SOW_Final_Rev2_DRAFT.pdf

STATEMENT OF WORK (SOW)

PREVENTATIVE MAINTENANCE AND EMERGENCY REPAIR OF

UNINTERRUPTIBLE POWER SUPPLY (UPS)

FOR

NATIONAL INSTITUTE OF STANDARD AND TECHNOLOGY (NIST)

1. BACKGROUND

National Institute of Standard and Technology (NIST) is a non-regulatory federal agency of Department of Commerce. NIST’s goal is to promote innovation by advancing measurement science, standard, and technology. To support critical loads and applications, NIST has Interruptible Power Systems (UPS) installed to protect the equipment from power outages, power spikes, and brown outs. It is important that the UPS systems be maintained at full operational performance. Therefore, maintenance support services are required.

NIST has requirements to procure services to maintain appr. 25 UPS systems and associated equipment in 9 Buildings including Buildings 215, 216, 217, 218, 219, 227, 235, 302, and 317. Services includes 24/7 emergency repair, on-site preventative maintenance UPS battery replacement, AC/DC Capacitor replacement and other services.

The Original Equipment Manufacturers (OEM) of the UPS systems include Eaton Electrical Inc, Schneider Electric Co, Toshiba Corp, and Vertiv Corp.

The Contract will be awarded with the base year and four (4) option years.

In regard to the UPS system at Building 215, the existing 375 KVA UPS will be replaced with a new 600 KVA Eaton UPS. The new Eaton UPS is scheduled to be installed in 2024/2025. The UPS service shall be provided after installation. No service is required for existing 375 KVA UPS system.

The following UPS systems are scheduled to be replaced in year 2027/2028 including.

• Building 215, room D02, Yellow Power UPS, 100 KVA

• Building 216, room C320. Yellow Power UPS, 100 KVA.

• Building 217, Room C322. Yellow Power UPS, 100 KVA

• Building 218, Room B09. Yellow Power UPS, 100 KVA

For Building 302 Eaton 9355-30 UPS for CHP (Co-gen) system, the UPS service must be performed after hours during NIST Site wide outage weekends including the Spring Site-wide Outage (in April) and the Fall Site-wide Outage (in October)

As built drawings are available upon request.

2. OBJECTIVE

2.1. The objectives of the UPS scheduled preventative maintenance contract are to:

• Eliminate system malfunction, breakdown and deterioration when units are running.

• Have continuously availability of installed UPS systems supporting the critical loads.

• All UPS preventative maintenance (PM) and Emergency repair service shall be performed by UPS OEM factory trained certified technicians.

• Eaton certified technicians shall perform PM and repair on Eaton UPS.

• Schneider Electric certified technicians shall perform PM and repair on Schneider Electric MGE UPS.

• Vertiv certified technicians shall perform PM and repair on Vertiv Liebert UPS.

• Toshiba certified technicians shall perform PM and repair on Toshiba UPS.

• The OEM will achieve a complete, effective, structured preventative and maintenance program on installed OEM UPS and batteries system.

• Maximum equipment service life.

• Rapidly return to service of UPS systems and components.

• All Batteries preventative maintenance (PM) and repair shall be performed by qualified technicians.

3. SCOPE OF THE CONTRACT

3.1. The Contractor shall provide all labor, material, transportation, equipment, material, expertise, tools, supervision, and management required to provide to perform Preventative Maintenance and Emergence repair service on the on Government owned Uninterruptible Power Supply (UPS) units located at NIST Gaithersburg Maryland campus.

3.2. The contract is a firm fixed price contract. The Period of Performance will include a one (1) base contract and with four (4) option year options.

3.3. The Contractor shall provide fully qualified OEM trained and certified technical service representatives to perform the required tasks for UPS maintenance and repair service.

3.4. The Contractor shall use only OEM Licensed software.

3.5. The Contractor shall provide UPS services according to the Attachment B for UPS service matrix.

3.6. The Contractor shall provide 4- hour Onsite Emergency Service, 7X24 Technical Support. All Parts Labor, and travel. Except Batteries and Proactive Capacitor. Apply to UPS systems of Eaton, Schnyder, Toshiba, and Veritiv.

3.7. The Contractor shall provide Annual and Semi-Annual UPS and Battery 5X8

Preventative Maintenance (one major and minor service0. All Parts Labor, and travel are included. Except Batteries and Proactive Capacitors.

Note: Except for Building 302 Eaton 9355-30 UPS for CHP system (item 6 list 2), the service must be performed during the Site wide outage weekends until further notice.

3.8. The Contractor shall provide AC/DC Capacitor full replacement service. Apply to UPS systems of Eaton, Schnyder, Toshiba, and Veritiv. The AC/DC 7X24 Capacitor replacement includes installation, removal, testing, and disposal of old parts.

3.9. The Contractor shall provide Battery replacement full service, with 3-year Parts

Warranty on failure of replacement batteries. Refer to battery replacement scope in other section for more details.

3.10. Contractor shall provide Eaton Life Extension Program for three (3) Eaton 9390 UPS at Building 235. Refer to other section for more details.

3.11. Refer to Eaton Flex Service Plan for detailed Emergency and maintenance service of Eaton UPS.

3.12. Refer to Ultra Service Plan for detailed Emergency and maintenance services of Schneider Electric UPS.

3.13. Refer to Vertiv Essential Service for detailed Emergency and maintenance service of Vertiv Liebert UPS.

3.14. Refer to Toshiba Gold Service for detailed Emergency and maintenance service of Vertiv Liebert UPS.

3.15. Provide a PM schedule with OEM recommended PM requirements/Checklist for

Government review.

3.16. Attachments

• Refer to Attachment A for equipment information.

• Refer to Attachment B for UPS Maintenance Service Matrix.

• Refer to Attachment C for Bid schedule.

• Refer to Attachment D for Service scope.

• Refer to Attachment E for Contractor guidelines.

• Refer to Attachment F for Electrical Safety

4. UPS SERVICE

Refer to Attachment D for applicable Service Scopes.

4.1. Eaton Flex Service plan for Eaton UPS System

Eaton Flex Service which includes 4 hours Onsite Emergency service, 7X24 Technical Support. Annual and Semi-annual UPS and Battery 5X8 Preventative Maintenance. All parts, labor and travel included Except Batteries and Proactive Capacitors. Refer to attached support documents, R-2, R3, R-5, R-30 and R-10

• 4-hour emergency service

• After Hours support (7 days per week, 24 hours per day) with parts and labor.

• 7/24 Technical support

• One (1) annual UPS Performance Check, Business Hours (5 days per week, 8 hours per day)

• Annual & Semi-Annual UPS and Batteries preventive maintenance,

• One (1) annual Sealed Battery Preventive Maintenance visit, Any Time

• The Contractor shall provide software/firmware updates as they become available.

• Refer to attachments R2, R5, R10, and R30 for details of Eaton UPS service.

• Eaton UPS model include:

o Eaton 93M-200-4 o Eaton 93M-400-6 o Eaton 93M-160-200 o Eaton 9390-20-40 o Eaton 93M-20-50 o Eaton 9380-40-80 o Eaton 9355-10-15 o Eaton 9155-12-15 o Eaton 9355-30

4.2. Advantage Ultra Service Plan for Schneider Electric MGE UPS System

MGE ultra service which include 4 hour emergency service, 7X24 technical support, Annual & Semi Annual UPS and Batteries Preventive Maintenance, each year.

Parts, labor, and travel included. Except Batteries and Proactive Capacitors. Refer to attached support documents. “Advanced Ultra Plan for UPS” for details of MGE UPS.

MGE UPS model includes.

• MGE UPS Galaxy 5000

• MGE UPS EPS 6000

• MGE Galaxy PW

• MGE EPS 7000

4.3. Eaton Service Life Extension Program for Eaton UPS, Model 9390.

• UPS Electronic Replacement.

• Dock to dock only delivery included.

• Installation, Removal, and Disposal of old parts.

• Includes (1) year Extended Warranty.

• 4-hour Onsite Emergency Service. 7/24 Technical support.

4.4. Vertiv Essential Service

includes 4-hour emergency service, 7X24 technical support, Annual & Semi-Annual UPS and Batteries Preventive Maintenance, each year. Parts, labor, and travel included. Except Batteries and Proactive Capacitors Refer to attached document for detailed service.

Refer to attachment for details.

• Vertiv APM 15

4.5. Toshiba Gold Service

includes 4-hour emergency service, 7X24 technical support, Annual & Semi-Annual UPS and Batteries Preventive Maintenance, each year. Parts, labor, and travel included. Except Batteries and Proactive Capacitors Refer to attached document for detailed service.

4.6. Battery maintenance

Complete and continuous maintenance is critical to ensure functionality of the UPS batteries. The Contractor shall perform the following tasks/activity.

• A complete visual inspection of each battery, to look for any indication of battery failure.

• Ensure proper torque for all battery terminal connection as defined by the manufacturer.

• Check the battery resistance against recommended specification and previous value of readings for trending.

• Inspect the integrity of battery rack.

• The Contractor is required to provide a detailed report on the condition of each system.

4.7. Battery Replacement

Battery replacement shall include provision and installation of new batteries, removal and disposal of old batteries, and testing of new batteries. All replacement batteries must be of the type listed in the equipment list.

When, during annual or semi- annual maintenance activities or during the emergency service, any batteries is determined to be faulty and need of replacement, the Contractor shall notify the designated government representative and schedule time to replace the batteries. All costs associated with this battery replacement are covered by this agreement and shall be performed at no additional cost to the Government.

Based upon UPS and battery manufacturer’s recommendation, the Government requires the replacement of all batteries after five (5) continuous year of use.

Refer to the UPS Service Matrix list # for battery replacement schedule.

4.8. AC and DC Capacitor Replacement

The Government requires that all alternating current (AC) and direct current (DC) capacitors be replaced every 7 years or soon if a failure occurs. Capacitor replacement shall include the provision and installation of new capacitors and removal/disposal of old capacitor.

When during annual and semi-annual maintenance activities or during emergency service, any capacitor is determined to be faulty and need of replacement, the Contractor shall notify the designated government representative and schedule time to replace the capacitors. All associated costs for capacitor replacement discovered during PM and/or emergency repair activities are covered by this agreement.

Refer to UPS Service Matrix list # Capacitor Replacement Schedule.

4.9. Emergency Service

The Contractor shall provide emergency response 24 hours a day, 7 days a week, including all weekend and Government holidays. The service calls will be responded to by a qualified service technician. When necessary, on-site service will be provided within 4 hours initial time documented on the service incident.

The Contractor shall make every effort to restore the system to normal operation in the shortest time possible. No system component shall be put out of service without prior Government approval.

There will be no additional charges to the Government for travel, labor, expenses, materials and/or parts.

Contractor shall prepare an emergency service report. The report shall indicate the nature of the service call, response time, and correction applied and amount of time required to restore the system.

4.10. On-site Preventative Maintenance (PM)

The Contractor shall

• Inspect all equipment for proper operation of all components, not less than twice yearly,

• Schedule each PM with designated Government Representative at least two weeks in advance of the work performance date.

• With approval from designated Government Representative

• Visually inspect each unit and report any damage, contamination, or unfavorable condition to be corrected. Includes contact and relays.

• Replace any failed components detected during routine inspection and maintenance during the term of this contract, at no additional cost to the government. This requirement applies to all system components discovered to be faulty during maintenance or emergency repair activities. Replacement of batteries and capacitors as a preventative maintenance activity is addressed elsewhere in this SOW.

• Test all capacitors to determine the expected useful life remaining. If necessary, the Contractor shall replace failed capacitors during the term of this contract, at no additional cost to the Government.

• Conduct infrared scanning.

• Vacuum and clean as required.

• Perform Preventative maintenance services Monday through Friday, except the Government holiday, between the 7:00 am and 5:00 pm.

• Inspect all components for proper operation.

• Verify all indicating lights are operational.

• Make any or all required repairs identified during PM

• Replace or repair faulty components.

• All PM shall be performed by OEM technician or by OEM approved factory and certified personnel.

• There will be no additional charges to the Government for travel, labor, expense, material and/or parts.

5. PERIOD OF PERFORMANCE

The period of performance shall be established one-year base period with four (4) one -year option periods (if exercised)

The estimated periods of performance are as follows.

Base year: 10/01/2024 – 09/30/2025 Option year 1: 10/01/2025 – 09/30/2026 Option year 2: 10/01/2026 – 09/30/2027 Option year 3 10/01/2027 – 09/30/2028 Option year 4 10/01/2028 – 09/30/2029

6. SAFETY AND SPECIAL INSTRUCTION

• Use appropriate personnel protective equipment (PPE) when perform work.

• Check all work area, tools, and equipment to ensure unsafe conditions are eliminated.

• If an outage is required, notify COR and sponsors for outage schedule and outage notification.

• Follow site safety procedure.

• Follow approved lockout/tagout procedure.

• Review and follow the manufacturer’s instruction.

• Record results in the equipment history log.

• Remove logout/tagout in accordance with appropriate procedures.

• Report all incidents and near miss incident to COR and assist as requested in the investigation and corrective action.

• Submit to the COR for review, work sheet/check list that will be used for performance maintenance service.

• A discrepancy report shall be submitted to the COR immediately upon discovery of any condition that could result in equipment failure.

7. DUTY HOURS AND ACCESS

The Contractor shall perform services under this SOW during the hour 7:30 am – 5:00 pm Monday through Friday, except Federal Holidays.

If the holiday falls on a Saturday, it may be observed on the preceding Friday. If the holiday falls on a Sunday, it will be observed on the following Monday. The Contractor shall not be required to perform services on these days. Also, in the event an Executive Order issued by the President of the United States declares Agencies of the Federal Government closed for a regularly scheduled workday, the COR will determine and advise the Contractor on whether services are required for that day.

Due to changing traffic requirements brought on by construction, changing missions, and security concerns within the host installation, access to the host installation is subject to change, sometimes with little or no warning. Inbound and outbound traffic restrictions exist.

8. CONTRACTOR’S MINIMUM QUALIFICATION

The Contractor shall provide the OEG certified engineers or technicians for the performance of the requirements.

9. CONTRACT LINE-ITEM NUMBER (CLINS):

The Contractor shall provide bid schedule per Attachment C

The Contract shall be awarded for the period of 365 days. The contract shall be broken out by the CLINs for the base year and four (4) options year.

Contract line items 00001, 10001, 20001, 30001, and 40001: The Contractor shall provide maintenance service for UPS at Buildings 215, 216, 217, 218, 219, 227, 302, and 317.

Refer to Attachment C for detailed Contract line item.

• 0001 – Base year

• 1001 – Option year 1

• 2001 – Option year 2

• 3001 – Option year 3

• 4001 – Option year 4

Contractor line item 00002, 20002, 20002, 30002, and 40002 The Contractor shall provide maintenance service for UPS at Building 235:

Refer to Attachment C for bid schedule.

• 0002 – Base year

• 1002 – Option year 1

• 2002 – Option year 2

• 3002 – Option year 3

• 4002 – Option year 4

10. EQUIPMENT LIST

Refer to attachment B for more details.

• List 1 – AML Buildings (B215, B216, B217, B218, B219)

• List 2 – Buildings 227, 302, and 317

• List 3 – Building 235

11. DELIVERABLES

11.1. Service Report: The Contractor maintenance personnel shall provide a physical written copy and electronic copy of the service report signed and dated by the field technician indicating measurement recordings, observation notes and recommendation.

11.2. The Contractor shall submit the service ticket prior to departure from NIST on any given service call for maintenance or repairs. The service tickets shall include the following:

• Date and time of arrival to NIST.

• Description of service performed.

• Name and quantity of any parts that were repaired.

• Name and quantity of any parts that were replaced.

• Date and time of departure from NIST.

• Diagnostic test results or narrative summary demonstrating that the instrument and/or accessories are meeting the performance standards.

• Any comments or recommendations.

• Signature of Contractor’s service person

• Signature block for NIST personnel accepting the services rendered.

12. CONTRACTOR’S MINIMUM QUALIFICATIONS

The Contractor shall provide original equipment manufacturer certified engineers or technicians during the performance of this requirement.

13. INSPECTION/ACCEPTANCE

The NIST COR will confirm that all performance specifications have been met via inspection.

14. TRAVEL

Travel to NIST Gaithersburg is required. All travel expenses shall be included in the price of the resultant contract.

15. GENERAL INFORMATION

The work does not involve confidential or proprietary data. The certification and accreditation requirements of Clause 1352.239-73 do not apply, and a security accreditation package is not required.

15.1. Safety: The Contractor employee shall be responsible for knowing and complying with all installation safety prevention regulations. Such regulations include, but are not limited to, general safety, fire prevention, and waste disposal.

15.2. Security: NIST is a restricted campus. An identification badge is required for access for entry into buildings and also is shown to the armed Security Police when entering the campus.

15.3. Regular Business Hours. Regular business hours are Monday through Friday, 7:30 am to 5:00 pm Eastern Time with the exception of Federal holidays.

15.4. Identification Badges: Contractor employees shall comply with NIST identification and access requirements. Each Contractor employee shall wear a visible identification badge provided by the NIST Security Office.

15.5. Vehicle Registration: All Contractor employees must register their vehicles with the

NIST Security Office to gain access to the campus. A valid driver’s license, Government-furnished civilian ID, proof of insurance and current registration must be presented to the NIST Security Office, at which time a NIST vehicle pass will be issued. The pass shall be displayed on the vehicle in accordance with NIST Security Office instructions.

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