P01 - SOW Uninterruptable Power Supply - Service.docx

Statement of Work IRM UPS Service and Battery Replacement Contract Alvin C. York VAMC Murfreesboro, TN

PART I: GENERAL

A. Introduction This requirement is to provide a base plus 4 option year factory recommended full service maintenance, repair and battery replacement contract on the Schneider Electric APC MGE Galaxy 3500, Uninterruptable Power Supply (UPS) system located in Bldg. 5, Room 115, IRM Data Center at the TVHS, Alvin C. York VA Medical Center, 3400 Lebanon Pike, Murfreesboro Tennessee, 37129.

B. Background The Schneider Electric APC MGE Galaxy 3500, serial number PS1505332927, was installed May 8 2015 as a replacement and UPS upgrade and was covered by the manufacturer’s warranty until May 8 2016. The UPS is in service to provide stable, reliable clean uninterruptable power to the IRM data room servers, vital to the hospitals data network reliability.

C. Scope of work The contractor is to provide manufacturer’s authorized/certified service technicians, transportation, equipment, maintenance and repair parts, materials, specialty tools and supervision to complete the manufacturer’s recommended annual maintenance services to ensure proper and continuous operation of the UPS. The contract will include 4 hour emergency response by the manufacturer’s technicians and repair parts for on-site remedial repairs in the event of equipment failure. This service is outlined in Schneider Electrics Advantage Ultra Service. The contractor will provide the following services;

· Perform Visual Inspection – Contractor is to inspect the UPS to ensure all system components are clean and functioning within designed specifications. Clean as necessary for proper operation.

· Perform Environmental Inspection – Contractor to verify and document that the system’s environment is within the specified operating conditions including but not limited to room temperature, airflow, dust contamination, etc.

· Perform Functional Verification – Check the UPS event and alarm logs for abnormal operating conditions, test and verify input, output and bypass voltages and currents are within designed specifications, transfer the UPS to on battery operation and transfer to and from static bypass.

· Implement Updates – Contractor will verify and implement all required Field Advisories and Field Modifications, Check all circuit board revisions and update as required by the manufacturer.

· Deliver Documentation – Contractor will deliver a graphical site report documenting the UPS status and on-site activities performed on the service visit. The documentation will include recommendations for additional service resulting from the preventative maintenance inspection.

This contract will include battery replacement for any defective batteries found between replacement intervals and a complete battery replacement on or before 5 year installation anniversary and/or the manufacturer’s replacement recommendations. The battery replacement Service is outlined under Schneider Electrics Modular Battery Replacement Service. The contractor will provide the following battery services;

· Coordinate Battery Shipment – The contractor will confirm type and quantity ordered and ship the batteries to the Schneider Electrics business partner, the business partner will deliver the batteries day of replacement to the VA.

· Coordinate Field Service Engineer (FSE)– The contractor will coordinate the FSE appointment and for battery deliveries to the VA to ensure both are on site concurrently, relocate new batteries to the UPS for replacement.

· System Inspection – The contractor, FSE, will inspect the UPS system condition and verify defective battery location.

· Battery removal and new battery installation - The contractor, FSE, will safely remove the depleted batteries without interrupting the operation of the UPS, safely install new batteries without interrupting operation of the UPS and relocate the batteries for removal from the VA, same day as installation.

· System Reset, Configuration and Test – The contractor, FSE will update the UPS system with the new battery information and verify the battery and UPS system is functioning to the manufacturer’s specifications.

· Waste Battery Relocation – The contractor, FSE will palletize the waste batteries and remove them from the facility same day as battery installation/replacement.

· Battery Recycling – The contractor is responsible to properly dispose of the waste batteries and components to a recycling center that will process the batteries in accordance with all federal, state and local regulations and provide a certificate that the action is complete.

D. Period of Performance The base year period of performance for this requirement is from April 01, 2022 through March 31, 2023. Succeeding years will be from April 1 through March 31.

E. Scheduling The Contractor will schedule with the COR and perform maintenance work during normal hours. Hours of work shall be from 8:00 am to 4:30 pm, Monday through Friday, excluding federal holidays. Annual inspections will be conducted in May. This contract will include provisions for contractor provided 4 hour emergency response and overtime hours for remedial repair work to the UPS.

PART II: REQUIREMENTS

· The contractor shall identify which employees will be working under the awarded contract. Contractor personnel shall include employees, sub-contractors, subcontractor employees, suppliers and delivery personnel.

· The contractor will provide proof of manufacturer’s authorized service technicians qualifications and certifications to the CO and the COR prior to award of the contract.

· The Contractor is to provide diagnostic and repair services as needed between maintenance services resulting from equipment failures.

· The contractor will provide paper or electronic service tickets to the COR, indicating services provided to the UPS. The use of thumb drive records is not permissible.

· The contractor is responsible for safe and proper handling of all associated parts, materials and batteries. The VA will only receipt for items the day of the repair work or replacement of batteries. Waste parts, materials and batteries shall be removed from the VA the day of removal by the contractor and disposed of in accordance with the appropriate codes and standards.

Warranty All work, materials, and equipment provided with this work shall be warranted against defects in material and workmanship for a period of one (1) year from date of acceptance unless otherwise noted.