STATEMENT OF WORK.docx

STATEMENT OF WORK

Preventative Maintenance Uninterruptible Power Supply (UPS System) and Cooling Units Boise, Idaho

A. GENERAL INFORMATION

Title of Project: Preventative Maintenance for UPS System and Cooling Units

Background: The contractor must be an APC-certified service provider and shall provide all resources necessary to meet the requirements described in this Statement of Work (SOW), except as otherwise specified. The contractor will perform on-site repairs, semi-annual maintenance, and emergency repair services, including 24x7 emergency support, for the APC UPS and InRow cooling units at the Department of Veterans Affairs, 444 W. Fort Street, Boise, ID, 83702. Services include, but are not limited to, inspections, certifications, and repairs, per manufacturer specifications and industry standards.

A.1. Scope: The contractor will deliver preventative maintenance (PM) and 24x7 emergency repair services for Government-owned APC UPS and cooling systems at the Boise Regional Office. Services encompass all parts (excluding batteries), labor, materials, and other costs required for inspections and certifications, performed per relevant standards and requirements. The contractor will possess sufficient tools along with diagnostic equipment that are appropriate for inspecting, calibrating, and servicing the UPS system per the manufacturer’s O&M specifications to address all errors or inadequacies.

A.2. Performance Period: Work must commence within 30 calendar days from the date of award, unless otherwise directed by the Contracting Officer (CO). Government site work is limited to normal business hours unless expressly directed by the CO.

Type of Contract: Firm-Fixed-Price contract.

B. GENERAL REQUIREMENTS

B.1. Scheduling: Inspection services must be scheduled with the onsite Government POC during business hours: Monday through Friday, 8:00 a.m. to 4:30 p.m. Mountain Time, excluding Federal holidays.

B.2. During these scheduled maintenances, the Contractor shall identify and correct any deficiencies for the UPS battery system. The UPS system must have the capability, at any time that electrical service is lost, to allow Information Technology (IT) technicians sufficient time in powering down the server per the Office of Information Technology (OIT) operating procedures. The contractor shall provide a Battery Lifecycle Plan including age, expected replacement timeline, and recommendations consistent with OEM and IEEE standards.

B.3. OEM Updates: Contractors must inform and incorporate necessary OEM updates during certification visits. Optional updates must be presented to the VA facility point of contact for Government consideration. Firmware updates must be documented with version numbers before and after installation.

B.4. Contact Information: Contractors should provide contact names and phone numbers for scheduling.

B.5. Site Check-In: Contractors must check-in with the VA facility point of contact at the Boise Regional Office upon arrival to obtain an authorized escort.

B.6. Scheduling Coordination: Inspection services will be scheduled by the VA facility point of contact conveniently for both parties. It is desirable to schedule UPS and cooling unit maintenance on the same day.

B.7. No Cancellation: Scheduled visits cannot be canceled without the VA facility point of contact’s coordination.

B.8. Service Report: Service reports are required with every inspection, containing contract and purchase order numbers, following an approved Inspection Checklist. Lack of service documentation will result in non-payment.

B.9. Operating Supplies: Contractors must provide all operation supplies, consumables, and related furnishing materials or electrical repairs externally to the equipment.

C. SPECIFIC MANDATORY TASKS

C.1. Semi-annual Maintenance: Visits must include a comprehensive inspection of Network AIR Precision Computer Room Air Conditioning equipment to ensure component performance. This includes replacing return air filters and humidifier cylinders.

Task One: Environmental Inspection Measure and record room temperature and humidity.

Ensure adequate cooling capacity and make necessary recommendations.

Ensure compliance with manufacturer-specified conditions and clearances.

Document noncompliance and recommend corrective action.

Task Two: Maintenance Verify main/control voltages.

Check chilled water supply temperature.

Replace drive belts.

Inspect refrigerant levels and for leaks.

Verify proper condensate removal.

Replace return air filters.

Lubricate bearings and remove dust debris.

Review alarm history and investigate logged alarms.

Confirm set-point adherence for temperature and humidity.

Inspect electrical connections and component amperages.

Clean evaporator and condenser components Task Three: System Condition Documentation Verify active alarms, event log, and display information. Download logs.

Troubleshoot and repair system defects, with functional testing post-repair.

Document defects, corrective actions, and recommendations for repairs or enhancements to the VA facility point of contact.

Provide documentation of firmware/software status and recommendations for end-of-life components

D. REPORTS

D.1. Following each UPS system maintenance service visit, the contractor shall provide a written report to the VA facility point of contact within five (5) business days. The written report, at a minimum, must include (a) details and results of the preventive service maintenance service visit, (b) discrepancies found during that UPS system maintenance service visit, (c) recommendations specifically towards future remedial action, and (d) necessary upgrades to maintain peak operable conditions. Any unsafe conditions encountered during a preventive service visit shall be reported immediately to the VA facility point of contact or designee.

E. UNSCHEDULED MAINTENANCE/EMERGENCY SERVICE

E.1. The contractor shall provide emergency unscheduled maintenance service visits, as needed, not to exceed two (2) occurrences per contractual year. The contractor shall respond to Government calls for emergency and unscheduled preventative maintenance service visits throughout the period of performance. These emergency maintenance service visits shall be initiated by the contractor within twenty-four (24) hours of the Government service call, within the standard business hours. Inoperable system components within the scope of this requirement shall be repaired or replaced by the contractor within twenty-four (24) hours unless coordinated with the VA facility point of contact.

E.2. The contractor shall submit a report to the VA facility point of contact within forty-eight (48) hours of the emergency or unscheduled maintenance service visit. The report shall include, at a minimum, the location where services were provided, a description of services provided, and length of time that the contractor was onsite to perform services.

E.3. If the contractor determines that additional maintenance or repairs are required to restore the equipment functionality out the scope of this requirement, the contractor shall provide the VA facility point of contact with a separate Quotation. The Quotation must state, at a minimum, the following information: the location of needed repairs, a description of proposed repairs or maintenance services, an itemized cost estimate identifying material (including manufacturer part numbers) and labor costs for performing repairs or maintenance, and the estimated duration for the repairs or maintenance to be completed. These repairs will be procured via a separate purchase vehicle.

E.4. Any new or additional UPS battery system components repaired and/or installed during the period of performance will also be maintained under this Purchase Order. The contractor shall coordinate with the VA facility point of contact for any new or additional system component implementation to ensure that any project-related warranty and contractual service on new hardware remains in force.

F. MINIMUM CERTIFICATIONS, TRAIING, EXPERIENCE

F.1. The contractor shall furnish a copy of the APC certification for individual employee personnel, and/or subcontractor that will be performing the UPS maintenance services. Said certification must be submitted with solicitation. Thereafter, the contractor shall submit certification for any new employee(s) providing these services to the VA facility point of contact before any performance commences.

F.2. The contractor will have a thorough knowledge of the full functionality with the current UPS system. The contractor will be familiar with the current UPS system components, installation, operation, repair, functionality, and market availability.

F.3. The contractor shall maintain the necessary insurance coverage for the entire duration of this Purchase Order to conduct business in the State of Idaho. The contractor shall, at its own expense and in its own name, provide the following insurance coverage:

(i) Workers’ Compensation Insurance, including Employers Liability Insurance, complying with the State of Idaho laws.

(ii) Comprehensive General Liability Insurance, including Contractual Liability and Products Completed Operations Liability, as well as coverage on all equipment owned, hired, or used in the performance of this Purchase Order.

G. SAFETY

G.1. Material Data Safety Sheets. The contractor shall provide all material data safety sheets (MSDS), to the VA facility point of contact.

G.2. Occupational Safety and Health Administration (OSHA). The contractor shall ensure that an OSHA designated "competent person” will maintain a presence at the work site during all times.

The contractor shall comply with all applicable Federal, State, and local requirements regarding workers’ health and safety. Said requirements include, but are not limited to, those found in Federal OSHA as well as State OSHA statutes and regulations, such as applicable provisions of Title 29 in the Code of Federal Regulations (C.F.R.), Parts 1910 and 1926. The contractor is solely responsible in determining the legal requirements applicable to any activities that shall ensure safe and healthy working conditions for all employees of the contractor and subcontractor forces.

H. WASTE DISPOSAL

H.1. All surrounding surfaces will be kept free of dust and debris. If the VA facility point of contact renders the area unacceptable for cleanliness, then the contractor shall reclean the area, at own expense, until deemed acceptable by the VA facility point of contact. The contractor will also comply with all OSHA, Environmental Protection Agency (EPA), Department of Transportation (DOT), state, local, and all other applicable regulations governing the proper handling and disposal of waste and debris.

H.2. Non-Hazardous Waste Disposal. The contractor shall provide all removal and legal disposal of materials. The contractor shall ensure that facilities used for recycling, reuse, and disposal shall be permitted as intended use to the extent required by local, state, and federal regulations. The contractor shall maintain a clean work environment. The contractor shall also dispose of recyclables, trash, and packing materials from both facilities after each UPS battery maintenance service visit. No recyclables, trash, or packing materials shall be disposed of or discarded in facility-provided recycling containers, trash containers, or dumpsters.

H.3. Hazardous Waste Disposal. The contractor shall provide a waste manifesto for all hazardous waste disposals. The contractor shall comply with all Federal, State, and local environmental laws pertaining to disposal of UPS batteries, most notably 40 C.F.R. Part 273 titled Standards for Universal Waste Management. In order to provide for control of all environmentally hazardous materials, the contractor shall comply with all applicable environmentally hazardous material control. For any hazardous materials or hazardous waste removal, the contractor shall comply with all state regulations, OSHA regulations, most notably the safety and health regulations in 29 C.F.R. Part 1926 as well as 29 C.F.R. Subpart C, Section 1926.20.

I. BIOBASED PRODUCTS

I.1. Biobased Product Content Requirements of the United States Department of Agriculture (USDA) under the BioPreferred® Program (7 U.S.C. §8102) indicates that lubricants or grease applicable to this requirement. The Contractor must comply with Sections 9002 of the Farm Security and Rural Investment Act of 2002 to give preference to the purchase and use of biobased products. The contractor shall also comply with FAR Clause 52.223-23 Sustainable Products and Services, and 52.223-2 Reporting of Biobased Products Under Service and Construction Contracts. Contractor shall also comply with the provision at RFO 52.223-1, Biobased Product Certification.

I.2. The contractor shall utilize products made from biobased materials. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the VA facility point of contact. The list is not all-inclusive but provides examples of categories for which biobased products are available. See the complete list of categories designated by USDA at https://www.biopreferred.gov/BioPreferred/faces/pages/ProductCategories.xhtml. Contractor shall provide a list of all biobased lubricants and cleaning solutions with corresponding USDA BioPreferred categories

I.3. Within thirty (30) days of contract award, the contractor shall provide a complete list of biobased products that it intends to use or supply during the performance of this contract, including products used or supplied by subcontractors. This list should include the product manufacturer and estimated quantities to be used and submitted to and approved by the VA facility point of contact.

I.4. Annually and at the end of the contract, the contractor shall provide quantities, product types and dollar value of any biobased products purchased during the previous fiscal year and at the end of the contract. See Clause 52.223-2 for additional information.

J. SIGNIFICANT NEW ALTERNATIVES POLICY (SNAP)

J.1. Under Title VI of the Clean Air Act, the SNAP program identifies and evaluates substitutes in end-uses that have historically used ozone-depleting substances (ODS). The contractor shall utilize the alternatives listed on the EPA site, located at https://www.epa.gov/snap/snap-program-overview, for acceptable substitutions for cleaning solvents, aerosols and refrigeration and air conditioning.

K. CHANGES TO STATEMENT OF WORK

K.1. All changes to this SOW must be authorized and approved in writing by the CO. The contractor is responsible for costs incurred by actions from unauthorized parties.