safety procedures.

4. Schedule maintenance with operating personnel and affected offices (security).

5. Follow approved lockout/tag out procedures.

6. Lockout and disconnect the main power before tightening the main supply lugs in order to avoid the hazard of electrical shock, which could result in serious personal injury or death.

7. Review and follow the manufacturer’s instructions.

8. Record results in the equipment history log.

9. Remove lockout/tag out in accordance with appropriate procedures.

10. Report all incidents and near miss incidents to COR and assist as requested in the investigation and corrective action.

At a minimum, the Contractor shall comply with the following:

Notes:

• Contractor shall submit to the COR for review, work sheet/checklist that will be used for performing maintenance service.

• A discrepancy report shall be submitted to the COR immediately upon discovery of any condition that could result in equipment failure.

• Test and inspection report shall be submitted to the COR within three days of completing work.

SCHEDULED MAINTENANCE SERVICES

The purpose of this CMP is to ensure the UPS for this facility are maintained according to manufacturer’s recommendations to ensure the readiness and proper operation of the system.

Before carrying out any kind of service and/or maintenance, disconnect the batteries, verify that no current is present, and no hazardous voltage exists in the capacitor or bus capacitor terminals.

A. Semi-Annual Schedule:

Exhibit C - Semi-Annual Preventive Maintenance

B. Annual Schedule:

Exhibit D - Annual Preventive Maintenance

C. Additional:

The contractor shall supply to post:

• Troubleshooting and repair manuals for UPS (s)

• Discrepancy reports and costs as described in paragraph IV

• Completed maintenance checklist for each uninterruptable power supply

• Applicable test and calibration reports

• Narrative summary of all checks findings, and conditions. Include all input and output voltage, amperage, and frequency readings.

• In case of need for spare parts, these shall be Original Equipment Manufacturer.

UNSCHEDULED AND EMERGENCY MAINTENANCE SERVICES

SPECIALIZED TECHNICIAN

The contractor shall provide fixed hourly rates per labor category which will be used to establish firm fixed price task order.

Each task order shall be issued in advance and priced by multiplying the hourly rates by the number of hours required and adding material cost.

BATTERY REPLACEMENT

The contractor shall provide high quality batteries supply for each UPS as listed below.

BATTERY TYPE

12V 9AH

12V 80AH

EQUIPMENT LIST

EQUIPMENT # LOCATION MANUFACTURER MODEL SERIAL NUMBER ID NUMBER SPECIFICATIONS

UPS 1

MSB ISC server room

Eaton

93PS-20(20)-20-

2x9AH-LL-6

H3121000069 3618 UPS In parallel

UPS 2

MSB ISC server room

Eaton

93PS-20(20)-20-

2x9AH-LL-6

H3121000068 3619 UPS In parallel

UPS 3 MSB Boiler room Metalyst WHAD 3000 N/A 5152 UPS Single

UPS 4

MSB Transformer room

Eaton 9PX 3000iRT3U n/a 6115 UPS Single

UPS 5 MSB AV room Eaton 100 N/A 3621 UPS Single

UPS 6

Embassy Power Building

Eaton 100 ED191CBB07 3620 UPS Single

UPS 7 USUN Building Eaton

93PS-20(20)-20-

2x9AH-LLMBS-6

H3122000040 3622 UPS Single Safe Haven Area

UPS 8 Villa Taverna Eaton 9PX 3000iRT3U

M24WA01598

Medium voltage switchgear

UPS 9 Grazioli Residence Eaton 9PX 3000iRT3U

M24WA01602

Medium voltage switchgear