Combined Synopsis RFQ 45310021Q0009 UPS Batteries Maintenance And Service.pdf

This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in Federal Acquisition Regulation Part 12, Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotations are being requested and a written solicitation will not be issued. The Contracting Officer is utilizing policies and procedures prescribed in Part 12, Acquisition of Commercial Items. This solicitation is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-04 effective on January 22, 2021. This solicitation is a Small Business Set-Aside. The North American Industry Classification System (NAICS) Code for this requirement is 335311.

1.0. INTRODUCTION & BACKGROUND

The U.S. Equal Employment Opportunity Commission HQ (EEOC) located at 131 M St, NE, Washington, DC 20507 has a requirement for work regarding our HQ Uninterrupted Power Supply (UPS) and Sealed Battery System. The UPS system provides backup power to EEOC’s computer and telecommunications network agency-wide. Proper upkeep of our UPS system is critical to EEOC’s Office of Information and Technology function and support to the Commission.

There are two work requests under this overall SOW, Brand Name Only;

a. Request for one (1) year scheduled Preventive Maintenance Services (PMS) and inspection and unscheduled/emergency services and repairs for our HQ Uninterrupted Power Supply (UPS) and Sealed Battery System.

b. Request for replacement of 80 batteries (jars) at EEOC Headquarters for the each of EEOC’s two (2) Uninterrupted Power Supply (UPS) and Sealed Battery Systems; a total of 160 batteries (jars)

1.1. CERTIFICATIONS

Only service technicians with up to date Eaton UPS equipment certifications may provide services upon contract award.

1.2. DELIVERIES

Contractor shall provide the COR via email or in person a legible summary of all services performed prior to leaving the premises. Summary for PMS and inspection shall include at a minimum a check list of services rendered. Contractor’s service summary or record must be on contractor’s official document, i.e., service ticket, work order or letterhead.

1.3. PERIOD OF PERFORMANCE

The period of performance will be from date of award thru 12 months.

1.4. PAYMENTS

The method of payment is Electronic Funds Transfer.

2.0. PREVENTIVE MAINTENANCE:

The contractor shall perform scheduled PMS and inspection, and unscheduled/emergency services and repairs during the period of performance. The vendor shall provide all labor, tools, equipment, parts, materials, transportation, supervision and personnel to perform all services.

2.1 REQUIREMENTS:

Contractor shall conduct one scheduled UPS PMS, one scheduled UPS performance inspection and unscheduled/emergency services and repairs quarterly. Emergency services require provider to be onsite within eight hours of emergency service call. See attachment for complete list of models, serial numbers, locations. Contractor shall schedule PMS and inspection services for accuracy or deficiencies with the EEOC COR on all the following components.

Note: Any reference to UPS system includes the four attached PDUs listed in the attachment.

2.2 PMS for UPS includes at a minimum:

2.2.1. Visual Inspection

a) Inspect all printed circuit board connections for cleanliness, swab contacts if necessary.

b) Inspect all power connections for signs of overheating.

c) Inspect all subassemblies, bridges and legs for signs of component defects or stress.

d) Inspect all DC capacitors for signs of leakage.

e) Inspect all AC capacitors for signs of leakage

f) Inspect and inventory all customer-owned spare parts.

g) Inspect for, and perform as required, any open engineering changes.

h) If work is completed under a PowerTrust™ Ultra contract, inspect battery monitoring system.

2.2.2. Internal Operating Parameters

a) DC Ground Detection Offset (if applicable).

b) Inverter leg current average balance (if applicable).

c) Output filter current average phase balance.

d) Rectifier bridge current average leg balance.

e) AC Protection settings are checked.

f) DC Protection settings are checked.

g) Input and Output Frequency and Voltage Bandwidth settings are checked.

h) Verify DC filter capacitance.

i) Verify AC tank and trap filter capacitance.

j) Power Supply voltages and waveforms

2.2.3. External Operating Parameters

a) System Input Voltages (all phases).

b) System Input Currents (all phases).

c) DC Charging Voltages (float and equalize), record settings, adjust to nominal.

d) Rectifier phase on and walk up.

e) Inverter phase on and walk up.

f) Adjust all panel meters to measured values.

g) System Bypass Voltages (all phases).

h) Manual and UV Transfer Testing, verify uninterrupted transfer waveform (if applicable).

i) Outage simulation, and battery capability testing, and verify charger current limit.

j) Generator operation and interface verification (if applicable).

2.2.4. Environmental Parameters

a) UPS area ambient temperature and condition of ventilating equipment.

b) General Cleanliness of UPS Power Module.

c) General Cleanliness of UPS area.

d) Replace all air filters.

e) Clean control panel/CRT screen.

f) Flywheel only: Drain oil and change oil and filters .

2.2.5. General Battery System (Full PMS listed separately below)

a) General appearance of Battery System (all types).

b) General cleanliness of Battery System area (all types).

c) Inspect cells for physical abnormalities.

d) Inspect all DC connections for abnormalities.

e) Battery System area ambient temperature and condition of ventilating equipment.

f) For internal batteries only, measure and record:

i) Overall battery float voltage,

ii) Charger output current and voltage, and

iii) Negative terminal temperature of one cell/battery per battery cabinet shelf or racktier.

2.2.6. Monitoring System Parameters

a) Alarm archive review and printing.

b) Alarm lamp test-local and remote (if applicable).

c) Replace all open monitor bulbs.

d) If work is completed under a PowerTrust Ultra contract, inspect battery monitoring system.

e) Review Battery Test in history (if applicable).

2.2.7. General

a) Customer Consultation.

b) Verbal Recommendations.

c) General Observations.

2.3. Performance Inspection includes at a minimum:

2.3.1. Environmental Parameters

a) UPS area ambient temperature and humidity.

b) Operating condition of ventilating equipment and cooling equipment.

c) General Cleanliness of UPS Power Module.

d) General Cleanliness of UPS area.

e) Replace air filters if applicable.

f ) Clean control panel/CRT screen (if applicable).

2.3.2. Battery System Checks

a) General appearance of Battery System (external batteries).

b) General cleanliness of Battery System area.

c) Battery System area ambient temperature and condition of ventilating equipment.

d) Inspect jars/cells for physical case abnormalities (external batteries).

e) Inspect all DC power interconnections for abnormalities (external batteries)

2.3.3. Monitoring System Parameters

a) Download, print and review of alarm history/event (if applicable).

b) Download print and review of present front panel metering values (if applicable):

i) System Input Voltages, Currents, and Frequency (all phases),

ii) Rectifier Input Voltages, Currents, and Frequency (all phases),

iii) DC Charging Voltages and Current,

iv) Inverter Output Voltages, Currents, and Frequency (all phases),

v) System Output Voltages, Currents, and Frequency (all phases), and

vi) System Bypass Voltages and Currents (all phases).

c) Download print and review of battery self test data (if applicable).

d) Download and print of unit configuration report (if applicable).

e) Operating status or remote monitor status panels if applicable.

2.3.4. General

a) Provide customer consultation.

b) Provide verbal recommendations.

c) Provide results of general observations.

2.4. Unscheduled and emergency services and repairs:

Contractor shall provide unscheduled and emergency services and repairs on a 24 hour/7 days a week basis upon service call from EEOC Facilities Staff. Contractor shall respond and be on-site to render services within two hours of calls for emergency services and within four hours for non-emergency unscheduled services. Contractor will accept four hour response rate when contractor surpasses two hour response time and eight hour rate when contractor surpasses four hour rate. Contractor shall provide written cost estimate to the extent possible and receive approval from COR before starting repair work associated with unscheduled or emergency repairs.

2.5. Equipment and Location:

Eaton UPS 9390-160 (2 ea), VRLA Sealed Battery (160 ea) [4 Cabinets with 40 batteries each], Eaton PDU (4 ea)

EQUIPMENT SERIAL NO. EEOC ROOM NO./LOCATION

UPS 1 EB1950BA01

4NE21K OIT UPS Room / inside Main LAN Room

4NE17N

Battery Cabinets 1 & 2 (UPS 1) n/a

4NE21K OIT UPS Room / inside Main LAN Room

4NE17N

UPS 2 EB194CBA01

4NE21K OIT UPS Room / inside Main LAN Room

4NE17N

Battery Cabinets 1& 2 (UPS 2) n/a 5NE11N / inside LAN Closet

POWER

DISTRIBUTION

UNIT (PDU1) Y0754263E TYPE J 4NE17N Main LAN Room (rear)

PDU2 Y0754263E TYPE J 4NE17N Main LAN Room (rear)

PDU3 Y0754263E TYPE J 4NE17N Main LAN Room (rear)

PDU4 Y0754263E TYPE J 4NE17N Main LAN Room (rear)

3.0 BATTERY REPLACEMENT REQUIREMENTS:

Contractor shall furnish all labor, tools, materials, equipment and supervision to perform the following work at the Equal Employment Opportunity Commission’s (EEOC) Headquarters located at 131 M Street, NE, Washington, DC.

PWHR12540W4FR, Corrective Labor Coverage extended from 1 to 3-yrs (BL07CBXX)

• N/A Response Time

• EOSL Status Active; Moving to Best Effort on Jan 1, 2027

Battery Replacement Items

• 1x PWHR12540W4FR, 5x8 Battery Replacement, 80 Jars per UPS (153700004-002 )

• Dock to Dock Delivery

• Removal, Replacement and Disposal of Old Batteries

• 3-year warranty

Site Location Model Serial Number Quantity Jars

EEOC 9390-100-160 EB195CBA01 1 80

EEOC 9390-100-160 EB194CBA01 1 80

Subtotals: 2 160

3.1. General:

The Contractor shall (within specified tolerances) perform all work in accordance with the lines, grades, typical cross sections, dimensions and other data shown on the plans or as modified by written orders, including the furnishing of all materials, implements, machinery, equipment, tool, supplies, transportation, labor and all other things necessary to the satisfaction prosecution and completion of the project in full compliance with the contract requirements.

3.2.Hours of Work: Non Holidays (Monday – Friday):

All work shall be performed during business hours (7 am – 5 pm). Work on Saturdays, Sundays and Holidays are allowed any time with prior approval from EEOC. Work shall in no way disturb the operation of the building. If during the performance of any work, personnel request work to stop due to noise, odors or other factors, the Contractor shall immediately stop working and contact building management and the EEOC Project Manager. The Government will NOT be held financially liable for any cost incurred due to a request to stop work.

3.3. Trash Removal:

All debris and trash shall be removed from the building by the Contractor after each workday and disposed of properly at the Contractors expense.

3.4. Clean-up:

The Contractor shall thoroughly clean-up all areas where work has occurred after each day’s work. In addition, if dust, dirt, debris, water/liquid or other material from the work is carried or migrates into other areas, the Contractor shall also be responsible for cleaning or restoring those areas back to pre-work condition. The Contractor shall supply all cleaning equipment, tools, cords and materials necessary to thoroughly clean up after working.

3.5. Final Clean-up:

Contractor shall be responsible for cleaning the entire project site prior to FINAL ACCEPTANCE. Project site shall be defined as all areas entered by or traveled by Contractor’s personnel during execution of the requirements.

Contract Administration:

The person authorized to execute the purchase order on behalf of the Government and any other Government employee who is properly designated as Contracting Officer. Notwithstanding any of the provisions of the purchase order, Contracting Officer shall be the only individual authorized to redirect the effort or in any way amend or modify any of the terms of the resulting purchase order. Doreen Starkes is hereby designated as the Contracting Officer. She can be reached at email to doreen.starkes@eeoc.gov.

mailto:doreen.starkes@eeoc.gov

Submission of Quotation:

Your quotation in response to RFQ 45310021Q0009 is due March 23, 2021 in the office(s) email address at 1:00 p.m., eastern standard time. See Attachment 2- Schedule of Supplies and Service (Price Breakdown). All materials must be scanned and submitted as an attachment to the email addresses listed below. Fax, US Mail and private mailing services will not be accepted. If any part of the submission is incomplete, inaccurate or contains any misrepresentation, it will be disqualified from consideration.

Questions:

Questions regarding this request for quotation should be submitted to John Adams, Contract Specialist, via e-mail at John.Adams@eeoc.gov. Telephone inquiries or responses are not acceptable. The deadline for submission of questions regarding RFQ 45310021Q0009 is March 18, 2021 at 3:00 p.m. EST. The Government will not reimburse interested parties for any cost associated with responding to this business opportunity. All responsible sources may submit a quotation which shall be considered by the agency. Contracts will be awarded on or before March 29, 2021.

Basis for Award:

See Attachment 1- Basis of Award

Payment and Billing:

Pursuant to FAR Clause 52.232-33, entitled, "Payment by Electronic Funds Transfer-System for Award Management (July 2013), the Government's method of payment for work authorized is by electronic funds transfer.

Electronic copies of invoices shall be uploaded to the electronic invoicing system portal via www.ipp.gov, the U.S. Department of the Treasury’s Invoice Processing Platform System (IPP), in accordance with the attached custom clause. See attached vendor notification letter for additional instructions.

Type of Contract:

This is a firm fixed price contract.

Applicable Provisions and Clauses:

The provisions at 52.212-1, Instructions to Offerors - Commercial Items applies to this acquisition. The vendor shall include a completed copy of the provisions at 52.212-3, Offeror Representations and Certifications - Commercial Items with your quote. The provision at 52.216- 27, Single or Multiple Awards applies to this RFQ. Clause 52.212-4, Contract Terms and Conditions-Commercial Items and Clause 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Order-Commercial Items, and 52.225-25, Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran— Representation and Certifications are incorporated by reference. Clause 52.203-6, Restrictions on Subcontractor Sales to the Government ‘ Alternate I, Clause 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements Clause 52.204-10 Reporting Executive Compensation and First –Tier Subcontract Awards, Clause 52.204-19, Incorporation by Reference of Representations and Certifications, Clause 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed Debarment, Clause 52.204-23 Prohibition on Contracting for Hardware Software and Services Developed or Provided by Kaspersky Lab and Other Covered Entities, Clause 52.204-http://www.ipp.gov/

25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment Clause 52.209-9 Updates of Publicly Available Information Regarding Responsibility Matters, 52.209-10 Prohibition On Contracting with Inverted Domestic Corporations, Clause 52.219-6 Notice of Total Small Business Set-Aside, Clause 52.222-3 Convict Labor, Clause 52.222-19 Child Labor – Cooperation with Authorities and Remedies, Clause 52.222-21, Prohibition of Segregated Facilities, Clause 52.222-26 Equal Opportunity, Clause 52.222-36 Equal Opportunity for Workers with Disabilities, Clause 52.222-50 Combating Trafficking in Persons, Clause 52.223-18 Encouraging Contractor Policies to Ban Texting Messaging While Driving, Clause 52.225-13 Restrictions on Certain Foreign Purchases, Clause 52.225-25, Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran-Representation and Certifications, Clause 52.232-33, Payment by Electronic Funds Transfer – System for Award Management, 52.232-36, Payment by Third Party, 52.233-3 Protest After Award and Clause 52.233-4 - Applicable Law for Breach of Contract Claim are incorporated by reference. To obtain the above provision/clauses in full text, please visit https://www.acqusition.gov.

https://www.acqusition.gov/