PWS UPS Maintenance Final.docx

PERFORMANCE WORK STATEMENT (PWS)

UPS MAINTENANCE

Part 1 General Information

1. GENERAL: This is a non-personnel services contract to provide UPS GENERATOR MAINTENANCE. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform UPS GENERATOR MAINTENANCE as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: The Sierra Army Depot (SIAD) does not have the expertise necessary to maintain the UPS generator for Building 49. The system has had operational issues due to failures in obtaining reoccurring scheduled preventative maintenance services. SIAD’s rural climate also plays a factor in the daily maintenance of the unit. The last preventative maintenance done on this UPS system was completed on August 31, 2022.

1.3 Objectives: Maintain the UPS equipment in excellent working order to provide generator backup for emergency use by vital network infrastructures.

1.4 Scope: Maintain UPS generator in excellent condition. Services include preventive maintenance of the equipment and replacement of UPS batteries as necessary to achieve optimum power. The contractor shall accomplish this task on a quarterly basis.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and two (2) 12-month option years. The Period of Performance reads as follows:

Base Year Option Year I Option Year II

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance. This factor is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The contractor is not required to perform services on holidays.

Independence Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 06:30AM – 17:00 PM Monday thru Thursday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at Sierra Army Depot, Herlong, California.

1.6.6 Type of Contract: The government will award a hybrid type of contract where the Contract Line Item Numbers (CLIN) are a mix of both Firm Fixed Price (FFP) and Time-and-Materials (T&M).

1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.8 Special Qualifications: Schneider Electric Critical Power & Cooling Services (CPCS) certified service personnel. Contract Data Requirement List (CDRL) A001

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.10 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: The follow personnel are considered key personnel by the government: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 06:30 AM thru 17:00 PM Monday thru Thursday except Federal holidays or when the government facility is closed for administrative reasons. Contractor will notify Contracting Officer of changes of key personnel.

1.6.11.1 Contract Manager and Alternate: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00 a.m. to 4:30 p.m. PST, Monday through Thursday except Federal holidays or when the government facility is closed for administrative reasons

1.6.12 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel will be required to obtain and wear badges while in the performance of this service.

1.6.13 Contractor Travel: All travel will be included in the preventative maintenance and repair labor line items and not separately priced.

1.6.14 Other Direct Costs: N/A

1.6.15 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS: Reserved.

2.1.1. CONTRACTOR. A supplier or vendor having a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-physical things such as meeting minutes.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13. WORK WEEK. Is defined as Monday through Friday, unless specified otherwise.

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: N/A.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.3. Materials: The Contractor shall furnish all supplies, equipment, labor and services.

4.4. Equipment: The Contractor shall provide all equipment necessary to meet the requirements under this PWS.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. PreContract Audit. Contractor is authorized to perform one PreContract Audit to inspect, update, clean, repair, and optimize the existing equipment and software system. All repairs and changes in designed operation shall be discussed and approved by the COR prior to any implementation. The last preventative maintenance done on this UPS system was completed on August 31, 2022.

5.2. Basic Services. The contractor shall provide UPS Preventative Maintenance (PM) to one location at the Installation per the performance statement of work minimum requirements. PM's will be done on a quarterly basis for a period of performance of 12-month base and 2-year options. Service to be done in building 49 for APC (Brand: SYMMETRA) MODEL # SYIOF500KMBR Serial # QD1603122220 and all related ancillary equipment.

5.3. Preventive Maintenance Service. The Preventive Maintenance Service will be provided by trained Schneider Electric CPCS certified service personnel. The Contractor shall perform on-site service quarterly- four (4) times a year. The Contractor shall provide updates, inspections, cleaning, and repairs and optimization of existing equipment and software. All repairs and changes in designed operation shall be discussed and approved by the COR prior to any implementation.

5.3.1 Perform Visual Inspection- Contractor will inspect the UPS and/or Power Distribution Unit solution to ensure that all system components are clean and functioning within designed specifications.

5.3.2 Perform Environmental Inspection and Cleaning - Contractor verify and document that the system’s environment is within specified operating conditions including but not limited to room temperature, airflow, dust contamination, etc. Contractor shall clean the equipment as necessary to provide for optimum performance in the equipment locations environment.

5.3.3 Perform Mechanical/Electrical Inspection and Repairs- Contractor will inspect all power and control wire termination points as well as all UPS and/or Power Distribution Unit system components to include all batteries. For any repairs to the equipment, the Contractor will provide the COR with an estimate/quote and upon approval may proceed with the repair.

5.3.4 Perform Functional Verification- Contractor will check UPS and/or PDU event and alarm logs. Contractor will verify that input, output and bypass voltage and current values are within designed specifications. Contractor will transfer load (load test) to UPS and back to utility power. Contractor will check parallel operation performance.

5.3.5 Implement Updates- Contractor will verify and implement all required Field Advisories and Field Modifications. Contractor will check all circuit board revisions and update as required. Contractor will install all updates as required and available.

5.4 Battery Replacement - If any battery does not meet performance standard Contractor will supply and replace the ineffective battery or batteries. Previous batteries used for replacement were Make: Sprinter Model: SYBTU2-PLP.

5.5 Preventative Maintenance Documentation- Contractor will deliver a preventative maintenance report documenting UPS status and on- site activities. Contractor will recommend any additional service activities as required resulting from the preventive maintenance activities listed above. Contract Data Requirement List (CDRL) A002 is required to be submitted each quarter of each location.

5.6 PM Scheduling – Contractor shall provide PM Scheduling for Quarters 1 and 2 within 30 days of award Quarters 3 and 4 to be scheduled within 30 days of Quarter 2 PM. After option exercised contractor shall provide PM Scheduling within 30 days of the Period of Performance of each year. Scheduling must be approved by SIAD. CDRL A003

5.7 Housekeeping and Cleanup- The Contractor shall at the end of each workday leave all work areas in a neat, clean and workmanlike condition satisfactory to the COR. After completion of the entire job, the Contractor shall remove from the premises all tools, equipment, and materials.

5.8 Damages- The Contractor shall be responsible for repairing damage caused by construction and or repair activities. Any damages incurred as a result of Contractor’s actions shall be repaired or replaced at no additional cost to the Government.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures. 49 CFR – Part 192, NFPA 58 and all local, state and Federal regulations.

6.2. ISO/IEC 17025 and ANSI/NCSL Z540

6.3. SIAD Regulation 420-7 (Fire Prevention and Protection).

6.4. COE regulation 385-1-1 (Safety).

6.5. NEC Electrical Code.

6.6. IBC Building Codes.

6.7. UFC 3-600-01, 4-010-01 & 3-420-01 Codes.

6.8. NFPA Fire Codes.

TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

Standard Performance Threshold

Method of Surveillance

PRS # 1.

Preventative Maintenance

PWS Para 5.3 The Contractor shall perform on-site service quarterly- four (4) times a year. The Contractor shall provide updates, inspections, cleaning, and repairs and optimization of existing equipment and software.

90% conformance to PWS subsections within Preventative Maintenance.

Periodic inspections by COR

PRS # 2

Battery Replacement

PWS Para 5.4 If any battery does not meet performance standard Contractor will supply and replace the ineffective battery or batteries.

100% conformance Periodic Inspections by COR

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE