J.1- SOW- UPS prev maint and emerg services.pdf

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Preventive Maintenance and Emergency Service of 750 kW Uninterruptible Power Supply (UPS) and Associated Equipment

Statement of Work (SOW)

Architect of the Capitol (AOC)

Library Buildings and Grounds (LBG)

James Madison Memorial Building (JMMB)

April 24, 2025

Statement of Work – Preventive Maintenance and Emergency Service of JMMB 750 kW UPS i

CONTENTS

1.0 PROJECT TITLE

2.0 BACKGROUND

3.0 SCOPE OF WORK

4.0 APPLICABLE POLICIES AND STANDARDS

5.0 TASKS

5.1 Task 1 (Base Year)

5.2 Task 2 (Option Year 1)

5.3 Task 3 (Option Year 2)

5.4 Task 4 (Option Year 3)

5.5 Task 5 (Option Year 4)

6.0 DELIVERABLES AND DELIVERY SCHEDULE

6.1 Kick-Off Meeting

6.2 Transition-In Plan:

6.3 Project Management Plan:

6.4 Weekly Status Report:

6.5 Monthly Status Report:

6.6 Architecture Design Diagrams:

6.7 Government Furnished Equipment / Property (GFE/GFP) Inventory Report:

6.8 Transition-Out Plan:

6.9 Delivery Instructions

7.0 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) / QUALITY CONTROL PLAN (QCP).. 5

8.0 GOVERNMENT FURNISHED EQUIPMENT / PROPERTY (GFE/GFP)

9.0 CONTRACT TYPE

10.0 PERIOD OF PERFORMANCE

11.0 PLACE OF PERFORMANCE / HOURS OF OPERATIONS

12.0 TELEWORK:

13.0 OTHER DIRECT COSTS (ODC):

14.0 TRAVEL

15.0 KEY PERSONNEL AND QUALIFICATIONS

15.1 Electrical Supervisor

15.2 UPS/STS/PDU Electrician/Technician

16.0 SUBSTITUTION OF KEY PERSONNEL:

17.0 CONTRACTOR QUALIFICATIONS

18.0 PERSONAL SERVICES

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19.0 INVOICING

20.0 SECURITY

21.0 SAFETY

22.0 ENERGY EFFICIENCY / COMPLIANCE

23.0 SUSTAINABILITY

24.0 POINTS OF CONTACT

25.0 ACRONYMS

1.0 PROJECT TITLE

James Madison Memorial Building (JMMB), Preventive Maintenance and Emergency Service of 750 kW Uninterruptible Power Supply (UPS) and associated equipment.

2.0 BACKGROUND

Established as a permanent office in 1876, the Architect is provided permanent authority for the care and maintenance of the United States Capitol based on Section 1811 of Title 2 of the United States Code. The Architect is responsible for the maintenance, operation, development and preservation of 18.4 million square feet of buildings and more than 570 acres of land throughout Capitol Hill. This includes the U.S. Capitol, House and Senate office buildings, the U.S. Capitol Visitor Center, the Library of Congress (LOC), the Supreme Court of the United States, the U.S. Botanic Garden, the Capitol Power Plant, and other facilities. The Architect also provides professional expertise with regard to the preservation of architectural and artistic elements entrusted to his care and provides recommendations concerning design, construction and maintenance of the facilities and grounds.

The JMMB 750 kW UPSs were installed in January 2018. The associated equipment are UPS switchboards, 2-250A ABB Static Transfer Switches (STS), 2-300 kVA ABB(Cyberex) Power Distribution Units (PDUs), 2-TLE 750 kW UPS, 300EA 16HX-800 Batteries, 1-600A GE (formerly Power Distribution, Inc. -PDI) STS, 1-800A GE(PDI) STS and panelboards.

The 2-TLE 750 kW UPS, UPS Switchboards, 300EA 16HX-800 Batteries, 1-600A GE (PDI) STS, and 1-800A GE(PDI) STS were installed together in 2018. The 2-250A ABB STS, and 2- 600A lugs only panelboards with 2-225A and 2-100A molded case circuit breakers per panel were installed in 2019. The 2-300kVA PDUs were manufactured in June 2012. All 300 16HX-800 batteries were replaced in September 2023. The capacitors, fans, and control batteries of both UPSs were replaced in June 2024. The booster module of UPS1 was replaced in June 2024.

The UPS and associated equipment serve IT systems, mission critical operations, security, fire and life safety power systems in JMMB. This equipment needs periodic preventive maintenance to improve reliability and continuity of service.

3.0 SCOPE OF WORK

The Contractor shall provide all necessary materials, equipment, tools and labor to perform preventive maintenance and emergency service (as needed basis particularly in the event of an unexpected power shutdown) on all equipment listed in Attachment J.4 and provide maintenance or service report and recommendations. The Contractor shall be able to demonstrate to the AOC that the equipment listed in this document are fully operational and functional as originally designed within the entire period of performance.

4.0 APPLICABLE POLICIES AND STANDARDS

4.1. All work must comply with Industry Standards, National Electrical Code and OSHA Regulations Standards. The documents listed below provide general guidance on AOC requirements and standard procedures.

• National Fire Protection Association (NFPA) 70 – National Electrical Code.

• NFPA 70E - Standard for Electrical Safety in the Workplace.

• Occupational Safety and Health Administration (OSHA) Regulations (Standards - 29 CFR) 1926 Subpart E and 1926 Subpart K ; and

• All applicable codes.

The Contractor shall not deviate from any of the above documents without express approval granted by the Contracting Officer’s Representative (COR).

5.0 TASKS

The Contractor shall provide all the services described in this document and as further detailed in each Base and Option year SOW Task attachment.

5.1 Task 1 (Base Year)

The Contractor shall perform all work described in SOW Attachment 1.

5.2 Task 2 (Option Year 1)

The Contractor shall perform all work described in SOW Attachment 2.

5.3 Task 3 (Option Year 2)

The Contractor shall perform all work described in SOW Attachment 2.

5.4 Task 4 (Option Year 3)

The Contractor shall perform all work described in SOW Attachment 2.

5.5 Task 5 (Option Year 4)

The Contractor shall perform all work described in SOW Attachment 2.

The Contractor shall coordinate with the Contracting Officer’s Representative (COR)regarding date of deliveries and performance of work to facilitate proper notification with stakeholders such as the Capitol Police and the Library of Congress.

6.0 DELIVERABLES AND DELIVERY SCHEDULE

The Contractor shall submit and deliver the equipment, documents, and services to the Government as described in each task.

6.1 Kick-Off Meeting

Within 10 calendar days of award, the Contractor shall meet with the Contracting Officer’s Representative/AOC Project Manager (COR/PM) to review the Project Requirements including the Statement of Work, the Delivery and Installation Schedule, the Project Budget, and next steps. Following the meeting, the contractor shall prepare and deliver the Project Schedule and submit it to the COR/PM for approval within 10 calendar days.

6.2 Transition-In Plan:

Not applicable to this requirement.

6.3 Project Management Plan:

Not applicable to this requirement.

6.4 Weekly Status Report:

Not applicable to this requirement.

6.5 Monthly Status Report:

Not applicable to this requirement.

6.6 Architecture Design Diagrams:

Not applicable to this requirement.

6.7 Government Furnished Equipment / Property (GFE/GFP) Inventory Report:

Not applicable to this requirement.

6.8 Transition-Out Plan:

Not applicable to this requirement.

Table 1 - Deliverables and Delivery Schedule

Deliverable/Description Type Delivery Method(s) Delivery Date/Frequency Kick-Off Meeting Briefing Teams Call Ten (10) calendar days after contract award OEM or OEM Equivalent Training Programs - Certificate of Completion

Certificate Email Ten (10) calendar days after contract award

Key Personnel resumes and certifications

Resume and certificates

Email As provided with the successful proposal.

Substitutions only in accordance SOW Section

16.0 and AOC52.211-1 and

AOC52.211-2

Submittal package, Delivery schedule and Installation Schedule

Document(s) Email 30 calendar days after execution of each contract year

Annual Outage Inspection and Maintenance

Onsite In person On or before November of each Base and Option Year-either a 5-hour or 12-hour period. Coordinate with COR for the exact dates.

Preventive Maintenance Service Onsite visit In person As described in each task Emergency Services Onsite In person As needed

Deliverable/Description Type Delivery Method(s) Delivery Date/Frequency Test report, inspection, and restoration of all systems, and training.

Document and demonstration

In person As described in each contract year.

6.9 Delivery Instructions

All delivery vehicles and personnel must be screened at the United States Capitol Police (USCP) off-site facility. Truck and personnel information must be sent over in advance.

The following are off-site screening instructions for deliveries:

For all deliveries within seven (7) calendar days or prior to the first delivery, the Contractor shall provide the following information to the USCP:

(1) List of drivers;

(2) Date of birth for each driver;

(3) Last four numbers of Social Security Number of each driver;

(4) Vehicle make;

(5) Vehicle model;

(6) License tag number and state where vehicle is licensed;

(7) Color of vehicle; and

(8) Contractor name, if shown on the vehicle.

Information for deliveries made through the Shepherd Parkway facility must be emailed at osdcadmin@uscp.gov. For verification of receipt, the Contractor may call 202.224.0202.

Updates to the information must be renewed by April 30, August 31, and December 31 of each year and provided to the USCP whenever repetitive deliveries are anticipated.

Screening during normal hours for deliveries takes place at the USCP off-site screening facility at 4700 Shepard Parkway S.E. Washington D.C. between the hours of 4:30 AM and 3:00 PM, Monday thru Friday.

Screening after hours and weekends will take place at the USCP kiosk located on New Jersey Ave N.W. and C Street N.W. south of the Russell Senate Office Building. Proper driver/vehicle information must be sent to the Architect no less than 72 hours in advance of the delivery. The driver/vehicle information will need to be updated weekly or as directed by the USCP.

Delivery of all tools and materials must be coordinated with the Government at least two (2) weeks in advance.The deliverables shall be considered final upon receiving Government approval. The Government shall provide written notification of acceptance or rejection of all deliverables, except for invoicing, 10 days upon completion of all tasks listed in this SOW.

Approval or rejection of invoicing is within 30 days. All notifications of rejection will be accompanied with an explanation of the specific deficiencies causing the rejection. Items must be approved by the Contracting Officer (CO) and COR to be considered “accepted.”

Deliverables shall be deemed acceptable if the document adequately covers all required topics, meets general quality measures, and is professionally prepared in terms of accuracy, clarity, format, and timeliness. Quality measures, as set forth below, shall be applied to each work product received from the Contractor.

• Accuracy: Documents shall be accurate in presentation, content, and style;

• Clarity: Documents shall be clear and concise;

• Format: Documents shall be transmitted via mutually agreed upon media; and

• Timeliness: Documents shall be submitted on or before scheduled due date.

7.0 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) / QUALITY CONTROL PLAN (QCP)

The contractor shall develop a comprehensive program of inspections and monitoring actions, to include a Quality Control Plan (QCP), which is the driving force behind service quality. The QCP, in conjunction with the QASP, is intended to verify that the contractor’s quality control program is working and provides the measures needed to lead the contractor to project success. Once the quality control program is approved by the Government, careful application of the process and standards presented in the QASP will ensure a robust quality assurance program.

8.0 GOVERNMENT FURNISHED EQUIPMENT / PROPERTY (GFE/GFP)

9.0 CONTRACT TYPE

The contract type for this requirement is Firm-Fixed-Price with Time and Material.

10.0 PERIOD OF PERFORMANCE

The contract period of performance is one 12-month base period and four 12-month Option periods. The Period of Performance reads as follows:

Base Period- 1 July 2025 – 30 June 2026 (FY25) Option Year One- 1 July 2026 – 30 June 2027 (FY26) Option Year Two- 1 July 2027– 30 June 2028 (FY27) Option Year Three- 1 July 2028– 30 June 2029 (FY28) Option Year Four- 1 July 2029 – 30 June 2030 (FY29)

Note: The Annual Inspection and Maintenance as referenced in SOW Attachments 1 and 2 as section 1.0 Preventive Maintenance will occur during a specified shutdown period during November of each year.

11.0 PLACE OF PERFORMANCE / HOURS OF OPERATIONS

Work under this requirement shall be performed at the James Madison Memorial Building (JMMB), a Government facility. The Contractor shall plan to perform all tasks listed in this requirement during both normal working hours and off hours. Off hours means weekends and outside the normal working hours of 8:00am to 5:00pm, Monday-Friday.

The Contractor is not required to perform routine services on federal holidays except for emergency service. Federal holidays include, but are not limited to:

New Year’s Day Labor Day Martin Luther King Jr. Day Indigenous People’s Day President’s Day Veterans Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

12.0 TELEWORK:

Not applicable to this requirement.

13.0 OTHER DIRECT COSTS (ODC):

Not applicable to this requirement.

14.0 TRAVEL

Travel is not authorized under this requirement. No costs for transportation, lodging, meals or incidental expenses incurred by the Contractor are authorized nor shall be reimbursed under this requirement.

15.0 KEY PERSONNEL AND QUALIFICATIONS

The Contractor shall assign the work described in this document to appropriate key personnel capable of performing the requirements. All work shall be performed by qualified (i.e. trained or certified) engineers or technicians by the manufacturer or an appropriate organization. The key personnel must have at least 5 years of experience in performing preventive maintenance on similar or identical equipment described in this document in an occupied government facility.

The contractor shall provide the names, resumes, qualifications, and relevant certifications of the proposed Key Personnel project staff to the COR at time of award. The contractor must provide valid certification and recent proof of personnel training, and proof of experience working with similar or identical equipment in an occupied government facility.

The following are considered key personnel under the requirements of this contract:

15.1 Electrical Supervisor

The Electrical Supervisor shall have overall responsibility of contract activities such as planning, organizing, directing, controlling, staffing and reporting status, submitting deliverables and ensuring the field work is completed on time. The Electrical Supervisor shall be a full-time employee of the prime contractor.

Required Skills/Experience:

1. Possesses a minimum of Five (5) or more years of relevant Electrical Supervisor experience.

2. Possesses a minimum of Five (5) or more years of experience working in an occupied government facility.

3. Possesses a minimum of Five (5) or more years of experience working with critical power systems such as UPSs, STSs, and PDUs.

4. Possesses a minimum of Five (5) or more years of experience working with switchboards and panelboards preventive maintenance.

15.2 UPS/STS/PDU Electrician/Technician

The UPS/STS/PDU electrician/technician shall have overall responsibility on the execution of the preventive maintenance. The electrician/technician shall be a full-time employee of the prime contractor.

Required Skills/Experience:

1. Possesses a minimum of Ten (10) years of relevant industry experience or Five (5) years minimum Original Equipment Manufacturer (OEM) experience.

2. Possesses a current and Valid certification of completion of training on UPS operation, start-up, preventive maintenance, static switch operation, battery testing and maintenance, and maintenance bypass operation equivalent to OEM or Factory training.

3. Possesses a minimum of Five (5) or more years of experience working in an occupied government facility.

16.0 SUBSTITUTION OF KEY PERSONNEL:

Contractors shall follow guidance outlined in AOC52.211-1 and AOC52.211-2 for the substitution of key personnel.

Key personnel are critical to performance under this requirement. During the period of performance, key personnel shall only be replaced with people of comparable education and experience levels. The contractor shall obtain approval from the Government prior to replacement of any key personnel.

No changes in key personnel shall be made unless the contractor can demonstrate that the qualifications of prospective replacement personnel are equal to or better than the qualifications of the key personnel being replaced. The CO shall be notified in writing of any proposed substitution at least 15 calendar days in advance of the proposed substitution. Such notification shall include:

• An explanation of the circumstances necessitating the replacement;

• A resume of the proposed substitute that outlines their education, and basic and specialized experience; and

• As requested by the CO or COR, any other information, which will enable them to judge, whether or not the contractor is maintaining the same level of high quality key personnel.

The Government will evaluate key personnel substitutions. The CO will promptly notify the contractor of their approval or disapproval in writing. All disapprovals will require submission of another substitution to fill key positions within 15 calendar days from the date the contractor was notified.

Additionally, the contractor shall immediately replace any individual under this statement of work who fails to perform their duties adequately, is chronically absent/late, or conducts themselves in a manner that is inconsistent with AOC policies and practices.

17.0 CONTRACTOR QUALIFICATIONS

All work shall be completed by a prime contractor with the requisite qualifications and experience to perform the work successfully. Specifically, the prime contractor shall possess the following:

17.1 The prime contractor shall have a current and operational 24/7 Emergency Support number and be able to respond to emergency service calls within two (2) hours from the time the emergency call is made.

17.2 The prime contractor shall have a minimum of 15 years of verifiable experience and technical competence in UPS and critical power systems installation, repair and maintenance.

17.3 The prime contractor shall have manufacturer (GE, ABB, PDI, or Cyberex are acceptable) authorization or training programs equivalent to OEM for technicians to perform work on the UPS, STS, PDUs as listed in Attachment J.4. The training programs shall include but not be limited to UPS preventive maintenance method of procedure, UPS operation, start-up, preventive maintenance, static switch operation, battery testing and maintenance, and maintenance bypass operation equivalent to OEM or Factory training.

17.4 The prime contractor must have demonstrated experience of working in a Federal Government facility.

The prime UPS contractor shall be the primary contact with the Government's technical representative and shall be responsible for controlling the quality of work.

All workers shall be recognizable as employees of the Contractor by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges which show the Contractor's company name and employee name.

All Contractor employees shall conduct themselves in a proper, efficient, courteous, and businesslike manner. The Contractor shall remove from the site any individual(s) whose removal is requested by the COR based on the employee(s) behavior if it is deemed inconsistent with the best interest of the AOC.

Under NO circumstances shall any of the Contractor’s employees use or have in their possession any illegal substance or alcohol while on the property of the AOC. Failure to comply will be grounds for the immediate removal of the offending employee(s) from the premises.

18.0 PERSONAL SERVICES

Personal services are not authorized under this requirement.

19.0 INVOICING

The Contractor shall follow the invoicing instructions outlined in clause AOC52.232-1, Payment Requests (June 2021) when submitting invoices. The AOC will approve or reject an invoice within 30 days.

20.0 SECURITY

All contractor staff shall be subject to the USCP personnel security requirements. All contractor staff will be escorted by an AOC badged employee for access to appropriate work areas. The Contractor shall take necessary steps to ensure the individuals selected to work under this contract are professional and personally reliable, of reputable background, sound character, and possess the experience necessary to perform duties as specified in this contract.

The Contractor will be required to adhere to these procedures. Contractor staff are not permitted to make any use of agency computer equipment or supplies for purposes other than in performance of this contract.

All contractor staff shall exercise care to ensure the government property is always properly handled and secured to avoid loss or damage.

21.0 SAFETY

The Contractor shall comply with all AOC safety policies and shall require all employees to wear appropriate personnel protective equipment for the assigned tasks. The Contractor must follow all safety protocol and not engage in any unsafe acts. Injuries sustained because of unsafe acts shall be the responsibility of the Contractor. The Contractor shall be responsible for ensuring the project is completed within all applicable local, state, and federal regulations.

22.0 ENERGY EFFICIENCY / COMPLIANCE

There are no special energy efficiency requirements.

23.0 SUSTAINABILITY

This is not applicable to this requirement.

24.0 POINTS OF CONTACT

Contracting Officer (CO):

Troy Dorsey Phone: 202.394.9981 troy.dorsey@aoc.gov

Contracting Officer’s Representative (COR):

Cherwin Baga Phone: 202.417.0575 Cherwin.baga@aoc.gov

Contractor Representative To be determined mailto:troy.dorsey@aoc.gov mailto:Cherwin.baga@aoc.gov

25.0 ACRONYMS

CO Contracting Officer

COR Contracting Officer’s Representative

GFE Government Furnished Equipment

LOC Library of Congress

JMMB James Madison Memorial Building (JMMB)

NFPA National Fire Protection Association

ODC Other Direct Costs

OSHA Occupational Safety and Health Administration

POC Point of Contact

POP Period of Performance

PM Project Manager

STS Static Transfer Switches

UPS Uninterruptible Power Supply

USCP United States Capitol Police