SOW - Annual UPS Maintenance.docx

STATEMENT OF WORK

A. GENERAL INFORMATION

1. Title of Project: 100Kw UPS Annual Preventative Maintenance

2. Scope of Work: The contractor shall provide all resources necessary to conduct a full system assessment, maintain the integrity, and ensure functionality of a 100Kw Galaxy VS Uninterruptible Power Supply (UPS) at the Region IX Office located at 1111 Broadway, Suite 1200, Oakland, California, 94607.

3. Background: FEMA Region 9 Oakland is located within a Downtown Oakland high-rise at 1111 Broadway. The physical location of the UPS at FEMA Region 9 is Suite 1200, Main IT Server Room. The UPS purpose is to energize mission-critical equipment connected to emergency power circuits.

4. Unit Description: Galaxy VS UPS (DWG No. GVS10K100FGSAIO)(Serial No. QD2122180387), 480V, 3-Phase, Start-up 5x8.

3. Performance Period (Frequency of Service): One-time annual maintenance; including emergency service repair. The contractor shall complete the work required under this SOW on an annual basis from date of award unless otherwise directed by the Contracting Officer (CO).

All scheduling of services shall be mutually agreed upon between the Government and the contractor prior to the start of services. The contractor shall be given 24-hour notice for when an emergency service callout or maintenance is required.

All services are expected to be performed during weekdays and during regular business hours. Regular business hours are Monday through Friday, 8am to 4pm. Any work performed outside the regular business hours shall be approved by the CO and coordinated with the on-site point of contact.

4. Type of Contract: Firm-Fixed-Price – Parts, Travel, and Labor Included.

B. GENERAL

Work shall proceed expeditiously and during schedule timeframes as coordinated with the on-site point of contact (POC). Pre-arrival notification shall be given no less than 30 minutes before arriving onsite. Maintenance outside of regular business hours may be approved for this service agreement to limit the impact to the Government.

The contractor shall ensure a clean work environment is maintained proximal to the UPS when handling parts and materials in accordance with existing environmental requirements.

C. STATEMENT OF WORK (SOW)

The purpose of this requirement is to service and repair, when necessary, FEMA Region 9 Oakland’s Uninterruptable Power Supply (UPS).

The contractor shall deliver comprehensive service by certified technicians to reduce threat posed by public utility outages and electrical power surges.

1. Annual UPS Maintenance & Inspection

Services scheduled and provided to assure UPS performance with respect to manufacturer specifications are to include but are not limited to:

A. Visual Inspection

· Inspect the UPS and/or PDU solution to verify that all system components are clean and functioning within designed specifications.

B. Environmental Inspection

· Verify and document that the system’s environment is within specified operating conditions including but not limited to room temperature, airflow, dust contamination, etc.

C. Mechanical/Electrical Inspection

· Inspect all power and control wire termination points as well as all UPS and/or PDU.

D. Functional Verification and Maintenance

· Check UPS and/or PDU event and alarm logs.

· Verify that input, output and bypass voltage and current values are within designed specifications.

· Verify transfer to on battery operation and transfer to and from static bypass.

· Check parallel operation performance.

· Verify and implement all required Field Advisories and Field Modifications.

· Check all circuit board revisions and update as required.

· Update the firmware of the equipment as recommended by the manufacturer.

· The contractor must possess all required qualifications and licenses to successfully update system firmware.

E. Diagnose, Repair, and Test

· Document the status of the UPS and/or PDU upon arrival to the site (i.e. on-line, on-battery, bypass or other etc.)

· View event logs and display for alarms / information on the UPS.

· Troubleshoot reported issue as required.

· Replace any defective parts and repair the system as required.

· Complete functional tests conducted after corrective action is taken.

· Describe the problem and explain the corrective action taken. A detailed report will be provided.

2. Reporting Requirements

1. The Contractor shall provide the Contracting Officer or on-site POC with service reports documenting completion of work and UPS status withing 72-hours. The report shall identify problems or discrepancies that arose and include statement(s) describing any resolution. Reporting must include outstanding concerns that require further action or that were left unresolved.

2. The Contractor shall further submit an estimate for services to correct deficiencies not identified as part of the general maintenance requirement outside of preventative maintenance before performing work.

D. PERMITS, ROYALTIES, AND LICENSES

The contractor shall, without additional an expense to the Authority, be responsible for obtaining all licenses, certifications and permits which are necessary to fulfill the requirements of the Statement of Work.

The contractor shall also obtain and pay the costs of any royalties and licenses for any patented or copyrighted items used in the performance of work.

Insurance requirements for successful vendor (proof required and submitted before work to begin).

a. Workers compensation Insurance as required by state law.

b. Commercial general liability insurance in the minimum amount of one million dollars that includes a general aggregate in the minimum amount of two million dollars

c. Employer’s liability insurance in the minimum amount of one million dollars.

d. Business automobile insurance in the minimum amount of one million dollars.

e. Umbrella liability insurance in the minimum amount of five million dollars

E. Safety

The contractor shall perform all its activities pursuant to this contract in a safe manner.

The contractor shall assume responsibility on the job site for the actions of all its personnel and subcontractor(s) who are associated with performance on this contract. The contractor shall take adequate measures to prevent injury to the public or Authority property on the job site

SECURITY: All personnel require access to information up to the sensitive but unclassified, for official use only (FOUO) levels. Contractor must ensure contractor employees receive a favorably adjudicated public trust suitability prior to entry on duty (EOD). All individuals will be U.S. citizens. The contractor shall follow the standards established within DHS and FEMA policy.

Certificate of training is required for all cleared contractor employees who are working with classified or unclassified information. All certificates must be sent to the assigned FEMA Contracting Officer Representative (COR), before the contractor or subcontractor is granted access to classified or unclassified information but no later than 30 calendar days after awarded contract. Send certificates of completion for Unauthorized Disclosure, OPSEC, and Insider Threat to the FEMA COR no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

Unauthorized Disclosure of Classified or Unclassified Information:

Contractors and Subcontractors who are working on this contract shall receive Unauthorized Disclosure of Classified or Unclassified Information training.

Access to the training can be obtained at:

https://securityawareness.usalearning.gov/unauthorizedrefresher/index.htm Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

OPSEC Training:

Contractors and Subcontractors who are working on this contract shall receive the OPSEC Awareness Brief.

Access to the briefing can be obtained at http://cdsetrain.dtic.mil/opsec Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

Insider Threat Training:

Insider Threat training for Contractors can be found at: http://cdsetrain.dtic.mil/itawareness/index.htm.

Certificate of training is required for all cleared contractor employees who are working with classified or unclassified information. All certificates must be sent to the assigned FEMA Contracting Officer Representative, before the Contractor or Subcontractor is granted access to classified or unclassified information but no later than 30 calendar days after awarded contract. All cleared contractor personnel are required to recertify Insider Threat training annually thereafter. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

For Official Use Only (FOUO) Information:

In accordance with DHS Management Directive 11042.1 contractors, consultants and others to whom access is granted will abide by 11042.1; DHS policy regarding the identification and safeguarding of sensitive but unclassified information originated within DHS. It also applies to other sensitive but unclassified information received by DHS from other government and non-governmental activities.

The contractor will:

Be aware of and comply with the safeguarding requirements for “For Official Use Only” (FOUO) information as outlined in this directive.

Participate in formal classroom or computer-based training sessions presented to communicate the requirements for safeguarding FOUO and other sensitive but unclassified information.

Be aware that divulging information without proper authority could result in administrative or disciplinary action.

Contractors and Consultants shall execute a DHS Form 11000-6, Sensitive but Unclassified Information Non Disclosure Agreement (NDA), as a condition of access to such information. Other individuals not assigned to or contractually obligated to DHS, but to whom access to information will be granted, may be requested to execute an NDA as determined by the applicable program manager. Execution of the NDA shall be effective upon date of the DHS Policy and not applied retroactively.

Foreign Travel and Government-Issued Equipment Per DHS and FEMA IT policy, FEMA employees and contractors are not authorized to take government-issued equipment, including cell phones, computers, or tablets such as iPads, outside of the United States regardless of the reason for travel. If government-issued equipment is required for official foreign travel, FEMA government employees may request a temporary loaner device through the Mobility Service Center, Office of the Chief Information Officer, Service Center for the duration of their trip. FEMA contractors must contact their contracting officer’s representative (COR) for further guidance.

If your device is detected as operating outside of the United States and its territories it will be disabled, and your information will be forwarded to the Office of Professional Responsibility for review.

Background Investigations All contractor personnel who require access to DHS or FEMA information systems, routine access to DHS or FEMA facilities, or access to sensitive information, including but not limited to Personally Identifiable Information (PII), shall be subject to a full background investigation commensurate with the level of the risk associated with the job function or work being performed. FEMA’s Personnel Security Division (PSD) will determine the risk designation for each contractor position by comparing the functions and duties of the position against those of a same or similar federal position, applying the same standard for evaluating the associated potential for impact on the integrity and efficiency of federal service.

Low Risk without Information System Access Contractor personnel occupying positions or performing functions with a Low Risk designation and who do not require access to DHS or FEMA information systems may undergo a Tier 1 investigation with a credit check and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract. (also reference Facility Access).

Low Risk with Information System Access Contractor personnel occupying positions or performing functions with a Low Risk designation and who require access to DHS or FEMA information systems shall undergo a Tier 2 Suitability Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

Moderate Risk Contractor personnel occupying positions or performing functions with a Moderate Risk designation shall undergo a Tier 2 Suitability Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

High Risk Contractor personnel occupying positions or performing functions with a High Risk designation shall undergo a Tier 4 Suitability Background Investigation (T4) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

Background Investigation Process To initiate the request to process contractor personnel, the Contractor shall provide the FEMA Contracting Officer’s Representative (COR) with all required information and comply with all necessary instructions to complete Section II of the FEMA Form 121-3-1-6, “Contract Fitness/Security Screening Request.” The FEMA COR shall ensure that all other applicable sections of the FEMA Form 121-3-1-6 are complete prior to submitting the form to FEMA PSD for processing. The Contractor shall also provide the FEMA COR with completed OF 306, “Declaration for Federal Employment,” forms for all contractor personnel.

Contractor personnel who already have a favorably adjudicated background investigation, may be eligible to perform work under this contract without further processing by FEMA PSD if:

the investigation was completed within the last five years, it meets or exceeds the minimum requirement for the position they will occupy or functions they will perform on this contract, the contractor personnel have not had a break in employment since the prior favorable adjudication, and, FEMA PSD has verified the investigation and confirmed that no new derogatory information has been disclosed which may require a reinvestigation.

FEMA PSD will notify the COR of the names of the contractor personnel eligible to work based on prior, favorable adjudication. The COR will, in turn, notify the Contractor of the names of the favorably adjudicated contractor personnel, at which time the favorably adjudicated contractor personnel will be eligible to begin work under this contract.

For those contractor personnel who do not have an acceptable, prior, favorable adjudication or who otherwise require reinvestigation, FEMA PSD will issue an electronic notification via email directly to the contractor applicant/personnel that contains the following documents, which are incorporated into this contract by reference, along with a link to the Office of Personnel Management’s (OPM) Electronic Questionnaires for Investigation Processing (e-QIP) system and instructions for submitting the necessary information:

Standard Form 85P, “Questionnaire for Public Trust Positions” Optional Form 306, “Declaration for Federal Employment” SF 87, “Fingerprint Card” (2 copies) DHS Form 11000-6, “Non-Disclosure Agreement” DHS Form 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the Fair Credit Reporting Act” FEMA PSD will only accept complete packages consisting of all of the above document and Standard Form 85P, which must be completed electronically through the Office of Personnel Management’s e-QIP system. The Contractor is responsible for ensuring that all contractor personnel timely and properly submit all required background information.

Once contractor personnel have properly submitted the complete package of all required background information, FEMA’s Personnel Security Division, at its sole discretion, may grant contractor personnel temporary eligibility to perform work under this contract prior to completion of the full background investigation if the Personnel Security Division’s initial review of the contractor personnel’s background information reveals no issues of concern. In such cases, FEMA’s Personnel Security Division will provide notice of such temporary eligibility to the COR who will then notify the Prime Contractor, at which time the identified contractor personnel will be temporarily eligible to begin work under this contract. Neither the Prime Contractor nor the contractor personnel has any right to such a grant of temporary eligibility. The grant of such temporary eligibility shall not be considered as assurance that the contactor personnel will remain eligible to perform work under this contract upon completion of and final adjudication of the full background investigation.

Upon favorable adjudication of the full background investigation, FEMA’s Personnel Security Division will update the contractor personnel’s security file and take no further action. In any instance where the final adjudication results in an unfavorable determination FEMA’s Personnel Security Division will notify the contractor personnel directly, in writing, of the decision and will provide the COR with the name(s) of the contractor personnel whose adjudication was unfavorable. The COR will then forward that information to the Contractor. Contractor personnel who receive an unfavorable adjudication shall be ineligible to perform work under this contract. Unfavorable adjudications are final and not subject to review or appeal.

Continued Eligibility and Reinvestigation Eligibility determinations based on a Low Risk T1, Moderate Risk T2S or High Risk T4 are valid for five years from the date that the investigation was completed and closed. Contractor personnel required to undergo a background investigation to perform work under this contract shall be ineligible to perform work under this contract upon the expiration the background investigation unless and until the contractor personnel have undergone a reinvestigation and FEMA’s Personnel Security Division has renewed their eligibility to perform work under this contract.

Exclusion by Contracting Officer The Contracting Officer, independent of FEMA’s Personnel Security Division, may direct the Contractor be excluded from working on this contract. Any contractor found or deemed to be unfit or whose continued employment on the contract is deemed contrary to the public interest or inconsistent with the best interest of the agency may be removed.

FEMA does not intend to share PII with this contractor, however it is possible during the course of their duties that they may come into contact with documents containing PII. Privacy and cyber security clauses are in place to ensure contractor compliance with proper PII handling procedures.

1. APPLICABLE DOCUMENTS: Employee Identification - Contractor personnel working on this requirement shall wear an identification badge that, at minimum, displays the contractor’s name, the employee’s photo, and the employee’s name. Contractor employees shall comply with all Government escort rules and requirements. Provide manufacturer documentation for maintenance performance schedule.