Eaton UPS Maintenance and Support Services - Fort Yuma Service Unit

Performance Work Statement (PWS) Eaton Uninterruptible Power Supply (UPS) Maintenance and Support Services Background The Indian Health Service (IHS), Fort Yuma Healthcare Center, requires full-service maintenance and support for its installed Eaton Uninterruptible Power Supply (UPS) system. The UPS infrastructure provides critical power protection for the facility's information technology and clinical operations systems. Uninterrupted power management functionality is essential to sustaining patient care, protecting electronic health records, and ensuring the safety of staff and patients served under the IHS mission. Maintenance and support services are required to ensure continued system reliability, safety, and performance in accordance with manufacturer specifications and applicable Federal, HHS, and IHS standards. Manufacturer-certified preventive maintenance, battery management, and emergency response services are necessary to minimize the risk of equipment failure, extend asset lifespan, and maintain compliance with applicable safety, regulatory, and warranty requirements. Scope The Contractor shall provide full-service coverage including preventive maintenance, battery preventive maintenance, emergency response, telephone support, and comprehensive parts and labor for the Eaton UPS system identified in Section 4. All services shall be performed by manufacturer-certified technicians in accordance with Eaton technical standards, applicable Federal Acquisition Regulation (FAR) requirements, HHS Acquisition Regulation (HHSAR), and IHS policies and procedures. Applicable Regulations and Standards The Contractor shall comply with all applicable requirements, including but not limited to: • Federal Acquisition Regulation (FAR), Title 48, Code of Federal Regulations (CFR), Chapter 1 • HHS Acquisition Regulation (HHSAR), 48 CFR Chapter 3 -- 1 of 10 -- • IHS Acquisition Policy and applicable IHS Circular(s) • Occupational Safety and Health Administration (OSHA) Standards, 29 CFR Part 1910 • National Fire Protection Association (NFPA) 70E – Standard for Electrical Safety in the Workplace • National Electrical Code (NEC), NFPA 70 • IEEE Standards applicable to UPS systems and VRLA battery maintenance • Manufacturer (Eaton) technical service documentation and standards • Section 508 of the Rehabilitation Act (29 U.S.C. § 794d) — as applicable to any deliverable electronic documentation Government-Furnished Equipment (GFE) The following equipment is covered under this PWS: Item Description Serial Number Location UPS1 Eaton 93PM, 30 kVA EL431UXX05 Fort Yuma Healthcare Center Battery System 144 VRLA Sealed Batteries (associated with UPS1) N/A Fort Yuma Healthcare Center The Government retains ownership of all covered equipment. The Contractor shall treat all covered equipment as Government Furnished Equipment (GFE) and shall not remove, modify, or dispose of any component without prior written approval from the Contracting Officer's Representative (COR). Required Services -- 2 of 10 -- Full-Service Coverage The Contractor shall provide full-service coverage to include all parts, materials, and labor necessary to maintain the UPS system and associated battery infrastructure in continuous operational status. Coverage shall include: • Annual (Major) Preventive Maintenance on the UPS system • Bi-Annual (Major) Preventive Maintenance on the battery system • Emergency response with guaranteed four (4) hour on-site response • Telephone/remote support, available seven (7) days per week, twenty-four (24) hours per day (7x24) • Comprehensive parts coverage • Emergency labor coverage UPS Preventive Maintenance (Annual – Major PM) The Contractor shall perform one (1) Annual Major Preventive Maintenance visit per contract year on the Eaton 93PM 30 kVA UPS. Preventive maintenance shall be scheduled in coordination with the COR and shall include, at a minimum: a. Visual and physical inspection of all UPS modules, internal components, cabling, connections, and enclosures for signs of wear, damage, or deterioration b. Verification and testing of all system alarms, indicators, control panels, and display functions c. Inspection and cleaning of ventilation systems, air filters, and cooling components d. Verification of input/output voltage, frequency, and power factor settings e. Load bank testing or operational load verification to confirm rated UPS output capacity f. Review and application of available firmware and software updates in accordance with manufacturer recommendations g. Inspection of all safety devices, bypass switches, and transfer mechanisms h. Torque verification of all electrical connections and terminal points i. Documentation of all findings, measurements, and corrective actions in a written service report delivered to the COR within five (5) business days of service completion Battery Preventive Maintenance (Bi-Annual – Major PM) -- 3 of 10 -- The Contractor shall perform one (2) Bi-Annual Major Battery Preventive Maintenance visit per contract year on the 144 VRLA sealed battery system associated with UPS1. Battery preventive maintenance shall include, at a minimum: a. Physical inspection of all 144 battery modules for evidence of damage, leakage, swelling, corrosion, or terminal deterioration b. Measurement and recording of individual battery voltage, internal impedance/resistance, and ambient and battery surface temperature c. Verification of charger operation, float voltage, and equalization charge settings against manufacturer specifications d. Capacity or runtime testing to assess battery system health and identify degraded or failing units e. Cleaning of battery terminals and application of anti-corrosion treatment as appropriate f. Identification and flagging of any battery modules approaching or exceeding manufacturer-defined end-of-life thresholds, with written replacement recommendations provided to the COR g. Replacement of batteries confirmed as failed or below acceptable ca…