Performance Work Statement - UPS Maintenance Final 5.14.26.pdf

Performance Work Statement (PWS)

For: Uninterruptible Power Supply (UPS) Maintenance and Repair Services

Location: Spangdahlem AB, GERMANY

Date: 14 May 2026

1. DESCRIPTION OF SERVICES

The Contractor shall provide all labor, tools, parts, materials, equipment, supervision, management, licenses, supplies, transportation, and other items and services necessary to perform a comprehensive maintenance and repair program for the Uninterruptible Power Supply (UPS) systems and associated battery strings at all locations identified in Appendix A (Equipment Inventory).

The Contractor shall provide quality of service in accordance with (IAW) the current Industrial/Safety/Health Regulation - Betriebssicherheitsverordnung (BetrSichV) and any other applicable German electrical safety standards (e.g., VDE, DGUV). The Contractor shall be in possession of ISO 9001 or an equivalent quality management certification. All services shall be performed by qualified and certified contractor personnel only. The estimated workload is listed in Appendix A of this PWS.

The scope of this PWS includes scheduled Preventive Maintenance (PM), Level-1 minor adjustments, and a tiered response for emergency diagnosis and restoral.

2. MAINTENANCE AND REPAIR SERVICES

2.1 Preventive Maintenance (PM) Requirements

The Contractor shall perform two (2) scheduled PM visits per year for each piece of equipment listed in Appendix A. These visits shall take place at six-month intervals and consist of two distinct service types:

Visit 1: Annual Comprehensive (Major): This service shall include a full system calibration, thermal imaging of all electrical connections, torque verification of terminal connections, and a Battery Discharge/Runtime Test (utilizing the existing building load or a dedicated load bank) to verify the actual runtime versus the manufacturer's rated performance.

Visit 2: Annual Periodic (Minor): This service shall include a thorough visual inspection, replacement or cleaning of all air filters, a detailed analysis of the system event log, and firmware "health checks" to ensure optimal performance.

Both PM visits must include:

Fault Mitigation: Investigation and clearing of all active system alarms and faults.

Level-1 Maintenance: Immediate execution of minor configuration changes or firmware updates required to maintain system health at no additional cost. Immediate execution of minor configuration changes (e.g., adjusting alarm thresholds, updating system time) or firmware updates that do not require hardware replacement and can be completed within 60 minutes.

EOL Tracking: Identification of critical components (e.g., batteries, capacitors, fans) that are approaching their manufacturer-recommended end-of-life (EOL). The Contractor shall provide official notification at least six (6) months in advance of a component's EOL date.

2.2 Emergency & Break-Fix Protocol

For system failures or malfunctions occurring outside of scheduled PM visits, the Contractor shall adhere to the following tiered response structure:

Priority Level

Definition On-Site Response Time

Tier 1:

Critical

System is on bypass, battery failure, or total loss of protected load.

Next Business Day (Volkel AB, 3 business days)

Tier 2:

Normal

Non-critical system alarms or minor component degradation not impacting the load.

7 Business Days

Process for Tier 1: Contract Line Items (CLINs) will be funded in advance to eliminate any delays in the required response time. Completed work will be invoice for front loaded CLIN.

Process for Tier 2: Following an assessment by the contractor, the contractor will submit a quote to the COR and Contracting Officer for a determination of scope and price reasonableness. If considered in-scope and reasonable, the contract will be modified to incorporate this work.

Diagnosis & Quote: Within six (6) hours of arriving on-site, the Contractor must provide a written report detailing the root cause of the failure, a list of components necessary for repair (including OEM part numbers), and a firm-fixed-price quote for the complete restoral of the system to normal operational status.

All replacement parts and components used for repairs shall be new and sourced from the Original Equipment Manufacturer (OEM) or an equivalent that has been approved in writing by the COR prior to installation."

3. DELIVERABLES, DOCUMENTATION, AND DATA

3.1 Service Reports

The Contractor is not considered "finished" with any service call (PM or emergency) until a written Service Report is delivered to the Contracting Officer Representative (COR) within ten

(10) business days of the visit. All reports shall be in English and include, at a minimum:

As-Found/As-Left Status: Clear indication of system health and operational mode upon arrival and departure.

Cell-Level Battery Data: Individual voltage and impedance readings for every battery cell/jar within the string.

Required Component List: A prioritized list of parts needed to resolve any remaining uncleared faults or upcoming EOL replacements.

Work Performed: A detailed description of all maintenance actions, tests, and repairs performed.

Disposal Certification: For any battery replacement services, a Certificate of Recycling in accordance with EPA and current German Government Environmental regulations must be provided.

All services performed shall be certified by the signature of the COR. A copy of the signed service report must be attached to the corresponding invoice.

3.2 UPS Logbooks

The Contractor shall update all equipment logbooks with maintenance and inspection reports after each service call. Logbooks will be provided by the contractor and shall include acceptance documents, maintenance documents, emergency shutdown procedures, technical documentation, and inspection reports. The Contractor shall review the logbooks during each visit and inform the COR if any required documentation is missing. The Government will retain all logbooks at the end of the contract performance.

3.3 Billing

The contractor shall provide a bill with details on the summary of work, with a cost breakdown, translated in English. The invoice is expected to be provided in a timely manner, not to exceed one (1) month (30 calendar days) after the service has been provided.

4. PERFORMANCE STANDARDS & ACCOUNTABILITY

4.1 Accountability & Performance Standards

Service Credits: Failure to meet the defined Tier 1 on-site response times will result in a service credit of 5% per day against the subsequent monthly invoice.

Uptime Guarantee: The Contractor shall maintain the UPS fleet in an "Online/Protected" state for 95% of the contract period, excluding scheduled maintenance windows or utility power failures exceeding the capacity of the system.

4.2 Government Remedies

The Contracting Officer shall follow the requirements of FAR 52.212-4, Contract Terms and Conditions - Commercial Products and Services for the contractor's failure to perform satisfactory services or correct non-conforming services.

5. GENERAL INFORMATION

5.1 Hours of Operation

The contractor shall coordinate with the COR for the days and times when services shall take place. Regular duty hours are Monday to Friday, 07:30 – 16:30hrs.

The contractor must provide a maintain an emergency contact phone number and email address for the purpose of reporting UPS failures.

5.2 Period of Performance (Subject to change prior to award)

Performance Year 1: 2 May 2026 – 1 May 2027 Performance Year 2: 2 May 2027 – 1 May 2028 Performance Year 3: 2 May 2028 – 1 May 2029 Performance Year 4: 2 May 2029 – 1 May 2030 Performance Year 5: 2 May 2030 – 1 May 2031

5.3 Federal Holidays/Down Days

The contractor shall perform all services contained within this PWS, except for the following United States and German holidays:

German Holidays: New Year's Day, Good Friday, Easter Monday, Labor Day, Ascension Day, Whit Monday, Corpus Christi Day, Day of Unity, All Saints Day, Christmas (25 and 26 December).

American Holidays: New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day, Christmas Day.

5.4 Base Closures

Work scheduled but not accomplished because of base closure due to weather, exercises, or actual alert, will be accomplished as soon as possible after reopening the base.

6. CONTRACT MANAGEMENT & PERSONNEL

6.1 Contract Manager

The Contractor shall identify to the Contracting Officer a primary and alternate point of contact (POC) with full authority to act on behalf of the contractor on all operational aspects of the contract. The POC or alternate shall be available via telephone during the working hours listed in paragraph 5.1.

6.2 Contractor Employees

Requirements: Contractor personnel shall present a neat appearance and be easily recognized as contractor employees via badges displaying the company name.

Personnel Roster: The contractor shall provide, in writing, a company personnel roster to the CO no later than (NLT) the pre-performance meeting.

Vehicle Operation: Contractor personnel are required to comply with Spangdahlem AB Motor Vehicle Code.

6.3 Damage to Government Property

The contractor shall repair any damages to US Government property to its original condition at their own cost if caused by the contractor, their employees, or their sub-contractors.

6.4 Trash Removal

Collection of trash will be performed immediately after completion of work. All trash and replaced components produced by the contractor shall be removed and disposed of in accordance with the current German Government Environmental regulations at the Contractor's expense.

7. SAFETY & SECURITY

7.1 Security Requirements/Base Access

The contractor shall request base entry ID cards for personnel through the 52 CES Service Contracts Section. For this request, a German Police Certificate (Führungszeugnis) less than three months old is required for Local Nationals.

7.2 Escorts

Military escorts are required for services in restricted areas. If escorts are required, their regular duty time is 07:30 – 16:30.

8. Service Summary

The contract services requirements are summarizied in performance objectives (PO) that relate directly to mission essential items. The perofrmance threshold briefly describes the minimally acceptable levels of service required for each reuirement. The service summary and the Contractor’s Quality Control Plan provide information on contract requirements, the expected level of Contractor performance and the expected method of Government validation and confirmation of services provided. These thresholds are essential to mission success.

Procedures as set forth in the FAR 52.212-4(a) Contract Terms and Conditions - Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

Performance Objective PWS Paragraph Performance Threshold PO 1 - Scheduled Maintenance

Perform Annual PM 2.1 100% of all equipment in Appendix A receives a semi-annual PM visit within the scheduled 6-month period after Annual PM

Perform Annual PM 2.1 100% of all equipment in Appendix A receives an annual PM visit within the scheduled 12-month period

EOL Component Tracking 2.1 100% of critical components identified as approaching End-of-Life (EOL) are reported to the COR at least six (6) months prior to their EOL date.

Third-Party Inspections 2.3 100% of required third-party technical inspections are coordinated and deficiencies corrected within the timeframe specified by the inspecting agency.

Emergency Response & Repair Critical Failure Response 2.2 100% of Tier 1 (Critical) failures have contractor personnel on-site within 1 business day of notification (Volkel AB, 3 business days).

Normal Failure Response 2.2 100% of Tier 2 (Normal) failures have contractor personnel on-site within 7 business days of notification.

Diagnosis & Quoting 2.2 95% of all emergency service calls have a written root cause analysis and firm-fixed-price quote delivered within 6 hours of on-site arrival.

System Uptime 4.1 The entire UPS fleet is maintained in an "Online/Protected" state for 95% of the contract period (excluding scheduled maintenance).

Reporting & Documentation Service Report Delivery 3.1 95% of all service reports are delivered to the COR within 10 days of the service visit completion.

Service Report Content 3.1 100% of service reports sections are complete.

Logbook Maintenance 3.2 100% of equipment logbooks are updated with the latest service and inspection reports during each site visit.

Timely Invoicing 3.3 100% of invoices are submitted within 30 calendar days after the corresponding service has been provided.