VA118-16-Q-0950-001.doc

Uninterruptible Power Supply (UPS) and Power Distribution Unit (PDU) Maintenance

PRODUCT DESCRIPTION

DEPARTMENT OF VETERANS AFFAIRS

FACILITIES MANAGEMENT UNIT (305A)

Uninterruptible Power Supply (UPS) and Power Distribution Unit (PDU) Maintenance Date: January 6, 2016 Product Description

PRODUCT DESCRIPTION

1.

REQUIREMENTS:

The Department of Veterans Affairs (VA), Office of Information and Technology, Enterprise Operations, Data Center Operations, requires corrective and preventative maintenance for the following uninterruptible power supply (UPS) Systems, valve-regulated lead-acid (VRLA) Batteries, and Battery Management System located at the VA facility at 1615 Woodward Street, Austin, Texas 78741:

Description

ESS battery cabinets w/ 800 Amp C/B Shunt

1.1 On Call Maintenance:

The contractor shall provide corrective and preventive maintenance to include parts and labor for all routine and emergency repairs. The response time shall be no more than Four (4) hours from the time a call is placed to the time a Field Service Engineer arrives on-site. The contractor shall have a local on staff representative (local means within fifty miles of site) who is factory trained to work on parallel series 9315-750 and 9395-750 UPS modules and factory authorized to access the proprietary XCP maintenance software service tool. All maintenance shall be performed in accordance with the manufacturer’s equipment technical manual recommended service. The battery maintenance shall be performed in accordance with Institute of Electrical and Electronics Engineers (IEEE) standard 450, “IEEE Recommended Practice for Maintenance, Testing, and Replacement of VRLA Storage Batteries for Generating Stations and Substations,” DataSafe HX product warranty/maintenance instructions (Section 58.06) and Near Field Communications (NFC) 111.

1.2 Four- Hour Load Tests - Twice Yearly:

During the four-hour generator load test performed by VA twice per year the contractor shall perform standby monitoring of the UPS system to ensure proper operation with emergency generator power. Upon completion of each load test the contractor shall provide a detailed report to the Contracting Officer’s Representative (COR) to include the following information:

1) Observed voltage, current, power regulation, and describe any abnormalities

2) Performance of UPS battery discharge

3) Performance of critical load switching

1.3 Monthly Performance Checks:

The contractor shall complete monthly performance checks of the UPS module and provide a detailed report to the COR to include the following information while also making specific recommendations toward future remedial action, upgrades, or sparing:

1. Environmental Parameters:

A. UPS area ambient temperature and humidity

B. Operating condition of ventilating equipment and cooling equipment

C. General Cleanliness of UPS Power Module

D. General Cleanliness of UPS area

E. Replace air filters, as needed F. Clean outside of UPS including control panel/CRT screen

2. Battery System Checks:

A. General appearance of Battery System (external batteries)

B. General cleanliness of Battery System area

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

D. Inspect jars/cells for physical case abnormalities (external batteries)

E. Inspect all DC power interconnections for abnormalities (external batteries)

3. Monitoring System Parameters:

A. Download, print and review of alarm history/event B. Download print and review of present front panel metering values C. System Input Voltages, Currents, and Frequency

D. Rectifier Input Voltages, Currents, and Frequency E. DC Charging Voltages and Current

F. Inverter Output Voltages, Currents, and Frequency G. System Output Voltages, Currents, and Frequency H. System Bypass Voltages and Currents (all phases)

I. Download print and review of battery self-test data J. Download and print of unit configuration report K. Operating status or remote monitor status panels Following the Performance Check, a written report will be provided detailing the results of the inspection, and making specific recommendations toward future remedial action, upgrades, or sparing.

Deliverables:

a) Monthly Performance Check inspection report 1.4 Power Distribution Unit (PDU) and Remote Power Panels (RPP) Preventative Maintenance Checks– Twice Yearly The contractor shall perform preventative maintenance checks twice yearly (may possibly take place on a Sunday) to include the services below. All checks are designed to be performed during normal operation with no danger to the operating condition of the equipment or to the critical load. All checks or processes may not be applicable to all equipment models. Following the Preventative Maintenance checks, a written report will be provided detailing the results of the inspection, and making specific recommendations toward future remedial action, upgrades, or changes in spare part NOTE: For safety purposes PDU/RPP PM’s shall be performed by two (2) certified UPS contractors.

1.0 Visual Inspection

1.1. Inspect all power connections for signs of overheating or discoloration.

1.1.1. Using a non-contact temperature probe.

1.2. Inspect all AC capacitors for signs of leakage.

1.3. Inspect all EMI , FCC, and TVSS filtering components.

1.4. Inspect and inventory all customer owned spare parts.

1.5. Inspect for and note any open engineering changes.

2.0 Operating Parameters

2.1. Systems primary input measurements (volts, amps, frequency, and power).

2.2. Systems secondary input measurements (volts, amps, frequency, and power).

2.3. System output measurements (volts, amps, frequency, and power).

2.4. Percentage of output voltage regulation as compared to target value.

2.5. Output load balance between phases.

2.6. Power Supply voltages and waveforms.

3.0 Environmental Parameters

3.1. Areas ambient temperature and percent humidity.

3.2. Operating condition of ventilating equipment and cooling equipment.

3.3. General Cleanliness of equipment

3.4. General Cleanliness of area around equipment

3.5. Clean control panel and display screen

3.6. Replace air filters

4.0 Monitoring System Parameters

4.1. Download, print, and review alarm \ event history queue

4.2. Verify all monitoring functions, displayed values, and lamp tests (local and remote) Following the Preventative Maintenance, a written report will be provided detailing the results of the inspection, and making specific recommendations toward future remedial action, upgrades, or changes in spare parts.

Deliverables:

a) Preventative Maintenance inspection report 1.5 Battery Maintenance – Twice Yearly

1. The projected months to perform these tasks are February and, August (February inspection to be coordinated with annual, see below). These dates may change and are dependent on approval by the COR and AITC Facilities Management personnel (305A) staff.

2. Perform maintenance on each battery and string per manufacturer specifications including but not limited to the following:

a). Measure and record AC ripple voltage and AC ripple current on batteries.

b). Measure and record DC float current on batteries.

c). Measure and record battery room ambient temperature.

d) Check and record the integrity of the battery jars and rack for each string.

e) Check and record the general appearance and cleanliness of each battery string. Clean cell jars and racks as necessary in accordance with manufacturer’s recommendations (see “Battery Cleaning” section of manufacturer’s maintenance instruction).

f) Measure and record open cell voltage of each cell.

g) Measure and record float voltage each string.

h) Using a calibrated digital micro-ohmmeter, measure and record (in micro-ohms) the resistance of each cell interconnection. Note which interconnection is a jumper cable.

i) Compare resistance readings to original installation resistance readings. Note which cells exceed the allowable tolerance (less than 20% higher than the original installation readings). If the resistance reading is still out-of-tolerance, clean, re-coat, reassemble and re-torque the connections until the reading is within tolerance. Replace any connections as necessary to provide a connection within tolerance.

j) Spot-check torque on 10% of intercell connections. Record which cells were checked. Torque to 75 inch-pounds and re-measure any found out-of-tolerance.

k) Provide a performance check of each battery string disconnect switch.

l) Provide reports within 15 days of the completion of this work. In addition to the reports provide a data disk of the cellcorder files.

m) Coordinate with AITC facilities management personnel and generator contractor, using the contacts listed, and stand-by for a 4 hour full load test following completion of all items above. This will be completed in conjunction with UPS major inspections.

n) Check Cellwatch Battery Management system and eliminate any nuisance alarms that were created during battery services.

o) Operator training to be provided to staff when on-site.

p) Wipe down and clean or vacuum all equipment listed in this contract.

1.6 Annual Maintenance

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. inspect battery monitoring system

2. Internal Operating Parameters

a. DC Ground Detection Offset

b. Inverter leg current average balance

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

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 Testing, verify uninterrupted transfer waveform

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

j. Generator operation and interface verification

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.

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

f. Flywheel only: Drain oil and change oil and filters

5. Battery Cabinet Checks

a. General appearance of Battery System (all types)

b. General cleanliness of Battery System area (all types)

c. Inspect cells for physical abnormalities

d. Inspect all DC connections for abnormalities

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

f. For internal batteries only measure and record:

i. Overall battery float voltage

ii. Charger output current and voltage

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

iv. 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

c. Replace all open monitor bulbs

d. Inspect battery monitoring system

e. Review Battery Test in history

7. Provide infrared testing services (with follow up report) on all UPS modules, UPS Batteries, SBM, computer room PDU’s/RPP’s and all associated UPS and generator powered electrical panels.

8. General

a. Customer Consultation

b. Verbal Recommendations

c. General Observations Following the Preventive Maintenance inspection, a written report will be provided detailing the results of the inspection, and making specific recommendations toward future remedial action, upgrades, or sparing.

Deliverables:

a) Annual Maintenance inspection report

1.7

METHOD AND DISTRIBUTION OF DELIVERABLES

The Contractor shall deliver documentation in electronic format, unless otherwise directed in Section B of the solicitation/contract. Acceptable electronic media include: MS Word 2000/2003/2007/2010, MS Excel 2000/2003/2007/2010, MS PowerPoint 2000/2003/2007/2010, MS Project 2000/2003/2007/2010, MS Access 2000/2003/2007/2010, MS Visio 2000/2002/2003/2007/2010, AutoCAD 2002/2004/2007/2010, and Adobe Postscript Data Format (PDF).

PERIOD OF PERFOMANCE

The period of performance shall be one (1) 12 month base period and three (3) 12 month option periods

SCHEDULE FOR DELIVERABLES

Inspection: Destination Acceptance: Destination Free on Board (FOB): Destination Ship To and Mark For:

Primary:

Name: David Lamb (COR) Address: 1615 Woodward Street, Austin, TX 78772

Voice:

(512) 326-6062 Email:

david.lamb@va.gov Alternate:

Name: Michael Lloyd

Address: 1615 Woodward Street, Austin, TX 78772

Voice:

(512) 326-7413 Email: michael.lloyd4@va.gov Special Shipping Instructions:

Prior to shipping, Contractor shall notify Site POCs, by phone followed by email, of all incoming deliveries including line-by-line details for review of requirements. Contractor cannot make any changes to the delivery schedule at the request of Site POC.

Contractors must coordinate deliveries with Site POCs before shipment of hardware to ensure sites have adequate storage space. All shipments, either single or multiple container deliveries, will bear the VA Purchase Order number on external shipping labels and associated manifests or packing lists. In the case of multiple container deliveries, a statement readable near the VA PO number will indicate total number of containers for the complete shipment (ex. “Package 1 of 2”), clearly readable on manifests and external shipping labels.

Packing Slips/Labels and Lists shall include the following:

IFCAP PO # ____________ (i.e., 166-E11234)

Total number of Containers: Package ___ of ___. (i.e., Package 1 of 3)

NOTE: VA XXX Initiative

INFORMATION SECURITY CONSIDERATIONS:

The Assessment and Authorization (A&A) requirements do not apply and a Security Accreditation Package is not required.

All VA sensitive information shall be protected at all times in accordance with local security field office System Security Plans (SSP’s) and Authority to Operate (ATO)’s for all systems/LAN’s accessed while performing the tasks detailed in this Product Description.

a. A prohibition on unauthorized disclosure: “Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA.” See VA handbook 6500.6, Appendix C, paragraph 3.a.

b. A requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COR, the designated ISO, and Privacy Officer for the contract. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6, Appendix C, paragraph 6.a.

c. A requirement to pay liquidated damages in the event of a data breach: “In the event of a data breach or privacy incident involving SPI the contractor processes or maintains under this contract, the contractor shall be liable to VA for liquidated damages for a specified amount per affected individual to cover the cost of providing credit protection services to those individuals.” See VA handbook 6500.6, Appendix C, paragraph 7.a., 7.d.

d. A requirement for annual security/privacy awareness training: “Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall complete on an annual basis either: (i) the VA security/privacy awareness training (contains VA security/privacy requirements) within 1 week of the initiation of the contract, or (ii) security awareness training provided or arranged by the contractor that conforms to VA’s security/privacy requirements as delineated in the hard copy of the VA security awareness training provided to the contractor. If the contractor provides their own training that conforms to VA’s requirements, they will provide the COR or CO, a yearly report (due annually on the date of the contract initiation) stating that all applicable employees involved in the VA’s contract have received their annual security/privacy training that meets VA’s requirements and the total number of employees trained. See VA Handbook 6500.6, Appendix C, paragraph 9.

e. A requirement to sign VA’s Rules of Behavior: “Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall sign on annual basis an acknowledgement that they have read, understand, and agree to abide by VA’s Contractor Rules of Behavior which is attached to this contract.” See VA Handbook 6500.6, Appendix C, paragraph 9, Appendix D. Note: If a medical device vendor anticipates that the services under the contract will be performed by 10 or more individuals, the Contractor Rules of Behavior may be signed by the vendor’s designated representative. The contract must reflect by signing the Rules of Behavior on behalf of the vendor that the designated representative agrees to ensure that all such individuals review and understand the Contractor Rules of Behavior when accessing VA’s information and information systems.

POINT(S) OF CONTACT:

COR:

Name: David Lamb

Address: 1615 Woodward Street, Austin, TX 78772

Voice:

(512) 326-6062 Email:

david.lamb@va.gov