Uninterrupted Power Supply Installation and Services SOW.docx

36C25920C0052

VHA Member Services (Waco Call Center) Waco Building 90 4800 Memorial Dr., Bldg 90, Waco, Tx 76711

Uninterrupted Power Sources/Modules (UPS/UPM) Battery replacement, Maintenance Overhaul, Preventive Maintenance and Service Agreement Plan

1. Introduction/Background:

The Veterans Health Administration (VHA) Member Services has a requirement for 160 UPS batteries to be removed, disposed of, replaced and installed in the uninterrupted power source (UPS) units). In addition to the battery replacements, there is also a requirement to have the UPS systems accepted into a preventive maintenance and service agreement plan. A total of 4 UPS/UPM units will need a preventative maintenance agreement. This all-encompassed UPS/UPM maintenance overhaul, preventive maintenance and service agreement plan includes periodic battery maintenance checks of 160 ea batteries, 4 ea battery cabinet checks, and four remote panel monitors that assures serviceability of battery backup power for UPS/UPM unit at 4800 Memorial Drive, Bldg. 90, Waco, Texas 76711.

In Waco, Bldg. 90, the UPS’/UPMs’ supplies backup emergency power to the facility communication servers (connected VA nation-wide), desktops/workstations including computer systems, and critical infrastructure. Proper maintenance overhaul, preventive maintenance and service agreement plan applied reduces the risk of UPS/UPM system failures throughout its’ lifecycle including a base year contract with four follow-on option years. Such preventive maintenance and service agreement plan include preventive maintenance scheduling, preventive maintenance checks and services, repairs, replacements, and emergency repairs, all including materials/parts (w/fans and capacitors), labor, periodic inspections (annual/semi-annual), cleaning, testing, calibrating various electronic and mechanical components, and maintenance checks on all associated batteries (160 ea).

2. Objective:

The ability to continue operations is essential to the mission of this organization. Avoiding catastrophic failure of these systems with regular maintenance conducted is essential. This requirement will be comprised of 1 base year and 4 option years.

3. Contractor Qualifications and Personnel Requirements

3.1 Company Experience The prime contractor shall have a minimum of five (5) 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 in the contractor's proposal via past performance references.

3.2 OEM or Authorized Service Capability The contractor shall demonstrate the ability to service Eaton and Mitsubishi UPS systems. Proof of Eaton-authorized service provider

3.3 Technician Qualifications All technicians performing work under this contract shall meet the following minimum requirements:

a. Hold a valid journeyman electrician license or equivalent credential recognized in the State of Texas OR demonstrate equivalent documented UPS technical training from an OEM or accredited training program.

b. Possess a minimum of three (3) years of hands-on UPS maintenance and battery replacement experience.

c. Hold a current OSHA 10-Hour General Industry Safety and Health certification (required for all on-site technicians, not supervisors only).

d. Successfully pass a background check as required for access to the VA facility per VA security protocols.

3.4 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.

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

4. Requirements:

By performing maintenance overhaul, preventive maintenance and service agreement plan by inspecting, replacing, repairing, servicing, upgrading, updating, and testing UPS/UPM internal components as required, it will extend the service life of the UPS’/UPMs’ and restore maintain, and or sustain the units at OEM industry standards. The selected contractor shall properly plan, design, and coordinate with the VHA Member Services Contracting Officer Representative for an acceptable schedule to perform the maintenance overhaul and preventive maintenance agreement plan. The contractor shall provide all materials/parts including fans and capacitors, upgrades, updates, tools, labor, material handling equipment, and warranty required to complete the Maintenance Overhaul and Preventive Maintenance Service Agreement Plan along with periodic battery maintenance checks and battery cabinets checks. The selected contractor shall produce specific deliverables as specified in the requirement section of this SOW.

Base Year -160 battery removal, disposal, and installation of new batteries plus UPS maintenance agreement: Ensuring proper operational status once the unit is put online.

Option Year 1 - UPS maintenance agreement Option Year 2 - UPS maintenance agreement Option Year 3 - UPS maintenance agreement Option Year 4 - UPS maintenance agreement

Provide Facility’s UPS systems with new batteries that meet manufacturer specifications and industry standards, replacing batteries currently installed in the equipment. This includes the removal and disposal of the existing 160 batteries and the installation of the 160 replacement batteries. Two (2) on-site technicians will be required to complete the battery removal, disposal and installation of new batteries. The Contracting Officers Representative (COR) will be given a schedule of work to be performed at least 48 hours in advance in order to allow contracted staff to be available to access the facility badging system. The contractor shall have removal, disposal, and installation of new replacement batteries completed within thirty (30) days after contract award.

As part of the UPS/UPM Maintenance Overhaul, Preventive Maintenance and Service Plan it includes quarterly maintenance checks of all 160 backup batteries. Battery cabinets of four existing UPS’/UPMs, and four UPS/UPM remote panel monitors at VHA, MS, Waco Call Center, Bldg. 90, Waco, TX ensuring a fully operable system with no errors or alarms present on the UPS/UPM equipment.

All contract performance tasks are designed to be performed semi-annually or annually, including 4 battery checks per year (quarterly) during duty hours operation (7am to 4pm). The Preventative Maintenance Service performed on battery cabinets and remote panel monitors will be performed semi-annually Where necessary to prevent power outages, the COR will schedule detailed work outside of normal working hours to prevent loss of critical power during hours of operations. Emergencies after hours support is from 7pm to 7am, period of performance includes 24 hours a day, 7 days a week, w/Parts & Labor, with an 8-hour response time. All scheduled maintenance work shall normally be performed with the UPS/UPM unit operating in bypass mode to protect personnel and equipment during servicing. The following exceptions and scheduling constraints apply:

a. Bypass mode is not permitted during the window of 6:00 AM to 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.

The below are included in the UPS/UPM Maintenance Overhaul, Preventive Maintenance and Service Plan requirements to maintain and sustain UPS’/UPMs functional capabilities:

4.1 Visual Inspection

a. Inspect all printed circuit board connections for cleanliness, swab contacts if necessary.

b. Inspect all power connections for signs of overheating.

c. Inspect all subassemblies, bridges and legs for signs of component defects or stress.

d. Inspect all DC capacitors for signs of leakage.

e. Inspect all AC capacitors for signs of leakage.

f. Inspect and inventory all customer-owned spare parts.

g. Inspect for, and perform as required, any open engineering changes.

h. If work is completed under a service plan contract, inspect battery monitoring system.

i. Inspect all remote panel monitors for unserviceability, non-connectivity, and outdated firmware that are not compatible with UPS/UPM units.

j. Inspect UPS/UPM display assemblies for signs of corrupted data and faulty digital readings.

k. Replace any of the internal components listed above using manufacturer’s recommended replacement parts.

4.2 Internal Operating Parameters

a. DC Ground Detection Offset (if applicable).

b. Inverter leg current average balance (if applicable).

c. Output filter current average phase balance.

d. Rectifier bridge current average leg balance.

e. AC Protection settings are checked.

f. DC Protection settings are checked.

g. Input and Output Frequency and Voltage Bandwidth settings are checked.

h. Verify DC filter capacitance.

i. Verify AC tank and trap filter capacitance.

j. Power Supply voltages and waveforms.

k. Update firmware as necessary with customer approval (parts if required are included at no charge under service agreements with full parts coverage, otherwise billable).

l. Evaluate Field Service Bulletins (FSBs) for potential updates (parts if required are included at no charge under service agreements with full parts coverage, otherwise billable).

4.3 External Operating Parameters

a. System Input Voltages (all phases).

b. System Input Currents (all phases).

c. DC Charging Voltages (float and equalize), record settings, adjust to nominal.

d. Rectifier phase on and walk up.

e. Inverter phase on and walk up.

f. Adjust all panel meters to measured values.

g. System Bypass Voltages (all phases).

h. Manual and UV Transfer (load bank) Testing, verify uninterrupted transfer waveform (if applicable).

i. Outage simulation, and battery capability testing, and verify charger current limit.

j. Generator operation and interface verification (if applicable).

4.4 Environmental Parameters

a. UPS area ambient temperature and condition of ventilating equipment.

b. General Cleanliness of UPS Power Module.

c. General Cleanliness of UPS area.

d. Replace air filters as applicable and necessary (parts, if required, are included at no charge under service agreements with full parts coverage, otherwise billable).

e. Clean outside of UPS including control panel/CRT screen.

4.5 Battery Cabinet Checks, Service, Repairs, and Replacements according to IEEE 1188 Battery Industry Standards

a. General appearance of Battery System (all types); service, repair or replace as necessary.

b. General cleanliness of Battery System area (all types); service, repair or replace as necessary.

c. Inspect cells for physical abnormalities; service, repair or replace as necessary.

d. Inspect all DC connections for abnormalities; service, repair or replace as necessary.

e. Battery System area ambient temperature and condition of ventilating equipment.

f. For internal batteries measure, service, record, and replace batteries as needed:

i. Overall battery float voltage: service, repair or replace as necessary.

ii. Charger output current and voltage; service, repair or replace as necessary.

iii. Negative terminal temperature of one cell/battery per battery cabinet shelf or rack tier; service, repair or replace as necessary.

iv. Momentary load testing of cells < 100 watts (e.g. 9E, 9x55, not 9330); serviced, repair or replace as necessary.

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

4.6 Monitoring System Parameters

a. Alarm archive review and printing.

b. Alarm lamp test-local and remote (if applicable).

c. Replace all open monitor bulbs.

d. If work is completed under a service plan contract, inspect battery monitoring system.

e. Review Battery Test in history (if applicable).

f. Remote Panel Monitors are fully operational and updated to support and display UPS/UPM functions.

g. Communication cards are serviceable and updated with the latest firmware to allow functional and usable connectivity between the remote panel monitors and UPS’/UPMs.

4.7 Emergency Repairs and Service

Emergency after hours support is from 7pm to 7am. Period of performance includes 24X7 response w/Parts & Labor, and an eight (8) hour response time. All emergency repairs will be quoted and approved by the COR before proceeding with emergency repairs.

4.8 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 requirements:

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

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

4.9 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:

· EPA Universal Waste Rule (40 CFR Part 273)

· Texas Commission on Environmental Quality (TCEQ) regulations

· Resource Conservation and Recovery Act (RCRA) The contractor shall:

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

b. 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.

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

d. 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.

5. General

5.1 Customer Consultation

Through customer service consultations, the contractor address customer inquiries and resolves customer issues via documentation and plan of action. The contractor keeps customers aware of any problems for instance UPS/UPM meantime between failure matters, parts availability, delays, or obsoletions (known or forecasted) concerning the maintenance and sustainment of the UPS/UPMs.

5.2 Recommendations

Contractor provides recommendation options to customer when a new process or technology is available that provides better backup power and communication capabilities than current system of usage or life cycle replacement

5.3 General Observations

Contractor has technical abilities to notice operational and service details of the UPS/UPM and provides feedback to customer and on site COR on how to maintain/sustain the UPS/UPM systems for optimal and continuous usage.

6. Place of Performance The contractor shall provide UPS/UPM Maintenance Overhaul, Preventive Maintenance and Service Agreement Plan to include all 160 backup batteries, battery cabinets, and remote panel monitors at the Waco Call Center, deliverable at 4800 Memorial Drive, Bldg. 90, Waco, TX 76711. The Point of Contact for this project is a designated COR identified at contract award. The selected contractor and any sub-contractors the prime contractor utilize shall always have on their person a valid driver’s license or state issued identification card. No access to VA equipment of VA network shall be provided to the contractor. A site visit will be scheduled for all interested bidders and announcement in the formal solicitation. The date for the site visit has not yet been determined. Site of the requirement is VHA Member Services building 90, Waco Texas, on Waco VAMC campus at:

7. Period of Performance Within Thirty (30) days after contract award all 160 replacement batteries will be removed, disposed of, and the replacement batteries installed. Within Sixty (60) days after contract award all 4 UPS/UPMs to be entered into a preventive maintenance service agreement comprised of a base year with 4 option years.

7.1 Maintenance Schedule

7.1.1 Service Agreement Plan on 4 UPS/UPM- Battery check on 160 backup batteries – Quarterly

7.1.2 Service agreement Plan on 4 UPS/UPM– Battery Cabinets qty of four (4) – Semi-annually

7.1.3 Service Agreement Plan on 4 UPS/UPM – Remote Panel Monitors qty of four (4) – Semi-annually

7.2 Repairs & Replacement Parts

Required repairs found during regularly scheduled maintenance must be approved in advance by the COR. Replacement parts do not have to be brand name but need to be compatible with the existing unit.

8. Mandatory Task and Deliverable:

· UPS/UPM unit(s) serviced and serial numbers

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

10. Quality Control The contractor for the UPS/UPM Maintenance Overhaul, Preventive Maintenance and Service Plan shall develop and maintain an effective quality control program applying industry standards UL 1778, UL 924, UL 60950-1, Articles 701 & 702 of the National Electrical Code, ANSI/NFPA 70, and IEEE 1188 to ensure all maintenance services are performed in accordance with the SOW. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is how the contractor ensures their work complies with the requirement of the contract. The Contractor shall be responsible for quality control (QC) for all work accomplished during the performance of this contract. Work and documentation produced by the selected contractors may be regularly reviewed by the Contracting Officer Representative (COR).