J061--UPS Preventive Maintenance for Bedford VA Medical Center

Amendment / Modification

This amendment informs interested vendors about changes to the solicitation regarding the submission of questions.

• Questions Submission: Vendors must submit questions in writing via email to the Contracting Officer.

• Oral Questions: Oral questions are not acceptable.

• Cut-off Date for Questions: The deadline for submitting questions is January 14, 2026, by 4:00 PM EST.

• Question Response: Questions received after the cut-off date may not be answered. Answers will be provided in a formal amendment to the solicitation, accessible to all interested parties.

• The deadline for submitting questions has been clarified and set.

• The method for submitting questions has been specified (written via email only).

Amendment / Modification

This amendment announces changes to Solicitation Number 36C24126Q0136 for UPS Preventive Maintenance at the Bedford VA Medical Center.

Key changes include:

• Site Visit: A site visit is scheduled for January 13, 2026, at 9:00 AM. The location is the Bedford VA Medical Center, Building 2 Lobby, 200 Springs Rd, Bedford, MA 01730-1114. Vendors are encouraged to attend for a better understanding of the requirements.
• Response Due Date Extension: The deadline for submitting quotes has been extended to January 26, 2026, at 4:00 PM Eastern Time, New York, USA.

This amendment primarily affects the site visit details and the response due date. All other terms and conditions of the original solicitation remain unchanged.

Vendors must note the new response due date of January 26, 2026, and consider attending the site visit on January 13, 2026, when preparing their proposals.

Statement of Work (SOW) / Performance Work Statement (PWS)

This document outlines the scope of work for the UPS Preventive Maintenance and Replacement project at the Edith Nourse Rogers Memorial Veterans Hospital. The primary goals are to replace existing UPS systems in Buildings 3 and 61 and to provide ongoing preventive maintenance and emergency services for these systems.

Base Year UPS Replacement:

• Replace existing UPS systems in Building 3 (PX UPS with new PX40 UPS, including battery frames and modules) and Building 61 (APC Symmetra SYMSTRF with the latest APC Symmetra UPS unit, including new battery cabinet and modules).
• Contractor is responsible for delivery, installation, removal, and disposal of old UPS systems.
• All lockout/tagout procedures are the contractor's responsibility.
• UPS replacement will occur during weekends, with VA confirming outage times.

Preventive Maintenance:

• Provide two preventive maintenance services per contract year for UPS systems in Building 3 and Building 61 (one semi-annual, one annual).
• Services include detailed visual inspections, component checks, cleaning, calibration, functional testing, and reporting.
• Semi-annual service includes visual inspection, component checks, temperature checks, filter cleaning/replacement, module checks, lubrication, meter readings, calibration, alarm log review, and system performance review.
• Annual service includes all semi-annual tasks plus checks on inverter/rectifier snubbers, contacts, fuses, interior/exterior cleaning, and operational tests including unit transfer and battery discharge.

Emergency Services:

• Provide emergency services within 24 hours (or sooner) including travel, labor, and parts for UPS systems in Building 3 and Building 61.

• The contract includes a base year and four additional option years.

• Work is to be performed at the Edith Nourse Rogers Memorial Veterans Hospital, specifically in Building 3 and Building 61 server rooms.

• Proposal Structure: Proposals must include separate cost line items for the base year, each option year, annual and bi-annual preventive maintenance visits, 24-hour technical support (50 hours onsite), and parts/repairs/batteries replacement (estimated $20,000 cost).

• Emergency Response: Emergency services must be addressed within 8 hours or sooner.

• Labor Rates: Contractors must provide emergency labor rates for normal hours, after hours/weekends, and holidays.

• Parts: A copy of supplier quotes must be provided with proposals for parts replacement. Pricing/quotes for parts must be sent to COR and CO at the time of need, with pre-approval required.

• Coordination: All work, scheduling, and coordination with end-users must be facilitated by the COR. Contractor must notify the VA of any discrepancies or complexities before cost agreement.

• Compliance: Work must conform to all applicable local/national standards, VA SOPs, industry practices, safety codes, and Massachusetts state building code. Contractor must obtain necessary approvals (ILSM, ICRA) and notify VA of any utility shutdowns.

• Security: Employees must comply with VA security programs, obtain badges, and be restricted to work areas.

• Reporting: Incidents (utility disruptions, accidents) must be reported to the COR immediately. Inspection reports are due within 7-10 business days.

• Warranties: Contractor shall warrant all work performed for one year from final acceptance.

Other / Unclassified

This document is a Preventative Maintenance (PM) Report for Uninterruptible Power Supply (UPS) units and their associated batteries at the Department of Veterans Affairs Bedford VAMC. The report details the findings from inspections and tests performed on three UPS units: UPS-2 (Single Phase), RK-H09 (3 Phase), and UPS-1 (Single Phase), along with their respective battery banks.

This report provides a detailed status update on critical power infrastructure at the Bedford VAMC. It highlights specific issues and recommendations for each UPS unit and battery bank, including:

• UPS-2 (Bldg. 61, Room 137): Fault alarm due to a bad Power Module L5. The unit is past its End of Life and recommended for replacement. Batteries have reached End of Life and require replacement.
• RK-H09 (Bldg. 3, Room 107): Batteries have reached End of Life and require replacement. The PDU has an internal communication alarm, requiring replacement of the power monitoring circuit module, which necessitates a full UPS shutdown.
• UPS-1 (Bldg. 61, Room 137): No discrepancies or recommendations noted; the unit is online with no alarms and batteries are OK.

Vendors interested in providing UPS maintenance, repair, or replacement services would find this report valuable for understanding the current state of equipment, identifying immediate needs (e.g., battery replacements, module replacements), and assessing the overall lifecycle status of the UPS systems at this facility.

Amendment / Modification

This amendment revises the solicitation for UPS Preventive Maintenance for the Bedford VA Medical Center. Key changes include:

• Revised Scope of Work: The scope now explicitly includes the replacement of UPS systems in Building 3 and Building 61 server rooms.
• Extended Response Date: The solicitation response deadline has been extended to January 12, 2026, at 4:00 PM Eastern Time.
• Answers to Questions: Responses to questions submitted by offerors are included.
• Updated Attachments: The amendment includes a revised scope of work document, answers to combined questions from offerors, and the most recent preventative maintenance report (MPM13819).

• The Scope of Work has been updated to incorporate UPS system replacements.

• The response date has been modified.

• The deadline for submitting quotes has been extended to January 12, 2026, at 4:00 PM Eastern Time.

Questions & Answers / Clarifications

This document provides answers to questions submitted by offerors regarding the solicitation.

• Battery Quantity and Type: Refer to the preventive maintenance report for details on the quantity and type of batteries per unit.
• Power Module Quantity and Type: Refer to the preventive maintenance report for details on the quantity and type of power modules in use per UPS.
• Contract Status: This is a brand-new contract.
• Previous Contract Number: The previous contract number was 36C24120P1191.

This document clarifies specific details related to equipment and contract history. Bidders should review these answers to ensure their proposals accurately address the requirements and reflect the correct contract context. No changes to submission deadlines or requirements are indicated.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for Uninterruptible Power Supply (UPS) Preventive Maintenance at the Bedford VA Medical Center. The government is seeking quotes for services to maintain UPS systems located in Building 3 and Building 61.

• Two preventive maintenance services per contract year (one semi-annual, one annual) for UPS systems in Building 3 and Building 61.

• Emergency services required within 24 hours, including travel, labor, and parts.

• Service and support for specific UPS models (APC Symmetra SYMSTRF, APC Symmetra PX) and associated battery cabinets.

• Detailed tasks include visual inspection, component checks, performance testing, and reporting.

• Base year plus four additional option years.

• Period of Performance: 1 year for the base contract.

• Place of Performance: Bedford VA Medical Center, 200 Springs Rd, Bedford, MA 01730.

• Solicitation Number: 36C24126Q0136

• Response Date/Time: December 29, 2025, 16:00 Eastern Time.

• Quotes must be submitted via email to juliette.buchanan@va.gov.

• Evaluation factors: Price, Past Performance, and Technical experience.

• Offerors must complete and submit Attachment 1 (Price Schedule) and Attachment 2 (Past Performance Worksheet).

• Questions deadline: December 24, 2025, 4:00 PM EST.

• This solicitation is set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• NAICS Code: 811210 (Small business size standard: $34.0 million).

• FSC/PSC Code: J061.

• Offerors must be registered in SAM.gov and potentially VISTA.

• This solicitation is issued as an RFQ.

• Applicable FAR provisions and clauses are incorporated by reference.