SOW_-_PM_Four_UPS_Systems_(1).doc

Statement of Work

Preventative Maintenance and Emergency Service of Four UPS Systems Located at Hollings Marine Laboratory 331 Fort Johnson Road

Charleston, SC 29412 General

The Hollings Marine Laboratory is a government-owned laboratory located at 331 Fort Johnson Rd. Charleston, SC 29412, is seeking the services of a company that will perform preventative maintenance of the building's four UPS systems and associated equipment located at the Hollings Marine Laboratory on a full-service coverage basis, including unlimited 24/7 emergency service. Two UPS systems are located in the main building. One of the UPS systems is located in the H-wing, and the other is in the NMR wing. The company that is retained needs the ability to respond to emergency calls 24 hours a day, 365 days a year.

Objective The objective is for HML to obtain a multi-year firm fixed price contract for a qualified Contractor to perform the semi-annual and annual preventative maintenance and emergency services for the four UPS systems, batteries, and systems located at the Hollings Marine Laboratory, 331 Fort Johnson Rd, Charleston SC, 29412. The Contractor shall provide all supervision, labor, administrative support, materials, tools, parts, supplies, equipment, and transportation necessary to effectively and efficiently fulfill this Statement of Work (SOW) requirements.

The UPS systems in this contract are as follows:

(1) HML- Main Building – APC Symmetra, Serial # QD1741211382, two banks of batteries for a total of 80 batteries ea., located in room E-201

(2) HML – Main Building- Powerware 9390, Serial # EY012CAA04, one bank of batteries for a total of 40ea, located in room A-225

(3) NMR Wing – Liebert NPower Serial # 37-75336, Model: NPower, kVA 40, one bank of batteries for a total of 40 ea.,

(4) H-Wing –Liebert NPower Serial # 37-4946, Model: NPower, kVA: 80 with a bank of batteries for a total of 40 ea.

Their performance characteristics are subject to moderate use in operating times and pressure loads, which align with most properties and equipment in the contractor's experience. As stipulated, the four UPS systems and associated equipment included in this Statement of Work (SOW) will require preventative maintenance, service, repair, inspection, and testing similar to most moderately used UPS systems. The term of this requirement is intended to consist of a one (1) year base period with four (4) one (1) year option periods.

Qualifications

The company/contractor must show certification, competency, and experience in the operation, maintenance, semi-annual service, and repair of the UPS systems and associated equipment that operate in medium industrial, commercial, institutional, medical, and academic facilities.

01 CERTIFICATIONS

The Contractor shall provide proof that personnel performing work under this contract have valid state or local licenses or certifications for UPS Systems repair and servicing covered under this contract. Persons performing maintenance shall have participated in a Certification Program within the last 12 months and be certified.

02 KEY CONTRACTOR PERSONNEL

The Contractor shall identify and provide the Contracting Officer and Technical Point of Contact (TPOC) with a list of names and telephone numbers of the critical personnel and or a 24-hour emergency contact number of contractor personnel who shall be responsible for fulfilling all the requirements of this SOW including responding to emergency callbacks in the event of a problem resulting from a scheduled preventative maintenance visit such as quarterly and annual preventative maintenance. The contractor’s key person or personnel list shall be provided to the Contracting Officer and Technical Point of Contact (TPOC) fifteen (15) days before the start of the contract. It shall be updated when approved changes are made.

The servicing contractor will perform the elements of this statement of work with factory-trained, skilled, professional technicians familiar with inspection, maintenance, and repair procedures. Evidence of the above requirements shall be included with the vendor's quote.

Scope of Work A) Service and Repair

The contractor will provide the HML with expert preventative maintenance, testing, and calibration during semi-annual and annual visits and full service. Full-service coverage includes unlimited 24/7 emergency service. Emergency service calls will be returned within 30 minutes. On-site response time is guaranteed in four hours or less when on-site support is required. Full-service coverage includes 100% parts, labor, travel, and on-site time for remedial and emergency repairs. Full Service does not include full-string capacitor replacements.

UPS Semi-Annual Service Perform a complete visual inspection of all internal sub-assemblies, wiring harnesses, contactors, cables, and principal components.

· Check for proper clearance around the unit.

· Perform temperature checks on all breakers, connections, and associated controls.

· Report all high-temperature areas.

· Check air filters for cleanliness; clean or replace.

· Check module(s) for the following, as applicable:

1. Rectifier and inverter snubber circuit board discoloration.

2. Power capacitors for swelling or leakage.

3. Capacitor vent caps extruded more than 1/8”

4. Fans for proper operation.

5. Lubricate and check bearings for abnormal conditions, as applicable, where possible.

· Record all meter readings and calibrate as necessary, where possible.

· Measure and record phase-to-phase input, output, bypass, and battery voltages and currents, where possible.

· Review alarm log/history for any irregular activity, where possible.

· Verify remote status panel operation.

· Measure and record harmonic trap filter currents, where possible.

· Review system performance with customers to address questions and schedule repairs.

· Implement manufacturer field change notices as soon as possible

· Perform functional system test upon customer approval UPS Annual Service (Consists of all steps included with Semi-Annual Service)

· Check the inverter and rectifier snubbers for discoloration or damaged wiring.

· Check all contacts to ensure secure connections.

· Verify all connections show no signs of discoloration.

· Check fuses on the DC capacitor deck for continuity, as applicable.

· Clean the interior and exterior of the unit.

· With customer approval, perform system operational tests, including unit transfer and battery discharge.

· Measure and calibrate, as necessary, where possible, all electronics to system specifications.

· Measure and record all low-voltage power supply levels.

· Preventative Maintenance may require placing the Critical Load onto the Maintenance Bypass to ensure electrical integrity.

· The terms of the full-service contract should cover air filters.

· Preventative Maintenance on System Control Cabinet, Power Tie, Breaker Cabinets, Load Bus.

Preventative Maintenance Perform a detailed inspection of the battery installation, including connections, racks, and environmental conditions. Any items deemed critical action outside the scope of preventative maintenance procedures should be brought to the attention of on-site personnel.

· Record the float voltage of each cell and the overall battery string.

· Check and record charger output voltage and current.

· Check for signs of leakage, including post seals and jars to cover seals.

· Clean all cells, including covers and racks, as required, to avoid tracking and discharge paths.

· Check and record individual cell temperatures.

· Measure and record the AC Ripple Current and Voltage flowing in the battery string.

· Measure and record the internal and connection resistance of cells in the string.

· Connection resistance that is deemed excessive shall be identified for corrective action.

· Corrective action may be performed during the maintenance procedure if allowance is made for these activities.

· Check and record the specific gravity (Vented Lead Acid batteries only).

· Check electrolyte levels and fill where required (Vented Lead Acid batteries only).

· Take reasonable proactive and corrective measures to remedy any discrepancy discovered during the inspection, maintenance, or testing.

· Provide a report with pertinent data, conclusions, and recommendations.

Consistently reliable maintenance and service procedures would characterize the service required. Equipment shall be kept in tune condition by appropriate repairs, maintenance, calibration, and adjustments for peak effectiveness and efficiency, with responsiveness on the contractor's part when any repair or adjustment is needed. The list of required checks is at the bottom of the statement of work.

Upon arriving at the job site, contractor employees shall check in with Facilities Management or Facilities Maintenance Staff immediately and before they depart from the job site. During after-hours callbacks, the Contractor employees shall check in with the Facility Manager or a Facilities Maintenance Staff member on duty at the rear of the building at the loading dock office.

Each technician will be trained in the following:

1. Lockout – tag out

2. Electrical safety – high voltage

3. Hazardous communications

4. Personal protective equipment

5. Fall protection

Housekeeping

· General cleaning of enclosure interior of UPS Systems and associated equipment

03) Safety

· The Contractor shall provide and ensure that all personnel at the work site wear the safety devices/apparel described below when working on UPS Systems located in the Boiler and Water Heater Systems maintenance rooms.

1. Approved back support and protective devices

2. Eye protection in compliance with ANSIZ87.1. -1968.

3. Approved hearing protection

4. Approved hand protection

5. Other safety devices/apparel when conditions warrant

6. Perform the Lock Out Tag Out procedure (LOTO)

· The Contractor shall furnish documentation as directed by the Technical Point of Contact (TPOC) of completing the approved safety training of equipment operators and other personnel. The safety training shall comply with all OSHA standards, and a sample program shall be submitted to the Technical Point of Contact (TPOC).

· The Client's Safety Officer reserves the right to inspect all areas for safety violations at its discretion, direct the Contractor to make immediate improvements to necessary conditions and procedures, or stop the work if other hazards are deemed to exist.

· If the Client Safety Officer should elect to stop work because of any type of existing safety hazards after the Contractor has been notified and provided ample time to correct, the Contractor shall bear all costs for eliminating the risk (s) and shall not be granted compensation for the work stoppage. The Contractor shall pay all additional expenses.

· The Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the performance of the contract. The Contractor shall take all necessary precautions for safety and provide reasonable protection to prevent damage, injury, or loss to persons, properties, equipment, and vehicles.

· The Contractor shall, without additional expense to the Client, be responsible for obtaining and renewing all necessary licenses and permits. The Contractor shall also be responsible for all damages to persons or property resulting from the Contractor’s negligence and shall take proper safety and health precautions to protect the work, the workers, the public, and the property of others. In addition, the Contractor shall be responsible for all materials delivered and work performed until completion and acceptance of the job.

· The Contractor shall comply with all applicable revisions, additions, changes, or upgrades to any Federal, state, and municipal laws, codes, and regulations that are in effect on the contract date and which affect the performance of the work.

D) Emergency Services

The Contractor shall provide emergency response (24 hours per day and seven days per week) as part of the yearly contract with a response time of no more than 2 hours. The contractor must also provide a toll-free number to be answered 24 hours daily for emergency calls. Upon notification by HML, the contractor personnel must call the HML representatives within thirty (30) minutes of being notified of an emergency condition and state the technician’s name and estimated time of arrival at the site to begin work. Failure to arrive at HML and respond to an emergency within two hours may constitute termination of existing contact.

Pre-Bid Site Visit All vendors are highly ENCOURAGED to attend a pre-bid site visit at HML. Even though it is not mandatory, more weight will be given to the bid evaluation for those in attendance. The site visit time and date are TO BE DETERMINED. Ron Skelly, the onsite Facilities Operations Specialist, will be the primary point of contact. He can be reached at Ronald.Skelly@noaa.gov or (330) 987-1561. During the site visit, prospective vendors can review engineering drawings and inspect locations around the facility where the UPS Systems operate. The Facility Manager, Technical Point of Contact (TPOC), or a Facilities Support Staff member will be available to answer questions during the site visit.

Period of Performance The contract period of performance will be for a five (5) year period. There will be a base year with a start date of September 26, 2024, ending September 25, 2025, with four subsequent option years. The contract end date will be in 2029.

Personnel The contractor shall provide proof that all on-site employees are U.S. citizens or legal aliens. The contractor shall not employ personnel with felony convictions or narcotics use records at HML. The contractor is responsible for completing a security investigation on all employees working at the HML in connection with this contract.

Conduct of Contractor Personnel The contractor’s employees are subject to and shall observe and comply with applicable regulations, policies, and procedures. Contractor employees shall not enter restricted areas per security regulations and safety policies. The Contractor shall be responsible for the selection, certification, assignment, supervision, management, and control of employees with the advice of the Contracting Officer (CO) or the Technical Point of Contact (TPOC) in performing all contract work. The removal from the job site of any employee shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the terms and conditions of the contract. The Contractor’s employees shall not use offices, rooms, work areas, etc., for their use. When a task is completed, such employees shall immediately leave the area. Contract personnel shall not use or operate telephones, radios, computer terminals, or any other Government or privately-owned equipment or property without the express permission of the HML TPOC. The Contractor’s employees shall not disturb papers on desks or open desk drawers or cabinets. Breaks shall not be spent in offices or room areas but only in the assigned rest areas. The Contractor’s employees shall not loiter in working, patron, or other unauthorized areas. While waiting for transportation or work breaks, they shall not block or impede movement on ramps, doorways, corridors, or walkways.

Security Requirements Contractor employees shall comply with all security requirements. Copies of pertinent policies, regulations, and procedures will be provided to the Contractor upon request. Fifteen days before the contract start date, the Contractor shall submit to the Contracting Officer the full name and any alias, address, city and state, and date of birth of each employee hired to work on this contract. This employee list shall be constantly kept up-to-date. The Contractor shall fill out any questionnaires or other forms as may be required by the Government for security purposes. All vehicles entering the Fort Johnson Complex are subject to search as authorized by the local South Carolina Department of Resources Law Enforcement or by local Law Enforcement with joint jurisdiction over the complex. All Contractors will be required to register at the front desk and receive a temporary pass for one day, and, if needed, a door pass card will also be provided.

Work Schedules/Shifts Excluding required emergency services, the Contractor shall accomplish all work for the HML between 0800 and 1600 Monday through Friday, excluding Federal Holidays. This allows the flexibility for the contractor to schedule 8 hours of work during a time when HML staff will be at the facility.

Guarantee of Work The contractor shall guarantee all work and agree to remedy, at its own expense, any defects caused by poor workmanship or materials.

Conformance with Environmental Management Systems

The Contractor shall work under this contract consistent with the relevant policy and objectives identified in the agency, organizational, or facility environmental management system (EMS) applicable to your contract. The Contractor shall perform work in a manner that conforms to all appropriate Environmental Management Programs and Operational Controls identified by the agency, organizational, or facility EMS and provide monitoring and measurement information as necessary for the organization to address environmental performance relative to the ecological, energy, and transportation management goals. If an environmental nonconformance or noncompliance associated with the contracted services is identified, the contractor shall take corrective and preventative actions. In the case of non-compliance, the Contractor shall respond and take corrective action immediately. In the case of nonconformance, the Contractor shall react and take corrective action based on the schedule established by the EMS Site Coordinator. In addition, the Contractor shall ensure that their employees know the roles and responsibilities identified by the environmental management system and how these requirements affect their work performed under this contract.

1. Check in with Facilities Maintenance Staff and receive a temporary pass for one day

2. When required, Facilities Maintenance Staff will have you read a brief statement concerning the EMS. The Facility Manager or a Facilities Support Staff member will convey to the contractor any other items that need to be done to protect HML and our environmental issues.

IT Security Requirements The Certification and Accreditation (C&A) or Assessment and Authentication (A&A) requirements of Clause 48 CFR 1352.239-72 do not apply, and a Security Accreditation Package is not required.

The contractor shall not have access to government-owned equipment or be furnished with government-privileged information. All hardware and software provided in this contract will become the government's property.

Additional Requirements and Provisions Contractor Qualifications:

In determining a contractor's responsibility, the following criteria will be considered. Contractors may be asked to produce evidence so their responsibility can be determined.

1. The contractor must have all applicable licenses as required under the laws of South Carolina, federal laws, and any local laws or ordinances for the work performance under this agreement at the time of proposal.

2. Adequate capital and credit rating sufficient to complete all operations under this agreement.

3. Whether the contractor can provide the service promptly or within the time specified, without delay or interference.

4. The character, integrity, reliability, reputation judgment, experience, and contractor efficiency.

5. The quality of performance of previous contracts and services.

6. An adequate supply of equipment in good condition and staffing to perform the service is needed.

7. The term of this agreement will be for one year from the date of acceptance by both parties, with an annual renewal of four additional years subject to 90 days' notice of any price increase before the anniversary date.

8. The contractor must submit an organizational chart of the Service Company showing the location of offices and employees associated with the contract's administration and performance.

Schedule of Deliverables

331 Ft Johnson Road Charleston, SC 29412 808-295-3822

331 Ft Johnson Road Charleston, SC 29412 808-295-3822

hours/day and seven days/week).

331 Ft Johnson Road Charleston, SC 29412 808-295-3822

Evaluation Criteria The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation is the Lowest Price Technically Acceptable Offer (LPTA). Technically acceptable is defined as the offeror’s ability to meet all the requirements/salient characteristics identified in the Statement of Work/Specification and the offeror’s demonstrated ability to perform the contract successfully through Past Performance. Only the lowest priced offer will be evaluated for technical acceptability. If the lowest priced offer is found not to be technically acceptable, then the next lowest priced offer will be evaluated. This process will continue until a technically acceptable offer is identified; not all offers will be evaluated. The following factors shall be used to evaluate offers: (1) Technical, (2) Past Performance, and (3) Price

(1) Technical (Pass/Fail)

The government will evaluate the offeror’s ability and method/approach to providing all the requirements in the Statement of Work as identified in their technical section/proposal. Technical will be rated as to the extent the offeror can clearly and fully demonstrate that it has a thorough understanding of the requirements and can successfully provide the requirements. Offerors that cannot specifically address their ability and method/approach to providing all the requirements in the Statement of Work or that do not submit a Technical Section with their offer may be rejected without further consideration.

(2) Past Performance (Pass/Fail) The Government will evaluate an offeror’s past performance to determine the degree to which current and previous contract efforts indicate the probability of the offeror successfully accomplishing/performing the requirements of the Statement of Work. The currency and relevancy of the information, source of the information, context of the data, and general trends in contractor’s performance will be considered.

Past performance information received from the offeror shall be within the past 3 years or ongoing and be relevant to this requirement (i.e. the same or similar requirements.) Only relevant past performance will be evaluated.

(3) Price (Only the lowest priced technically acceptable offer will be evaluated on Price) The Government will evaluate price for reasonableness and award a contract to the offeror with the lowest priced technically acceptable offer. Offerors are required to provide a unit price for all items. A zero dollar figure ($0.00) unit price means the Offeror will provide the service or supply at no charge to the Government. Unit price left blank or annotated with something other than a dollar figure will be considered unacceptable and the Government has discretion whether to reject the offer without any further consideration.

(End of Provision)

PAST PERFORMANCE INFO TO INCLUDE IN QUOTE

The Past Performance form included with the solicitation package is not mandatory for use. You may use it to provide the below information and answers to questions or you may submit your responses in your own format.

The Contractor shall provide with their quote Past Performance information consisting of contact information of three (3) references of prior work of similar nature and complexity. The Government reserves the right to contact any Government and private source in addition to those included with the Contractor's quotes.

1) References must include the following:

a. Name of firm and address

b. Contact person and verified telephone number

c. Contract Number, value and type of service provided

d. Term of service

2) Please identify any of your firm's contracts terminated for default or cause in the last three years. You may state any circumstances relating to the termination, which assist in explaining the situation.

Evaluation of the offeror's past performance will be completed using references provided by the offeror. These references should be able to relate how well you have performed work of the same size complexity of the procurement under consideration. The Government may contact references other than those identified by the offeror, and the information received may be used to evaluate the offeror's past performance.

Examples of Past Performance Questions that will be asked to the reference for each contractor:

1. How long has the company performed services?

2. What kind of Quality Control Program was used?

3. Did the Contractor resolve problems on time?

4. Did the problem re-occur?

5. Overall satisfaction with the contractor?

6. Would you contract with this company again?

Point of Contact For this contract’s full-duration scope and schedule coordination, Ron Skelly, the onsite Facilities Operations Specialist, will be the primary point of contact. He can be reached at Ronald.Skelly@noaa.gov or (330) 987-1561. The Technical Point of Contact (TPOC), Richard Sparkman, will be the contact for specific questions concerning this SOW. He can be reached at Richard.Sparkman@noaa.gov or (808) 295-3822.