UPS System Maintenance

Solicitation / RFP / RFQ

This solicitation is for UPS System Maintenance services at the USDA NBAF facility. The government is procuring labor, supervision, equipment, supplies, tools, materials, transportation, and non-personal services for UPS maintenance, repairs, and replacement of batteries and capacitor banks.

• UPS system maintenance, repairs, and replacement of batteries and capacitor banks.

• Services to be performed at the NBAF facility.

• Specific technical requirements are detailed in Attachment 3 – UPS Technical Exhibit.

• Anticipated contract type: Firm-fixed price requirements contract.

• Period of Performance: One (1) one-year base period and four (4) one-year option periods, not to exceed five (5) years total.

• The government intends to make one award.

• Offerors must submit pricing for all contract line items and required submission documents.

• Mandatory site visit scheduled for 5/6/26 at 09:00 AM CST at the Visitor's Center at NBAF. Prime Contractors must attend.

• Registration for the site visit is required by 4/28/26 via email to jeffery.cowell@usda.gov.

• Quotes are due by 05/20/26 at 06:30 CT and must be emailed to david.reynolds2@usda.gov with the subject line “RFQ 1232SA26Q0411."

• Offerors must hold prices firm for 90 calendar days from the offer due date.

• Requests for Information (RFIs) are due by 5/11/26 at 12:00 PM Pacific Time via email to david.reynolds2@usda.gov.

• Evaluation will be based on the greatest overall benefit, considering technically acceptable offers and option prices. Past performance will be a significant factor.

• The acquisition is set aside for Small Business (100%).

• NAICS Code: 238210, Size Standard: $19 Million.

• This solicitation incorporates FAR clauses by reference. Full text is available upon request or electronically.

• Key attachments include: Bid Schedule, Performance Work Statement, UPS Technical Exhibit, Wage Determination, Site Visit Application, and Site Visit Information.

Performance Work Statement (PWS)

To provide all-inclusive maintenance and repair services for the National Bio and Agro-Defense Facility’s (NBAF) Rectifier/Charger, Battery, and Uninterruptible Power Supply (UPS) Systems.

• Preventative Maintenance: Semi-annual and annual inspections and servicing of Rectifier/Charger, Battery, and UPS systems, including visual inspections, cleaning, calibration, component checks, and performance reviews. Specific tasks are detailed for each system type.

• Service Calls and Repairs: Response to non-emergency and emergency repair requests. Emergency response requires on-site presence within six hours of notification. Repairs outside 32 labor hours are managed separately.

• Parts and Materials: Reimbursement for parts and materials used in repairs, requiring pre-approval of pricing and supporting documentation.

• Battery Replacement: Optional Contract Line Item Numbers (CLINs) for replacing specific battery types or strings.

• Capacitor Replacement: Optional CLINs for replacing capacitors in specific UPS/Inverter units.

• Quality: 98% of maintenance and repair tasks must conform to manufacturer specifications and PWS requirements.

• Response Time: 100% of emergency repair requests must receive a phone response within 2 hours and on-site presence within 6 hours. 100% of non-emergency requests require a timeline and work schedule within 3 calendar days.

• Documentation: 100% of daily service reports submitted within one business day; 98% accuracy for service/log sheets and billing documentation.

• Security & Safety: 100% compliance with site security and safety requirements.

• Coordination: 100% of work schedules coordinated at least 10 calendar days in advance; immediate notification for system downtime exceeding one hour.

• Period: Initial one-year term with four one-year option periods.

• Place: National Bio and Agro-Defense Facility (NBAF), 1980 Denison Ave., Manhattan, KS.

• Security: Strict site access requirements, including REAL ID compliant identification, security checks, and mandatory safety/security video viewing. Background checks are required for all personnel.

• Personnel: Contractor employees must be factory-authorized technicians for the equipment being serviced. A contract manager must be designated.

• Reporting: Detailed written reports required for all services, including measurements, actions taken, parts replaced, and deficiencies identified.

• Work Hours: Regular hours are Monday-Friday, 6:00 am to 6:00 pm. Work outside these hours requires advance security approval.

• Waste Disposal: Compliance with all local, state, and EPA regulations for waste disposal.

Form / Attachment / Pricing Sheet

This document is a bid schedule (Attachment 1) for an opportunity, requiring bidders to provide pricing for various line items related to Uninterruptible Power Supply (UPS) maintenance and battery replacement services. Bidders must round offer prices to the nearest dollar amount.

• Contract Line Item Numbers (CLINs): Covers base year, four option years, and specific optional tasks.
• Services: Includes preventative maintenance, inspections, reports, UPS maintenance service/repair calls, and repair/replacement parts.
• Optional Items: Specific CLINs are designated as optional for battery and capacitor replacements for various UPS models (Saft, Enersys, Eaton).
• Pricing: Requires Unit Price and Amount for each CLIN. CLIN 0003/1003/2003/3003/4003 are for repair parts and are funded as needed, with a quantity of 0 Dollars and instructions to 'Leave Blank'.
• Rounding Instruction: All CLIN prices must be rounded to the nearest dollar.

This pricing sheet is critical for bidders to understand the cost structure of the potential contract. It outlines the specific services and optional components for which pricing is required, spanning multiple years. Bidders must carefully complete this schedule to accurately reflect their proposed costs for the base period and all option periods, adhering to the rounding instructions.

Form / Attachment / Pricing Sheet

This document is a technical exhibit detailing electrical gear, specifically battery systems, chargers, inverters, and UPS units, sorted by room and description. It serves as an inventory or specification list for equipment related to the opportunity.

• Room: Location of the electrical gear (e.g., Central Utility Plant Building, Main Lab Building).
• Description of Electrical Gear: Type of equipment (e.g., Battery System, Battery Charger, UPS, Battery Breaker, Battery Inverter).
• Manufacturer: The company that produced the equipment.
• Model Number: Specific model of the equipment.
• Serial Number(s): Unique identifier for the equipment.
• Voltage: Electrical voltage rating.
• Quantity: Number of units.
• Equipment Tag: A system-assigned tag or identifier, often including location and function (e.g., '02-1NGSG1 Station Battery A Batteries').

This exhibit provides detailed technical specifications for critical power and battery backup systems. Bidders may need to reference this information to understand the existing infrastructure, potential integration requirements, or to propose compatible or replacement equipment as part of their response to the overall opportunity.

Form / Attachment / Pricing Sheet

This document is a U.S. Department of Labor Wage Determination, specifically for the Service Contract Act, applicable to Kansas Counties of Pottawatomie and Riley. It outlines the minimum wage rates and fringe benefits required for various occupations when performing contract work in this area.

• Occupational Listings: Provides a comprehensive list of job titles (e.g., "Accounting Clerk I", "Administrative Assistant", "Cook II", "Electrician, Maintenance", "Firefighter") along with their corresponding minimum hourly wage rates.
• Fringe Benefits: States that fringe benefits required follow the occupational listing. Specific benefits mentioned include Health & Welfare ($5.55 per hour or $222.00 per week) and Health & Welfare under Executive Order 13706 ($5.09 per hour or $203.60 per week).
• Executive Orders: Includes notes on Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage), detailing their applicability and requirements for federal contractors.
• Vacation and Holidays: Outlines paid vacation (2-4 weeks based on service length) and a minimum of eleven paid holidays per year.
• Hazardous Pay Differential: Specifies an 8% differential for high-hazard positions and a 4% differential for low-hazard positions related to ordnance and explosives.
• Uniform Allowance: Details requirements for providing uniforms and reimbursement for cleaning costs.
• Conformance Process: Explains the process for contractors to request wage rates for job classifications not listed in the determination.

This document is crucial for bidders to understand the labor costs associated with performing services in the specified area. It establishes the minimum wages and benefits that must be paid to employees working on a federal contract, directly impacting the cost proposal and overall bid competitiveness. Bidders must ensure their proposed wages meet or exceed these requirements.

Form / Attachment / Pricing Sheet

This document outlines the process and required information for visitors requesting access to the NBAF Campus. It details the steps for obtaining a background check and submitting a visitor request.

• Background Check: Visitors must submit information via an online system (https://redtailsecurity.com/corp/NBAF) for a 1-year background check. This is at no cost to the individual.
• Visitor Request: A separate visitor request must be submitted by the COR/TPOC on behalf of the visitor.
• Required Information for Visitor Request:
  • Full Legal Name (as it appears on Driver's License)
  • Full Company Name
  • Company Phone Number
  • Company Address
• Visitor Application Information Form: This form collects details such as:
  • Contract / Project
  • Full Legal Name (Last, First, Middle)
  • PIV Access Card status
  • US Citizen status (and country of birth if not a US Citizen)
  • Lawful Permanent Resident status
  • Company Name, Phone Number, and Address
• Submission Instructions: The completed Visitor Application Information form should be emailed to jeffery.cowell@usda.gov. It must be password protected and encrypted, with the password sent in a separate email.

This document is critical for any bidder intending to visit the NBAF Campus. It provides the necessary steps and forms to ensure access is granted. Failure to provide the required information may impact planned visits.

Form / Attachment / Pricing Sheet

This document provides essential information and instructions for attending a mandatory site visit related to Solicitation No: 1232SA26Q0091 for Electrical Gear and Transformer Maintenance at the National Bio and Agro-Defense Facility (NBAF) in Manhattan, KS. Attendance at this site visit is a mandatory requirement for offer consideration.

• Meeting Location: NBAF Facility, National Bio and Agro-Defense Facility (Visitor Center), 1980 DENISON AVENUE, MANHATTAN KS 66502.
• Date and Time: Tuesday, May 5, at 9:00 am Central (US).
• Site Visit Sponsor: Jeffery Cowell, jeffery.cowell@usda.gov.
• Registration Deadline: Tuesday, April 28. Late registrations will not be accepted.
• Registration Part 1: Complete and email the "NBAF Visitor Application.pdf" to jeffery.cowell@usda.gov. Each attendee must complete a separate application.
• Registration Part 2: Complete a 1-year background check via redtailsecurity.com/corp/NBAF. This includes a US Citizenship Assessment.
• Personal Protective Equipment (PPE): Offerors must bring their own required PPE, including a hard hat, yellow safety vest, gloves, safety glasses, mask, closed-toed shoes (not sneakers), shoe covers, and long pants.

This attachment is critical for any vendor intending to bid on the solicitation. It outlines the mandatory site visit, including how to register, the deadline for registration, the location and time of the visit, and the required personal protective equipment. Failure to register and attend will disqualify an offer.