Statement of Work.docx

B.2 STATEMENT OF WORK (SOW)

Uninterruptible Power Supply/Module (UPS/UPM) Maintenance Support Services for the Veterans Health Administration – Member Services (VHA-MS) Topeka and Fort Riley

1. Introduction/Background VHA Member Services operates UPS systems at two sites — Topeka, KS and Fort Riley, KS — that provide backup emergency power to facility communication servers (connected the VA nationwide network), workstations, and critical infrastructure. This requirement establishes a preventive maintenance (PM) and unscheduled repair maintenance support services for 7 UPS units and 7 battery cabinets across both sites under base year and four option years contract.

Locations/Places of Performance:

2. Objective Continuous, reliable UPS operation is essential to this organization's mission. This requirement establishes recurring preventive maintenance, on-call corrective repair, and emergency response services to avoid catastrophic UPS/battery failure, across a base year plus four option years.

3. Period of Performance

Within 45 calendar days of contract award (and each option year exercise, as applicable), the Contractor shall complete the initial preventive maintenance service for all UPS units and battery cabinets per Section 7.

4. Scope Summary

5. Equipment List Site-Level Summary

5.1 Topeka

Table 1 – UPS Units:

Table 2 – Battery Cabinets:

Table 3 – Batteries (individual cells/units within each cabinet)

5.2 Fort Riley

Table 1 – UPS Units:

Table 2 – Battery Cabinets:

Cabinet

Table 3 – Batteries (individual cells/units within each cabinet)

6. Contractor Qualifications and Personnel Requirements

6.1 Company Experience. The prime Contractor shall have a minimum of three (3) years of verifiable experience performing maintenance and repair services on commercial UPS systems of 100 kVA or greater, documented through past-performance references in the proposal.

6.2 Demonstrated Technical Capability. The Contractor shall demonstrate the capability to service Liebert (Npower, EXM) and Staco Energy (FLE-series) UPS/UPM systems of the type identified in Section 5, through any one or more of the following submitted with the proposal:

· Manufacturer-authorized service provider status;

· OEM-issued training certification;

· Equivalent third-party technical certification;

· Documented past performance on comparable UPS systems with verifiable references.

No single form of evidence is required; the Government will evaluate demonstrated capability rather than credential type. Evidence must correspond to the specific OEM platforms in Section 5.

6.3 Technician Qualifications. All technicians shall:

· Hold a valid electrical license or registration recognized by the jurisdiction where work is performed (City of Topeka electrical license/registration for Topeka-site work; applicable Fort Riley installation credentialing for that site), or demonstrate equivalent documented UPS technical training from an OEM or accredited training program;

· Possess a minimum of three (3) years of hands-on UPS maintenance experience;

· Hold a current OSHA 10-Hour General Industry certification (all on-site technicians);

· Hold current documentation of Lead Compliance/Exposure Control training per 29 CFR 1910.1025;

· Pass a background check per VA facility security protocols.

6.4 Supervisor. A qualified supervisor meeting all technician requirements above, and holding a minimum OSHA 30-Hour General Industry certification, shall be on-site during all periods of work performance.

6.5 Staffing Minimum. A minimum of two (2) qualified on-site technicians shall be present during all battery-cabinet servicing activities involving individual cell handling.

6.6 Lead Compliance Plan. Within ten (10) calendar days of contract award, and prior to any on-site work, the Contractor shall submit a written Lead Compliance/Exposure Control Plan (per 29 CFR 1910.1025) to the COR for review.

6.7 Performance Standard (Service Levels). Contractor performance is measured against the following controllable standards each period of performance:

· PM completion: 100% of scheduled PM and battery checks completed within the required frequency window (Section 7).

· Response-time adherence: ≥ 95% compliance with the routine (Section 8.5) and emergency (Section 9) response times.

· Corrective effectiveness: deficiencies corrected within COR-approved timelines; no repeat failure of the same component attributable to defective workmanship within the warranty period (Section 8.6).

· The Contractor shall not be the proximate cause of UPS unavailability. Availability affected by end-of-life equipment, causes outside the Contractor's control, or COR-coordinated bypass windows is excluded.

7. Preventive Maintenance (PM) Requirements PM tasks are performed in accordance with the OEM technical manual on the schedule at the end of this section. All scheduled maintenance is performed with the UPS in bypass mode; bypass operation shall be coordinated with the COR no less than 48 hours in advance. PM includes, but is not limited to:

7.1 Visual Inspection

· Inspect circuit board connections, power connections, subassemblies, bridges, legs, and DC/AC capacitors for defects, overheating, stress, or leakage.

· Inspect and inventory customer-owned spare parts.

· Identify and address any open engineering changes.

· Inspect remote panel monitors for unserviceability, connectivity, and firmware currency.

· Inspect display assemblies for corrupted data/faulty readings.

· Replace defective internal components using OEM-recommended replacement parts.

7.2 Internal Operating Parameters

· DC ground detection offset, inverter/rectifier leg current balance, output filter phase balance (if applicable).

· AC/DC protection settings; input/output frequency and voltage bandwidth.

· DC and AC filter capacitance verification.

· Power supply voltages and waveforms.

· Firmware updates with customer approval (parts included at no charge under full-coverage service agreements; otherwise billable).

· Evaluation of Field Service Bulletins for applicable updates.

7.3 External Operating Parameters

· System input/output voltages and currents (all phases).

· DC charging voltages (float/equalize); adjust to nominal.

· Rectifier/inverter phase-on and walk-up; panel meter calibration.

· Manual and UV transfer (load bank) testing; verify uninterrupted transfer waveform.

· Outage simulation and battery capability testing; verify charger current limit.

· Generator interface verification (if applicable).

7.4 Environmental Parameters

· UPS area ambient temperature and ventilation condition; general cleanliness of UPS module and area.

· Replace air filters as needed (billable consumable, unless included under full-coverage service agreement).

· Clean exterior surfaces, control panel/display.

7.5 Battery Cabinet PM (per IEEE 1188)

· Inspect general appearance, cleanliness, and physical condition of battery system and DC connections.

· Verify ambient temperature/ventilation of battery area.

· Measure and record: overall float voltage, charger output current/voltage, negative terminal temperature (one cell per shelf/rack tier).

· Momentary load testing of cells under 100 watts.

7.6 Battery Quarterly Checks

· Quarterly measurement and recording of individual battery voltage, float condition, and visual inspection for all 264 batteries currently installed, per IEEE 1188.

· Where a battery is identified as failing or degraded during these checks, the Contractor shall report findings to the COR per Section 8 (Corrective Maintenance); individual battery replacement identified through this process is funded through the Section 8 annual parts/labor allowance.

7.7 Monitoring System Checks

· Alarm archive review/printing; local and remote alarm lamp test; replace open monitor bulbs.

· Battery monitoring system inspection; review battery test history.

· Confirm remote panel monitors are fully operational and updated.

· Confirm communication cards are serviceable and updated with current firmware.

7.8 Thermal Runaway Prevention and Monitoring

In addition to the temperature measurements required under Section 7.5, the Contractor shall monitor for indicators of battery thermal runaway during all scheduled PM visits and any corrective maintenance involving battery cabinets, including:

· Individual cell/battery temperature exceeding manufacturer-specified thresholds or exceeding ambient cabinet temperature by more than the OEM's stated safe delta;

· Visible case swelling, deformation, or discoloration;

· Unusual odor (sulfuric/rotten-egg smell) indicating off-gassing;

· Rapid or unexplained rise in float current or charging current on a given string.

Immediate Action Requirement. If any indicator above is observed, the Contractor shall: a. Immediately notify the COR (or after-hours designated VA representative) by phone, followed by written notice within one (1) hour; b. Isolate the affected string or battery from the charging circuit if it can be done safely, consistent with OEM procedures and without endangering personnel; c. Not attempt to service, move, or continue charging the affected unit pending COR direction; d. Treat the event as an emergency call-out under Section 9, regardless of time of day, superseding the standard PM visit reporting timeline.

This requirement does not modify or supersede site fire/life-safety procedures, facility emergency response protocols, or OSHA 29 CFR 1910 requirements, which take precedence in the event of an active fire or hazardous gas release.

PM Schedule (shortest frequency first):

Note: All PMs shall be performed during duty hours (6:00 AM–3:30 PM CST) unless outage-avoidance scheduling requires otherwise, coordinated with the COR in advance.

8. Corrective Maintenance and Unscheduled Repairs The Contractor shall diagnose, repair, and/or replace malfunctioning UPS components, battery cabinet components, and individual batteries outside the scope of scheduled PM (including individual battery failures identified under Section 7.6).

8.1 Classification of Maintenance Events.

· Emergency — Any condition in which the UPS is not currently protecting its connected load, including: complete UPS failure or unplanned operation in bypass mode without battery backup; loss of DC battery plant capacity such that the load would not survive a utility power loss; any safety hazard, including fire, smoke, arcing, or a thermal runaway indicator under Section 7.8; or an active critical alarm indicating imminent failure of the UPS or battery system.

· Routine/Corrective — Any condition in which the UPS continues to operate and protect its connected load, including component wear, degraded (but not failed) battery cells, non-critical alarms, or deficiencies identified during scheduled PM that do not affect current operational capability.

The Contractor shall propose a classification at the time of reporting, but the COR retains final determination authority in the event of disagreement. Misclassification identified after the fact (in either direction) shall be corrected retroactively for purposes of response-time compliance and allowance charges.

8.2 Authorization. Service calls under this section may be initiated only by the COR or the COR's designated VA representative.

· Quote and Approval. Before beginning unscheduled repair work, the Contractor shall submit a written quote to the COR identifying:

(a) estimated labor hours at the contract fixed hourly rate;

(b) itemized parts with supplier quote/invoice attached; and

(c) proposed completion date.

The Contractor shall not begin work or order parts until the COR confirms in writing that the quote is fair and price reasonable and that sufficient funds remain in the applicable annual allowance.

Note: The Contracting Officer retains sole authority to make price-reasonableness determinations and to authorize any work that would exceed a funded allowance (Section 8.4). Labor is billed at the fixed hourly rate established at award; only on-site diagnosis, repair, or replacement time is chargeable. Travel time is not chargeable and is not separately reimbursable.

8.3 Annual Allowance Structure. Corrective maintenance labor and parts are funded through annual not-to-exceed (NTE) allowances established in the Price/Cost Schedule for each period of performance:

· Annual Parts Allowance — a Government-established NTE dollar amount, per period of performance.

· Annual Labor Allowance — a Government-established labor-hour quantity at the Contractor's fixed hourly rate, per period of performance.

· Annual After-Hours (Premium) Labor Allowance — a Government-established labor-hour quantity at the after-hours premium rate, funding emergency work performed under Section 9.2.

8.4 Allowance Tracking. The COR shall track cumulative charges against each allowance and notify the CO in writing when an allowance approaches exhaustion. No further unscheduled work shall proceed beyond an exhausted allowance without CO authorization via written contract modification.

8.5 Remote Technical Support Response Time — Routine. For non-emergency inquiries, service scheduling, or diagnostic support communicated by phone or email during normal business hours, the Contractor shall acknowledge and respond to the COR (or COR's designated representative) within four (4) business hours of initial contact, whether the matter is resolved remotely or requires an on-site visit under this Section.

8.6 Warranty of Parts and Workmanship. All repair, replacement, and corrective work under this contract — whether under this Section or Section 9 — is warranted as follows:

· Workmanship — warranted against defects for a minimum of one (1) year from completion.

· Parts — warranted for the greater of the OEM's standard warranty period or one (1) year from installation.

· Remedy — a defect in workmanship or a warranted-part failure identified within the warranty period shall be re-performed/repaired/replaced at no additional cost, with no charge against any allowance (Section 8.3).

· Claims — the COR reports suspected defects as discovered; the Contractor responds per the applicable response time (Section 8.5 routine; Section 9.5 emergency) based on the urgency of the defect.

· This warranty is in addition to any rights or remedies available under other warranty or inspection provisions of the contract.

9. Emergency Repair Service

9.1 Normal Business Hours. 6:00 AM–3:30 PM CST. Emergency service calls during this window follow the quote/approval process at Section 8.2, funded from the normal-hours labor allowance (Section 8.3).

9.2 After-Hours Emergency Service. 3:30 PM–6:00 AM CT and all weekend/holiday hours (24/7 coverage). On-site response time: eight (8) hours from notification, the clock beginning at notification regardless of method (phone, email, or voicemail). Funded from the After-Hours (Premium) Labor Allowance (Section 8.3).

9.3 Approval. All emergency repairs, regardless of hour, shall be quoted and approved by the COR (or after-hours designated VA representative) before work begins, consistent with Section 8.2.

9.4 Thermal Runaway Events. Any Section 7.8 thermal-runaway indicator is an emergency regardless of time of day, triggering the eight (8)-hour on-site response. The Contractor's Section 7.8 notification obligation applies immediately upon detection and precedes the quote/approval process at Section 8.2.

9.5 Remote Technical Support Response Time — Emergency. Running concurrently with the eight (8)-hour on-site requirement, the Contractor shall acknowledge receipt and provide initial remote triage/troubleshooting by phone, email, or voicemail within one (1) hour of initial contact for any emergency, regardless of business hours. This acknowledgment does not delay or extend the 8-hour on-site clock. Failure to acknowledge within one (1) hour is a missed response for performance-monitoring purposes, separate from and in addition to any failure to meet the 8-hour on-site response.

10. Deliverables and Reporting

Report content minimums:

· PM Visit Report: unit(s) serviced/serial numbers; date(s); tasks performed (ref. Section 7 subsections); measurements/test results including individual battery readings; parts replaced; recommended future actions; technician name(s)/certifications.

· Emergency Repair Report: failure description; root cause (if determinable); actions taken; parts used; follow-on recommendations.

Submission. All reports submitted electronically to the COR in PDF format. Contractor retains copies for contract duration plus three (3) years.

11. General Contractor Responsibilities The Contractor shall address customer inquiries, resolve issues via documented plans of action, and proactively notify the COR of matters affecting UPS reliability — including mean-time-between-failure trends, parts availability, anticipated delays, or component obsolescence. Where new processes or technologies would materially improve backup power or communication capability over the current systems, the Contractor shall provide the COR with recommendation options, including life-cycle replacement considerations, as part of routine reporting.

12. VA Facility Access and Security

· Point of contact: COR designated at award; the Government will provide updated COR contact information as changes occur.

· The Contractor and any subcontractors shall carry a valid driver's license or state-issued ID at all times on VA property.

· No access to the VA network shall be provided.

· Contractor technicians shall be escorted by a VHA Member Services representative on all site visits to UPS and associated equipment.

12.1 Facility Loading and Access

The Contractor is responsible for providing material handling equipment and personnel appropriate to each site's access conditions, including stair-capable equipment/methods for Fort Riley, consistent with the battery cabinet weights identified in Section 5.2. The Contractor shall account for these site-specific access constraints in its proposed staffing and equipment approach.

13. Quality Control The Contractor shall develop and maintain a quality control program applying UL 1778, UL 924, UL 60950-1, NEC Articles 701 & 702, NFPA 70, NFPA 70E, and IEEE 1188, with documented procedures to identify, prevent, and ensure non-recurrence of defective services. All work and supporting documentation shall be delivered to the COR for review.

14. Security Accreditation Security Accreditation Package is not required. C&A requirements do not apply.

(End of the Statement of Work)