Embassy of United States of America

Scope of Work

FACILITY MANAGEMENT OFFICE

Date: 06-02-2026

Project Title: Supply, Installation and Commissioning of Uninterruptible Power Supply (UPS) Systems

Location: Chancery Building, U.S. Embassy Nepal

I. BACKGROUND

The U.S. Embassy Nepal currently operates with a non-functional 20kVA Riello UPS that has been bypassed for over 2 years following a power event. The existing system lacks adequate battery backup capabilities, leaving critical systems vulnerable to frequent power fluctuations and outages. An International Maintenance Assistance Program (IMAP) assessment identified the need for replacement UPS systems to ensure continuous power protection for embassy operations.

II. OBJECTIVE

The objective of this Statement of Work is to procure, install, and commission one

(1) 30kVA Tower UPS unit with internal battery to provide reliable power protection for critical loads at the U.S. Embassy Nepal chancery building..

III. SCOPE OF WORK

The Contractor shall provide all labor, materials, equipment, tools, supervision, and transportation necessary to complete the following tasks:

3.1 Equipment Procurement

The Contractor shall procure the following equipment:

• One (1) 30kVA Tower UPS unit with the following specifications:

o Rated for operation at 1,400 meters (4,600 feet) elevation o Input voltage: 400V, 50Hz frequency o Internal battery cabinet included o Tower configuration suitable for limited space installation

• Acceptable models include:

o Eaton 93T 30kVA Tower with internal battery o APC Easy UPS 3:3 30kVA with internal battery o Other currently manufactured equivalent models that meet or exceed all technical specifications in Section I

• Seismic mounting kits for both UPS units and battery cabinets (earthquake-rated for Kathmandu region)

• All necessary cables, breakers, and accessories as specified in manufacturer installation guidelines, including:

o Input AC cabling (high rating, sized per manufacturer specifications) o Output distribution board/MCB (if existing equipment is not suitable) o Input MCB breaker (if existing equipment is not suitable)

3.2 Pre-Installation Requirements

• Conduct power quality analysis of incoming power at the installation site to verify compatibility and identify any additional power conditioning requirements

• Verify installation space requirements including:

o Confirmation that the proposed UPS unit can be installed in the designated location (Closet across from Ground Floor North Wing Electrical Room 1181) o Documentation of manufacturer-required clearances (front, rear, top, and sides) for the proposed unit o Verification that required clearances can be maintained for proper ventilation, maintenance access, and safe operation o Minimum clearance requirements: Front 900mm, Rear 300mm, Top 300mm (or per manufacturer specifications)

• Assess existing electrical infrastructure:

o Verify existing input MCB and output distribution board/MCB ratings are adequate for 30kVA load o Identify any required upgrades to input/output electrical components o Verify proper cable sizing and overcurrent protection requirements

• Repair or replace the non-functional ventilation fan in the UPS closet ceiling to ensure adequate cooling

• Verify proper grounding and bonding in accordance with manufacturer specifications and National electrical codes

3.3 Installation and Configuration

The Contractor shall:

• Install the UPS units in accordance with manufacturer installation guidelines, including:

o Proper cable sizing and routing o Overcurrent protection devices o Grounding and bonding o Environmental considerations for elevation (1,400m)

• Install seismic mounting kits to secure UPS units and battery cabinets to the floor in compliance with earthquake safety requirements

• Connect critical loads (perimeter/exterior lighting and other designated systems) to the UPS output

• Install monitoring and control interfaces for centralized management of both units

3.4 Testing and Commissioning

The Contractor shall perform comprehensive testing, including:

• Factory acceptance testing prior to shipment

• Site acceptance testing includes:

o Input/output voltage and frequency verification o Load transfer testing (utility to battery, battery to utility) o Parallel operation verification o Redundancy failover testing (simulate single unit failure) o Battery discharge test (minimum 5 minutes at rated load) o Alarm and monitoring system verification o Infrared scanning of all connections under load

• Documentation of all test results with pass/fail criteria

3.5 Training

The Contractor shall provide on-site training for embassy Facility Management staff, including:

• Operation training: Normal startup/shutdown procedures, monitoring, alarm response

• Basic maintenance training: Battery maintenance, filter cleaning (if applicable), visual inspections

• Emergency procedures: Manual bypass operation, troubleshooting common issues

• Training materials: User manuals, maintenance checklists, emergency contact information

3.6 Documentation and Deliverables

The Contractor shall provide the following documentation:

• As-built drawings showing final installation configuration, cable routing, and connection diagrams

• Equipment specifications and data sheets for all installed equipment

• Manufacturer warranties for UPS units, batteries, and accessories

• Operation and maintenance manuals in English

• Test reports and commissioning documentation

• Recommended spare parts list with part numbers and suppliers

• Preventive maintenance schedule aligned with manufacturer recommendations

IV. TECHNICAL SPECIFICATIONS

4.1 UPS System Requirements

• Capacity: 30kVA Tower UPS

• Configuration: Single unit with internal battery

• Acceptable Manufacturers: Eaton (93T or current equivalent), APC/Schneider Electric (Easy UPS 3:3 or current equivalent), or approved equal

• Input Voltage: 400V ±10%, 3-phase, 50Hz

• Output Voltage: 400V, 3-phase, 50Hz (configurable)

• Power Factor: ≥0.9

• Battery Backup Time: Per manufacturer standard specifications for 30kVA configuration at full load (Offeror shall specify in technical proposal)

• Operational Elevation: Rated for 1,400 meters minimum

• Efficiency: ≥90% at rated load

• Communication: SNMP, RS-232, or equivalent for remote monitoring

• Display: LCD or LED touchscreen display showing input/output parameters, battery status, alarms

• Form Factor: Tower configuration suitable for limited space installation

4.2 Environmental Requirements

• Operating Temperature: 0°C to 40°C (derated for elevation if necessary)

• Storage Temperature: -25°C to 55°C

• Humidity: 0-95% non-condensing

• Seismic Rating: Suitable for earthquake-prone regions

• Ventilation: Adequate cooling with functional ventilation fan

4.3 Safety and Compliance

• Standards Compliance: IEC 62040-1, IEC 62040-2, or equivalent

UL/NEMA standards

• Seismic Compliance: IBC seismic requirements or equivalent

• Electrical Codes: Installation shall comply with NEC (National Electrical Code) and local electrical codes

• Safety Features: Overload protection, short circuit protection, over-temperature protection, battery management system

V. SITE CONDITIONS

• Location: U.S. Embassy Kathmandu, Nepal

• Installation Site: Closet across from Ground Floor North Wing Electrical Room 1181

• Power Conditions: Frequent voltage fluctuations, power events, and outages

• Seismic Zone: High earthquake risk area

• Existing Infrastructure: 400V, 3-phase, 50Hz electrical service; existing UPS closet with limited space

VI. CONTRACTOR QUALIFICATIONS

The Contractor shall:

• Be an authorized distributor of the proposed UPS manufacturer (Eaton, APC, or equivalent) and certified installer with demonstrated experience installing the proposed model

• Have minimum five (5) years of experience in installing and commissioning paralleled UPS systems

• Provide references from at least three (3) similar projects, preferably at Government facilities, Hospitals, or Large scale Hotels

• Employ factory-trained technicians certified by Eaton or equivalent for installation and commissioning

• Maintain adequate insurance coverage including general liability and workers' compensation

• Comply with all U.S. Embassy security and access requirements

VII. PERIOD OF PERFORMANCE

• Procurement: Within 60 days of contract award

• Installation and Commissioning: Within 30 days of equipment delivery to site

• Total Performance Period: Not to exceed 120 days from contract award

VIII. WARRANTY REQUIREMENTS

• UPS Units: Minimum two (2) years manufacturer warranty covering parts and labor

• Batteries: Minimum two (2) years manufacturer warranty with pro-rated replacement

• Installation Workmanship: Minimum one (1) year warranty on all installation work

• On-site Response: Contractor shall provide contact information for warranty service and emergency support with response time not to exceed 48 hours for critical failures

IX. SPECIAL CONSIDERATIONS

• Security Clearance: All contractor personnel must obtain appropriate security clearances and comply with embassy access procedures

• Coordination: Contractor shall coordinate all work with the Facility Manager to minimize disruption to embassy operations

• Power Outages: Installation work requiring power shutdowns must be scheduled in advance and approved by the Facility Manager

• Load Review: Prior to final connection, contractor shall review and verify the electrical load to be protected by the UPS system

• Spare Parts: Contractor shall recommend and provide pricing for recommended spare parts inventory

X. ACCEPTANCE CRITERIA

The work shall be considered complete and acceptable when:

• All equipment is installed in accordance with manufacturer specifications and this SOW

• Proposed UPS unit fits within available installation space with all manufacturer-required clearances maintained

• All testing has been successfully completed with documented results

• UPS unit operates properly with successful load transfer and battery backup capability demonstrated

• Network communication (SNMP or equivalent) is operational and successfully transmitting real-time status data to the designated monitoring workstation, with alarm notifications verified and functional

• Training has been completed for embassy staff

• All required documentation has been delivered, including:

o Confirmation of clearances and dimensional compliance o Battery backup time specifications at full load o Test results and commissioning reports

• The Facility Manager has inspected and accepted the installation

• Final acceptance is documented in writing by the Contracting Officer's

Representative (COR)

XI. CONTRACT TYPE

This contract will be of fixed price type. Interested contractors will be responsible to submit a detailed package with description of the entire works proposed & cost estimate that covers for all labor and material

XII. CONTENT OF PROPOSAL FROM CONTRACTORS

Technical Proposal shall include:

• Proposed UPS manufacturer and model with justification that it meets or exceeds all specifications

• Complete technical specifications including capacity, efficiency, battery backup time at full load (30kVA)

• Dimensional drawings showing:

o Unit dimensions (W x D x H) o Required clearances (front, rear, top, sides) o Confirmation that unit fits within available space with required clearances

• Installation plan including:

o Assessment of existing electrical infrastructure (input MCB, output DB/MCB, cabling) o List of any required upgrades or replacements o Cable sizing calculations o Seismic mounting approach

• Testing and commissioning plan

• Training plan

• Warranty information

• Delivery timeline

Additional Requirements:

• Provide cost for the work specified in 3.0 SCOPE OF WORK

• Documentation on prior experience in related type work or project

• A work plan taking into account all work elements in the SOW

• Its plan to obtain all commercial licenses and permits required by local law. If offeror already possesses the locally required licenses and permits, a copy shall be provided

• Documentation: The contractor must submit evidence of licensing, relevant project experience, and personnel qualifications as part of their proposal.

Failure to provide adequate documentation may result in disqualification

• Plan of ensuring quality of services including but not limited to contract administration and oversight o If insurance is required by the solicitation, a copy of the Certificate of Insurance(s), or o Statement that the Contractor will get the required insurance, and the name of the insurance provider to be used

• Emergency support plan, including:

o Commitment to provide emergency assistance within 48 business hours of COR contact o Hourly rate for emergency support services

XIII. PROJECT SCHEDULE

• Work hours will be from 08:00am to 17:00pm Monday through Friday or as advised by the COR depending on the situation to do after hours or on weekend.

• Contractor should provide proposed work schedule and time frame to Embassy during submission of proposal.

• The start date will be determined by the Embassy and communicated to the Contractor before 2 working days on scheduled start.

• The shut down schedule will be during the holidays or off hours, which should be coordinated and pre-planned in coordination with the Facility Manager(FM) and Contractor Officer Representative(COR)

• Validity of proposal depends on vetting period. Notice to Proceed (NTP) will be issued once the contractor gets security vetting and insurance.

• The PMSC period of project is estimated to be 1 year with 4 option year.

• All the queries should be sent to US Embassy GSO Procurement Officer Mr.

Mahesh Pudasaini (PudasainiMK@state.gov) and answers / clarification will be forwarded to all contractors for consideration in writing.

• The COR for the project will be the Electrical Engineer Supervisor and the two TEP members will be the BAS Engineering Technician and the Facility Manager.

XIV. SELECTION CRITERIA

Contractors will be selected based upon their prior work experiences, cost estimates, availability of sufficient technical personnel to manage project and or specialty of work -specialized certifications, OEM authorizations and other unique qualifications.

XV. PAYMENT PROCESS

The contractor will be paid upon completion of each scheduled servicing. As this is an Annual PMSC, payments will be made once per year, subject to satisfactory completion of services as determined by the Government. Payment will be made 30 days after the submission of the bill. VAT shall be charged as applicable.

XVI. SAFETY

The Service Contractor shall take all reasonable and proper safety precautions to prevent death or injury to any person or damage to any property at the US Embassy Kathmandu, Nepal Compound and in particular all equipment used by the Service Contractor shall be used in such a manner and maintained so as to minimize the danger of accident, death, injury, loss or damage arising from the use of such equipment. In addition to relevant statutory requirements, standards and other mailto:PudasainiMK@state.gov provisions of this Contract, the Service Contractor shall have the following requirements:

1. Detail Safety Plan and Working Methodology must be submitted by the contractor after contract is awarded. POSHO will review and approve contractor’s Safety Plan and Working Methodology.

2. The Contractor shall prepare and include an Activity Hazard Analyses (AHA) in the Safety Plan, for high hazard work prior to the start of work.

POSHO will review and approve contractor’s Safety Plan including AHA.

Work will not start unless Safety Plan with AHA are approved by FM/POSHO. Minimum AHA are required for:

i. Use of Portable Ladder (Straight/Step-ladder)

ii. Electrical safety work by de-energizing the Generator (Lock-out/Tag-out)

3. The Contractor shall refer to the: U.S. Army Corps of Engineers Safety and

Health Requirements Manual EM 385-1-1 (http://www.publications.usace.army.mil/Portals/76/Publications/EngineerM anuals/EM_385-1-1.pdf ) and Occupational Safety and Health Administration (OSHA) online at www.osha.gov as the source of minimum standards for the safety and health program at post construction and service projects respectively.

4. More information on writing an AHA can be found in these sites:

i. AHA guide:

https://www.safetyworksmaine.gov/safe_workplace/safety_management/ hazard_analysis.html

ii. Berkeley educational website:https://ehs.berkeley.edu/job-safety-analysis-jsas-listed-topic

5. The Contractor shall be responsible for conducting the work in a manner that ensures the safety of employees and visitors at the US Embassy, and the Contractor’s employees.

6. The Contractor shall be solely responsible for risk assessments, managing health, and safety issues associated with this project.

7. Contractor shall be responsible for any mishaps, injuries or accidents which occur during the project.

8. Any mishaps and near misses involving contractor’s employees must be reported to the COR and FM/POSHO or A-POSHO within 8 hours.

9. Based on hazard assessments, Contractors shall provide or afford each affected employee personal protective equipment (PPE) that will protect the employee from hazards. At a minimum PPE shall consist of safety glasses and/or goggles for eye protection, hard hats for head protection, and closed toe shoes. Closed shoes with steel toe are mandatory for employees using http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_385-1-1.pdf http://www.publications.usace.army.mil/Portals/76/Publications/EngineerManuals/EM_385-1-1.pdf http://www.osha.gov/ https://www.safetyworksmaine.gov/safe_workplace/safety_management/hazard_analysis.html https://www.safetyworksmaine.gov/safe_workplace/safety_management/hazard_analysis.html https://ehs.berkeley.edu/job-safety-analysis-jsas-listed-topic https://ehs.berkeley.edu/job-safety-analysis-jsas-listed-topic power actuated tools like jack hammer, pick for excavation, axe for cutting trees, and for work that requires lifting heavy materials. Sandals or athletic shoes are not acceptable. PPE such as gloves, dust masks, ear buds, and face shield are recommended. These items must be provided at the Contractor’s expense. All contractor personnel shall wear hard hats, safety glasses, ear-plugs, gloves, close-toes shoes and any other Personal Protection Equipment deemed necessary by the COR and Facility Manager/POSHO or

A-POSHO.

10. Workers may use discretion if they feel unsafe in using the equipment in a hostile environment.

11. Any worker at an elevated location above 1.8 meters (6 feet), with the exception of a portable ladder, must be provided and utilize a safety harness with lanyard. These items must be in good condition and free from cuts and damages.

12. Scaffoldings should be provided by Contractors for working at heights. Fall harness should also be provided.

13. Welders must have proper PPE: welding goggles/mask, leather gloves, apron or welding jacket that is fire rated. Dedicated fire extinguisher should be on the vicinity of work site. Fire curtain should be used not to expose welding sparks to others. Welding Blanket should be used to protect adjacent combustible materials on the job site that cannot be relocated. Contractor must submit Hot Work Permit (attached) before starting the hot work.

14. Contractor must use external Air-Blower machine with flexible duct to remove fumes produced during Hot Work in the work area.

15. All electrical equipment such as drilling machine, welding machine, portable grinder, power strips and electrical extension cords must be in good working condition, properly grounded and be free from any cuts/defects on the insulation cover. Three pin plugs should be used instead of live wire while plugging on the power outlets.

16. Use wooden or fiber ladders instead of metal ladders while working on electricity.

17. Contractor shall keep the site clean and organized on daily basis.

18. The COR or GTM reserves the right to stop the work if any unsafe contractor conditions are observed or encountered. The Embassy Escort may temporarily stop work for any unsafe action.

19. Contractor employee should attend mandatory safety briefing and training provided by the US Embassy Safety team before starting the project.

20. The Contactor must have a competent person on-site for inspection of equipment, training workers in the safe use of equipment and the recognition of hazards related to their use, supervision, and identifying and correcting unsafe work practices for high hazard work.

21. Job site should be barricade with “Caution tape”.

22. Contractor is responsible for proper disposal of toxic substances where applicable.

23. The Service Contractor’s personnel shall be knowledgeable with and adhere to all relevant occupational health and safety legislation and MSDS sheets.

24. All electrical equipment and associated materials for the Services Contract comply with UL requirements.

25. Follow all NFPA guidelines against fire, production of smoke or the venting of any noxious substances

26. Ensure that the Service Contractor’s personnel comply with all safety procedures and requirements

27. Ensure that the Service Contractor’s personnel are adequately trained and instructed in the safe and correct usage, handling and operation of materials and equipment relevant to the Services and provide reasonable proof of such to the US Embassy Facility Management staff on request.

28. Ensure the Service Contractor’s personnel are certified as having completed occupational health and safety training and have been issued all the necessary Personal Protection Equipment (PPE) required for safe implementation of this contract.