Uninterruptible Power Supply (UPS) Maintenance

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services to establish a 5-year service contract for a comprehensive maintenance and repair program for all mission-essential Uninterruptible Power Supply (UPS) systems and associated battery strings supporting Spangdahlem Air Base. This announcement constitutes the only solicitation; a separate written solicitation will not be issued.

• Preventative Maintenance and Emergency Services of UPS systems.

• The contract will cover 24 total UPS systems.

• Detailed requirements are provided in the Statement of Work (SOW) / Performance Work Statement (PWS) attached as Exhibit A.

• Contract Type: Firm-Fixed-Price (FFP).

• Period of Performance: One base year and four option years.

• Acquisition Value: At or Below the Simplified Acquisition Threshold (SAT) ($350,000).

• Place of Performance: Spangdahlem Air Base.

• Quotations are due by 22 April 2026, 15:00 CEST.

• Submission Method: Email to the Contract Specialist and Contracting Officer.

• Award will be made to the quoter whose quotation represents the best value to the Government, defined as the lowest-priced quotation that meets the criteria for past performance, technical, and responsibility.

• Evaluation Factors: Price, Technical Factors (Verification of ability to work on UPS systems), and Past Performance.

• Questions Due: 15 April 2026 (responses will be via amendment).

• Small Business Rules Not Applicable Overseas.

• Set-Aside: Full & Open.

• All quoters must be registered and active in the System for Award Management (SAM.gov) at the time of quotation submission and award, and possess an active Unique Entity Identifier (UEI) and CAGE Code.

• The solicitation includes various FAR and DFARS clauses and provisions, some with authorized deviations.

• Attached Exhibits include: SOW/PWS, CLIN Schedule/Pricing Matrix, and Service Report/UPS Locations.

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

To provide comprehensive maintenance and repair services for Uninterruptible Power Supply (UPS) systems and associated battery strings at Spangdahlem AB, Germany.

• Perform scheduled Preventive Maintenance (PM) visits (two per year per equipment).

• Conduct Level-1 minor adjustments and provide tiered response for emergency diagnosis and restoral.

• Provide quality of service in accordance with German electrical safety standards and maintain ISO 9001 or equivalent certification.

• Track components approaching End-of-Life (EOL) and provide notification at least six months in advance.

• Scheduled PM: 100% of equipment receives semi-annual PM visits within the scheduled 6-month period after the annual PM.

• Emergency Response (Tier 1 - Critical): On-site within 1 business day.

• Emergency Response (Tier 2 - Normal): On-site within 7 business days.

• Diagnosis & Quoting: Written report and firm-fixed-price quote within 6 hours of on-site arrival for emergency calls.

• Uptime Guarantee: Maintain UPS fleet in "Online/Protected" state for 95% of the contract period (excluding scheduled maintenance or utility failures).

• Service Reports: 95% delivered within 10 days of service completion.

• Invoicing: 100% submitted within 30 calendar days after service.

• Location: Spangdahlem AB, GERMANY

• Period of Performance: 5 years, from May 2, 2026, to May 1, 2031.

• Contractor personnel must be qualified and certified.

• Provide a company personnel roster and maintain a neat appearance.

• Comply with German electrical safety standards and environmental regulations for disposal.

• Request base entry ID cards and adhere to security requirements.

• Military escorts may be required for services in restricted areas.

• Repair any damages to US Government property at contractor's expense.

• Coordinate with the Contracting Officer Representative (COR) for service times. Regular duty hours are Monday to Friday, 07:30 – 16:30hrs.

• Provide an emergency contact phone number and email address.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet detailing Uninterruptible Power Supply (UPS) systems. It serves as a breakdown of existing or specified UPS units, likely for informational purposes related to an opportunity that requires UPS maintenance, replacement, or integration.

• UPS Make and Model: Lists various manufacturers (e.g., Riello, Eaton, GE, APC) and their specific UPS models.
• Serial Numbers: Provides serial numbers for identification.
• Capacity (KVA): Indicates the power output rating for each UPS.
• Battery Details: Specifies the quantity and type of batteries (sealed or flooded), as well as battery make and model.
• Location: Details the building number, room number, and specific site (including country) where each UPS is located.

This attachment provides critical details about the current UPS infrastructure. Bidders should review this information to understand the scope of work, identify specific equipment they may need to service or replace, and assess the logistical requirements for performing work at the listed locations. It is essential for accurate proposal development and resource planning.

Form / Attachment / Pricing Sheet

This document is an Uninterruptible Power Supply (UPS) System Service Report. It is used to record details of maintenance, inspections, and repairs performed on UPS systems.

• General Information: Service date, technician, building/room, arrival/departure times, work order number, system manufacturer/model, serial number, capacity (kVA/kW), and asset ID.
• As-Found / As-Left Status: Tracks the operational status of the UPS (Online, Bypass, Offline/Faulted, On Battery) before and after service.
• Service Type & Summary of Work: Indicates if the visit was Semi-Annual or Annual and provides a space to describe maintenance actions, tests, and repairs.
• Maintenance Checklist: Details specific tasks for Semi-Annual (visual inspection, filter cleaning, log analysis, firmware checks) and Annual (thermal imaging, torque verification, battery discharge test, system calibration) maintenance.
• Battery System Analysis: Includes fields for battery string ID, manufacturer/model, install date, and detailed voltage and impedance readings for individual cells/jars.
• Fault Mitigation & Required Components: Space to list active faults cleared, describe resolution actions, and prioritize required components for remaining faults or end-of-life replacements.
• Documentation & Certification: Checkboxes for updating the equipment logbook and providing disposal certification if batteries were replaced.
• Customer Acknowledgment: Section for COR/Site Escort to certify the service performed and the accuracy of the "As-Left" status.

This form is likely used by contractors performing maintenance on UPS systems. Bidders responding to opportunities requiring UPS maintenance services would need to be familiar with this report format for documenting their work and ensuring compliance with service requirements.