W912CM26QA007-EPS UPS PV QA.xlsx

Sheet1

The maintenance schedules mentioned in the contract, which include the schedules established by the manufacturer, are intended to cover specifically only the major annual maintenance of the systems. Weekly or monthly test runs, with or without load, are performed by the plant operators' in-house staff.

2 For each PV system, does the preventive maintenance price need to include only one annual inspection/testing event, or are additional periodic production/performance checks expected during the year? PV System Maintenance Frequency:

Only the annual inspection or maintenance. As mentioned in the section above, the plant operator also handles the remaining work using its in-house staff.

3 Please confirm whether the “weekly, monthly or as required” schedule/record submission requirement is administrative reporting only, or whether it also implies weekly/monthly physical site visits or inspections. Weekly/Monthly Reporting:

The "weekly, monthly or as required" submission is for administrative reporting only (PWS Section 2.1, 2.2, 2.3). It does not imply a requirement for physical site visits on that schedule. It is a documentation requirement to keep the COR updated.

4 Please clarify whether defects discovered during scheduled preventive maintenance must be repaired within the preventive maintenance price, or whether repairs requiring parts/labor beyond minor PM consumables will be handled through on-demand repair after COR approval. The PWS language says defects identified during maintenance must be rectified, but the on-demand repair process requires authorization and cost estimate approval. Repair of Defects:

The PWS states that "defects identified during maintenance must be rectified" (PWS Section 2.2.2, Notice). However, repairs that require parts and labor beyond minor consumables must be handled through the on-demand repair process. This involves assessing the fault, submitting a cost estimate to the COR, and receiving written approval before proceeding (PWS Section 2.1.2).

In the past, we had increased this amount from 500 euros to 2,000 euros, but these costs were never incurred during maintenance. For this reason, we decided to remove this option and switch to an on-demand repair process.

However, minor repairs within the scope mentioned above can be carried out during a maintenance service, but should still be reported to the COR so that the on-demand process can be initiated immediately afterward.

5 Please provide complete technical equipment details for all EPS/generator, UPS, and PV systems. The current inventory lists appear incomplete/confusing for pricing and planning purposes. Complete Technical Details:

The provided inventory list (Attachment 2- Inventory List EPS UPS PV.xlsx) offers the most complete technical details available. However, as you noted, it is incomplete.

The list will be completed as thoroughly as possible. However, these are highly sensitive systems, and we cannot disclose every last detail. Please provide information to the best of your knowledge and in accordance with technical standards for comparable systems.

6 For each generator/EPS unit, please provide at minimum: generator manufacturer/model, engine manufacturer/model, alternator model, kVA/kW rating, voltage, phase, frequency, fuel tank capacity, fuel type, year of manufacture, serial number, runtime hours, last major service date, last load test date/result, installed load-bank availability, control panel model, ATS/switchgear model, battery type/capacity, coolant/cooling system capacity, oil capacity, filter part numbers, and location/building. Generator/EPS Unit Details:

As mentioned above, we definitely won’t be releasing a detailed list, but we will provide an additional list for 80% of the generators, from which you can filter out quite a bit.

7 For each generator control system, please provide the generator controller/MCP make and model and whether passwords/access codes are available to the contractor. Generator Control System Details:

The generator control units are standard products that are also used in the open market. Details such as passwords will be provided after the contract is awarded. We will provide a staff member during the first maintenance service who will have the operating instructions on hand. We will not disclose any details in this regard prior to the award of the contract.

8 For each UPS unit, please provide at minimum: UPS manufacturer/model, serial number, kVA/kW rating, input/output voltage, input/output phase, frequency, battery bank configuration, battery type, battery quantity, Ah rating, DC string voltage, number of strings, battery age/installation date, expected runtime, connected load, bypass configuration, external maintenance bypass details, battery room location, and any current faults or known deficiencies. UPS Unit Details:

The list will be completed as thoroughly as possible. However, these are highly sensitive systems, and we cannot disclose every last detail. Please provide information to the best of your knowledge and in accordance with technical standards for comparable systems.

9 For each UPS battery system, please provide battery manufacturer/model, number of blocks/cells, installation date, warranty status, required replacement interval, and whether any batteries are already at or near end of life. UPS Battery System Details:

We are requesting a maintenance quote for the UPS systems. The manufacturer and capacity are the key factors here. The warranty period, the date of the last system replacement, and other details are irrelevant for the purpose of submitting a quote for maintenance. We have already estimated the costs for repairs or replacements internally. Please provide only maintenance costs based on capacity and manufacturer.

10 For each PV system, please provide at minimum: module manufacturer/model, module quantity, total DC capacity, inverter manufacturer/model, inverter quantity, AC output rating, string configuration, DC combiner details, mounting type, roof/ground location, monitoring system details, last inspection date, last cleaning date, known faults, and access method required. PV System Details:

Please provide a standard maintenance quote based on the modules and capacity. We will try to provide more details.

11 Please confirm whether EPS/generator load testing must be performed using a load bank for each generator, or whether building load / existing facility load is acceptable where suitable. Load Testing Method:

Load testing is performed using our in-house mobile load bank. A 1000 kVA load bank is available, and the testing is conducted by our in-house personnel. Only in special cases, which have not occurred to date, will we request support through the on-demand process.

12 Where a load bank is required, please confirm whether the Government will provide an installed load bank/load-bank connection, or whether the contractor/vendor must provide a portable external load bank. The PWS references load banks and load tests, but it does not clearly state whether the load bank must be contractor-provided. Load Bank Provision:

The government will provide a load bank if necessary.

13 For each EPS/generator, please identify whether an installed load bank, load-bank cabinet, or load-bank connection is already available, and provide the rating, connection type, location, and condition. Installed Load Bank Availability:

Will be provided.

14 Please confirm whether load bank testing requires temporary disconnection from facility load, outage coordination, after-hours work, or special switching support by Government personnel. Load Bank Testing Coordination:

This work will definitely be handled by our in-house personnel.

15 Please confirm whether fuel consumed during EPS/generator preventive maintenance and load testing will be provided by the Government or must be supplied/paid by the contractor. Fuel Consumption:

The PWS does not specify who is responsible for the cost of fuel consumed during maintenance and load testing. The government will cover the cost of refueling during and after maintenance.

16 Please confirm who is responsible for operating ATS/switchgear during EPS functional/load testing: contractor, Government operator, COR/DPW representative, or a third-party utility/switchgear specialist. External Bypass Installation:

The PWS states, "If needed, an external bypass switch will be installed and integrated" (PWS 2.2.1.j). DPW is responsible for this. If a BYPASS is required, it is ordered via the on-demand process.

17 Please confirm whether replacement of defective or end-of-life UPS batteries is included in the Firm Fixed Price preventive maintenance price, or whether battery replacement will be treated as an on-demand repair after COR approval. The PWS places battery replacement and disposal language in the UPS preventive maintenance section, which creates significant pricing risk. UPS Battery Replacement:

Replacement of defective or end-of-life batteries is described under the preventive maintenance section (PWS 2.2.1.a). However, given its significant cost, it is typically treated as a separate, on-demand repair. Bidders should price this separately from the FFP maintenance price to avoid risk.

18 Please confirm whether the contractor should price replacement of all UPS batteries reaching 5 years of age during the contract period, or only batteries that fail testing. Battery Replacement Criteria:

The PWS states batteries can be replaced if they are "defective, have reached the end of their lifecycle (5 years)" (PWS 2.2.1.a). This implies that batteries should be priced for replacement at 5 years of age or upon failure.

19 Please provide the current age and condition of each UPS battery bank and identify any battery banks expected to require replacement during the base/ordering periods. Battery Age and Condition:

This is not relevant to the maintenance quote. However, we will provide it as soon as possible.

20 The PWS states that if needed, an external bypass switch will be installed and integrated by the contractor. Please clarify whether external bypass installation should be included in the preventive maintenance price, priced only if required as on-demand work, or excluded unless separately ordered. External Bypass Installation:

The PWS states, "If needed, an external bypass switch will be installed and integrated" (PWS 2.2.1.j). This work should be priced as a separate, on-demand task and not included in the base PM price.

21 Please confirm the required UPS functional test method: simulated power outage, battery discharge test, runtime test, load-bank test, or verification using actual connected load. UPS Functional Test Method:

The PWS requires a "Power Outage Simulation" to test the system's function in real-world conditions (PWS 2.2.1.x) and a "Functional Verification" to ensure it can provide the required power (PWS 2.2.1.y).

22 Please confirm whether UPS testing may interrupt supported loads, and if not, whether the Government will provide shutdown windows, temporary power arrangements, or authorization for bypass operation. UPS Testing and Load Interruption:

The PWS states that a power outage will be simulated "with the permission of all stakeholders" (PWS 2.2.1.x). The contractor must coordinate with the COR to arrange shutdown windows or ensure bypass operation.

23 Please confirm whether additional air-conditioning or ventilation work identified during UPS room checks is part of this contract or will be handled by others. UPS Room Air-Conditioning:

The PWS requires the contractor to prepare an "assessment as to whether (additional) air conditioning is required" (PWS 2.2.1.z). This is an assessment task; the actual HVAC work would be outside the scope of this contract and not included.

24 Please confirm whether PV module cleaning is included in the preventive maintenance price or priced separately. The PWS has a separate PV cleaning section, so bidders need confirmation whether cleaning is included in annual PM or separately ordered. PV Module Cleaning in PM Price:

The cleaning schedule is specified in the PWS. In cases of very heavy soiling after cleaning by maintenance, a cleaning request is submitted via on-demand.

25 Please confirm the required frequency of PV module cleaning over the contract period and whether cleaning is required annually, once during the five-year period, or only when directed by the COR. PV Cleaning Frequency:

see above 26 Please confirm roof access requirements for PV systems, including whether fall protection anchor points, lifts/scaffolding, roof permits, escorts, or shutdowns are required. PV System Roof Access:

Unfortunately, there is no information available regarding safety-related equipment on the roof. This will be clarified with the COR and the contractor after the contract is awarded.

27 Please define “minor parts and components” included in preventive maintenance. The PWS states PM includes replacement of minor parts/components, but does not define the value threshold or part categories. Minor Parts and Components:

This term is not defined with a specific value threshold in the PWS. See response to #4.

28 Please clarify whether oils, filters, coolant, belts, hoses, starter batteries, control batteries, UPS fans, UPS filters, PV fuses, surge protection devices, and similar consumables are included in PM pricing or reimbursable separately. Consumables in PM Pricing:

The PWS states PM includes "replacement of minor parts and components" (PWS 2. Description of Services) and specifically lists tasks like oil, filter, and coolant changes for EPS systems (PWS 2.1.1.w-bb). Therefore, standard PM consumables (oils, filters, coolant, belts, batteries, fuses) should be included in the PM pricing.

29 Please confirm whether all equipment locations will be accessible during normal working hours, 0715–1600 Monday to Friday, or whether some PM/testing must be performed outside normal hours. The PWS states regular work hours, but some functional/load tests may require outages or coordination. Equipment Accessibility:

All work is to be performed during normal working hours (0715–1600, Mon-Fri) unless coordinated with the COR (PWS 1.8).

30 Please confirm whether escorts are required for any locations and whether escort availability may limit the daily number of units that can be maintained/tested. Escort Requirements:

An escort is required only in Egelsbach. Contact information will be provided after the contract is awarded. There will be no other restrictions.

31 Please identify any restricted buildings/areas, mission-critical facilities, medical/IT/communications facilities, or locations where outages/testing require special approvals. Restricted/Mission-Critical Facilities:

We will share this type of information once the contract has been awarded, but at present there are no such buildings or similar structures.

32 Please confirm whether Government personnel will be available to provide access to locked rooms, keys, switchgear rooms, rooftops, and battery rooms during scheduled PM. Access to Locked Rooms:

The contractor must coordinate with the COR for access to government property and for site entry of personnel (PWS 1.12.2). It is implied that the government will provide necessary access.

33 Please confirm whether the contractor may conduct multiple systems in one visit/building, and whether the Government expects grouping by location/building to reduce mobilization. Known Site Constraints:

The PWS does not explicitly state this, but it is standard practice and would be expected to reduce mobilization costs.

The PWS does not state that the site visit is mandatory, only that offerors are urged and expected to inspect the site. This allows you to see the equipments to assist you with proper quoting.

36 Please provide any Government template for maintenance work certificates, PM certificates, condition reports, risk assessments, technical logbooks, and monthly schedules. Government Templates:

The current and most recent standard requirements apply to such logbooks and similar documents. The minimum information that must be included is specified in the PWS and listed separately for EPS, UPS, and PV.

37 Please clarify whether technical inspection logbooks already exist for each system, or whether the contractor must procure new logbooks for all equipment at contract start. The PWS requires up-to-date technical inspection logbooks for all serviced equipment. Technical Logbooks:

The contractor is required to procure up-to-date technical inspection logbooks for all equipment (PWS 2.10).

38 Please clarify whether the contractor’s monthly inventory update must include pricing per building and per month for all systems, and whether this requires a specific Government template. Monthly Inventory Update:

The contractor must create and maintain an inventory list, but the PWS does not require it to include pricing per building/month (PWS 2.9).

39 Please confirm whether condition analysis results may change PM frequencies during performance, and how price adjustments will be handled if COR/KO directs more frequent maintenance. The PWS states condition analysis is used to determine maintenance frequencies and changes must be approved. PM Frequency and Price Adjustments:

The PWS allows for maintenance frequencies to be changed based on condition analysis, with COR/KO approval (PWS 2.11). The mechanism for any associated price adjustments is not specified and would likely be handled via contract modification.

40 Please confirm whether the requirement for “two employees per facility (EPS, UPS, and PV)” means two qualified work supervisors for each system category, two per physical location/building, or two per facility type. "Two Employees Per Facility" Requirement:

This means the contractor must designate two qualified Work Supervisors for each system category (EPS, UPS, and PV), not for each physical building (PWS 1.13.1 NOTE).

41 Please confirm whether subcontractors may provide specialized services such as generator load-bank testing, UPS battery replacement, PV testing, or roof access work, provided subcontracting information is submitted with the offer. Subcontracting:

The PWS does not prohibit subcontracting. Subcontractor personnel must meet the same security and qualification requirements as the prime contractor's employees.

The solicitation refers to relevant experience with Emergency Power Generators, Uninterruptible Power Supply Systems, and Photovoltaic Systems.

Could you please clarify whether each individual reference submitted must demonstrate experience with all three system types — Emergency Power Generators, UPS, and Photovoltaic Systems — within the same reference?

Currently we want to send following references with the proposal:

As long as the submitted references, when combined, demonstrate the required relevant experience across all three system types and meet the other requirements for recency and magnitude, the offer will be considered acceptable for this factor.

Therefore, the approach you described—providing one reference for EPS and UPS, and another reference from a proposed subcontractor for the remaining relevant experience—is an acceptable way to meet the requirements of Factor 1, Element B.