IFB.pdf

INVITATION FOR BIDS (IFB) NO. 26-5690

TO

FURNISH, DELIVER, AND INSTALL EATON UPS BATTERIES

FOR

THE INFORMATION AND TECHNOLOGY (IT) CENTER

UNIVERSITY OF HAWAII

HONOLULU, HAWAII

JULY, 2026

BOARD OF REGENTS

IFB NO. 26-5690

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TABLE OF CONTENTS

IFB No. 26-5690, to Furnish, Deliver, and Install EATON UPS batteries for the UH IT Center, University of Hawaii, Honolulu, Hawaii.

Section Pages

Notice to Bidders………………………………………………………………………... 2

Bid Requirements………………………………………………………………………. 3 - 4

Technical Specifications……………………………………………………………….. 5 - 9

Special Provisions………………………………………………………………………. 10 - 13

ATTACHMENT - Mandatory Bid Form……………………………………………….. 1 - 5

IT IS THE RESPONSIBILITY OF ALL BIDDERS TO CHECK THE TABLE OF CONTENTS

TO CONFIRM THAT ALL PAGES LISTED THEREIN ARE REVIEWED AND THAT THE

MANDATORY BID FORM IS SUBMITTED AS PART OF THEIR BID PACKAGE.

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NOTICE TO BIDDER

NOTICE TO BIDDERS

The University of Hawaii IFB No. 26-5690, to FURNISH, DELIVER, AND INSTALL EATON UPS batteries for the UH Information & Technology Center, University of Hawaii, Honolulu, Hawaii is issued and will be awarded through the State of Hawaii’s electronic procurement system (HIePRO). All bid responses must be submitted electronically through HIePRO no later than 2:30 p.m., August 10, 2026. Bids received after the due date and time or received in a form other than electronically through HIePRO will not be considered.

Bidders are advised that they should not wait until the last minute to submit their bid through HIePRO. Bidders are solely responsible for ensuring that their electronic submission through HIePRO is complete and all necessary files (Mandatory Bid Form) are attached to their bid prior to the IFB due date and time. The University shall not be responsible for any delay or failure of any Bidder to submit any materials updated through the IFB process on a timely basis.

Electronic Procurement Bidders interested in responding to this electronic solicitation must be registered on HIePRO.

To register, visit the following link:

https://hiepro.ehawaii.gov/videos/video/vendor_registration.html. Reference the Vendor Quick Reference Guide for additional information at https://hiepro.ehawaii.gov/static-resources/VendorQuickReferenceGuide.pdf.

HIePRO will be the system of record for the issuance of the IFB, to receive the Mandatory Bid Form and other Bid requirements, issue Amendments, and make award for the IFB.

Amendments and other information and materials provided through HIePRO, may include additions or changes with respect to the due date and time.

Special instructions in HIePRO related to this solicitation are incorporated herein and made a part of this IFB through reference. Bidders shall review all special instructions located in HIePRO.

Questions and Clarifications All questions and requests for clarifications must be submitted electronically through HIePRO.

Questions must be submitted by July 20, 2026 Responses will be posted on July 27, 2026.

The University may refuse to answer any questions received outside of HIePRO or after the Questions/Answers deadline.

Luis Salavaria Chief Procurement Officer University of Hawaii

Posting Date: July 13, 2026

Vendors are responsible for notifying the Procurement Specialist Zachary Kane (e-mail: zkane@hawaii.edu) for accessibility concerns related to this IFB.

https://hiepro.ehawaii.gov/videos/video/vendor_registration.html https://hiepro.ehawaii.gov/static-resources/VendorQuickReferenceGuide.pdf https://hiepro.ehawaii.gov/static-resources/VendorQuickReferenceGuide.pdf mailto:zkane@hawaii.edu

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BID REQUIREMENTS

TO

FURNISH, DELIVER, AND INSTALL EATON UPS BATTERIES

FOR

THE INFORMATION AND TECHNOLOGY (IT) CENTER

By attaching The Mandatory Bid Form to HIePRO, the bidder has carefully examined the

INVITATION FOR BIDS (IFB) NO. 26-5690, TO FURNISH, DELIVER, AND INSTALL EATON

UPS batteries & removal and disposal of existing batteries, as required by the University in strict accordance with the true intent and meaning of the Invitation for Bids (IFB) and shall complete delivery and installation in accordance with the schedule set forth in Technical Specifications subsection 3 (INSTALLATION).

TAX LIABILITY

Both out-of-state and Hawaii bidders are advised that the amount bid on this solicitation is subject to the general excise tax imposed by Chapter 237, Hawaii Revised Statutes (HRS) and, if tangible property is being imported into the State of Hawaii for resale, the use tax (currently 1/2%) imposed by Chapter 238, HRS. (Refer to Taxes in the General Provisions.)

Bidders are therefore cautioned to consider such taxes in formulating their bids since no adjustments to the prices bid shall be allowed.

BASIS FOR AWARD

The award of contract, if awarded, shall be made to the lowest responsive and responsible bidder on the TOTAL BID AMOUNT (ITEM 1-3).

Prices for all items shall include cost of transportation, delivery fees (if any), disposal fees, and all applicable taxes. Price shall be F.O.B. destination.

NOTE TO BIDDERS

An acceptable bid must conform in all material respects to this Invitation for Bids. Any of the following may be grounds for disqualification:

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1. Taking exception to any of the specifications, terms or conditions contained in the IFB.

2. Placing conditions on the furnishing of solicited goods or services.

3. Inclusion of a quotation or order form containing additional specifications, terms or conditions.

4. Referencing external documents containing additional specifications, terms or conditions.

Bidders are advised that bids are evaluated as submitted and requests by bidders to delete conditions contained in their bids after bid opening cannot be considered.

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TECHNICAL SPECIFICATIONS

This section describes the Technical Specifications for the UPS battery devices required. The Technical Specifications listed herein are the minimum requirements and are mandatory for an accepted bid.

1. EQUIPMENT AND RELATED ACCESSORIES

Line Item

# of Units

Manufacturer / Part Number

Description

1 90 Enersys DataSafe. No Substitutions.

Enersys DataSafe 16HX800 UPS Batteries ( for existing UPS No 1, S/ N EF391BAA03)

2 90 Enersys DataSafe No Substitutions.

Enersys DataSafe 16HX800 UPS Batteries ( for existing UPS No 2, S/ N EF391BAA02)

3 90 Enersys DataSafe No Substitutions.

Enersys DataSafe 16HX800 UPS Batteries ( for existing UPS No 3, S/ N EF391BAA01)

4 40 Battery Replacement No Substitutions.

PWHR12330W4FR Battery Replacement ( for existing UPS at Keller, S/ N EU094ZBA01)

No Substitutions are allowed for the above listed items.

2. SPECIFICATIONS

This section indicates the Technical Specifications required for the UPS batteries. The Technical Specifications listed herein are the minimum requirements and are mandatory for an accepted bid.

1. EnerSys 16HX800 UPS Batteries shall be provided for existing Eaton UPS equipment as follows:

a. Eaton UPS #1 - S/N ED391BAA03, NINETY (90) batteries

b. Eaton UPS #2 - S/N ED391BAA02, NINETY (90) batteries

c. Eaton UPS #3 - S/N ED391BAA01, NINETY (90) batteries

2. Batteries for UPS #1, #2 and #3 located in the ITC Building shall meet the following requirements:

a. Front Terminal 16V Uninterruptible Power Supply (UPS)

b. Manufactured with Valve Regulated Lease Acid (VRLA) technology

c. Flame Retardant UL94 case and cover to meet UL 1778

d. Positive and Negative plate grids of lead-calcium-tin alloy for long life and efficient recharge

e. Individual flame arresting cell vents

f. 100% initial battery capacity

g. High performance brass threaded receptacle, bolt terminal and faston terminals

h. Front Terminal HX scales to larger Kva systems 550, 800, and 925 WPC

i. Front Terminal Datasafe cabinets provides higher energy density in the cabinet

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j. Insulating covers included with voltmeter probe access to enhance safety and simplify maintenance routines

k. Integrated handle support doubles as an automatic spacer between units to enhance airflow and thermal management

l. Self-resealing, flame-arresting vents and low-pressure non-return valve prevent ingress of atmospheric oxygen

m. Nor-Lock washer provides a secure front terminal M8 connection over the life of the battery

n. Solid tin-plated copper bushbars reduced connection resistance to enhance power delivery from the battery system

o. Dual-tab washer enables quick connection to battery monitoring systems

p. Polypropylene strap handle simplifies installation, removal and replacement

q. UL Listed 1989 – UL File MH 12544

r. Manufactured to EnerSys standards in ISO 9001 registered production facilities worldwide

s. Approved to ship as non-hazardous, non-spillable per IARA Special Provisions

A67/49CFR

t. Flame retardant case and cover to meet UL-94

u. Shall include 3 year battery parts coverage and one year battery labor charge

3. PWHR12330W4FR Battery Replacement shall be provided for existing Eaton UPS Equipment as follows:

a. Eaton (Powerware) UPS #4 – S/N EU094ZBA01, FORTY (40) batteries

4. Batteries for UPS #4 located at Keller hall room 103A shall meet the following requirements:

a. Battery Dimensions 8.44 inches high (214.3 mm) x 12.15 inches wide (308.7 mm) x 6.65 inches deep (169 mm)

b. 6 cells per unit, 12 volts

c. 330W @ 15-minute rate to 1.67V per cell @ 77 degrees F (25 degrees C)

d. 100% initial battery capacity

e. 12-thread lead alloy recessed terminal to ccept M6 bolt

f. Container material shall be Polypropylene UL 94-V0/File E50955 Fammability Resistance of UL94-HB

g. Shall include 3 year battery parts coverage and one year battery labor charge

2. DELIVERY LOCATION

Equipment shall be delivered and installed at the UH IT Center 2520 Correa Road Honolulu, Hawaii 96822 in accordance with the schedule set forth in the Technical Specifications subsection 3 (INSTALLATION).

3. INSTALLATION

All new batteries must be installed by a current certified & authorized Eaton

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TECHNICAL SPECIFICATIONS

manufacture technician with current factory calibration tools for Eaton UPS equipment.

That would allow immediate response to any circumstances that may arise during service work. Certification letter from Eaton to be provided at time of bid submission.

University of Hawaii Terms and Conditions must be accepted by awarded bidder with no modifications, exclusions or addendum.

Due to space limitations, shipment and staging of batteries and materials shall be coordinated with ITS Staff. Multiple deliveries and storage should be expected as part of the requirements for installation.

Delivery and installation shall be made according to the following schedule:

i. UPS #1 (S/N ED391BAA03) – Delivery and installation within TWO (2) months of date designated in Notice to Proceed.

ii. UPS #2 (S/N ED391BAA02) – Delivery and installation within FOUR (4) months of date designated in Notice to Proceed.

iii. UPS #3 (S/N ED391BAA01) – Delivery and installation within SIX (6) months of date designated in Notice to Proceed.

iv. UPS #4 (S/N EU094ZBA01 – Delivery and installation within SIX (6) months of date designated in Notice to Proceed

4. DISPOSAL

Disposal and removal of existing batteries to be coordinated with ITS staff and to be done within three (3) working days of removal.

5. WARRANTY

Full Three-Year Warranty Coverage: All UPS hardware, Extended Battery Modules (EBMs), and internal/external battery strings shall be covered by a full three (3) year comprehensive onsite warranty.

• Scope: The warranty must include all shipping costs, travel expenses, and onsite labor required for repair or replacement of defective components.

• Battery Guarantee: Batteries shall be warranted for full replacement (not prorated) if they fail to maintain 80% of their rated capacity during the 36-month period.

• Response Time: The vendor must provide a guaranteed response or replacement window (e.g., Next Business Day) for any warranty claims.

All questions pertaining to the Technical Specifications must be submitted electronically through HIePRO. Questions must be submitted by July 20, 2026 Responses will be posted on July 27, 2026.

The University may refuse to answer any questions received outside of HIePRO or after the Questions/Answers deadline.

Bidders are cautioned to review the Technical Specifications carefully and thoroughly.

Objections to or requests for clarification of the specifications shall be made through HIePRO as a Question or in writing in accordance with the General Provisions to the

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TECHNICAL SPECIFICATIONS

Office of Procurement Management prior to the submittal of a bid. The submittal of a bid shall be considered as acceptance of the specifications as published.

SPECIAL PROVISIONS

1. SCOPE

To furnish, deliver, and install EATON UPS batteries, and remove and dispose of existing batteries for the UH IT Center, Honolulu, Hawaii shall be in accordance with the terms and conditions of IFB No. 26-5690 and the General Provisions dated September 2013 included by reference. Copies of the General Provisions are available at the Office of Procurement Management, University of Hawaii, 1400 Lower Campus Road, Room 15, Honolulu, Hawaii 96822 or the General Provisions may be viewed at:

https://www.hawaii.edu/procurement/vendor-info/terms-and-conditions/general-provisions-for-goods-and-services/

2. AUTHORITY

IFB No. 26-5690 is issued under the provisions of Hawaii Revised Statutes, Chapters

103 and 103D. All prospective bidders are charged with presumptive knowledge of all requirements of the cited legal authorities. Submission of a valid executed bid by any prospective bidder shall constitute an affirmation of such knowledge on the part of such prospective bidder.

3. TECHNICAL REPRESENTATIVE OF THE PROCUREMENT OFFICER (TRPO)

The Technical Representative of the Procurement Officer is Corey Egami, ITS Facilities

Manager, 808-777-0650.

4. BIDDER'S QUALIFICATIONS

To qualify to bid on the specified goods and/or services, the bidder must be engaged in a business whose primary and customary interest is to provide the specified goods and/or services. The bidder must also have the requisite experience, appropriate forms of insurance, and proper licenses. The University reserves the right to disqualify any potential bidder if, in its discretion, the University determines that the bidder does not have the requisite experience or expertise to provide the goods and/or services.

Bidder must be an authorized reseller of EATON products.

5. DISCONTINUED MODELS

If the model specified is discontinued prior to delivery, Contractor shall provide to the

University a letter from the manufacturer, on company letterhead, stating the model number being discontinued, the replacement manufacturer and model number, and verifying statement that the replacement meets or exceeds the minimum Technical Specifications. Contractor shall furnish the replacement model at the original bid price.

6. DELIVERY

Prior to the delivery the Contractor shall contact the Technical Representative to coordinate delivery.

The physical site at which the goods shall be delivered are as follows:

UH IT Center 2520 Correa Road Honolulu, Hawaii 96822

7. DAMAGED/DEFECTIVE GOODS

The University reserves the right to reject damaged or defective goods, which shall be promptly and satisfactorily replaced by the Contractor at no additional cost to the University.

8. PAYMENT

Contractor shall be remunerated upon final acceptance of goods and submission of a properly executed original invoice and ONE (1) copy, indicating the contract number to the UH IT Center, Attn: Corey Egami, 3rd Floor 2520 Correa Road Honolulu, Hawaii

96822, THIRTY (30) calendar days following submission of invoice and acceptance of services/goods.

9. INSURANCE

Contractor shall maintain insurance acceptable to the University in full force and effect throughout the term of this contract. The policy or policies of insurance maintained by Contractor shall provide automobile liability in the amount of $5,000,000 combined for bodily injury and property damage per occurrence and $15,000 per person no fault (no aggregate limit per occurrence) and Commercial General Liability in the amount of $1,000,000 per occurrence/aggregate.

Insurance shall be in force the first day of the term of this contract.

Each insurance policy required by this contract shall contain the following three clauses:

a. "This insurance shall not be cancelled, limited in scope of coverage or non-renewed until after THIRTY (30) days' written notice has been given to the University of Hawaii, Director of Office of Procurement Management."

b. "It is agreed that any insurance maintained by the University of Hawaii will apply in excess of, and not contribute with, insurance provided by this policy."

c. "The University of Hawaii is added as an insured as respects operations performed for the University of Hawaii."

Clauses b and c are waived for any professional liability/errors and omissions liability insurance.

Contractor agrees to deposit with University, on or before the effective date of this contract, certificates of insurance necessary to satisfy the University that the insurance provisions of this contract have been complied with and to keep such insurance in effect and the certificates therefor on deposit with the University during the entire term of this contract.

The University shall retain the right at any time to review the coverage, form, and amount of the insurance required hereby. If, in the opinion of the University, the insurance provisions in this contract do not provide adequate protection for the University, the University may require Contractor to obtain insurance sufficient in coverage, form, and amount to provide adequate protection. The University's requirements shall be reasonable but shall be designed to assure protection from and against the kind and extent of the risks which exist at the time a change in insurance is required.

The University shall notify Contractor in writing of changes in the insurance requirements; and if Contractor does not deposit copies of acceptable insurance policies with the University incorporating such changes within SIXTY (60) days of receipt of such notice, this contract shall be in default without further notice to Contractor and the University shall be entitled to all legal remedies.

The procuring of such required policy or policies of insurance shall not be construed to limit Contractor's liability hereunder nor to fulfill the indemnification provisions and requirements of this contract. Notwithstanding said policy or policies of insurance, Contractor shall be obligated for the full and total amount of any damage, injury, or loss arising from its acts or omissions with respect to this contract.