PWS UPS.docx

Performance Work Statement (PWS) Eaton Uninterruptible Power Supply (UPS) Maintenance and Support Services

Background The Indian Health Service (IHS), Fort Yuma Healthcare Center, requires full-service maintenance and support for its installed Eaton Uninterruptible Power Supply (UPS) system. The UPS infrastructure provides critical power protection for the facility's information technology and clinical operations systems. Uninterrupted power management functionality is essential to sustaining patient care, protecting electronic health records, and ensuring the safety of staff and patients served under the IHS mission.

Maintenance and support services are required to ensure continued system reliability, safety, and performance in accordance with manufacturer specifications and applicable Federal, HHS, and IHS standards. Manufacturer-certified preventive maintenance, battery management, and emergency response services are necessary to minimize the risk of equipment failure, extend asset lifespan, and maintain compliance with applicable safety, regulatory, and warranty requirements.

Scope The Contractor shall provide full-service coverage including preventive maintenance, battery preventive maintenance, emergency response, telephone support, and comprehensive parts and labor for the Eaton UPS system identified in Section 4. All services shall be performed by manufacturer-certified technicians in accordance with Eaton technical standards, applicable Federal Acquisition Regulation (FAR) requirements, HHS Acquisition Regulation (HHSAR), and IHS policies and procedures.

Applicable Regulations and Standards The Contractor shall comply with all applicable requirements, including but not limited to:

· Federal Acquisition Regulation (FAR), Title 48, Code of Federal Regulations (CFR), Chapter 1

· HHS Acquisition Regulation (HHSAR), 48 CFR Chapter 3

· IHS Acquisition Policy and applicable IHS Circular(s)

· Occupational Safety and Health Administration (OSHA) Standards, 29 CFR Part 1910

· National Fire Protection Association (NFPA) 70E – Standard for Electrical Safety in the Workplace

· National Electrical Code (NEC), NFPA 70

· IEEE Standards applicable to UPS systems and VRLA battery maintenance

· Manufacturer (Eaton) technical service documentation and standards

· Privacy Act of 1974 (5 U.S.C. § 552a) — as applicable to access to Federal healthcare facilities

· Section 508 of the Rehabilitation Act (29 U.S.C. § 794d) — as applicable to any deliverable electronic documentation

Government-Furnished Equipment (GFE) The following equipment is covered under this PWS:

The Government retains ownership of all covered equipment. The Contractor shall treat all covered equipment as Government Furnished Equipment (GFE) and shall not remove, modify, or dispose of any component without prior written approval from the Contracting Officer's Representative (COR).

Required Services Full-Service Coverage The Contractor shall provide full-service coverage to include all parts, materials, and labor necessary to maintain the UPS system and associated battery infrastructure in continuous operational status. Coverage shall include:

· Annual (Major) Preventive Maintenance on the UPS system

· Bi-Annual (Major) Preventive Maintenance on the battery system

· Emergency response with guaranteed four (4) hour on-site response

· Telephone/remote support, available seven (7) days per week, twenty-four (24) hours per day (7x24)

· Comprehensive parts coverage

· Emergency labor coverage UPS Preventive Maintenance (Annual – Major PM) The Contractor shall perform one (1) Annual Major Preventive Maintenance visit per contract year on the Eaton 93PM 30 kVA UPS. Preventive maintenance shall be scheduled in coordination with the COR and shall include, at a minimum:

a. Visual and physical inspection of all UPS modules, internal components, cabling, connections, and enclosures for signs of wear, damage, or deterioration

b. Verification and testing of all system alarms, indicators, control panels, and display functions

c. Inspection and cleaning of ventilation systems, air filters, and cooling components

d. Verification of input/output voltage, frequency, and power factor settings

e. Load bank testing or operational load verification to confirm rated UPS output capacity

f. Review and application of available firmware and software updates in accordance with manufacturer recommendations

g. Inspection of all safety devices, bypass switches, and transfer mechanisms

h. Torque verification of all electrical connections and terminal points

i. Documentation of all findings, measurements, and corrective actions in a written service report delivered to the COR within five (5) business days of service completion Battery Preventive Maintenance (Bi-Annual – Major PM) The Contractor shall perform one (2) Bi-Annual Major Battery Preventive Maintenance visit per contract year on the 144 VRLA sealed battery system associated with UPS1. Battery preventive maintenance shall include, at a minimum:

a. Physical inspection of all 144 battery modules for evidence of damage, leakage, swelling, corrosion, or terminal deterioration

b. Measurement and recording of individual battery voltage, internal impedance/resistance, and ambient and battery surface temperature

c. Verification of charger operation, float voltage, and equalization charge settings against manufacturer specifications

d. Capacity or runtime testing to assess battery system health and identify degraded or failing units

e. Cleaning of battery terminals and application of anti-corrosion treatment as appropriate

f. Identification and flagging of any battery modules approaching or exceeding manufacturer-defined end-of-life thresholds, with written replacement recommendations provided to the COR

g. Replacement of batteries confirmed as failed or below acceptable capacity thresholds, as covered under the comprehensive parts provision

h. Documentation of all individual battery measurements, overall system health assessment, and projected replacement schedule in a Battery Condition Report delivered to the COR within five (5) business days of service completion

Emergency Response The Contractor shall provide emergency on-site response for UPS system alarms, failures, or anomalies reported by the Government. The following performance standards apply:

· Response Time: The Contractor shall have a qualified, manufacturer-certified technician on-site within four (4) hours of notification by the COR or designated IHS POC, at any time, seven (7) days per week, including Federal holidays

· Resolution: The Contractor shall make all reasonable efforts to restore the UPS system to full operational status within the initial service visit

· Escalation: If the system cannot be restored within eight (8) hours of technician arrival, the Contractor shall notify the COR immediately and provide a written remediation plan with an estimated completion timeline Telephone and Remote Support (7x24) The Contractor shall provide telephone and/or remote diagnostic support to IHS facility staff, available seven (7) days per week, twenty-four (24) hours per day, including Federal holidays. The Contractor shall:

a. Respond to telephone support requests within thirty (30) minutes of initial contact

b. Provide remote diagnostic guidance to assist facility staff in assessing system status

c. Determine whether on-site emergency response is warranted and initiate dispatch accordingly

Schedule and Coordination Normal Hours of Operation The facility's normal hours of operation are 8:00 AM – 5:00 PM, Arizona Time, Monday through Friday. IHS observes all Federal holidays.

Scheduling Requirements The Contractor shall coordinate all scheduled preventive maintenance visits with the COR no less than ten (10) business days in advance. The COR will facilitate access to the facility and covered equipment. Visits requiring after-hours or weekend access must be coordinated and approved by the COR in advance.

Emergency Response Emergency response services are available at any time, including outside normal business hours and on Federal holidays, consistent with the four (4) hour response requirement in Section 5.4.

Period of Performance

Option years are subject to the availability of funds and the Government's unilateral right to exercise each option in accordance with FAR 52.217-9.

Deliverables

All reports shall be submitted to the COR in writing. Electronic submission via email is acceptable.

Quality Assurance Quality Assurance Surveillance Plan (QASP) The Government will evaluate Contractor performance in accordance with a Quality Assurance Surveillance Plan (QASP) maintained by the COR. Performance metrics include:

Contractor Self-Inspection The Contractor shall maintain an internal quality control program and shall make quality control records available to the COR upon request.

Contractor Personnel Requirements Certification All technicians performing work under this contract shall be manufacturer-certified by Eaton Corporation to service the Eaton 93PM UPS and associated VRLA battery systems. The Contractor shall provide certification documentation to the COR upon request.

Background Checks and Facility Access All Contractor personnel requiring access to the Fort Yuma Healthcare Center shall comply with IHS facility access requirements, including but not limited to identity verification and any applicable background screening requirements established by IHS policy. The Contractor shall coordinate access requirements with the COR prior to the first site visit.

Key Personnel The Contractor shall designate a primary point of contact responsible for scheduling coordination, escalation, and COR communication. The Contractor shall notify the COR in writing within five (5) business days of any change in key personnel.

Conduct Contractor personnel shall always conduct themselves professionally while on Government premises and shall comply with all applicable IHS facility policies, including those related to patient privacy (HIPAA), safety, and security.

Government-Furnished Resources The Government shall provide:

· Access to the facility and covered equipment during scheduled and emergency service visits

· A designated COR to serve as the primary point of contact for contract administration

· Existing equipment documentation and prior service records, as available

Privacy and Security Requirements HIPAA Compliance Contractor personnel accessing the Fort Yuma Healthcare Center shall comply with all applicable requirements of the Health Insurance Portability and Accountability Act (HIPAA), 45 CFR Parts 160 and 164, and IHS privacy policies. Contractor personnel shall not access, use, or disclose any protected health information (PHI) encountered incidentally during performance of this contract.

Facility Security The Contractor shall comply with all physical security requirements of the Fort Yuma Healthcare Center. Contractor personnel shall always display identification while on-site and shall escort all tools and equipment through designated facility entry and exit points.

Invoicing and Payment Invoice Processing Platform (IPP) Payment requests shall be submitted electronically through the U.S. Department of the Treasury's Invoice Processing Platform (IPP) at https://www.ipp.gov. Submission of invoices through IPP is mandatory. The Government will not accept paper invoices except as provided under IPP policy for system outages or other exceptional circumstances approved in advance by the Contracting Officer.

The Contractor shall register and maintain an active account in IPP. The Government will provide enrollment instructions to the Contractor upon contract award. If the Contractor is already registered in IPP, no additional registration is required.

Invoice Requirements All invoices submitted through IPP shall include the following information in accordance with FAR 52.212-4(g) or the applicable invoicing clause:

a. Contractor name, address, and UEI number b. Contract number and, if applicable, order/task order number (75H71221P00153) c. Modification number, if applicable (e.g., MOD P00005) d. Invoice number and invoice date e. Description of services rendered, including service type (e.g., Annual UPS PM, Battery PM, Emergency Response) f. Period of performance for services invoiced g. Unit price and total amount invoiced h. Contractor Point of Contact name, phone number, and email address Supporting Documentation The Contractor shall attach the applicable completed service report(s) to each invoice submission in IPP as supporting documentation. Invoices submitted without required supporting documentation may be rejected and returned to the Contractor for correction.

Payment Terms Payment will be made in accordance with the Prompt Payment Act (31 U.S.C. § 3903) and FAR Subpart 32.9. The Government's payment due date shall be thirty (30) days after receipt of a proper invoice, unless otherwise specified in the contract. An invoice is considered "proper" when it meets all requirements in Section 13.2 and any applicable contract clause.

IPP System Assistance For technical assistance with IPP registration or invoice submission, the Contractor may contact the IPP Help Desk at 1-866-973-3131 or IPPCustomerSupport@fiscal.treasury.gov.

Points of Contact