Attachment_1_-_DoDEA_Americas_UPS_SOW_7SEP19.pdf

Statement of Work (SOW) Department of Defense Education Activity Americas (DoDEA Americas)

Uninterruptible Power Supply (UPS) Inspection, Reporting and Technical

Support Services

7 September 2019

1. Background and Objectives:

1.1 DoDEA Background

DoDEA, as one of only two Federally-operated school systems, is responsible for planning, directing, coordinating, and managing prekindergarten through 12th grade educational programs on behalf of the

Department of Defense (DOD). DoDEA is globally positioned, operating 166 accredited schools in 8 districts located in 11 foreign countries, 7 states, Guam, and Puerto Rico. DoDEA employs approximately

15,000 employees who serve more than 72,000 children of active duty military and DOD civilian families. DoDEA is committed to ensuring that all school-aged children of military families are provided a world-class education that prepares them for postsecondary education and/or career success and to be leading contributors in their communities as well as in our 21st century globalized society.

In North America DoDEA operates 52 schools located in seven states, Puerto Rico, and Cuba. In Europe and the Middle East, DoDEA operates 65 schools in Germany, England, Netherlands, Belgium, Italy, Spain, Turkey and Bahrain. In the Pacific, DoDEA operates 48 schools in Korea, Japan (mainland and

Okinawa), and Guam. DoDEA also operates a fully accredited Virtual High School with its main office in

Virginia and teaching hubs in Germany and Okinawa.

1.2 Scope and Description of Objectives

DoDEA Information Technology (IT) Division has routers, switches, and servers at designated facilities throughout the world. The devices are connected to various models of American Power Company (APC)

Uninterruptible Power Supplies (UPS) to protect the agency’s Information Technology (IT) infrastructure investment as well as secure student and staff digital work and applications under abnormal power conditions.

Power fluctuations, whether planned or unplanned, are a routine occurrence at the campus level. When these interruptions occur, DoDEA must have a reliable solution in place which will provide sufficient off-line power to ensure the graceful shutdown of significant IT Infrastructure systems. The operational condition of the UPS are poor and have fallen out of service warranty. In order to sustain operations, DoDEA Americas has as an immediate requirement for equipment inspection and recertification of the 15 identified APC UPS’s at the identified locations within the DoDEA Americas Region. Additionally, Remote Customer Service Technical Support shall be provided for a base period of one (1) year, with four optional (4) one (1) year periods.

The inspections will help DoDEA IT leadership determine the overall health of the fleet and formulate a get well plan for the future. The contractor shall have a Certified APC Technician qualified to perform on-site visual, mechanical, electrical, and an environmental inspection on identified Schneider Electric equipment and UPS listed in Attachment 2 (Installation sites and equipment locations). The vendor must create a site visit equipment inspection report that identify corrective maintenance actions necessary to recertify the UPSs. In addition, the customer requires a price quote for optional periods of extended

Remote Customer Service Technical Support for each location.

2. Government provided equipment, facilities, and services: Contractor shall ensure technicians have completed all necessary documentation for unescorted access onto U.S. military installations identified in

Department of Defense Education Activity Americas (DoDEA Americas)

Uninterruptible Power Supply (UPS) Inspection, Reporting and Technical

Support Services

27 August 2019

“Attachment 2”. Once at the DoDEA facility, a DoDEA representative will provide controlled access to the facility. Contractor personnel will be escorted in the facility throughout the duration of each site visit.

3. Project Support

3.1 The Contractor shall appoint a single Point of Contact (POC) to coordinate with the Project

Manager (PM), the DoDEA Technical Point of Contact (TPOC), and Site POC in support of all tasks for each site location.

3.2 Setup a virtually hosted Kick-off Meeting, held within five (5) days of contract award; the date and time will be coordinated through the Project Manager (PM), the TPOC, and the Contractor’s POC. The

Kick-off Meeting shall include the following deliverables:

3.2.1 Sample of the Re-certification and Inspection Report to include; photos and diagrams.

3.2.2 Example of the site visit equipment inspection checklist which will be used during the physical environmental, visual, mechanical, and electrical inspection.

3.2.3 Remote Customer Service Technical Support

3.2.4 Proposed Inspection, Master Schedule, and Timeline.

3.2.5 Project Management Plan (PMP).

3.2.6 Abbreviated Accidental Prevention Plan (AAPP).

3.3 The Key Personnel required by the contractor is a Certified APC Technician qualified to service, install, and or certify Schneider Electric equipment currently installed at the identified installations.

3.4 The Contractor shall coordinate and contact the Facility’s POC (locations listed in Attachment 2) to setup the UPS inspection dates and times for each facility and provide the information to the

PM and TPOC.

3.5 The Contractor shall create a master site visit schedule for all sites listed in “Attachment 1” and provide to the PM and TPOC within ten (10) business days post contract award.

3.6 The contractor shall provide the PM/COR and TPOC; one CD, one color, and one black and white binded Site Visit Equipment Inspection Report within five (5) business days after completion of each site inspection. Site Inspection Reports shall be written IAW SOW Section 4, Checklists and

Reports.

4. Checklists and Reports

4.1 The contractor shall develop a checklist for the technician to follow during the UPS inspection.

The checklist will include criteria and criteria considerations as outlined in the most recent

Uninterruptible Power Supply (UPS) Inspection, Reporting and Technical

Support Services

27 August 2019 version of the Unified Facility Criteria (UFC) 3-580-01. This can include other sources of criteria and standards as identified by UFC 3-580-01. At a minimum the checklist will encompass:

4.1.1 Environmental inspections

4.1.2 Visual Inspections

4.1.3 Mechanical Inspections

4.1.4 Electrical Inspections

4.2 The inspection reports shall contain, at a minimum, the following information.

4.2.1 Location of the UPS equipment, to include make, model number, and serial number of each unit.

4.2.2 Environmental, visual, mechanical and electrical check list.

4.2.3 Pictures of defective parts and discrepancies, with detail write up for each.

4.2.4 Recommendations on remedial actions.

4.2.5 Equipment diagrams and equipment layouts.

4.2.6 The report shall have detail quotes for recommended parts and replacement.

4.2.7 Battery information.

4.2.7.1 Type of battery, manufacture date, estimated life and quantity.

4.2.7.2 Service life of the battery, based on current operating conditions, before replacement is necessary.

5. UPS Inspection Requirements

5.1. The contractor shall:

5.1.1 Provide APC certified technicians qualified to perform environmental, visual, mechanical, and electrical inspections.

5.1.2 Perform on-site work during normal business hours unless otherwise requested.

5.1.3 Provide photographs, event logs, or alarm reports for all discrepancies found during the inspection and a detailed recommendations for corrective action in the final report.

5.1.4 Using a checklist incorporating UFC 3-580-01 criteria and considerations, conduct an environmental inspection of the area or room the UPS is installed for:

5.1.2.1.1 Excessive dust and dirt

5.1.2.1.2 Exposed and hanging wires or cables.

5.1.2.1.3 Items resting on the unit, such as cans, boxes, clothes, paper manuals, items.

5.1.2.1.4 Exposure to liquids and other sources of moisture.

5.1.2.1.5 Proper room temperature, airflow and dust contamination into the room.

5.1.2.1.6 Cracks, leaks, or holes in walls or windows which may adversely affect the proper operation of the UPS.

5.1.5 Using a checklist incorporating UFC 3-580-01 criteria and considerations, conduct UPS visual inspection which will include:

5.1.5.1 Checking cable and wiring for signs of damage, loose connections, and corrosion.

5.1.5.2 Inspecting for grounding and/or bonding issues.

5.1.5.3 Looking for signs of corrosion on the UPS unit.

Uninterruptible Power Supply (UPS) Inspection, Reporting and Technical

5.1.5.4 Identifying missing/loose hardware components on the UPS unit.

5.1.5.5 Dirt and dust buildup on/in the device.

5.1.5.6 A full battery inspection for signs of leaking, bulging, and terminal corrosion.

5.1.5.7 Documenting battery manufactured dates, warranty expiration dates, part number and serial number.

5.1.6 Using a checklist incorporating UFC 3-580-01 criteria and considerations, conduct a mechanical Inspection which will include:

5.1.6.1 Inspecting breakers and switches for proper operation ensuring contacts do not exhibit pitted, worn or burned areas.

5.1.6.2 Connections to ancillary units like Power Distribution Unit (PDU), breaker panels, and grounding units are secure, clean and functioning within operational parameters.

5.1.6.3 Inspecting proper operating of cooling fans. Ensure fan bearings are not corroded, worn or damaged and are functioning within operational parameters.

5.1.6.4 Ensure wall mounted circuit breaker panel with proper amperage input/output circuit breakers exists and are functioning properly. Ensure wall mounted UPS bypass switch is available and functions properly to isolate UPS in the event of catastrophic UPS failure.

5.1.7 Conduct an electrical inspections which includes:

5.1.7.1 Ensuring UPS properly transfers from commercial to battery power.

5.1.7.2 Calculating and documenting the load utilization to ensure UPS is proper size.

5.1.7.3 Verifying the input and output voltage values are within correct specifications.

5.1.7.4 Running UPS built in diagnostic tests and documenting all event and alarm logs.

5.1.7.5 Performing battery run tests under load to ensure batteries will supply power under abnormal conditions

5.1.7.6 Document circuit board firmware version(s), and recommended updates.

5.1.7.7 Documenting physical data connection(s) of UPS to network and or other information technology equipment.

5.1.7.8 Recommend any additional service activities as required resulting from the

Preventive Maintenance activities listed above.

5.2 Remote Customer Service Technical Support (12 months):

5.2.1 Provide normal business hours (8:00am – 5:00pm, Monday-Friday) technical customer service trouble-shooting telephone services to include the coordination of replacement parts and or equipment.

5.3. Optional Services – Remote Customer Service Technical Support and Annual Inspection and Re-certification

5.3.1 Perform annual site visit to inspect and re-certify existing equipment.

5.3.2 Develop Inspection Report to include recommendation of equipment replacement or equipment upgrades and the associated cost estimates.

5.3.3 Coordinate final walkthrough and equipment orientation with the site POC prior to

Uninterruptible Power Supply (UPS) Inspection, Reporting and Technical departure of site. Report shall be submitted to the COR and customer within one week of each site visit.

5.3.4 Provide normal business hours (8:00am – 5:00pm, Monday-Friday) technical customer service trouble-shooting telephone services to include the coordination of replacement parts and or equipment.

6. Cybersecurity

6.1 By adhering to the following the contractor will ensure the cybersecurity posture of the UPS and affected systems will not be negatively impacted:

6.1.1 The contractor will not establish any new network connections to UPS equipment.

6.1.2 The contractor may disconnect and reconnect existing data connections to a UPS, as guided by the local TPOC, to perform inspections.

6.1.3 The contractor shall not establish any data connections to UPS equipment except as authorized by the local TPOC. Connecting a computer to UPS to complete required actions does constitute having access to a government information system.

6.1.4 The contractor shall not access a DoD or DoDEA network except as authorized by the local TPOC.

6.2 Information Assurance (IA) / Information Technology (IT) Training. All contractor and subcontractor employees must complete the most recent Defense Information Systems Agency

(DISA) provided DOD Cybersecurity Awareness training (i.e. Cyber Awareness Challenge) prior to access to the information systems and then annually thereafter. The training may be found at the following https://public.cyber.mil/ or https://cyber.mi/ For each contractor with access to information systems a copy of the latest training certificate will be provided to the PM.

7. Deliverables

Item

Format.

Timeline

SOW

Kick-off Meeting Virtual telecom Within 5 days of contract award

Para 3.2

Kick-off Meeting deliverables PDF Within 5 days of contract award

Para 3.2

Current Year Remote

Customer Service

Technical Support

PDF Service starts the day of site inspection

Para 5.2

Master Inspection schedule

PDF

Submit to PM and TPOC 10 day after contract award.

Para 3.4

Site Visit Equipment

Inspection Report

PDF

Submit to PM and TPOC five (5) business days after UPS inspection

Paras 3.2.1 & 4 https://cyber.mi/

Uninterruptible Power Supply (UPS) Inspection, Reporting and Technical

Item

Format.

Timeline

SOW

Inspection Checklist PDF

Submit to on-site support, PM, and TPOC immediately after completion of the equipment inspection and testing

Paras 3.2.2, 4.1, 5

& 6

Equipment testing, Knowledge transfer

& Final Walkthrough

On-site Site Visit and or Service Visit Para 5 & 6

Site Equipment

Inspection Report

PDF,

Binder, CD

Sent to the PM and TPOC five (5) business days after completion of site inspections

Para 3.2 & 4.2

8. Place of Performance

Work to be performed on this contract shall be at schools in DoDEA-Americas. (See “Attachment 1”).

9. Period of Performance (PoP): The Period of Performance for this requirement is 120 days from contract award.

10. Contractor Furnished Items and Responsibilities

a. General: The Contractor shall furnish all expertise, management, scheduling, and coordination required to perform work under this contract.

b. Equipment: The Contractor shall provide all equipment, supplies, and parts necessary for the efficient and effective completion of the contracted tasks.

11. Safety: Site Specific Abbreviated Accident Prevention Plan Limited Scope (AAPP). The

Contractor will be required to submit an abbreviated accident prevention plan to the Contracting Officer, Project Manager, and Huntsville Safety Office. NOTE: The plan must be accepted by the government prior to the start of any work. Abbreviated Accident Prevention Plan (AAPP) shall address applicable items listed in Appendix A (Minimum Basic Outline for Accident Prevention Plans) of EM 385-1-1 in addition to the other applicable requirements of EM 385-1-1 and OSHA requirements. The plan shall be site specific and shall also address any unusual or unique aspects of the project or activity for which it is written. The Contractor shall coordinate with the facility representatives or facility contractor, on first aid, emergency phone numbers, response plans, site evacuation plans, evacuation drills, etc. The AAPP shall include site specific Activity Hazard Analysis (AHAs) for the project. AHAs are to be submitted with the AAPP prior to work beginning. The AAPP is the document that details how the safety and health requirements of OSHA; other regulatory codes and documents; and EM 385-1-1 are to be accomplished. The AAPP with AHAs shall be submitted to the Government by cover letter from the

Contractor.

11.1 General. Site and Safety Health Officer (SSHO). The Site Safety and Health Officer

(SSHO) shall be a full-time responsibility, dual hatted with another person, an employee other than the supervisor, report to a senior project (or corporate) official, and possess training in compliance with this

Uninterruptible Power Supply (UPS) Inspection, Reporting and Technical section. The SSHO shall meet the minimum training requirements stated in EM 385-1-1; 01A.17.b. If contractor deems a SSHO is not required; they can submit a variance/waiver to the Safety Office per the

EM 385-1-1 Appendix D. The variance/waiver shall be submitted to the Government by cover letter from the Contractor.

11.2 Hazard Assessment and Risk Analysis. The Contractor shall provide a complete description of the definable feature of work to be performed with a complete summary of hazards anticipated. The Contractor shall identify the safety and health hazards that may be encountered for each task and/or site operation to be performed. Each task/operation is to be discussed separately. Safety Data

Sheets (SDS) for each hazardous substance brought on site shall be included as an appendix to the

AAPP.

11.3 Standing Operating Procedures, Engineering Controls and Work Practices. The

Contractor shall develop Standing Operating Procedures for minimizing hazards and taking action to correct hazards where necessary. Site rules and safe work practices shall be discussed and shall include such topics as use of the buddy system, smoking restrictions, material handling procedures, confined space entry, excavation safety, physiological and meteorological monitoring for heat/cold stress, illumination, sanitation, and daily safety inspections, etc. This list of topics is not intended to be all inclusive.

11.4 Mishap Reporting. Man-hours and Lost Workday Reporting. Submit project work hours to the Contracting Officer's Representative (COR) monthly in the format provided by the COR. Work hours include all hours on the project where an employee is in an on-duty pay status. The Contractor shall complete a report of exposure hours. The report shall be on the electronic data collection tool provided by the COR described as total hours associated where workers are exposed to the activity hazards and forwarded to the Contracting Officer no later than close of business (COB) the 10th day of the following month." The Government Designated Authority will be identified in the individual delivery/task orders.

The PM or COR will copy furnished the report to the U.S. Army Engineering and Support Center, Huntsville (USAESCH), ATTN: CEHNC-CT (Chad Green). The data must be submitted to arrive at the

USAESCH not later than 10 calendar days after the end of each month. The information cut-off date will be the last day of each month. The monthly submission must include the title of the report, i.e., Accident

Exposure Data Report, contract number, task order number, project site, month and year for which the report is made, a point of contact listing both email address and telephone number, and number of lost workday accidents to include total days lost. If no hours are worked on the project/task, a report showing

"zero (0)" is required.

11.5 Immediate Reporting. Accidents or incidents that appear to have the consequences below shall be immediately reported to the GDA:

• A fatal injury/illness,

• A permanent total disability,

• A permanent partial disability,

• 3 or more persons are admitted to a hospital as inpatients as a result of a single occurrence,

• $500,000 or greater accidental property damage,

• Arc Flash incident/accident, Uninterruptible Power Supply (UPS) Inspection, Reporting and Technical

• USACE aircraft missing or destroyed or

• Three or more individuals become ill or have a medical condition which is suspected to be related to a site condition, or a hazardous or toxic agent on the site.

11.6 Accident Reporting. Accidents involving personal injury/illness, LWD, RD or property damage greater than $5000 shall be reported to the Contracting Officer, or authorized representative, e.g., Project Manager. The ENG Form 3394 shall be submitted to the Contracting Officer within 5 working days following the accident in accordance with AR 385-40 and USACE Supplements to that regulation.

Safety policy, regulations, documents and reporting forms are available from the Safety Office. The effected Project Manager will ensure the ENG Form 3394 is completed by the contactor through block

16. Block 17 will be signed by the Director of the organization that experienced the accident and the report provided to the Safety Office. AHAs shall be submitted to the Government by cover letter.

12. Electronic Contracting Manpower Reporting: In accordance with FAR 52.237-9001, Enterprise-wide Contractor Manpower Reporting Application (eCMRA) Reporting, and FAR 37.102-90, Inventory of Contracts for Services, the Contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Department of

Army via a secure data collection site. The Contractor is required to completely fill in all required data fields on the eCMRA website: https://www.ecmra.mil/. Reporting requirements will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October

01 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31, or each calendar year.

https://www.ecmra.mil/