UPS Preventative Maintenance Plan Small Purchase Sole Source Conditions

The state of Illinois, specifically the Illinois Housing Development Authority, is seeking a sole-source procurement for a Uninterruptible Power Supply (UPS) Preventative Maintenance Plan. The contract involves comprehensive maintenance services for a Mitsubishi UPS system with a specific serial number 15-7M85216-09, including a 24-battery CSB unit. The maintenance agreement covers a three-year period from 10/15/2025 to 10/14/2028, with semi-annual inspections consisting of one major and one minor preventive maintenance visit annually. The service proposal includes a detailed 8-hour emergency response time and comprehensive inspection protocols that cover visual assessments, internal and external operating parameters, environmental checks, battery cabinet evaluations, and system monitoring. The procurement follows the State of Illinois Chief Procurement Office General Services Standard Terms and Conditions (Version 23.2), which establishes comprehensive guidelines for vendor relationships, performance expectations, and contractual obligations.

The contract appears to be a sole-source procurement with no specific set-aside designations or restrictions on organizational respondents. The proposed maintenance contract is valued at $12,076.50, to be billed annually in advance with net 30-day payment terms. The proposal includes additional service provisions such as 15% off standard labor rates and emergency service options with hourly rates ranging from $140 to $172 depending on service type and time of day. The vendor, SEPS, Inc., will provide flexibility for potential contract termination with 30 days' written notice. The contract requires vendors to comply with standard state procurement requirements, including maintaining accurate records for three years, transferring manufacturers' warranties, and adhering to all applicable federal, state, and local laws. The procurement also mandates specific insurance requirements, including general commercial liability coverage of $1,000,000 per occurrence, in line with the state's standard terms and conditions.