Statement of Work.docx

B.2 STATEMENT OF WORK (SOW)

Uninterruptible Power Supply/Module (UPS/UPM) Battery Replacement and Maintenance Support Services for the Veterans Health Administration - Member Services (VHA-MS) Waco Call Center

1. Introduction/Background VHA Member Services operates UPS/UPM systems at the Waco Call Center that provide backup emergency power to the facility's communication servers (connected to the VA nationwide network), desktops/workstations, computer systems, and critical infrastructure. This requirement establishes (a) a one-time removal, disposal, and replacement of 160 backup batteries, and (b) recurring preventive maintenance and service agreement support for 4 UPS/UPM units and their associated battery cabinets and remote panel monitors, under a base year and four option years contract.

Locations/Places of Performance:

Site Address

Waco Call Center, Bldg. 90 4800 Memorial Drive, Bldg. 90, Waco, TX 76711

2. Objective Continuous, reliable UPS/UPM operation is essential to this organization's mission. This requirement establishes a one-time battery replacement effort plus recurring preventive maintenance, service agreement support, and emergency repair services to avoid catastrophic UPS/UPM and battery failure, across a base year plus four option years.

3. Period of Performance

Within thirty (30) calendar days after contract award, the Contractor shall complete removal, disposal, and installation of all 160 replacement batteries per Section 7.9. Within sixty (60) calendar days after contract award, all 4 UPS/UPMs shall be entered into the preventive maintenance and service agreement plan per Section 7.

4. Scope Summary

Year only Fixed price

UPS/UPM Preventive Maintenance (see Sections 7.1-7.4, 7.7)

performance

performance

(parts + labor)

(parts + labor)

5. Equipment List

Site-Level Summary

5.1 Waco Bldg. 90

Table 1- UPS/UPM Units:

Table 2 - Battery Cabinets:

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, repair, and battery replacement services on large commercial UPS systems of comparable size and complexity (100 kVA or greater). Experience shall be documented via past performance references in the proposal.

6.2 Demonstrated Technical Capability. The Contractor shall demonstrate the capability to service Eaton and Mitsubishi UPS/UPM systems of the type identified in Section 5, through the following, submitted with the proposal:

· Eaton-authorized service provider status;

· OEM-issued training certification;

· Equivalent third-party technical certification for the applicable models.

Additionally, the Contractor shall be an authorized dealer of the proposed replacement batteries and any other equipment or components furnished under this contract, and shall submit documentation (e.g., an authorized dealer letter or distributor agreement from the manufacturer) evidencing this status with its proposal.

6.3 Buy American Statute Compliance. All replacement batteries, parts, and end products furnished under this contract shall comply with the Buy American Statute (41 U.S.C. chapter 83) and its implementing regulations at FAR Part 25, unless an exception applies (e.g., commercially available off-the-shelf (COTS) item exception, non-availability, unreasonable cost, or public interest determination). The Contractor shall certify the country of origin and domestic content of all end products and construction materials proposed and, upon request, provide documentation sufficient for the Contracting Officer to verify compliance. Any request for exception to the Buy American Statute shall be submitted with the Contractor's proposal, identifying the applicable exception and supporting rationale.

6.4 Technician Qualifications. All technicians performing work under this contract shall:

· Hold a valid journeyman electrician license or equivalent credential recognized in the State of Texas (including Texas Department of Licensing and Regulation (TDLR) electrical contractor licensing where applicable), 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 and battery replacement experience;

· Hold a current OSHA 10-Hour General Industry Safety and Health certification (all on-site technicians, not supervisors only);

· Pass a background check as required for access to the VA facility per VA security protocols.

6.5 Supervisor Requirement. 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.

6.6 Staffing Minimum. A minimum of two (2) qualified on-site technicians shall be present during all battery removal, disposal, and installation activities.

6.7 Performance Standard. Each UPS unit shall maintain 99.9% uptime per quarter, excluding scheduled bypass maintenance windows coordinated per Section 7.

7. Preventive Maintenance (PM) Requirements PM tasks below are performed on the schedule in the table at the end of this section. All scheduled maintenance is normally performed with the UPS/UPM operating in bypass mode to protect personnel and equipment during servicing, subject to the following exceptions and scheduling constraints:

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.

a. Bypass mode is not permitted during the window of 6:00 AM-8:00 AM on the last Wednesday of each month, as this period is reserved for VA Central Texas (CTX) Maintenance & Operations Department joint commission backup power testing. No maintenance work shall be scheduled during this window.

b. Bypass mode is also not permitted during any mandatory scheduled power outages coordinated by VA CTX Maintenance & Operations. The COR will provide advance notice of such outages.

c. All other routine and emergency maintenance requiring bypass operation shall be coordinated with the COR no less than 48 hours in advance during normal duty hours, or as soon as practicable for emergency after-hours events.

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 the battery monitoring system, if work is completed under a service plan contract.

· Inspect remote panel monitors for unserviceability, non-connectivity, and outdated firmware incompatible with UPS/UPM units.

· Inspect display assemblies for corrupted data/faulty digital readings.

· Replace defective internal components using manufacturer-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 (FSBs) for applicable updates (parts included at no charge under full-coverage service agreements; otherwise billable).

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 (if applicable).

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

· Generator operation and 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/CRT screen.

7.5 Battery Cabinet PM (per IEEE 1188)

· Inspect general appearance, cleanliness, and physical condition of battery system (all types) and DC connections; service, repair, or replace as necessary.

· Verify ambient temperature/ventilation of battery area.

· Measure, service, record, and replace batteries as needed, including:

· Overall battery float voltage;

· Charger output current and voltage;

· Negative terminal temperature of one cell/battery per battery cabinet shelf or rack tier;

· Momentary load testing of cells < 100 watts (e.g., 9E, 9x55, not 9330).

· Service, repair, or replace batteries and battery compartment/cabinet components as necessary or when the useful life of batteries and components is reached, in accordance with IEEE 1188 Battery Industry Standards.

7.6 Battery Quarterly Checks

· Quarterly measurement and recording of individual battery voltage, float condition, and visual inspection for all 160 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 and printing; local and remote alarm lamp test (if applicable); replace all open monitor bulbs.

· Battery monitoring system inspection, if work is completed under a service plan contract; review battery test history (if applicable).

· Confirm remote panel monitors are fully operational and updated to support and display UPS/UPM functions.

· Confirm communication cards are serviceable and updated with the latest firmware to allow functional and usable connectivity between remote panel monitors and UPS/UPMs.

7.8 Applicable Industry Standards and Commercial Practices

Industry-standard commercial practices apply to this requirement, including compliance with National Fire Protection Association (NFPA 70E) standards for electrical safety work practices, Occupational Safety and Health Administration (OSHA) requirements for battery handling and disposal, and manufacturer-specified preventive maintenance procedures for the applicable UPS/UPM equipment. This requirement is for the acquisition of a service of a type customarily provided to the general public and offered and sold competitively in substantial quantities in the commercial marketplace, consistent with a commercial item/commercial service determination under FAR Part 12. No customization beyond standard commercial maintenance and disposal practices is required for this effort.

7.9 Base-Year Battery Removal, Disposal, and Replacement

7.9.1 Battery Replacement. The Contractor shall provide the facility's UPS/UPM systems with new batteries that meet manufacturer specifications and industry standards, replacing the 160 batteries currently installed in the equipment. This includes removal and disposal of the existing 160 batteries and installation of 160 replacement batteries. A minimum of two (2) on-site technicians shall be required to complete the battery removal, disposal, and installation. The COR will provide a schedule of work at least 48 hours in advance, to allow contracted staff to be cleared through the facility badging system. The Contractor shall complete removal, disposal, and installation within thirty (30) days after contract award.

7.9.2 Replacement Battery Specifications. All replacement batteries shall meet or exceed the original equipment manufacturer (OEM) specifications for each respective UPS/UPM unit. At a minimum, replacement batteries shall conform to the following:

a. Battery chemistry shall be Valve-Regulated Lead-Acid (VRLA), Absorbed Glass Mat (AGM) type, unless otherwise specified by the OEM for a given unit.

b. Voltage, amp-hour (Ah) capacity, and physical dimensions shall match or exceed OEM specifications for each UPS/UPM model.

c. Replacement batteries need not be OEM brand but must be fully compatible with the existing UPS/UPM units and supported by the battery manufacturer's published compatibility documentation.

d. Prior to installation, the Contractor shall submit a Battery Submittal Package to the COR for approval, including manufacturer name, model number, spec sheet, compatibility documentation, and warranty terms. COR approval must be obtained before any batteries are ordered or installed.

e. Eaton Salient Characteristics Table, applies to replacement and repairs.

f. All replacement batteries shall carry a manufacturer's warranty of no less than two (2) years from the date of installation.

g. Batteries shall be UL-listed and compliant with IEEE 1188 standards.

7.9.3 Battery Disposal and Environmental Compliance. All 160 removed batteries are presumed to be lead-acid and are classified as Universal Waste or hazardous waste, subject to applicable federal, state, and local regulations, including but not limited to:

a. EPA Universal Waste Rule (40 CFR Part 273); b. Texas Commission on Environmental Quality (TCEQ) regulations; c. Resource Conservation and Recovery Act (RCRA).

The Contractor shall:

d. Transport and dispose of all removed batteries through a licensed hazardous waste transporter and recycling/disposal facility in accordance with all applicable regulations.

e. Provide the COR with a Certificate of Recycling or Disposal for all 160 batteries within fifteen

(15) calendar days following completion of battery removal. The certificate shall include the recycling/disposal facility name, address, EPA ID number, quantity and weight of batteries processed, and date of disposal.

f. Provide a completed Uniform Hazardous Waste Manifest (if applicable under RCRA) or equivalent documentation as required by TCEQ.

g. The VA assumes no liability for improper disposal. Any fines, penalties, or remediation costs resulting from non-compliant disposal shall be the sole responsibility of the Contractor.

PM Schedule (shortest frequency first):

Note: All PMs shall be performed during duty hours (7:00 AM-4:00 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/UPM 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.

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 reasonable and that sufficient funds remain in the applicable annual allowance. Repairs found during regularly scheduled maintenance must likewise be approved in advance by the COR. Replacement parts do not have to be brand name but must be compatible with the existing unit.

· 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. Labor hours chargeable against this allowance are limited to time the technician/Field Service Engineer (FSE) is on-site performing diagnosis, repair, or replacement work. Travel time to and from the VA facility is not chargeable to this allowance and is not separately reimbursable under this contract.

8.3 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.

8.4 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. This response-time requirement applies regardless of whether the matter is ultimately resolved remotely or requires an on-site visit under Section 8.2.

8.5 Warranty of Parts and Workmanship. All repair, replacement, and corrective maintenance work performed under this contract - whether performed under this section or under Section 9 (Emergency Repair Service) - shall be warranted as follows:

a. Workmanship. Labor and workmanship shall be warranted against defects for a minimum of one (1) year from the date of completion of the work.

b. Parts. All repair/replacement parts shall be warranted for the greater of (i) the original equipment manufacturer's (OEM) standard warranty period for that part, or (ii) one (1) year from the date of installation. Replacement batteries installed under Section 7.9 shall carry the warranty specified at Section 7.9.2(e).

c. Remedy. If a defect in workmanship, or a failure of a warranted part, is identified within the applicable warranty period, the Contractor shall re-perform the corrective action and/or repair or replace the defective part at no additional cost to the Government, including no charge against the Annual Labor or Parts Allowance (Section 8.3).

d. Warranty Claims. The COR shall report suspected warranty defects to the Contractor as they are discovered. The Contractor shall respond to warranty claims consistent with the applicable remote response time (Section 8.4 for routine issues; Section 9.5 for emergencies) based on the urgency of the defect.

e. This warranty is in addition to, and does not limit, any rights or remedies available to the Government under other warranty or inspection provisions incorporated elsewhere in the contract.

9. Emergency Repair Service

9.1 Normal Business Hours. 7:00 AM-4:00 PM CST. Emergency service calls during this window follow the quote/approval process at Section 8.2, funded from the normal-hours labor allowance.

9.2 After-Hours Emergency Service. 4:00 PM-7:00 AM CST, and all weekend/holiday hours (24/7 coverage). Response time: eight (8) hours from notification. This 8-hour on-site clock begins at the time the Contractor is notified, regardless of whether notification is made by phone, email, or voicemail message. Funded from a separate after-hours labor allowance line item (Section 8.3) to reflect premium labor rates.

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 Remote Technical Support Response Time - Emergency. In addition to, and running concurrently with, the eight (8)-hour on-site response requirement in Sections 9.1 and 9.2, the Contractor shall acknowledge receipt and provide initial remote technical support (triage or troubleshooting guidance) by phone, email, or voicemail within one (1) hour of initial contact for any emergency, regardless of business hours or after-hours. This remote acknowledgment requirement does not delay, extend, or otherwise affect the start of the 8-hour on-site clock, which begins upon notification per Section 9.2. Failure to acknowledge within one (1) hour shall be treated as a missed response for performance monitoring purposes, separate from and in addition to any failure to meet the 8-hour on-site response time.

10. Deliverables and Reporting

Post-Installation Functional Test Report Completion of all 160 battery installations 10 business days

Report content minimums:

· Post-Installation Functional Test Report: date(s) of work performed; names and certifications of technicians on-site; battery model, manufacturer, and lot/serial numbers of all installed batteries; results of post-installation functional testing for each UPS/UPM unit; any identified deficiencies, alarms, or anomalies, and corrective actions taken or recommended.

· PM Visit Report: unit(s) serviced/serial numbers; date(s) of service; tasks performed (ref. Section 7 subsections); measurement readings and test results (voltage, current, temperature, etc.), including individual battery readings; parts replaced, if any, with part numbers and quantities; recommended corrective actions, upgrades, or future repairs with estimated timelines; technician name(s) and certification(s).

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

Submission. All reports shall be submitted electronically to the COR via email in PDF format. The Contractor shall retain copies of all reports for the duration of the contract plus three (3) years after contract closeout.

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/UPM 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, or would benefit lifecycle replacement planning, the Contractor shall provide the COR with recommendation options as part of routine reporting. The Contractor shall apply its technical expertise to observe operational and service details of the UPS/UPM and provide feedback to the customer and on-site COR on how to maintain/sustain the UPS/UPM systems for optimal and continuous usage.

12. VA Facility Access and Security

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

· 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 to the Contractor.

· Contractor technicians shall be escorted by a VHA Member Services representative on their first visit, and on all subsequent site visits, to the location where the UPS/UPMs and associated equipment are located.

· Equipment shall be delivered to the facility’s loading dock, located at the first part of building 90 as they come in via push button access. The contractor may use the elevators located near the loading dock. Each elevator can hold up to 4,000 pounds each.

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. The Contractor's quality control program is how the Contractor ensures its work complies with the requirements of the contract. 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)