H359--Semi-Annual Electrical Maintenance, KC

Statement Of Work

 Semi-Annual Preventive Maintenance

Uninterruptible and DC Power Supplies

Kansas City, VA Medical Center

The Kansas City, VA Medical Center requires Preventive Maintenance and Repairs for the Uninterruptible Power Supplies (UPS) at the Main Campus, located at 4801 East Linwood Blvd. Kansas City, MO 64128, and the Honor Annex Outpatient Clinic, located at 4256 Northern Ave, Kansas City MO, 64133. Included in the requirement is the DC Power Supplies for the Main-Tie-Main Electrical Gear and the Telephone PBX.

Statement of Work (SOW)

The contractor shall furnish all labor, supervision, materials, tools, OEM parts and any specialized equipment needed, to perform the tasks listed further in this SOW. The maintenance of the equipment will be per OEM standards and in accordance with all applicable Codes, Standards and Performance Requirements.

Contractor Qualifications:

Contractor shall be an authorized service representative, for each type of equipment listed on the Equipment Inventory List, which is included below. Contractor will have permanently employed maintenance staff, properly trained and certified for the equipment listed. The staff will have extensive experience and a thorough knowledge of diagnostics and troubleshooting of the electrical problems associated with these pieces of equipment. A primary interest/specialty of the Contractor’s business will be installation, service, maintenance, and repair of similar equipment that is listed in this SOW. All Service Technicians shall be factory trained and/or factory qualified. Copies of the Technicians certifications may be requested by the VA.

Contractor will have a minimum of 5-years of recent experience, performing similar tasks as listed in this SOW. This experience will include facilities of similar size and magnitude, as the Kansas City VAMC. Contractor will include this documented experience with their submitted proposal.

The contractor shall:

• Use genuine OEM parts.
• Produce a computer-generated report within 7 calendar days of the completion of all scheduled, and unscheduled maintenance. See section titled “Reports”.

This contract includes:

• Semi-Annual maintenance, at 6-month intervals.
• Emergent Service Calls.
• Unscheduled repairs.
• Total equipment replacement if equipment is determined to be beyond economical repair. In this instance, the contractor will provide a cost proposal and a SOW to the COR. The COR will communicate this need with the Contracting Officer.

Maintenance Requirements:

The contractor shall furnish all labor, supervision, materials, tools, OEM parts and any specialized test equipment needed, to perform Semi-Annual Maintenance on the equipment listed in this SOW This will include 24/7 emergency service and repairs. Services will be performed at 6-month intervals. Each sequential service will be completed within a 14-day window (before or after) of the anniversary date of the previous 6-month service.

The equipment inventory list and their locations are included further in this SOW.

The contractor will remove all debris and used components daily. No debris or recyclable materials will be left overnight.

Response time for Emergency Service:

Contractor will provide contact numbers for emergency and non-emergency contact. Contractor will respond to the emergency call within 15 minutes of initial telephone contact by the VA. The contractor will be on-site within 4 hours of the initial telephone contact by the VA.

Response time for Non-Emergency Service:

Contractor will respond to calls for non-emergency service, during regular business hours, within 1 hour of initial contact by the VA. If the initial telephone contact is made during non-business hours, the contractor will return the call within 1 hour of the start of the next business day.

Preventive Maintenance Conditions

Work on the UPS’s will not start until at least 5:00 PM and must be completed by 7:00 AM the following morning. Tasks that require a UPS being put into bypass will be done only when there are no storms in the area. Any work on the Redundant 125 VDC Battery System can be done during normal business hours.

Contractor will include, in their Cost Proposal, a copy of their recommended  Preventive Maintenance (PM) procedures, along with their Preventive Maintenance Report format.

Contractor will affix a plastic laminated copy of the approved PM procedure, to each piece of equipment included in this contract. The location for the placement of the PM procedure copies will be coordinated with the COR.

Contractor will also provide a maintenance service sheet at each piece of equipment that is included in this contract. This sheet will be kept inside a durable transparent sleeve, or other protective means, and it will be affixed to the equipment. This sheet will be used as a “quick-look” of the service history for the equipment. The technician will fill in the information on the sheet, at the time each service is performed.

In instances where multiple pieces of equipment are in the same room, The contractor may use a 3-ring binder that has each piece of equipment within its’ own section.

The maintenance sheet will have provisions for:

•            Date

•            Time

•            Technicians printed name

•            Technicians signature

•            Type of service: PM Maintenance, Scheduled Repair and/or Emergency Repair

•            Brief comments

Codes and Standards:

All preventive maintenance performed, will be done in accordance with the most recent edition of all applicable codes and Standards and manufacturers recommendations.