Request for Quote S-16500-00014294 UPS Support and Maintenance~1.pdf

Support and maintenance services for 1 Universal Power Supply (UPS)-OregonBuys No S-16500-00014294 Page 1 of 10

REQUEST FOR QUOTE

Support and maintenance services for 1 Universal Power Supply

(UPS)

OregonBuys No. S-16500-00014294

Release Date: July 14, 2025

DUE DATE: To be considered, quote form must be submitted and received in OregonBuys.gov by August 12, 2025, 11:00 AM PT . Quotes received after the deadline will not be considered.

Single Point of Contact (SPC): David Matthews, purchasing.sos@sos.oregon.gov

SCHEDULE

Event Date

Pre-Bid Conference (Link provided below) July 28, 2025, 2:30 PM PT

Questions / Requests for Clarification Due July 30, 2025, 2:00 PM PT

Answers to Questions / Requests for Clarification Issued (approx.) July 31, 2025

Evaluation Period (approx.) August 13, 2025 thru August 18, 2025

Issuance of Award (approx.) August 18, 2025

OVERVIEW

The Oregon Secretary of State Information Systems Division (SoS) is soliciting written quotes from vendors for: support and maintenance services for 1 (one) Universal Power Supply (UPS) unit.

The Agency has a Powerware 9390-80 UPS unit, originally purchased and installed in 2008. The UPS unit’s 40 (forty) batteries have been recently replaced in October 2023. The Agency has had support and maintenance since implementation and will be accepting bids from Contractors that meet industry standards in providing all services to the Agency.

Agency anticipates the award of 1 (one) Contract resulting from this RFQ.

The initial term is anticipated to be 3 years with an option to renew up to a maximum of 5 years (or as permitted by applicable statute or rule allows).

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SCOPE OF WORK

A. GENERAL INFORMATION

Oregon Secretary of State is renewing the Support and Maintenance on 1 (one) Powerware 9390-80 UPS unit (Eaton 9390 80kVA SN: EB375CBA03), and 40 (forty) UPS CSB HRL 12280WFR batteries . Located in the Public Service Building, 255 Capitol St NE, Salem, OR 97310.

B. REQUIRED SERVICES, DELIVERABLES AND DELIVERY SCHEDULE

The contracted service plan must include (at a minimum) the following:

Full-Service Coverage

Full-Service coverage includes 100% parts, labor, travel, and on-site time for both remedial and emergency repairs. Excludes batteries and full capacitor bank replacements.

Emergency Service Emergency Service includes:

1. Emergency Contact available 24 hours, year-round

2. 4-hour response time to respond to Agency’s call

3. Full-Service Coverage (outlined in Section 1)

Preventive Maintenance

Preventive Maintenance (Minor and Major) shall be performed during normal business hours in May and November, starting in November 2025 unless otherwise authorized by both parties. The Agency will work with the Contractor to arrange inspections and access.

Following all preventive maintenance, the Contractor will issue a service report to the Agency point of contact listed on the contract. Service reports shall detail the maintenance performed, inspection findings supporting manufacturer's specified settings, and any remediation performed if findings did not meet manufacturer’s specified settings to bring the system into compliance.

Preventive Maintenance on Powerware 9390-80 UPS unit:

Semi-Annual (Minor) Inspection:

1. Review Agency UPS maintenance logs and make entries into logs.

2. Review alarm history and operation of the system with Agency.

3. Review environmental conditions and room cleanliness with Agency.

4. Record as found conditions.

5. Perform thermal scan and visual inspection of all breakers, power connections, wiring harnesses, contactors, cables, fans, and major components.

6. Clean/replace air filters as needed.

7. Record input, output, battery voltages, currents, and frequency from display/meter panel.

8. Measure and record input/output, battery voltages, currents, and frequency.

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a. Calibrate display/meters as necessary, where possible.

9. Calculate and record load percentage.

10. Verify proper float and equalize settings for installed battery plant.

11. Inspect general overall condition of battery plant.

12. Measure and record harmonic trap filter currents where possible.

13. Review/implement manufacturer field change notices, as possible.

14. With Agency approval (after confirming system battery is good) perform system functionality test and confirm proper operation.

a. Full testing includes Agency bringing generator online.

15. Verify proper operation of remote status panel and monitoring.

16. Record post-inspection condition, discuss findings with Agency and provide service report.

Annual (Major) Inspection – (In Addition to Above):

17. Obtain Agency authorization (Authorized Agency contact to be defined in contract) to transfer system to bypass.

18. Transfer system to bypass and secure critical load.

19. Utilize external maintenance bypass system if present.

20. Inspect inverter and rectifier snubber circuits, gate drives, and discrete components for discoloration or damage.

21. Inspect all power connections, breakers, contactors, transformers, and subassemblies for discoloration or damage.

22. Inspect all AC and DC capacitors for leakage/bulging.

a. Record date codes, part numbers, and quantities.

23. Inspect all fans and record date code, part numbers, and quantities.

24. Inspect all logic boards, assemblies, and connections and clean as necessary.

25. Clean and vacuum interior and exterior of system.

26. Measure, record, and calibrate power supplies where possible.

27. Verify and calibrate system alignments to factory specifications where possible.

Preventive Maintenance on 40 UPS Batteries:

Semi-Annual (Minor) Inspection

1. Review Agency battery maintenance logs and make entries into logs.

2. Safety Inspections

a. Warning/hazard labels.

b. Operational information and placards.

c. Eye wash and deluge shower (if applicable).

d. Goggles, gloves and apron (if applicable).

e. Terminal covers (if applicable).

f. Spill containment (if applicable).

3. Measure and record:

a. Ambient room temperature.

b. DC voltage and current for each string.

c. AC voltage and current for each string.

d. DC voltage of each cell/jar.

e. AC millivolts of each cell/jar.

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4. Inspect jar, cover, and rack/cabinet for signs of leakage.

a. Clean as necessary.

5. Inspect terminal posts, connectors, and cables for corrosion.

a. Clean as necessary.

6. Inspect general appearance and cleanliness of battery room.

a. Clean as necessary.

Annual (Major) Inspection – (In Addition to Above):

7. Record load test/ohmic measurements on each cell/jar, if accessible.

8. Measure and record inter-cell terminal and cable connections, if accessible.

9. Re-torque inter-cell/jar and inter-tier terminal connections as necessary, if accessible.

10. Clean and neutralize jar, cover, and rack/cabinet as necessary.

11. Record as left condition, discuss findings with customer and provide service report.

12. Preventive Maintenance for the battery cabinet.

Support Support includes:

1. 4-hour response time, to be onsite (Pacific Time Zone, 97310 zip code), after initial call is made.

2. Full-Service Coverage (outlined in Section 1)

3. Remote UPS and battery monitoring

4. Automated notifications of system alerts

5. Unlimited service calls

6. 24-hour tech support

7. Available for service calls Monday thru Friday 8 AM thru 5 PM Pacific Time (including holidays)

8. Unscheduled remedial maintenance to include:

a. Provide unscheduled remedial maintenance as required during the contract period following Agency notification.

b. The Contractor will respond to service calls from 8 AM until 5 PM, Monday thru Friday so non-working equipment is repaired in a timely manner.

c. The Contractor will provide and accept all cost for labor in maintaining the specific equipment in working condition, when labor and parts are required due to normal wear and tear.

d. All replacement parts will be new standard parts or parts of equal quality, utility, durability, function or purpose with the defective parts removed.

e. Contractor will respond to remedial maintenance request by telephone during the contracted period within 30 minutes.

C. ACCEPTANCE CRITERIA AND PROCESS

Agency shall inspect and either accept or reject each deliverable and Goods delivered within 10

Support and maintenance services for 1 Universal Power Supply (UPS)-OregonBuys No S-16500-00014294 Page 5 of 10 business days from the date the Contractor delivers the deliverable or Goods to the Agency. If the Agency does not provide written notice of acceptance or rejection of the deliverable or Goods to Contractor within 10 business days following the date of delivery, Agency is deemed to have accepted the deliverable or Goods. If the SPC rejects the deliverable or Goods, then the Agency’s written notice of rejection shall, or a minimum, itemize the apparent defects and include:

i. A description of non-conformance between the deliverable or Goods and the contract requirements and specification for that deliverable or Goods, including warranties;

ii. A description of any other non-conformance of the deliverable or Goods: and

iii. A statement indicating whether Contractor may cure the nonconformance and if so, the method in which and time period within which Contractor shall cure.

Contractor's failure to deliver the deliverables and Goods in accordance with the requirements of this Contract is a material breach of this Contract.

The Successful Bidder shall meet the highest standards prevalent in the industry or business most closely involved in providing the Goods or Services that the Agency is purchasing under this RFQ

Electronic copies of this RFQ and attachments, if any, can be obtained from OregonBuys https://oregonbuys.gov/

PRE BID CONFERENCE

An optional virtual pre-bid conference is scheduled on July 28, 2025, 2:30 PM PT. Enter using the Team LINK below. Potential bidders may ask questions during the conference, however, statements made by the Agency at the conference are not binding upon the Agency unless confirmed by a written addendum.

Microsoft Teams Need help?

Join the meeting now Meeting ID: 292 829 856 085 0 Passcode: dg6fz93s

Dial in by phone +1 503-446-4951,,460843945# United States, Portland Find a local number Phone conference ID: 460 843 945# For organizers: Meeting options | Reset dial-in PIN

QUESTIONS AND ANSWERS SUBMISSION: Submit questions via the Q&A tab in OregonBuys.gov.

https://oregonbuys.gov/ https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzM3ODFjYjMtMDlhNi00MTczLWEzYWUtYmNiNDk4NTQwYjgw%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%221f2c9aaa-0431-4c08-9752-9ece50eaa823%22%7d tel:+15034464951,,460843945 https://dialin.teams.microsoft.com/6695bda5-c841-4ea8-9531-d54eb9fd5334?id=460843945 https://teams.microsoft.com/meetingOptions/?organizerId=1f2c9aaa-0431-4c08-9752-9ece50eaa823&tenantId=aa3f6932-fa7c-47b4-a0ce-a598cad161cf&threadId=19_meeting_YzM3ODFjYjMtMDlhNi00MTczLWEzYWUtYmNiNDk4NTQwYjgw@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing

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ACCEPTANCE PERIOD

Quotes are firm offers for a period of 90 calendar days from Bid Opening.

QUOTE SUBMISSION REQUIREMENTS (GENERAL)

QUOTE FORMAT

Bidder shall submit its Quote document through OregonBuys. The Quote should be presented in a format corresponding and referencing the sections contained in Section 3.3. Responses should be presented in the same order and identify the item being addressed.

SUBMITTING QUOTES

Bidder is solely responsible for ensuring its Quote is submitted through OregonBuys as a Quote, in accordance with the RFQ requirements. Agency shall not be responsible for any delays in delivery.

QUOTE MODIFICATION

It is the responsibility of the Bidder to ensure modified Quotes are submitted before the Bid Opening date and time.

A Bidder wishing to make modifications to a Quote already received by Agency must withdraw, revise, and resubmit through OregonBuys.

QUOTE WITHDRAWAL

If a Bidder wishes to withdraw its Quote, the Bidder must withdraw its Quote prior to the Bid Opening date and time. The Bidder must complete the withdrawal process through OregonBuys prior to the Bid Opening date and time.

LATE QUOTES

Late Quotes will NOT be accepted or reviewed.

MINIMUM REQUIREMENTS (PASS/FAIL)

Quotes will be reviewed on a Pass/Fail basis. Failure to provide any of the information or comply with any of the requirements in this Section 3.3 and its subsections MAY be considered nonresponsive. Agency has the right to determine if Quotes substantially meet the requirements of this RFQ.

REQUIRED FORMS

Bidder must submit the following forms:

• Attachment C – Bidder Information and Certification Sheet

• Attachment F – COBID Certification / Outreach Plan

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• Attachment G – Responsibility Inquiry

• RFQ Exhibit A - Cost

AUTHORIZED SIGNATURE

The Quote Exhibit A must be signed by person(s) legally authorized to bind the Bidder to the Quote and the Contract resulting from this RFQ. Upon request by Agency, any representative submitting a Quote on behalf of the Bidder shall provide a current document certifying the representative’s authority to bind the Bidder. Upon request of Agency, Bidder shall provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the Quote to execute agreements on behalf of the entity.

AWARD PROCESS:

RESPONSIVENESS DETERMINATION

A Quote received prior to the Quote Opening will be reviewed to determine if it is Responsive to all RFQ requirements including compliance with Quotes Requirements section. If the Quote is unclear, the SPC may request clarification from Bidder. However, clarifications may not be used to rehabilitate a non-Responsive Quote. If the SPC finds the Quote non-Responsive, the Quote may be rejected, however, Agency may waive mistakes in accordance with OAR 137-047-0470.

RESPONSIBILITY DETERMINATION

Agency will determine if an apparent successful Bidder is Responsible prior to award and execution of the Contract. Selected Bidder(s) shall submit a signed Responsibility Inquiry form (Attachment E) with the quote.

At any time prior to award, Agency may reject a Bidder found to be not Responsible.

COST COMPARISON

Agency shall award the Contract to the lowest Responsible Bidder whose Quote substantially complies with the requirements and criteria set forth in this Section.

AWARD

METHOD OF AWARD

If awarded, Agency must award the Contract to the Responsible Bidder submitting the lowest, Responsive Quote. Agency may award by item, groups of items or the entire Offer provided such Award is consistent with this RFQ and in the public interest.

AWARD NOTIFICATION

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After a selection is made, Agency will issue an award on OregonBuys. Awards may be contingent upon the selected Bidder complying with Agency’s Responsibility inquiry. Quote files are public records and available for review at Agency by appointment.

NONDISCRIMINATION IN EMPLOYMENT

As a condition of receiving the award of a Contract under this RFQ, Bidder must certify, in accordance with ORS 279A.112, it has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice of a policy that both prohibits, and prescribes disciplinary measures for, conduct constituting sexual harassment, sexual assault, or unlawful discrimination.

INSURANCE

Prior to award, Bidder shall secure and demonstrate to Agency proof of insurance as required in this RFQ. Insurance Requirements are found in Exhibit B of Attachment A.

CONTRACT EXECUTION/ TERMS AND CONDITIONS

The Contact attached hereto as Attachment A is not negotiable. Contractor shall not commence work under the Contract until the Contract has been executed.

ADDITIONAL INFORMATION

GOVERNMENT BODIES

Under ORS Chapter 190, Agency may enter into an agreement with another government body for the Goods or Services that are the subject of this RFQ. Intergovernmental agreements are not subject to the Public Contracting Code. If Agency receives an Offer from a government body, Agency will initially review the Offer according to the same criteria set forth in this RFQ. Agency, in its sole discretion, may enter into an ORS Chapter 190 agreement with any government body for the Goods or Services, or any portion thereof and cancel this RFQ if it would be in the public interest as determined by Agency.

OWNERSHIP/PERMISSION TO USE MATERIALS

Quotes submitted in response to this RFQ become the property of Agency. The submission of a Quote in response to this RFQ grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Quote solely for the purpose of evaluating the Quote, awarding a Contract, or as otherwise needed to administer the RFQ process, and to fulfill obligations under Oregon Public Records Laws. Quotes, including supporting materials, will not be returned to Bidder unless Agency cancels this RFQ prior to the Bid Opening.

COST OF BIDDING

Bidders must pay all costs of bidding including, but not limited to, the cost to prepare and submit https://secure.sos.state.or.us/oard/viewSingleRule.action;JSESSIONID_OARD=hIakRyCcS64BRysd2bgjaoKaspp8fp4NH954ZTDKtP9te0ZY_Vue!-1281346129?ruleVrsnRsn=11326

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Quotes, samples and other supporting materials, or to participate in demonstrations, if required by this RFQ.

CANCELLATION AND/OR REJECTION OF QUOTES/DAMAGES

Pursuant to ORS 279B.100, Agency may reject any or all Quotes in whole or in part and may cancel this RFQ at any time when the rejection or cancellation is in the best interest of the State. Agency, the State, and their officers, employees and agents are not liable to any Bidder for any loss or expense caused by or resulting from the delay, suspension, or cancellation of this RFQ, or rejection of any or all Quotes. Unless Agency cancels this RFQ prior to the Bid Opening, all Quotes will become part of the public record without obligation to Agency.

CONFIDENTIAL OR PROPRIETARY INFORMATION

Following award of Contract, responses to this RFQ are subject to public information requests unless the response or specific information contained therein is identified as exempt from public disclosure. Bidder is advised to consult with legal counsel regarding disclosure issues.

If Bidder believes any portion of its Quote contains information considered a trade secret under ORS Chapter 192.345(2), or otherwise is exempt from disclosure under the Oregon Public Records Law, ORS 192.311 through 192.478, each page containing such information must include the following:

“This data is exempt from disclosure under the Oregon Public Records Law pursuant to ORS 192, and is not to be disclosed except in accordance with the Oregon Public Records Law, ORS 192.311 through 192.478.”

Identifying the Quote in whole as exempt from disclosure is not acceptable. Cost information submitted in response to an RFQ is generally not considered a trade secret under Oregon Public Records Law. If Bidder fails to identify the portions of the Quote which Bidder claims are exempt from disclosure, Bidder is deemed to have waived any future claim of non-disclosure of that information.

RECYCLED PRODUCTS

Contractors shall use recyclable products to the maximum extent economically feasible in the performance of the contract services or work set forth in this document and the subsequent Contract.

(ORS 279B.055(2)(f), ORS279B.225, and ORS279B.270-279B.280)

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Exhibit A Cost Form

OregonBuys No. 16500-00014294

QTY UNIT OF

MEASURE DESCRIPTION UNIT

RATE PRICE

3 Bi-Annual Preventative Maintenance Minor

3 Bi-Annual Preventative Maintenance Major

As Needed Each Emergency Service

As Needed Each Full Service

3 Annual Support

TOTAL COST:

Submitted by Company Name:

Authorized Signature: __________________________________________Date: _________