36C24521Q0067 – Sources Sought – J061–UNINTERRUPTABLE POWER SUPPLY (UPS) MAINTENANCE Base Plus Four (4) Option Periods

Nov 5, 2020 | Sources Sought

SUBJECT: Uninterruptible Power Systems (UPS) Maintenance at the Hershel Woody Williams VA Medical Center

DISCLAIMER: This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this Sources Sought. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought. All information received in response to this Sources Sought that is marked Proprietary will be handled accordingly. Responses to the Sources Sought will not be returned. At this time, questions concerning the composition and requirements for a future RFP will not be entertained.

SUBJECT: The Hershel Woody Williams VA Medical Center is conducting market research in order to provide Uninterruptible Power Systems (UPS) Maintenance.

OBJECTIVE: See Statement of Work below


Name and Address of Company
Any small business designation as certified by the Small Business Administration
A through description of experience in managing support requirements of this nature.

CONTACT INFORMATION: Any questions related to this RFI shall be directed to Phillip Duba at Phillip.Duba@va.gov. All information regarding Capabilities Statements or any other proprietary information relative to this RFI shall be submitted via email to Phillip.Duba@va.gov no later than 1:00 pm EST on Friday, November 13, 2020.

Uninterruptible Power Systems (UPS) Maintenance


A.1 INTRODUCTION The Hershel Woody Williams VAMC located at 1540 Spring Valley Drive, Huntington WV, 25704 has a requirement establish a Maintenance Contract for four Uninterruptible Power Systems (UPS)

A.2 BACKGROUND The Huntington VAMC has a requirement to have a Preventive Maintenance Contract for 4 UPS Systems. One for the IRM Service, one for the IR suite, and 2 for CAT Scan Units.

A.3 SCOPE OF WORK Vendor will provide all parts, labor, material, equipment tools, supplies and supervision to conduct Preventive Maintenance on the UPS listed in the Statement of Work below.

This Statement of Work will cover a contract for one Base Period and four Option Periods.
Vendor must submit a quote that lists the cost for the Base Year and each Option Year as listed below:

Base Year: January 1, 2021 thru December 31, 2021
Option Period 1: January 1, 2022 thru December 31, 2022
Option Period 2: January 1, 2023 thru December 31, 2023
Option Period 3: January 1, 2024 thru December 31, 2024
Option Period 4: January 1, 2025 thru December 31, 2025

The yearly Preventive Maintenance Service on each UPS listed in this SOW must be conducted during the months of January and July during the Base Year and each Option Year of the contract.

B.1 Tasks to be accomplished:

Vendor will provide 7 x 24 Corrective Maintenance Coverage – Parts, labor and expenses included, for UPS Electronics.
Vendor will provide Two (2) Annual 7 x 24 Preventive Maintenance Visits for UPS Electronics for each UPS listed below. Each visit will include the following:

A visual inspection of the UPS
An inspection of the internal operating parameters of the UPS
An inspection of external operating parameters of the UPS
An inspection of the environmental parameters of the UPS
A general visual inspection of the UPS Batteries
An inspection of the monitoring system parameters of the UPS
A general inspection of the UPS.

Vendor will provide Two (2) Annual 7 x 24 Preventive Maintenance Visits for UPS Batteries for each UPS listed below. Each visit will include the following:

Measure and record the individual cell float potentials for each battery Measurement of the ambient temperature
Measure and record all intercell/unit connector and battery cable contacts Measure and record all resistances
Visually inspect conditions and appearances
Conduct mechanical housekeeping
Review, inspect and adjust float voltage
Review the operation of output current and voltage meters
Review the Huntington VAMC UPS records and provide written report

Vendor will Provide and install UPS Firmware and Software upgrades during each visit
Vendor must be able to provide a standard 8 Hour response time (Four hours available if required)
Vendor must be able to provide Web Access to the Huntington VAMC Service History and Service Requests

Uninterruptible Power Systems (UPS) to be covered under the Contract:


Equipment Information
Unit / Model: 9390-120-9390 Model 120
Serial #: EE423CAB13
CTO or PN#: TCTC10A200113310
Battery Information:
Manufacture: C&D
Battery Model: 12400FR
# of Strings: 1
Trays/Str: 10
Jars/Tray: 4
Date Code: June 2011
Battery Type: Sealed
Battery Cabinet Type: 10185

CAT Scan #1 UPS:

Equipment Information
System: 9315-160
Model: 160
Configuration: P16010166200112
Serial #: EU103ZBA03
Battery Information:
Series: 1085
Battery: J31
Model: 160
Configuration: BW160J311110001
Serial #: FU0944XX03
CAT Scan #2 UPS:

Equipment Information
System: 9390-160
Model: 160
Configuration: TD1612301130010
Serial #: EA025CBA02
Battery Information:
Series: 1085
Battery: E28
Model: 160
Configuration: TL1603E28111100
Serial #: FA024DAA04

IR Suite UPS:

Equipment Information
Unit / Model:   93PM-60-100
Serial #:  EN373UXX02
CTO or PN#:  9PG10D0005H20M2
Battery Information:
Manufacture:  CSB
Battery Model:  HRL12390W
# of Strings:  1
Trays/Str:  9
Jars/Tray:  4
Date Code:  08/2019
Battery Type:  Sealed
Battery Cabinet Type:  Cabinet

C.1 Place of Performance The VAMC located at 1540 Spring Valley Drive, Huntington WV 25704

C.2 Period of Performance Contract will be in effect January 1, 2021-December 31, 2021. .

Repairs and or Scheduled Services can be coordinated with the VAMC Maintenance & Operations General Supervisor.

C.3 Special Considerations

C.3.1 Contractor Furnished Materials All labor, materials, equipment to perform the job. When furnish , provide , install , or similar term is used it shall mean a complete installation, ready for use. The vendor shall supply all parts, equipment, material and labor to conduct a roof repair. The work will include all items as described in the Scope of Work listed above.
C.3.2 Government Furnished Materials and Services. Government furnished property, if any, will be identified and will only be used for the performance of this contract unless otherwise authorized by the Contracting Officer. The Contractor shall, at all times, take any and all steps necessary for maintenance and preservation of all Government-furnished property. The Contractor shall comply with all reasonable requests of the Contracting Officer to enclose, or specifically protect, Government-furnished property.
C.3.3 Qualifications of Key Personnel Contractor s employees should be knowledgeable of standards associated with this type work.
C.3.4 Supervision/Communications. At all times during the performance, the Contractor s Superintendent (if applicable) shall be available by cellular phone. Prior to beginning any work, the Contractor shall supply the COR with the telephone number for the Superintendent. The Contractor s Competent Person that meets OSHA training guidelines, is capable of making decisions and acting on behalf of the Contractor shall be physically located on site at all times during performance of the contract. If the Contractor s Competent Person is absent from the job site for an extended period of time, the COR may send all Contractor/sub-contractor employees off the job.
C.3.5 Security Requirements: Contractor shall identify which employees will be working under the awarded contract. Contractor personnel shall include employees, sub-contractors, subcontractor employees, suppliers and delivery personnel entering the Medical Center. This does not apply to suppliers and delivery personnel making deliveries to the VA warehouse dock only. Those employees shall bring photo ID to obtain a VA Contractor identification badge that shall be worn above the belt at all times while on Medical Center property. Contractor s employees shall return all I.D. badges to designated personnel at time designated in the task order.
C.3.6 The Contracting Officer s Representative (COR) is responsible for the inspection of the work called for in this job. The Contracting Officer s Technical Representative will be identified in the task order by name, telephone number and location. Inspections made by the COR are for the sole benefit of the Government and do not relieve the Contractor of any quality control responsibilities.
C.3.7 The Safety Manger is responsible for safety inspections of all contract operations. The Safety Manager will be identified in the task order by name, phone number and location.
C.3.8 Drawings General. Contract drawings (if applicable) will indicate the extent and location of work. If any departure from the contract drawings are deemed necessary by the Contractor, the details of such departure and the reasons therefore shall be submitted to the Contracting Officer for approval as soon as practical. No such departure shall be made without proper written permission of the Contracting Officer. The Contractor is responsible for all information and requirements in drawings and specifications that pertain to the task order.
C.3.9 Verification of Dimensions The Contractor shall visit the job site to thoroughly familiarize himself with all the details of the work and working conditions. The Contractor shall also verify all dimensions in the field and shall advise the Contracting Officer of any discrepancy before performing any work. The Contractor shall be specifically responsible for the coordination and proper relation of his work to the building, structure, phasing and ensure the safety of employees and workmen.
C.3.10 Smoking Policy. The Contractor shall not allow smoking on VA property.
C.3.11 Parking/Traffic Regulations. The Contractor shall not park on grassy areas unless approved by the COR and the Contractor agrees to restore areas back to VA standards. Drivers should be particularly concerned with pedestrian traffic. Yield to pedestrians in crosswalks. Posted speed limits and all other traffic controls are to be observed by operators at all times. Seat belt use is mandatory on the VA grounds.

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