2023 - 01.04.2023 UPS Battery Replacement Statement of Work.docx

Gaithersburg Facility UPS Battery Replacement Computer Facilities Services Team (CFST) – Statement of Work

Requistioner Contact Info:

Ramil Palmaira, 202-253-1270 Ramil.Palmaira@nist.gov

Secondary Requestor Info:

Joseph B. Luptak, 202-423-8026 Joseph.Luptak@nist.gov

A. Background

The Computer Facilities Services Team (CFST), part of the Infrastructure Services Division (ISD/184), provides Computing Facilities Services support for NIST location in Gaithersburg, Maryland. The specified UPS batteries outlined in this market research will be installed in the Gaithersburg facility. The UPS batteries are due for replacement.

B. Objective

OISM is seeking to procure quantity 60 VRLA 16 Volt batteries model 16HX925F-FR and the battery replacement must be performed by an authorized Eaton service technician, who will then calibrate the UPS to support the new batteries. Eaton manages the warranty on the Eaton 9395-550-550-CC UPS and its UPS battery banks.

The contractor must deliver and install the 60 VRLA 16 Volt batteries model 16HX925F-FR within 12 weeks after the date of award. No exceptions will be accepted for delays caused by availability of parts due to supply issues.

Due to the complex design and concern for safety, Eaton does not allow unauthorized 3rd-party service providers to perform maintenance on Eaton 3-phase UPSs. Eaton employs a robust staff of factory-trained field engineers to perform preventive and remedial UPS services.

These services cannot be performed without the use of a Service Toolkit (software). The Toolkit and required training are not made available to technicians who are not direct Eaton employees unless they are expressly under contract with Eaton to provide such services. As such, Eaton Corp is the sole and exclusive service provider for Eaton UPS modules. Service taskorders and contracts may be purchased through Eaton’s Authorized reseller partners. The battery replacement must be performed by an authorized Eaton service technician, who will then calibrate the UPS to support the new batteries. In case something breaks during the work, Eaton maintains spare parts on hand to repair the UPS immediately.

C. Description of Products and Services

· Quantity 60 VRLA 16 Volt batteries model 16HX925F-FR (Roughly 250 pounds per battery)

· No other type of batteries will be accepted.

· Eaton Battery Replacement Supporting Documents: R-9, W-1, R-11

· Labor and specialized rigging to install batteries

· Staging required for removal of existing and replacement with new batteries

· Installation of the new batteries: (Maximum of four batteries can be on the UPS floor at a time and none can be stored at any area other than the staging area on the first floor, so this process will need to be repeated multiple times till battery replacement has been completed.)

1. Transporting new batteries up and down 4 flights of stairs.

2. Visual inspection of connection terminals, inter cell/battery connectors, cables, etc.

3. Visual inspection of cell covers, containers, and post seals

4. Cleaning of accessible surfaces as required for battery replacement

5. Protection of the battery monitoring system and re-installation of the battery monitoring system as the UPS batteries are replaced.

6. Installation of new batteries to proper torque values and battery verification per manufacturer specifications

7. Transporting of old batteries down 4 flights of stairs.

· Reset of float voltage on UPS and the UPS battery run time calculator.

· EPA approved removal and disposal of existing batteries

· Provision of a “field activity report” (FAR) with applicable data and notes regarding installation (within 5 business days)

· All freight and delivery charges are included.

D. Contractor Responsibilities:

Transporting of Batteries

1. Transporting of batteries will require specialized staging since the floor of the UPS room cannot handle the weight of all the batteries.

2. The UPS and the battery banks sit on a specialized pad that has still braces that support its weight that run between two building support beams.

3. Because of the floor weight restrictions, no more than 4 batteries, either good or bad can be on the floor at one time. An example would be to transport two batteries up and remove two batteries from the battery bank which totals four batteries on the floor at one time.

4. There is no elevator access available for this procurement between the 3rd and 5th floors.

5. The batteries will need to be stored on pallets at the specified loading area on the 1st floor level loading dock.

6. Cart two six batteries on a pallet to the elevator up to the 3rd floor. Stage the pallet of six batteries along the wall of the stairway door leading to the 5th floor. where they will need to be lifted from the cart at the 3rd floor area.

7. Two The batteries must be hand carried up four flights of stairs to the 5th floor at a time.

8. .Once two batteries are replaced, two old batteries will be hand carried down 4 flights of stairs to the 3rd floor staging area.

9. Once the six new batteries are replaced, the pallet of six old batteries must be transported back down to the loading dock.

10. Repeat steps 6 through 9 until all batteries are replaced.

11. The batteries cannot be stored on the 3rd floor even for transition nor can the elevator handle more than four batteries at a time with the cart and supporting staff.

12. The contractor is responsible for providing appropriate lifts, pallet jacks, and such to transport batteries.

13. There is no exterior door to allow for crane access to the 5th floor.

14. The loading dock does not have a lift.

15. The loading dock can support a truck with up to 16 wheels.

16. The delivery truck must have its own lift to transport the batteries from the truck to the loading dock.

17. The loading dock is about 50 feet to the service elevator.

18. The 3rd floor elevator is about 25 feet from the 3rd floor staging area.

19. Four flights of stairs from the 3rd floor to the 5th floor. No elevator access from 3rd floor to 5th floor

20. The 5th floor stairway entrance is about 30 feet to the UPS room.

21. The UPS battery banks sit on a cement slab with two feet of space to allow access. This slab is raised from the floor. You will need to provide a lift to be placed on the floor or on the slab to transport the batteries to the battery bank location.

22. The pallet and the jack cannot fit through the stairway entrance door.

23. The service elevator max capacity is 6000 pounds.

Installation of Batteries

1. The base of the UPS is larger than a normal base in that it extends 24” from the front of the UPS and about 18” from the back of the UPS.

1. Contractor must ensure that an appropriate lift is used based on the dimension provided above.

1. NIST will not provide a lift nor rigging for this, it will need to be set up by the contractor and removed after the job is complete.

1. Only one battery bank is allowed to be off at a time and that will need to be coordinated with NIST CF Operations team using the phone in the UPS room.

1. The UPS will remain running and carrying a load while this maintenance is being performed.

1. Battery replacement and removal must be done during business hours

Battery Monitoring System

1. There is a fully functioning battery monitoring system that is connected to each battery with a separate sensor.

2. It is critical that these sensors are protected while the battery replacements are occurring and that they are prevented from shorting.

3. When working with the battery monitoring system, the contractor is responsible for using best industry practices.

4. After turning off the battery bank, the battery monitoring must be removed from one string at a time and not one battery at a time.

5. Once the battery is replaced on the string, the battery monitoring must be installed back to the batteries before working on the next string of batteries.

6. Do not disconnect the battery monitoring and connect the battery monitoring when power is on. This will short out the battery monitoring sensors.

7. Prior to moving on to the next battery bank, it is the responsibility of the contractor to make sure the batter monitoring is working properly.

8. Prior to acceptance, CFST management must make sure the battery monitoring is working as it should.

9. If the battery monitoring is not working properly, it is the responsibility of the contractor to fix the problem.

10. The battery monitoring system is Phoenix Broadband Technologies

Battery Delivery and Removal

1. The truck delivering the batteries will be required to provide its own lift, the contractor should not assume that there will be a loading dock, nor will there be a lift.

2. The pallets of batteries will be stored in the designated location outside and should remain covered on pallets in the specified area.

3. Old batteries must be stored outside the loading dock.

4. The old batteries must be removed from NIST campus within 5 business days upon completion of the job.of the arrival of the batteries.

E. Inspection, testing criteria, and final acceptance As part of the procurement, the contractor is responsible for inspection of all components, and installation, testing, and troubleshooting of the completed installation of the new UPS batteries prior to final acceptance. Once the UPS batteries are installed, they must receive final acceptance by CFST management in Gaithersburg.

Any defects encountered after final acceptance will be subject to the manufactures warranty.

F. Manufactures Warranty The 60 VRLA 16 Volt batteries model 16HX925F-FR must come with a minimum of a three-year warranty that includes 100% parts. The warranty period begins once NIST final acceptance is completed.

G. Contractor’s minimum qualifications

The battery replacement must be performed by an authorized Eaton service technician, who will then calibrate the UPS to support the new batteries.

H. Period of performance

Contractor must deliver and install the 60 VRLA 16 Volt batteries model 16HX925F-FR 12 weeks after the date of award.

I. Delivery requirements:

All deliveries will take place Monday thru Friday, during normal business hours (8AM – 4 PM). Deliveries will be made to CF Manager on the NIST Gaithersburg campus.

Ramil Palmaira

(202) 253-1270; ramil.palmaira@nist.gov NIST Facility Manager 100 Bureau Drive Building 225; Room A02 Gaithersburg, Md 20899

Freight/Shipping Charges:

All shipping charges are to be specified and included in the market price provided by contractor.

J. Payment Terms:

The Government will pay after NIST final acceptance.

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