Uninterrupted_Power_Systems_–_Preventative_Maintenance.pdf

For more information, please visit our County’s e-Procurement Portal, located at https://procurement.opengov.com/portal/collier-county-fl

COLLIER COUNTY

QUICK QUOTE

FOR

UNINTERRUPTED POWER SYSTEMS – PREVENTATIVE

MAINTENANCE

Todd Fiedorowicz, Contract Administration Specialist

Procurement Services Division

3335 Tamiami Trl E,East Naples, FL, 34112 todd.fiedorowicz@colliercountyfl.gov

(239) 252-5857

Quick Quote Title: Uninterrupted Power Systems – Preventative Maintenance

Table Of Contents

1. QUICK QUOTE

2. INTRODUCTION

3. TERM

4. AWARD CRITERIA

5. SPECIFICATIONS/SCOPE OF WORK

6. INSURANCE REQUIREMENTS

7. PRICING PROPOSAL

8. VENDOR QUESTIONNAIRE

Attachments:

A - PO Terms and Conditions

1. QUICK QUOTE

Uninterrupted Power Systems – Preventative Maintenance

Release Project Date: August 11, 2025

Question Submission Deadline: August 18, 2025, 3:00pm

Response Submission Deadline: August 21, 2025, 5:00pm

All quotes shall be submitted online via the Collier County Procurement Services Division Online

Bidding System: https://procurement.opengov.com/portal/collier-county-fl no later than the date and time specified above. We will not accept any quotation responses later than the noted time and date.

2. INTRODUCTION

The Facilities Management Division (hereinafter, the “Division or Department”) has issued this informal competition Quick Quote (hereinafter, “QQ”) with the intent of obtaining quotes from interested vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

3. TERM

The purchase order term, if an award is made is intended to be for a one-time purchase.

Prices shall remain firm for the term of the resultant purchase order.

NO EXCEPTIONS TO THE COUNTY’S PURCHASE ORDER TERMS AND CONDITIONS NOR A

VENDOR PROVIDED CONTRACT WILL BE ACCEPTED.

Surcharges will not be accepted in conjunction with this purchase order, and such charges should be incorporated into the pricing structure.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.

4. AWARD CRITERIA

For the purposes of determining the winning quote, the County will select the responsive vendor with the lowest quote.

5. SPECIFICATIONS/SCOPE OF WORK

https://procurement.opengov.com/portal/collier-county-fl

5.1. Uninterrupted Power Systems – Preventative Maintenance

The preventative maintenance services may include, but are not limited to the following (all inspections or processes may not apply to all equipment types or models):

A. Preventative maintenance services

1. Visual Inspections

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. Inspect insulation, overheating, and for physical damage.

i. Inspect battery monitoring system.

2. Internal Operating Parameters

a. Control calibrations – check / adjust, as necessary.

b. DC Ground Detection Offset, if applicable.

c. Inverter leg current average phase balance, if applicable.

d. Output filter current average phase balance.

e. Rectified bridge current average leg balance.

f. AC Protection settings are checked.

g. DC Protection settings are checked.

h. Calibrate and record all electronics to system specifications.

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

j. Verify DC filter capacitance.

k. Verify AC tank and trap filter capacitance, including balancing of items.

l. Power Supply voltages and waveforms.

m. Update firmware as necessary with written approval by the Division Representative or designee.

Parts, if required, are included at no charge with full parts coverage if the equipment is under warranty. If there is no warranty and parts are needed to complete this task, please do not complete this task and notify the Division Representative or designee.

n. Evaluate Field Service Bulletins (FSBs) for potential updates (parts, if required, are included at no charge with full parts coverage if the equipment is under warranty. If there is no warranty and parts are needed to complete this task, please do not complete this task and notify the Division

Representative or designee.)

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, and 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 Testing, verify uninterrupted transfer waveform, if applicable.

i. Outage Simulation, batter capability testing, and verify charger current limit.

j. Generator operation and interface verification, if applicable.

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 with full parts coverage if the equipment is under warranty. If there is no warranty and parts are needed to complete this task, please do not complete this task and notify the Division Representative or designee).

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

5. Battery Cabinet Checks

a. General appearance of battery systems (all types).

b. General cleanliness of batter system areas (all types).

c. Verify the integrity of the battery rack/cabinet.

d. Inspect all DC connections for abnormalities.

e. Inspect cells for physical abnormalities.

f. Check batter for current limits, input limits, overload levels, and over temp circuits.

g. Check for corrosion on battery terminals and connectors.

h. Clean batteries as necessary.

i. Verify proper torque on connections.

j. Verify the condition of the ventilation equipment, if applicable.

k. Check the appearance of the battery room, if applicable.

l. Battery system area ambient temperature and condition of ventilating equipment.

a. Overall battery float voltage.

b. Charger output current and voltage.

c. Negative terminal temperature of one cell/battery per battery cabinet shelf or rack tier.

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

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. Inspect battery monitoring system.

e. Review battery test in history, if applicable.

7. Circuit Breakers / Isolators

a. Check capacitors for swelling or leaks.

b. Verify free travel.

c. Check magnetic / thermal settings.

8. Final Inspection, Testing & Cleaning

a. Synchronizing verification:

i. Utility Sync and Transfer to bypass.

ii. Transfer from bypass to UPS.

iii. Verify voltage and phase lockout.

iv. Verify static bypass operation.

b. Fuses need verified for type, value, and condition.

c. Power Measurements (on-line):

i. Output RMS current (Phase and Neutral); and

ii. Output Peak current (Phase and Neutral).

d. Cleaning/Air Flow – check fans, doors, and compartment seals

i. Replace filters; and

ii. Clean Module.

e. Clean normal cell dirt/dust accumulation, when possible.

f. Check nuts, bolts, screws, and connections for tightness and heat discoloration.

g. Operational testing of the system including unit transfer and battery discharge.

B. Contractor’s Responsibilities o The contractor shall use qualified technicians with experience in servicing uninterrupted power systems to complete the work specified in this scope of work. The Division Representative or designee reserves the right to request technician credentials, including, but not limited to, training, certifications, and years of experience. The contractor must provide the requested credentials to the Division Representative or designee within five (5) business days.

o All Contractors and subcontractors performing service for Collier County are required and shall comply with all Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. Also, all

Contractors and subcontractors shall be responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site.

o The Contractor must comply with Federal and State right-to-know laws if hazardous materials are used. Safety Data Sheets (SDS) will be made available and provided to the Division Representative or designee upon request. The Contractor is required to immediately report to the Division Representative or designee any spillage or dumping of hazardous material on Collier County property. The Contractor shall bear all costs associated with the cleanup of any such incidents.

o The Contractor shall be responsible for removing all debris from the site and cleaning affected areas.

The Contractor shall keep the premises free of debris and unusable materials resulting from their work and, as work progresses, or upon request by the Division’s Representative or designee, shall remove such debris and materials from the property. The Contractor shall leave all affected areas as they were before beginning work.

o The Contractor must be licensed to operate in the State of Florida and in possession of all current certifications and licenses necessary to perform the services described in the scope of work.

o The Contractor shall furnish all necessary qualified labor, materials, equipment, tools, consumables, transportation, skills, and incidentals required for the services requested. All work, equipment, parts, and materials not specified in the work order must meet Collier County Vertical Standards CC Vertical Standards 2021 (colliercountyfl.gov)/Facilities Master Specs and the Florida Building Code (FBC) Florida Building Code Online. If any work, equipment, parts, and materials are not addressed in the work order or in Collier County Vertical Standards/Facilities Master Specs, approval by the Division Representative or designee shall be required.

o Preventative maintenance on each unit/system/battery must be completed per the Manufacturer’s recommendations.

C. Work Hours o Normal business hours are Monday through Friday between 7:00 AM and 5:00 PM, excluding Collier County observed Holidays. After-hours are considered before 7:00 AM and after 5:00 PM on weekdays and at any time on Saturday, Sunday, or County Observed Holidays.

o Typically, preventative maintenance will be completed during normal business hours; however, the Division may request preventative maintenance during after-hours, as deemed necessary by the Division Representative or designee. When the Division Representative or designee approves in writing, a surcharge, per the price table, will be allowed for after-hours preventative maintenance.

D. Records and Documentation o After performing a preventative maintenance service, the Contractor must provide a written report/checklist to the Division Representative or designee, which includes but is not limited to:

▪ the services completed

▪ any issues

▪ any potential issues

▪ any deficiencies and abnormalities

▪ and make specific recommendations for future remedial action, if necessary o The Contractor shall take before and after pictures of all items completed and submit them upon request.

o The Contractor(s) shall not remove any equipment containing a Collier County asset sticker unless requested by the Division Representative or designee. The Contractor(s) shall request that, when replacing equipment, the asset sticker be removed by a Division staff member authorized to adjust the equipment inventory records. The Contractor(s) will place asset stickers on the equipment, as necessary for no charge.

o The Division Representative or designee retains the right to add or to delete any facilities and equipment from service.

E. Invoice o The awarded Contractor will receive a purchase order for the work requested. The awarded Contractor shall not start work prior to receiving the purchase order.

o A Purchase Order number must appear on each invoice. Invoices shall contain details of the services performed, and service dates.

o Supplied with an invoice shall be a summary spreadsheet for each unit serviced with the date of service and an attestation signed by the awarded Contractor.

F. Security, Background, Identification

The Contractor must comply with County Ordinance No. 2004-52, as amended. The ordinance authorizes criminal history record checks to be conducted by the Facilities Management Division in accordance with Section 125.5801, Florida Statutes (2006), link:

http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=01000 199/0125/Sections/0125.5801.html

• The link to Collier County’s webpage for Background Checks:

https://www.colliercountyfl.gov/government/public-utilities/government-facilities/about-us/background-checks. The webpage provides the following information: Legal Requirements for Background Checks with a link to the ordinance, Scheduling for Fingerprints, Items to Bring, Accepted Payment Methods, Facilities Management Fingerprinting Location, and Questions, Comments, or Concerns contact information.

• The Contractors providing services to the County under this agreement and requiring physical access to Collier County facilities or locations related to security or public safety shall be responsible for the cost of providing background checks for all contracted employees or other representatives, including all subcontractors at every tier (including vendors, repair persons, and/or delivery individuals). This may include, but is not limited to, checking federal, state, and local law enforcement records, including state and FBI background screening, employment verifications, and other related records.

• Collier County background checks are valid for five (5) years, and the Contractor shall be required to maintain records of each employee and make them available to the County throughout that specified term.

http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=01000199/0125/Sections/0125.5801.html http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=01000199/0125/Sections/0125.5801.html https://www.colliercountyfl.gov/government/public-utilities/government-facilities/about-us/background-checks https://www.colliercountyfl.gov/government/public-utilities/government-facilities/about-us/background-checks

Identification Badges: All contracted employees and subcontractors must always wear and display Collier County Government identification badges while performing services at County facilities and managed properties.

• Contractor ID badges are valid for one (1) year from the date of issuance.

• Assigned badges can be renewed upon expiration at no cost to the Contractor during the five (5) period in which their background check is still valid.

Uniforms: All Contractors under this agreement shall wear appropriate attire that has the Contractor’s business name visibly displayed.

Contractor Employee or Subcontractor Separation: If a Contractor’s employee or subcontractor assigned to Collier County’s Contract separates employment, the Contractor is responsible to immediately notify the Collier County Facilities Management Division via e-mail (DL-FMOPS@colliercountyfl.gov). This notification is critical to ensure the continued safety and security of Collier County staff, customers, facilities, and systems.

• Failure to notify within four (4) hours of separation may result in a $500 invoice deduction per incident.

• Each badge must be returned to the Facilities Management Operations Center by the assigned expiration date printed on the badge or upon separation of employment of an employee or subcontracted employee.

Collier County Sheriff’s Office (CCSO) Get Fingerprinted: The CCSO requires separate fingerprinting prior to work being performed in any of its locations. The Contractor is responsible for all associated costs. This will be coordinated upon the award of the Quick Quote. A link to the CCSO website's Get Fingerprinted webpage is https://www.colliersheriff.org/how-do-i/get-fingerprinted.

6. INSURANCE REQUIREMENTS

6.1. Worker’s Compensation

Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Statutory Limits and

Requirements

Evidence of Workers’ Compensation coverage or a Certificate of Exemption issued by the State of Florida is required. Entities that are formed as Sole Proprietorships shall not be required to provide a proof of exemption.

An application for exemption can be obtained online at https://apps.fldfs.com/bocexempt/

6.2. Employer’s Liability

$1,000,000 single limit per occurrence

6.3. Commercial General Liability (Occurrence Form) patterned after the current ISO form

Bodily Injury and Property Damage

$1,000,000 single limit per occurrence, $1,000,000 aggregate for Bodily Injury Liability and Property Damage

Liability. This shall include Premises and Operations; Independent Contractors; Products and Completed

Operations and Contractual Liability.

mailto:DL-FMOPS@colliercountyfl.gov https://www.colliersheriff.org/how-do-i/get-fingerprinted https://apps.fldfs.com/bocexempt/

6.4. Indemnification

To the maximum extent permitted by Florida law, the Contractor/Vendor shall defend, indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys’ fees and paralegals’ fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Contractor/ Vendor or anyone employed or utilized by the Contractor/Vendor in the performance of this Agreement.

6.5. Automobile Liability

$500,000 Each Occurrence; Bodily Injury & Property Damage, Owned/Non-owned/Hired; Automobile

Included

6.6. Additional Information

A. Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance provisions.

B. Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for

Commercial General Liability where required. This insurance shall be primary and non-contributory with respect to any other insurance maintained by, or available for the benefit of, the Additional Insured and the Vendor’s policy shall be endorsed accordingly.

C. The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of

County Commissioners in Collier County, OR Collier County Government, OR Collier County. The

Certificates of Insurance must state the Contract Number, or Project Number, or specific Project description, or must read: For any and all work performed on behalf of Collier County.

D. On all certificates, the Certificate Holder must read: Collier County Board of Commissioners, 3295

Tamiami Trail East, Naples, FL 34112

E. Thirty (30) Days Cancellation Notice required.

F. Collier County shall procure and maintain Builders Risk Insurance on all construction projects where it is deemed necessary. Such coverage shall be endorsed to cover the interests of Collier County as well as the Contractor. Premiums shall be billed to the project and the Contractor shall not include Builders

Risk premiums in its project proposal or project billings. All questions regarding Builder’s Risk

Insurance will be addressed by the Collier County Risk Management Division.

G. Professional Services and/or Consulting Services may require professional liability insurance.

H. Environmental services, repairs, construction and/or hazardous materials projects may require pollution insurance.

7. PRICING PROPOSAL

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 0 - 20 KVA - Per unit pricing is all-inclusive.

4 Price Per

Unit

2 21 - 40 KVA - Per unit pricing is all-inclusive.

6 Price Per

3 41 - 80 KVA - Per unit pricing is all-

5 Price Per

4 81 - 120 KVA - Per unit pricing is all-

2 Price Per

5 After-Hours surcharge 2 Price Per

TOTAL

8. VENDOR QUESTIONNAIRE

1. Vendor's Insurance Statement*

By confirming, we understand the insurance requirements of these specifications and that the evidence of insurability may be required within five (5) days of the award.

☐ Please confirm

*Response required

2. Please confirm the following: If you are a new vendor with Collier County, you will be asked to provide, and are willing to submit: a W-9; an E-Verify

Memorandum of Understanding, or a company profile from e-verify.gov;

and Sunbiz documentation confirming the company is currently active.

☐ Yes

☐ No