UPS Maintenance - Attachment A~1.docx

IEMA-OHS UPS Maintenance

The Illinois Emergency Management Agency and Office of Homeland Security (IEMA-OHS) is seeking preventative maintenance, break/fix pricing, and batteries for our agency Uninterruptable Power Supplies (UPS). IEMA-OHS currently has five (5) Tripp Lite Model SU 20K3/3XR5 UPS (uninterruptible power source system), 20 kVA, 208x208 (three phase), two (2) Eaton 9353 UPS 20kVA, and one (1) Eaton 93E 60kVA Double Conversion UPS. The Agency is in the process of upgrading the 20 kVA units, so the Manufacturer and Model are subject to change.

We are planning on a three-year term from July 1, 2023 or date of execution, later of the two dates, through June 30, 2026.

OVERVIEW

In accordance with the Illinois Nuclear Safety Preparedness Act, the Illinois Emergency Management Agency and Office of Homeland Security is responsible for protecting the citizens of Illinois from potential adverse health effects from the use of radioactive material and radiation in the state. The Agency is specifically tasked with monitoring the commercial nuclear power stations in Illinois to detect releases of radioactive material. The Agency has highly sensitive monitoring equipment installed at each nuclear power station site that monitors gaseous effluents. The Gaseous Effluent Monitoring System (GEMS) monitors airborne effluents continuously by sampling mechanical handling systems, and a highly complex communications system to relay detailed isotopic analyses and system data to Agency scientists in Springfield. This data is monitored 24/7/365 as part of IEMA-OHS’ Remote Monitoring System.

To prevent loss of monitoring capability, each GEMS is equipped with backup emergency power systems consisting of a 50kW generator, a transfer switch system, and an uninterruptable power supply (UPS). The UPS is designed to activate immediately on loss of electrical power and carry the full electrical load of the GEMS while the emergency generator is ramping up to the appropriate speed. Once the generator reaches the appropriate speed, the transfer switch activates and immediately switches over from the UPS to the generator. In the event of generator failure, the UPS must be able to carry the full electrical load of the GEMS critical systems for at least four (4) hours; sufficient time for a technician to arrive on site to troubleshoot and repair the system. The UPS has filter circuitry to protect the GEMS and its sensitive components from power surges and failure in the event of blackout/brownout conditions. The UPS is an integral part of the GEMS operation and is installed at each of six (6) nuclear power stations in Illinois, within the high security protected area. IEMA also maintains a test bed system at our Springfield test facility that is identical to the fielded systems.

Units are located at the following locations:

Braidwood Generating Station (20kVa) 35100 S Route 53 Braceville, IL 60407-9619 Dresden (20kVa) 6500 N Dresden Rd.

Morris, IL 60450-9765 Illinois Emergency Mgmt. Agency and Office of Homeland Security (20kVa) 1301 Knotts St. (Rear Entrance) Springfield, IL 62703-5326

Byron (20kVa) 4450 N German Church Rd.

Byron, IL 61010-9794 LaSalle (20kVa) 2601 N 21st Rd.

Marseilles, IL 61341-9757 Illinois Emergency Mgmt. Agency and Office of Homeland Security (60kVa) 1035 Outer Park Dr.

Springfield, IL 62704-4462

Clinton (20kVa) 8401 Power Rd.

Clinton, IL 61727-9182 Quad Cities (20kVa) 22710 – 206th Ave. North Cordova, IL 61242-9470

Mandatory Specifications:

M1: Vendor must provide annual major preventative maintenance visit per year, per site for the UPS, as needed. The sites requiring maintenance may be subject to change from year to year. Due to equipment upgrades, some of the units are still under warranty, and some of the units may be replaced during the contract term. The units that are currently under warranty are specified in Pricing Table A below. Any units that are replaced during the contract will be added by a formal amendment to the contract. Vendor must be certified to perform repair and maintenance activities on this equipment. Vendor may be asked to provide documentation indicating their ability and authorization to resell and deliver products and services on behalf of the UPS manufacturer.

M2: Vendors and vendors’ agents involved with repair and maintenance must be willing to comply with Constellation nuclear power plant entry requirements, safety rules and regulations and procedures. These may include, and not be limited to, urinalysis, background review, escorted visitor/contractor requirements and vehicle search. Vendor must be cleared by Constellation for access to the protected areas of the power plant.

M3: Vendor must be able to provide 24/7 on site responses by an authorized/certified service engineer. Vendor will be notified of needed repairs via telephone and must call back within 30 minutes. Vendor must respond on site for system trouble resolution within four (4) hours (including weekends and holidays) of the vendor receiving notification of system problem or failure. Repairs will be expected within 24 hours of problem diagnosis. Repair service includes materials, parts replacement, and disposal of failed or expired batteries as needed. Vendor must prepare a written estimate and proposal of all repairs prior to servicing the device, including a description of work and a detailed breakdown of material, labor, and other costs.

M4: Vendor must use materials and equipment equivalent to those originally installed. Substitutions may only be used with prior IEMA-OHS consent. Vendor is to remove and properly dispose of all used or excess material, including, but not limited to, batteries, lubricant, filters, etc., as well as all waste products and debris. Disposal must be in accordance with prevailing federal, state, and local environmental regulations.

M5: Vendor must perform tests and adjustments with an approved testing procedure to establish performance levels for the system in accordance with the specifications. Vendor must follow the manufacturer’s commissioning, maintenance and service forms for every site call made.

M6: Vendor must perform an annual on-site inspection, performance of preventative maintenance and report of findings to IEMA-OHS for each UPS location. Preventative maintenance shall be scheduled on Agency’s availability during normal weekday work hours.

M7: Inspection and preventative maintenance must include, at a minimum: check wiring to confirm proper connections and locate any visual problems, visual inspection of internal subassemblies and major components, check mechanical connections, check ventilation systems and fan(s), check and clean all foreign material from interior of unit, inspect and test system alarms, verify all software system parameters and settings, perform all necessary calibrations in accordance with manufacturer recommendations, verify bypass/static switch, perform battery and inverter diagnostics, verify charger operation, run battery load test (when practical and upon approval of the Agency), perform detailed battery inspections with appropriate test equipment, perform/install any necessary field engineering modifications and upgrades, return unit to normal operation, log maintenance history into machine records, and remove and properly dispose of all waste products, and excess material and debris.

M8: Report findings must include, at a minimum: system location, model and serial numbers, date of service, start and end time of service, number of batteries, battery type, battery age, available run time and percentage of utilization, all inspections performed, and results found, all tests performed, and results found, all work performed, and comments regarding problems with the UPS and recommended solutions.

PRICING TABLES

Vendor should enter the cost in Pricing Table A for annual preventive maintenance on each of the UPS units listed below. Fields with an “X” denote a unit that is under warranty, and preventative maintenance may not be required.

PRICING TABLE A – Annual Preventive Maintenance

7/1/2023 or date of contract execution, later of the two dates – 6/30/2024 Annual Preventive Maint.

7/1/2024 – 6/30/2025 Annual Preventive Maint.

7/1/2025 – 6/30/2026

Power Plant UPS

Byron

Clinton

Dresden

Quad Cities

IEMA UPS (Springfield, IL)

Knotts St.

TOTALS

Vendor should enter in Pricing Table B the hourly rate to be used for all service calls. Rates should be inclusive of all travel and living expenses.

PRICING TABLE B – Service Calls

07/01/2023 or date of contract execution, later of the two dates – 06/30/2024 Hourly Rate 07/01/2024 – 06/30/2025 Hourly Rate 07/01/2025 – 06/30/2026

Monday – Friday

(8:00 AM – 5:00 PM)

Monday – Friday

(5:00 PM – 8:00 AM)

and Saturday

Sunday and Holidays

For evaluation purposes only, the agency will use five (5) hours for Monday-Friday 8A-5P, two (2) hours for Monday-Friday 5P-8A/Saturday, and one (1) hour for Sunday in each of the twelve-month periods.

Vendor should include in Pricing Table C the cost for parts, materials, equipment or other items that IEMA may need during the course of this contract. This would include items that may be utilized during service calls. Rates should include all shipping and fees. For items not known, vendor may list categories and percentage off MSRP in Pricing Table C. Pricing in Table C will not be evaluated and will be used for contract purposes only. All prices in the contract will be based on the percentage off MSRP rates at time of service.

Pricing Table C – Other Parts & Supplies Parts and Supplies will be ordered on an as-needed basis for units that do not still have parts covered under warranty.

Other cards that potentially need replaced

Main Internal Fuses

Vendor should include in Pricing Table D the cost for replacement batteries for each of the UPS units listed below. Price should be inclusive of shipping to 1301 Knotts St., Springfield, IL. Batteries will be replaced on an “as needed” basis determined by the agency. When the agency determines that battery replacement is necessary, they may elect to have the vendor install the new batteries and dispose of spent batteries.

Pricing Table D – Replacement Batteries

7/1/2023 or contract execution, later of the two dates, – 6/30/2024 Cost w/ Shipping 7/1/2024 – 6/30/2025 Cost w/ Shipping 7/1/2025 – 6/30/2026

100 replacement batteries for TrippLite SU20K3 20KVA (Knotts Street, Springfield)

240 replacement batteries for TrippLite SU20K3 20KVA (GEMS Sites)

144 Replacement Batteries for Eaton PWHR12120W3FR (GEMS Sites)

108 Replacement Batteries for Eaton NPX-L35FR (GEMS Sites)

144 Replacement Batteries for Eaton 93E 60 kVA (Outer Park, Springfield)

Disposal of spent UPS batteries for each site

Installation by a field engineer for each site

CONTACT INFORMATION

Business Name

Address

City, State, Zip

Phone

Email

Contact

FEIN

This contract calls for the construction of a “public work,” within the meaning of the Illinois Prevailing Wage Act, 820 ILCS 130/.01 et seq. (the “Act”) or is a service contract subject to the prevailing wage requirements of the Illinois Procurement Code, 30ILCS 500/25-60 (the “Code”). The Act requires contractors and subcontractors to pay laborers, workers, and mechanics performing services on public works projects no less than the current “prevailing rate of wages” (hourly cash wages plus amount for fringe benefits) in the county where the work is performed. The Code requires vendors awarded certain service contracts to pay service workers no less than the general prevailing wage rate of hourly wages (hourly cash wages plus amount for fringe benefits) in the county where the work is performed. The Illinois Department of Labor publishes the prevailing wage rates on its website at http://labor.illinois.gov. The Illinois Department of Labor revises the prevailing wage rates, and the contractor / subcontractor has an obligation to check the Illinois Department of Labor’s web site for revisions to prevailing wage rates. For information regarding current prevailing wage rates, please refer to the Illinois Department of Labor’s website. All contractor and subcontractors rendering services under this contract must comply with all requirements image1.jpg image3.jpg image2.jpg