J059--Uninterruptable Power Supply (UPS) Maintenance and Repair

STATEMENT OF WORK

Uninterruptable Power Supply (UPS) Maintenance and Repair

Department of Veteran Affairs

Harry S. Truman VA Medical Center

Columbia, MO

SCOPE: Procurement of service agreement to maintain full-service support of Uninterruptable Power Supplies (UPS). This contract shall cover scheduled (preventive maintenance) and unscheduled (emergent) maintenance. All parts, labor, and travel shall be included.

BACKGROUND: This contract will be used to maintain and repair the UPSs used for backup power for the Harry S. Truman Memorial Veterans Hospital (HSTMVH). Proper maintenance of the UPS is needed to ensure the continued operation in case of a power outage.

BADGES, PARKING, CHECK-IN PROCESS: All Contractor personnel are required to wear identification (I.D.) badges issued by the HSTMVH Engineering office during the entire time they are on the HSTMVH grounds. It is the responsibility of the Contractor s personnel to park in the appropriate designated parking areas. The HSTMVH shall not validate or make reimbursement for parking violations of the Contractor s personnel under any circumstance.

The contractor s technician shall report to the VA representative office Facilities Management prior to starting work. The Contractor s technician shall prepare a written service ticket explaining the work for the day, a listing of which parts are to be used, the price of each part and the total price of multiple parts. The ticket shall be given to the VA representative for approval.

PERIOD OF PERFORMANCE:

Base Year: 03/16/2025 3/15/2026

Option Year I: 03/16/2026 3/15/2027

Option Year II: 03/16/2027 3/15/2028

Option Year III: 03/16/2028 3/15/2029

Option Year IV: 03/16/2029 3/15/2030

CONTRACTOR QUALIFICATIONS:

Fully qualified is based upon training and hands-on experience in the field. For training, the Field Service Engineer (FSE) has successfully completed a formalized training program for the equipment identified in this solicitation as required by the Original Equipment Manufacturer (OEM) and equal to what the manufacturer provides their own field service personnel.Â

All PMs shall be provided by a manufacturer certified technician.

Contractor must provide evidence of appropriate training of any FSE(s) providing services under terms of the contract. Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer.

Contractor must have access to all OEM proprietary information due to the critical nature of these services. Examples of this information would be software updates and factory service bulletins that describe updates/modifications needed to make the equipment under this contract safe for use.

PERSONNEL ACCEPTANCE: The Government reserves the right to accept or reject Contractor s staff for the rendering of services. Complaints concerning Contract Personnel s performance or conduct shall be dealt with by the Contractor, VA representative and the final decision made by the Contracting Officer.

CONTRACTOR S RESPONSIBILITIES: The Contractor shall take all precautions necessary to protect against injury or damage during the performance of this contract. The Contractor shall be responsible for any injury to contractor s employees as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by contractor s employees fault or negligence.

Ensure contractor understands and implements the IT security requirements for system interconnection documents required per the Memorandum of Understanding or Interconnection Agreement (MOU-ISA). The standard operating procedure (SOP) and a template for MOU-ISA can be provided to the contractor. Ensure contractor understands their participation in IT security requirements for C&A of the VA system to which they connect. Enforce contractor performance (timely submission of deliverables, compliance with personnel screening requirements, and appropriate termination activity as appropriate).

HOURS OF SERVICES: The Contractor shall perform the services as specified herein Monday through Friday except for National Holidays between the hours of 8:00a.m. 4:30p.m.

Government national holidays: The Contractor is not required to provide services on the following national holidays nor shall the Contractor be paid for these holidays:

New Year s Day

January 1

Martin Luther King s Birthday

Third Monday in January

President s Day

Third Monday in February

Memorial Day

Last Monday in May

Juneteenth

June 19

Independence Day

July 4

Labor Day

First Monday in September

Columbus Day

Second Monday in October

Veterans Day

November 11

Thanksgiving Day

Fourth Thursday in November

Christmas Day

December 25

When a holiday falls on a Sunday, the following Monday will be observed as a legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by the U.S. Government agencies. Also included, would be any other day specifically declared by the President of the United States of America to be a National Holiday.

UPS SYSTEMS: The following UPS systems shall be covered under this contract:

TABLE 1: HSTMVH UPS LISTING

Location

Make

UPS Model

Serial #

Battery Model

Batt. Qty

F016

Schneider

Galaxy VS - GVSUPS0K0B5D

QD2315380148

VRLA 12V 480VDC 90Ah

3 strings

D216

Schneider

APC Galaxy 4000-40kVA

QI2P-000817

-

-

D216

Schneider

APC Symmetra PX-40kVA

QD-1803340588

-

-

D216

Liebert

EXM UPS - 47SA080HAC01ZFN

Battery Cabinet - 47BEHWX91L113A9

Maintenance Bypass Cabinet - 47MBH33CC0R1THO

M23L000541

M23D004206

M23K005013

Enersys 12HX505-FR

24

D216

Liebert

EXM UPS 47SA080HAC01ZFN

Battery Cabinet 47BEHWX91L113A9

Maintenance Bypass Cabinet 47MBH33CC0R1THO

M23K005055

M23D004205

M23K004697

Enersys 12HX505-FR

24

C308

Liebert

NX 80 kVA

M17CCI0007

12HX205-FR

40

SCHEDULE OF WORK:

The vendor shall provide work at the intervals defined below. The contract is a base plus four option years.

Maintenance Schedule

UPS

Maintenance (See Note Below Table)

Battery Replacement

Capacitors (See Note Below Table)

Fans (See Note Below Table)

UPS Schneider Galaxy VS

Every 12 months

Option Year 2

Option Year 4

Option Year 4

UPS Schneider APC Galaxy

Base Year only

-

-

-

UPS Schneider APC Symmetra

Base Year only

-

-

-

UPS Liebert EXM (no maintenance during base year)

Every 12 months

Option Year 3

-

-

UPS Liebert EXM (no maintenance during base year)

Every 12 months

Option Year 3

-

-

UPS Liebert NX

Every 12 months

Option Year 2

Option Year 4

Option Year 4

MAINTENANCE: Transfer power for each UPS system and carry load until UPS batteries discharge to 50%. The vendor shall perform preventive maintenance (PM) per UPS manufacturer s specifications. This shall include all electronics and batteries. Vendor shall provide all PM kits and parts necessary to complete the PM per the manufacturer s specifications. Replace all filters once per year.

CAPACITORS: Refer to O&M manuals for quantities of capacitors for each UPS system.

FANS: Refer to O&M manuals for quantities of fans for each UPS system.

Parts for Repair

If repairs are identified, the Contractor shall provide all replacement parts needed to keep the failed component in operating condition as originally designed by the manufacturer. Parts may be repaired or replaced, as the Contractor deems appropriate, so long as amount listed in CLINs for Parts Repair cited in Section B.2 (Price/Cost Schedule) are not exceeded. No used parts will be used to repair this equipment.

For repairs, Contractor shall furnish the COR with an estimate (via email) of the cost to make necessary repairs. Contractor shall also provide a comparison quote to the COR for what that item would have cost for commercial pricing so Government has basis for making price fair and reasonableness determination, or as alternative, Contractor shall provide a quote provided to another federal agency for similar item for determination purposes. If cost exceeds cost listed for applicable line item in Section B.2 (Price/Cost Schedule), the Contracting Officer shall consider issuing a bilateral contract modification to increase funding for this line item per coordination with COR, that includes supporting documentation as cited above.

All required parts shall be provided by the Contractor. No equipment or parts shall be considered obsolete until they are out of production for 7 years or cannot be replaced with a similar device or piece of equipment.

After repairs to the UPS equipment have been completed, the VA representative must indicate acceptance of the work by stating acceptance on the repair ticket and by signing the ticket. A copy of the properly approved ticket shall accompany the payment invoice, and without proper signatures, the service call shall not be paid.

24/7 Phone Support

This service shall be rendered at any hour of any day of the week at no extra charge to the Government, regardless of cause. No overtime or travel will be charged.

Contractor shall respond within 10 minutes by telephone to caller.

The serviceman responding to the call must provide 2 hours of phone support per call.

If a serviceman is not immediately available, the office receiving the call must notify the medical center stating the length of time of delay. The Contractor will be advised at that time if the service call can be deferred. If prompt response is not available, the Government reserves the right to procure services from somewhere else and bill the excess costs to the Contractor (e.g., bill is to be sent directly to the Contractor from new service provider). The Government will be the sole judge in making the determination to bypass services with the Contractor.

Diagnostics, troubleshooting, and technical support shall be provided 24 hours a day, 7 days a week for each UPS system.

REPORTING REQUIREMENTS:

Contractor shall provide report for each UPS all data points included on the attached example.

Service reports shall be delivered electronically within 7 calendar days after completing any work.

Contractor shall provide handwritten notes before leaving station.

Records of lockout tagout shall be maintained by service technician and listed in service report.

Contractor is to prepare an annual report as to the improvements, maintenance, and service and over-all condition of the UPS equipment. Report shall include: all equipment describing repairs and/or corrections completed and suggestions for future work.