IEMA RFQ - UPS Maintenance~1.docx

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IEMA UPS Maintenance The Illinois Emergency Management Agency (IEMA) is seeking preventative maintenance and break/fix pricing for our agency Uninterruptable Power Supplies (UPS). IEMA has seven (7) Tripp Lite Model SU 20K3/3XR5 UPS (uninterruptible power source system), 20 kVA, 208x208 (three phase) and one (1) Tripp Lite Model SU60K UPS, 60 kVA, 208x208 (three phase), Input 208, Output 208/120 VAC. We are planning on a two-year term from July 1, 2018 or date of execution through June 30, 2020.

Please complete the pricing tables and contact information in this document and submit to andrew.wampler1@illinois.gov or fax to (217) 785-9962. Please submit your quote no later than the date and time shown in BidBuy. Quotes received from entities past that time will not be considered.

By submitting a quote, the vendor agrees to comply with all terms and conditions outlined in this document.

OVERVIEW

In accordance with the Illinois Nuclear Safety Preparedness Act, the Illinois Emergency Management Agency is responsible for protecting the citizens of Illinois from potential adverse health effects from the use of radioactive material and radiation in the state. The Agency is specifically tasked with monitoring the commercial nuclear power stations in Illinois to detect releases of radioactive material. The Agency has highly sensitive monitoring equipment installed at each nuclear power station site that monitors gaseous effluents. The Gaseous Effluent Monitoring System (GEMS) monitors airborne effluents continuously by sampling mechanical handling systems, and a highly complex communications system to relay detailed isotopic analyses and system data to Agency scientists in Springfield. This data is monitored 24/7/365 as part of IEMA’s Remote Monitoring System.

To prevent loss of monitoring capability, each GEMS is equipped with backup emergency power systems consisting of a 50kW generator, a transfer switch system, and an uninterruptable power supply (UPS). The UPS is designed to activate immediately on loss of electrical power and carry the full electrical load of the GEMS while the emergency generator is ramping up to the appropriate speed. Once the generator reaches the appropriate speed, the transfer switch activates and immediately switches over from the UPS to the generator. In the event of generator failure, the UPS must be able to carry the full electrical load of the GEMS critical systems for at least four (4) hours; sufficient time for a technician to arrive on site to trouble shoot and repair the system. The UPS has filter circuitry to protect the GEMS and its sensitive components from power surges and failure in the event of blackout/brownout conditions. The UPS is an integral part of the GEMS operation and is installed at each of six (6) nuclear power stations in Illinois, within the high security protected area. IEMA also maintains a test bed system at our Springfield test facility that is identical to the fielded systems.

Units are located at the following locations:

Braidwood Generating Station (20kVa) 35100 S Route 53 Braceville, IL 60407-9619 Dresden (20kVa) 6500 N Dresden Rd.

Morris, IL 60450-9765 Illinois Emergency Mgmt. Agency (20kVa) 1301 Knotts St. (Rear Entrance) Springfield, IL 62703-5326

Byron (20kVa) 4450 N German Church Rd.

Byron, IL 61010-9794 LaSalle (20kVa) 2601 N 21st Rd.

Marseilles, IL 61341-9757 Illinois Emergency Mgmt. Agency (60kVa) 1035 Outer Park Dr.

Springfield, IL 62704-4462

Clinton (20kVa) 8401 Power Rd.

Clinton, IL 61727-9182 Quad Cities (20kVa) 22710 – 206th Ave. North Cordova, IL 61242-9470

Objectives and Deliverables of the resulting contract will include, but may not be limited to:

· Establish pricing for one annual major preventative maintenance visit per year, per site for the UPS.

· Establish pricing for 24/7 emergency service with a 30-minute call back time limit and a response time of four hours for any emergency callout.

· Establish pricing for battery replacement and disposal. IEMA may elect to otherwise dispose of used batteries.

VENDOR / STAFF SPECIFICATIONS:

Vendor must be certified to perform repair and maintenance activities on this equipment. IEMA is aware that in the power industry, manufacturers often make products and services available to customers via an indirect channel. Those channel participants may be referred to as resellers, distributors, partners, providers, etc. IEMA is unable to research to distinguish and define the various types of manufacturer sales programs for all products and services on the market; therefore, IEMA requires vendors responding to this bid to provide documentation indicating their ability and authorization to resell and deliver products and services on behalf of the UPS manufacturer.

Vendors and vendors’ agents involved with repair and maintenance must be willing to comply with Exelon nuclear power plant entry requirements, safety rules and regulations and procedures. These may include, and not be limited to, urinalysis, background review, escorted visitor/contractor requirements and vehicle search.

Repair service will require 24/7 on site responses by an authorized/certified service engineer. Vendor will be expected to respond on site for system trouble resolution within four (4) hours (including weekends and holidays) of the vendor receiving notification of system problem or failure. Vendor will be notified via telephone. Repair will be expected within 24 hours of problem diagnosis. Repair service includes materials, parts replacement and disposal of failed or expired batteries as needed, and is billed on a time and material basis. Vendor will prepare a written estimate and/or proposal of all repairs prior to servicing the device. Estimates/proposals will be in writing with a description of work and a detailed breakdown of material, labor, and other costs.

When servicing devices, vendor must use materials and equipment equivalent to those originally installed. Substitutions may only be used with prior IEMA consent. Vendor is to remove and properly dispose of all used or excess material, including, but not limited to, batteries, lubricant, filters, etc., as well as all waste products and debris. Disposal shall be in accordance with prevailing federal, state and local environmental regulations.

Vendor agrees to perform tests and adjustments with an approved testing procedure to establish performance levels for the system in accordance with the specifications. Vendor shall follow the manufacturer’s commissioning, maintenance and service forms for every site call made.

Vendor agrees to perform an annual on-site inspection, performance of preventative maintenance and report of findings to IEMA for each UPS location. Preventative maintenance shall be scheduled at customer’s convenience on their availability during normal weekday work hours. Annual preventative maintenance reports will be submitted to IEMA within 14 days of the inspection. Report of findings shall include, at a minimum:

· System location

· Model and serial numbers

· Date of service

· Service start and end time

· Battery type, age and number of batteries

· Available run time and percentage of utilization

· All inspections performed and results found

· All tests performed and results found

· All work performed

· Comments/problems regarding the UPS and recommended solution

Vendor agrees that annual performance of preventative maintenance of UPS shall include, but not be limited to the following:

· Check of wiring for proper connections as well as any visual problems

· Visual inspection of internal subassemblies and major components

· Check of mechanical connections

· Check of ventilation systems and fan(s)

· Check and clean all foreign material from interior of unit

· Inspect and test system alarms

· Verify all software system parameters and settings

· Make all necessary calibration to the unit in accordance with the manufacturer’s recommendations

· Verify bypass/static switch

· Perform battery and inverter diagnostics

· Verify charger operation

· Run battery load test (when practical and upon approval of IEMA)

· Perform detailed battery inspections with appropriate test equipment

· Perform/install any necessary field engineering modifications and upgrades

· Return unit to normal operation

· Log maintenance history into machine records

· Remove and properly dispose of all waste products, excess material and debris, including but not limited to: batteries, lubricants, filters, etc.

PRICING TABLES

Vendor should enter the cost in Pricing Table A for annual preventive maintenance on each of the UPS units listed below.

PRICING TABLE A – Annual Preventive Maintenance

07/01/2018 – 06/30/2019 Annual Prev. Maint.

07/01/2019 – 06/30/2020

Power Plant UPS

Braidwood

Byron

Clinton

Dresden

LaSalle

Quad Cities

IEMA UPS (Springfield, IL)

Outer Park

Knotts St.

TOTALS

Vendor should enter in Pricing Table B the hourly rate to be used for all service calls. Rates should be inclusive of all travel and living expenses.

PRICING TABLE B – Service Calls

07/01/2018 – 06/30/2019 Hourly Rate 07/01/2018 – 06/30/2019

Monday – Friday (8:00 AM – 5:00 PM)

Monday – Friday (5:00 PM – 8:00 AM) and Saturday

Sunday and Holidays

Vendor should include in Pricing Table C the cost for parts, materials, equipment or other items that IEMA may need during the course of this contract. This would include items that may be utilized during service calls. Rates should include all shipping and fees. For items not known, vendor may list categories and percentage off MSRP in Pricing Table C. Pricing in Table C will not be evaluated and will be used for contract purposes only. All prices in the contract will be based on the percentage off MSRP rates at time of service.

Pricing Table C – Other Parts & Supplies

Other cards that potentially need replaced

Main Internal Fuses

Vendor should include in Pricing Table D the cost for replacement batteries for each of the UPS units listed below. If the agency determines that battery replacement is necessary, the agency may elect to have the vendor provide the battery replacement and disposal of spent batteries.

Pricing Table D – Replacement Batteries

07/01/2018 – 06/30/2019 Cost 07/01/2019 – 06/30/2020

100 replacement batteries for TrippLite SU20K3 20KVA (Knotts Street, Springfield)

240 replacement batteries for TrippLite SU20K3 20KVA (GEMS Sites)

40 Replacement Batteries for TrippLite SU60K 60 kVA (Outer Park, Springfield)

Disposal of spent UPS batteries for each site

Installation by a field engineer for each site

COMPANY CONTACT INFORMATION

Company Name:

Company Address:

City / State / Zip:

Company Contact:

Contact Email:

Contact Phone:

Date:

Notes to Vendor:

· All quoted prices must be valid for 90 days from date of submission. All prices must include shipping and handling charges. No price increases will be accepted. In the event of a price decrease, the agency is guaranteed to receive the lowest price.

· The State reserves the right to reject all offers; to reject individual offers for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; and to waive minor defects.

· Award will be based on the sum total for all prices by using the scenario as described above.

· If this form is not filled out in its entirety, the quote/offer may be disqualified.

· Vendor shall not bill for any taxes unless accompanied by proof the State is subject to the tax. If necessary, Vendor may request the applicable agency’s Illinois tax exemption number and federal tax exemption information.

18-588IEMA-NCLRF-R-5210

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