This Sources Sought Notice is for informational and planning purposes and shall NOT be construed as a solicitation or as an obligation or commitment by the Government at this time. This notice is intended strictly for market research. The purpose of this Sources Sought notice is to determine interest and capability of potential qualifications of all firms relative to the North American Industry Classification Code (NAICS) 238210. The Department of Veteran s Affairs is seeking All small business firms, small manufacturer, or distributors of small business manufacturers, and large businesses of functionally equivalent equipment to all the following: THIS IS NOT A SOLICITATION AND DOES NOT OBLIGATE THE GOVERNMENT TO ISSUE A SOLICITATION. Please be advised that the Government will NOT pay for any information submitted under this announcement. The applicable North American Classification System (NAICS) Code for this requirement is 238210. Responses due are to be submitted by e-mail to michael.gamby@va.gov by 08/15/2025 @ 7pm Pacific. Name of firm, Socio-Economic category of the firm (all businesses), complete address, and phone & fax numbers of contacts. Department of Veterans Affairs Chicago Regional Office STATEMENT OF WORK (SOW) APC UPS System Agreement Part 1. General Information 1.1 Background: The Department of Veterans Affairs (VA) Chicago Regional Office (CRO) has a requirement for onsite maintenance and repair services for one (1) Symmetra PX 40kW Uninterrupted Power Supply (UPS) Back-Up system. The VA intends to make a single (all or none), firm fixed price award for a 12-month period with four option years. 1.2 Scope of Work: The contractor will furnish all repair parts, labor, transportation and supplies required to accomplish twice a year preventative maintenance (PM) which will include inspecting, cleaning, adjusting, calibrating and repairing of the Symmetra PX40kw / PDU. The contractor will also provide a Maintenance/Service Agreement under which the contractor will diagnosis/repair any error condition or anomaly that may occur during daily standard usage or is diagnosed during a PM visit. The contractor will ensure the Uninterruptible Power Supply System is operating at levels necessary to provide the specified functions to meet the manufacturer s current equipment specifications. The contractor will also provide and replace 128 batteries (32 batteries replaced per each Option Year) and provide removal and disposal of the spent batteries in compliance with EPA regulations. 1.3 Applicable Documents: VA Handbook 6500.6 1.4 Period of Performance: The base year Period of Performance will be 12 months with four 12-month option years exercisable at the discretion of the VA. 1.5 Safety Requirements: While in performance of the resultant contract, the contractor will maintain safety and health standards compliant with requirements of the Occupational Safety and Health Administration (OSHA) and all other applicable local, state and federal health and safety requirements. 1.6 Security Requirements: Upon entering VA building(s) contractor/subcontractor employees will be required to show proof of identity (must have a valid photo ID) as well as pass through a security screening. All contractor/subcontractor personnel will be subject to the same Federal security and privacy laws, regulations, standards and VA policies as VA personnel, including the Privacy Act, 5 U.S.C. §552a, regarding information and information system security. Contractor will be escorted in the VA office buildings at all times. The UPS System is accessible from within the computer room. The contractor will be accompanied by designated government IT personnel and will sign in upon entering the computer room. Services will not require connection to the VA network. The C&A requirements do not apply, and a Security Accreditation Package is not required. 1.6.1 The contractor will not disclose or cause to disseminate any information concerning operations of Department of Veterans Affairs. Such action(s) could result in violation of the contract and possible legal actions. Part 2. Definition and Acronyms: N/A Part 3. Government-Furnished Items and Services 3.1 The following table includes the model, serial number, brand and description for the Uninterruptible Power Supply (UPS) Systems, Power Distribution Unit and Cooling Units. All the units are located at 2122 West Taylor Street, Computer Room 161, Chicago, IL. 60611. Model # Serial # Description Brand 1 Symmetra PX40kw / PDU ED0339000282 XF0343000508 A high-efficiency 3-phase scalable UPS APC 3.2 The following table includes the model, brand and description for the Uninterruptible Power Supply (UPS) Systems replacement batteries. Model # Description Brand 1 SYBTU1-PLP UPS replacement batteries APC Part 4. Contractor-Furnished Items and Services 4.1 The contractor will furnish all personnel, materials, labor, parts, supplies, travel, supervision and equipment required to perform the work described in paragraph 1.2 above, including tools and expendable items. 4.2 The contractor will provide one designated point of contact (POC) to the government s designated representative for coordination of parts delivery, and/or maintenance. The POC will be empowered to make daily decisions to ensure contract implementation and day-to-day maintenance meets the terms and conditions of the resulting contract. 4.3 The contractor will provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm central, Monday through Friday. 4.4 Parts/Supplies Availability: The contractor will have an inventory of parts and supplies in quantities sufficient to effectively service the resulting contract. The contractor will have an internal inventory system and delivery system for the parts and supplies. The inventory and delivery system must be sufficient to service the contract in accordance with the maintenance response times specified in paragraph 5.1 4.5 Personnel Qualifications: The contractor will be required to provide fully qualified and APC manufacturer trained or certified service, delivery, and management personnel in sufficient numbers to actively and efficiently service and support the scanners in place during the contract period. 4.6 The contractor will oversee the routine scheduled and unscheduled maintenance and repair of all of the items listed in SOW paragraph 3.1 and replacement for all items listed in SOW paragraph 3.2. Part 5. Specific Tasks 5.1 Service Calls: The contractor will respond to service calls during normal working hours, Monday through Friday, excluding holidays observed by the Federal Government, to diagnosis/repair any error condition or anomaly being reported by the VA. The contractor will respond to verbal service calls and is expected to initiate the repairs within four (4) working hours after notification of malfunction. The response time on a service call starts when the service call is placed to the contractor. The service technician will report to the service requestor and notify of his/her arrival and verify the problem for which the service call was made. If the service call is not completed, the service technician will contact the government s designated representative and provide a detailed explanation as to why the item was not repaired and provide an estimated time for completion of the required repairs. The contractor will complete the repairs and satisfactorily resolve the problem by effectively restoring the item to normal operating capability within 24 hours of responding. 5.2 Preventive Maintenance: The Contractor will be responsible for performing two PM visits annually wherein the contractor will complete any routine maintenance and repair work required to maintain the Uninterruptible Power Supply System in the condition prescribed by the original equipment manufacturer s recommended guidelines and/or warranty requirements where the warranty remains in force. The Contractor will provide at least one preventative maintenance call per year. The contractor will examine, test, adjust the equipment, and as conditions warrant, repair or replace parts in accordance with original equipment manufacturer standards. Contractor will maintain the Uninterruptible Power Supply System at levels necessary to provide the specified functions to meet the manufacturer s current equipment specifications to include the following: TWO ANNUAL PREVENTIVE MAINTENANCE SERVICE DELIVERABLES The included Annual Preventive Maintenance Service visits necessitate the contractor s authorized service personnel at the customer s location on a pre-determined scheduled date. The following list includes the details of the service tasks the contractor will provide with these visits: action, Cleaning and Verification Activities Description Perform Visual Inspection Contractor will inspect UPS solution to ensure that all system components are clean and functioning as they should be. Appropriate action will be taken as necessary. Perform Environmental Inspection Contractor will verify and document the system s environment is within specified operating conditions such as room temperature, airflow, dust contamination, etc. Perform Electronic Inspection Contractor will inspect all power and control wire termination points as well as all UPS and battery system components Complete Functional Verification Contractor will check UPS event log for any alarms. The voltage and current to and from the unit will be verified. The contractor will verify proper transfer to battery operation and will test the static bypass.02892 800-800-4272 11/07/06 Activities Description Implement Updates Contractor will verify firmware revision and update as required. Deliver Documentation Within five (5) business days of their visit, the contractor will deliver their site report to customer documenting UPS status, recording on-site activities and recommending additional service activities, as needed resulting from the preventive maintenance activities listed above. Lead-time for Annual Preventive Maintenance Service scheduling will be no more than two (2) weeks. The contractor will ensure the system is totally shut down in order to complete a full system preventive maintenance visit. ON-SITE SERVICE DELIVERABLES The On-Site Service requires contractor authorized technicians on location within a specified period of time to diagnose, repair and test the Symmetra® PX in the event of any error condition or anomaly that may occur. The following table lists the details of the service tasks provided with this visit. Activities Description Check UPS Status Contractor will document the status of the UPS upon arrival to the site (i.e. On-Line, On-Battery, Static Bypass, or other etc. Check UPS Alarms Contractor will view event logs and display for alarms / information on both UPS and static bypass switch. Diagnose Contractor will troubleshoot reported issue as required. Repair Contractor will replace any defective parts and repair the system as required with allowed cost adjustment/authorizations. Test Contractor will complete functional tests conducted after corrective action is taken. Prepare and Deliver Report Contractor will describe the defect/failure and describe the corrective action taken. A detailed report will be provided within five (5) business days of the service call. 5.3 Battery Replacement: The Contractor will be responsible for purchasing and replacing 32 APC batteries per Option year for a total of 128 batteries in order to maintain the Uninterruptible Power Supply System load. The batteries are to be installed by a certified UPS technician who is familiar with the operation of the UPS and with UPS battery replacements. Batteries must have a minimum of 1-year manufacturers warranty. Contractor will remove and dispose spent batteries in compliance with EPA regulations. 5.4 The contractor will provide one (1) consolidated monthly invoice in arrears that includes the following information. Contract and Obligation Numbers; if applicable the description of repair services rendered; Company Name; Address and phone number; Invoice Date; Invoice Number (Note that each invoice must have a different invoice number); and one (1) consolidated monthly contracted rate for items listed in SOW paragraph 3.1. 5.5 The contractor will provide recommendations for upgrade or replacement of equipment based on periodic maintenance and/or other factors based on the hardware manufacturer s specification. Part 6. Government Point of Contact/Contracting Officer Representative (COR): To be provided upon award Part 7. Changes to the Statement of Work (SOW): Any changes to this SOW will be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer will be borne by the contractor.
